Everyone can optimize the time available and reduce the feelings of anxiety associated with the elapsed time.
For many of you, it happens very often to have the feeling that time is never enough, and the activities to be performed are always too many compared to the time available.
This thought causes anxiety and anxiety in turn has a negative impact on your productivity, pushing you to procrastinate and accumulate more and more things to do.
You have already had occasion to learn that the multitasking is not the solution to the problem and in fact worsens the productivity at work.
It’s better to do one thing at a time, but well done, rather than many at the same time with unsatisfactory results.
Self-discipline can be an important weapon in order to increase your productivity and time management come to your rescue by helping you to organize the work and do it in harmony with the time that your brain requires to maintain your concentration at high levels.
Let’s analyze the most important time management techniques.
The Pomodoro technique is probably the most famous. It was drawn by the Italian Francesco Cirillo and it is at the same time very simple and effective.
In order to apply this technique you need a list of activities to be carried out and a kitchen timer, which takes its name from this technique.
But you can also use an app for smartphones, there are some available both for Android and for iOS.
1) Choose a task from your list;
2) start the tomato timer (the standard duration is 25 minutes);
3) at the end of the tomato, make a break of 5 minutes;
4) start another tomato and every 4 tomatoes completed, you do a 15-minute break.
The technique is very easy to apply, but it is important to set rules to be respected, in order to avoid distractions such as the use of social networks, phone calls or email, which have to be carried out during periods of rest.
This technique has been created by Peter Bregman and consists in starting your journey devoting 5 minutes to understand what you want to accomplish during the day and drawing up a list of activities.
The working day will be divided into hours, while you need to set an alarm every 60 minutes, after which you will have to take a minute to reflect if the last hour of work has actually been productive or not.
The technique requires that at the end of the working day there is still 5 minutes to reflect on the activities carried out during the day, giving youself a judgment based on the work done.
The sum of the total minutes devoted to give yourself a judgment on productivity is equal to 18 minutes a day, which takes its name from the technique.
The personal productivity expert Peggy Duncan suggests the method she developed, that is the Clear-Organized-Productive-Efficient.
This technique aims to make people understand why they feel that the time has never enough, making them analyze the root problems and making them delete all activities that are instead wasting of time.
Also an important tip of this technique is to systematize all the repetitive tasks. For example, if you send many similar emails, it can be useful create a template for reuse each time.
ABC and Pareto Analysis
See Pareto principle and its usefulness, for example in Root Cause Analysis. This is applied here to time management.
You first need to classify with the letters A, B and C each activity to be performed, where:
- A = important and urgent activities;
- B = important, but not urgent activities;
- C = not important, nor urgent activities.
The next step is to highlight the activities that require less time and perform them first. This will increase the productivity because the Pareto principle states that 80% of the activities are carried out in 20% of the time available.
Only at the end do activities that require more time, but at that point 80% of the work will have been done already.
These are the most popular time management techniques.
Do you know them already?
What do you think about them?
Please let me have your thoughts in a comment below, thanks!