What is Time Management?

Time Management refers to managing time effectively so that the right time is allocated to
the right activity. Effective time management allows individuals to assign specific time slots
to activities as per their importance. Time Management refers to making the best use of time
as time is always limited.
Time Management plays a very important role not only in organizations but also in our
personal lives.
Time Management includes:
i. Effective Planning
ii. Setting goals and objectives
iii. Setting deadlines
iv. Delegation of responsibilities
v. Prioritizing activities as per their importance
vi. Spending the right time on the right activity
 Effective Planning

Plan your day well in advance. Prepare a To Do List or a “TASK PLAN”. Jot down
the important activities that need to be done in a single day against the time that
should be allocated to each activity.

High Priority work should come on top followed by those which do not need much of
your importance at the moment. Complete pending tasks one by one. Do not begin
fresh work unless you have finished your previous task. Tick the ones you have
already completed. Ensure you finish the tasks within the stipulated time frame.

 Setting Goals and Objectives

Working without goals and targets in an organization would be similar to a situation

where the captain of the ship loses his way in the sea. Yes, you would be lost. Set
targets for yourself and make sure they are realistic ones and achievable.

 Setting Deadlines

Set deadlines for yourself and strive hard to complete tasks ahead of the deadlines. Do
not wait for your superiors to ask you everytime. Learn to take ownership of work.
One person who can best set the deadlines is you yourself. Ask yourself how much
time needs to be devoted to a particular task and for how many days. Use a planner to
mark the important dates against the set deadlines.

 Delegation of Responsibilities

Learn to say “NO” at workplace. Don’t do everything on your own. There are other
people as well. One should not accept something which he knows is difficult for him.
 The roles and responsibilities must be delegated as per interest and specialization of
employees for them to finish tasks within deadlines. A person who does not have
knowledge about something needs more time than someone who knows the work
well.

 Prioritizing Tasks

Prioritize the tasks as per their importance and urgency. Know the difference between
important and urgent work. Identify which tasks should be done within a day, which
all should be done within a month and so on. Tasks which are most important should
be done earlier.

 Spending the right time on right activity

Develop the habit of doing the right thing at the right time. Work done at the wrong
time is not of much use. Don’t waste a complete day on something which can be done
in an hour or so. Also keep some time separate for your personal calls or checking
updates on Facebook or Twitter. After all human being is not a machine.

For Effective Time Management one needs to be:

Organized - Avoid keeping stacks of file and heaps of paper at your workstation. Throw
what all you don’t need. Put important documents in folders. Keep the files in their respective
drawers with labels on top of each file. It saves time which goes on unnecessary searching.

Don’t misuse time - Do not kill time by loitering or gossiping around. Concentrate on your
work and finish assignments on time. Remember your organization is not paying you for
playing games on computer or peeping into other’s cubicles. First complete your work and
then do whatever you feel like doing. Don’t wait till the last moment.

Be Focussed - One needs to be focused for effective time management.

Develop the habit of using planners, organizers, table top calendars for better time
management. Set reminders on phones or your personal computers.

Benefits of Time Management

Time Management refers to making the best possible use of available time.
Managing time well enables an individual to do the right thing at the right time.
Time Management plays a pivotal role in one’s personal as well as professional life.
Let us go through some benefits of Time Management:
 Time Management makes an individual punctual and disciplined. One learns to
work when it is actually required as a result of effective time management. To make
the judicious use of time, individuals should prepare a “TASK PLAN“ or a “TO DO“
List at the start of the day to jot down activities which need to be done in a particular
day as per their importance and urgency against the specific time slots assigned to
each activity. A Task Plan gives individuals a sense of direction at the workplace. An
individual knows how his day looks like and eventually works accordingly leading to
an increased output.
  One becomes more organized as a result of effective Time Management. Keeping
the things at their proper places minimizes the time which goes on unnecessary
searching of documents, important files, folders, stationery items and so on. For better
time management, individuals keep their workstations, study zones, cubicles, meeting
areas clean and organized. People learn to manage things well as a result of Time
Management.
 Effective Time Management boosts an individual’s morale and makes him
confident. As a result of Time Management, individuals accomplish tasks within the
stipulated time frame, making them popular in their organization as well as amongst
their peers. People who understand the value of time are the ones who manage to
stand apart from the crowd. Individuals who finish off work on time are looked up to
by others and are always the centre of attention everywhere.
 Individuals who stick to a time plan are the ones who realize their goals and
objectives within the shortest possible time span. Managing time effectively helps
employees to meet targets way ahead of deadlines and finish off task just when it is
required.
 Effective Time Management helps an employee to reach the pinnacle of success
quickly and stay firm at the top for a longer duration. An employee who works just for
the sake of working fails to create an impression and is never taken seriously at work.
Effective time management plays a pivotal role in increasing an individual’s
productivity. Output increases substantially when people manage their time well.
 Better Time Management helps in better planning and eventually better
forecasting. Individuals learn to plan things well and know where exactly they stand
five years from now.
 Research says that individuals who accomplish tasks on time are less prone to
stress and anxiety. Remember there is no point in wasting time and cribbing later.
Finish off pending work on time and then you would have ample time for your
friends, relatives and family members.
 Time Management enables an individual to prioritize tasks and activities at
workplace. It is foolish to stay overburdened. Do not accept anything and everything
that comes your way.
 Time Management helps an individual to adopt a planned approach in life.
Time Management Techniques
Time management refers to the judicious use of time for achieving success in life. Time
Management helps an individual to make the best possible use of time. It is essential for
individuals to value time and allocate the right time to the right activity.

Let us go through some Time Management Techniques:

 Set your Priorities. Know what all needs to be done on an urgent basis. Prepare a
“TO DO” List or a “Task Plan” to jot down tasks you need to complete against the
time slot assigned to each activity. High Priority Tasks must be written on top
 followed by tasks which can be done a little later. Make sure you stick to your Task
List.
 Make sure you finish your assignments within the stipulated time frame. Tick the
tasks you have already finished. Treat yourself with a chocolate if you finish your
assignments ahead of deadlines.
 Understand the difference between urgent and important work. Manage your
work well. Do not begin your day with something which is not so important and can
be done a little later. First finish off what all is urgent and important. Do not wait for
your Boss’s reminders.
 Stay focused. Do not leave your work station if some urgent work needs to be done.
Going for strolls in the middle of an urgent work breaks continuity and an individual
tends to loose his focus. Individuals who kill time at work find it difficult to survive
workplace stress.
 Do include time for your tea breaks, net surfing, personal calls and so on in your
daily schedule. It is important. Human being is not a machine who can work at a
stretch for eight to nine hours. Assign half an hour to fourty five minutes to check
updates on social networking sites, call your friends or family or go for smoke breaks
etc.
 Set realistic and achievable targets for yourself. Know what you need to achieve
and in what duration? Do not lie to yourself. Assigning one hour to a task which you
yourself know would require much more time does not make sense.
 Do not overburden yourself. Say a firm no to your boss if you feel you would not be
able to complete a certain assignment within the assigned deadline. Don’t worry, he
will not feel bad. Probably he can assign the same to any of your fellow workers.
Accept tasks which you are really confident about.
 Be disciplined and punctual. Avoid taking unnecessary leaves from work unless
there is an emergency. Reach work on time as it helps you to plan your day better.
 Keep things at their proper places. Files must be kept at their respective drawers.
Staple important documents and put them in a proper folder. Learn to be a little more
organized. It will save your time which goes on unnecessary searching.
 Do not treat your organization as a mere source of money. Change your attitude.
Avoid playing games on computer or cell phones during office hours. It is
unprofessional. Do not work only when your boss is around. Taking ownership of
work pays you in the long run.
 Develop the habit of using an organizer. It helps you plan things better. Keep a
notepad and a pen handy. Do not write contact numbers or email ids on loose papers.
You will waste half of your time searching them. Manage your emails. Create ow to
Practice Effective Time Management at Workplace
 Time Management refers to assigning specific time slots to activities as per their
importance and urgency in order to make the best possible use of time.
 In a layman’s language Time Management is nothing but to manage time well and
doing things when they actually need to be done.
 Every organization works on deadlines. An individual constantly needs to be on
his/her toes to finish off assignments within stipulated time frame.
 It is essential for employees to understand the value of time for them to do well and
make a mark of their own at the workplace.
 How to practice effective time management in organization?
 Know your targets well. Do not hesitate to speak to your Boss if targets are
unrealistic and unachievable within the allocated time slot. It is always better to
 discuss things at the initial stages than cutting a sorry figure later on. Accept tasks
only when you are confident.
 There is absolutely no harm in discussing work with your fellow workers. You
can’t do almost everything on your own. Distribute work amongst your team
members. It is foolish to over burden yourself. One must share his/her work load with
others to finish assignments within the stipulated time frame. Know your capabilities.
 Organize yourself. Be very careful about your files, important documents, visiting
cards, folders etc. Keep them at their proper places so that you do not waste half of
your time in searching them.
 Be loyal to your organization. Do not work only when your superiors are around.
Remember you are getting paid for your hard work. Concentrate on your own work
rather than loitering and gossiping around. Do not waste time by playing games on
computer or finding out what your fellow worker is up to.
 It is absolutely okay to call up family members or friends once in a while but make
sure you do not end up in long phone calls while at work. Phone calls and messages
are one of the biggest distractions at work.
 Plan your things well in advance. Do not work just for the sake of working. The first
thing an employee should do in the morning is to jot down what all tasks he need to
do in a single day against the time slot assigned to each task.
 Preparing a Task Plan right at the start of the day always helps and provides you a
sense of direction at work. A “TO DO” List suggests you way forward. Tick off
completed assignments. Make sure you finish tasks within the assigned deadlines.
 Keep a notepad and pen handy. Avoid writing on loose papers. You will never find
them when you actually need something. Prefer using an organizer as it helps you
plan your work better.
 Eat only during lunch hours. Eating while working not only makes you feel sleepy
but also breaks continuity.
 Be punctual. Avoid taking frequent leaves from work unless it is an emergency. Make
it a habit to reach office on time.
 Do not keep things pending at your end. Escalate matters immediately which need
approval of higher authorities. Do not keep ignoring things. They would create
problems for you sooner or later.
 separate folders for each client. Do not clutter your desktop.

Time Management Tips for Professionals

Time Management helps individuals assign correct time slots to activities as per their
importance.

The right allocation of time to the right task in order to make the best possible use of time
refers to time management.

Time is limited and one can’t afford to waste it. Time once lost never comes back, no matter
how much efforts you put in.

An individual who wastes time at workplace is liked by none and finds it difficult to achieve
targets within the stipulated time frame. His/Her work is never finished on time and is often
criticized by fellow workers and superiors.
 Reach office on time. Avoid taking frequent leaves from work. It is important to be
punctual for effective time management. Do not roam here and there.
 The first thing an employee should do in the morning is to prepare a Task Plan.
Write down what all needs to be done in a single day against the time slots you wish
to assign to particular tasks as per their importance. Urgent assignments must be
completed first followed by low priority tasks. Once the task is complete, tick it off.
You will feel relieved.
 Do assign some time for your personal calls, catching up with old friends on
Facebook, writing updates on Twitter or even booking movie tickets for weekends.
 Manage yourself well. Keep your workstation clean and organized. The files and
important documents must be kept at their proper places. Avoid keeping stacks of files
and heaps of paper at the desk. Throw whatever you don’t need. Never write on loose
papers as you would definitely loose them after some time. Keep all your personal
belongings at one place.
 Do not clutter your desktop. Create separate folders to organize your documents.
Delete whatever files and folders you don’t need. Manage your emails well.
 Use a planner or organizer to plan your day well. A table top calendar never lets
you forget important dates and meetings.
 Leave a little early for meetings outside office. Do keep margin of time for traffic
jams, diversions or other unavoidable conditions on road.
 Set priorities for yourself. Do not accept any task which you yourself know is
difficult for you to accomplish within the allotted time period. A firm “NO“ in the
beginning will save your reputation later.
 Be clear about your goals and objectives. The responsibilities of an employee must
be communicated to him clearly. Know your targets. Plan things well. Planning helps
you complete tasks on time.
 Avoid gossiping or loitering around at the workplace. Your office does not pay you
for playing games on computer during office hours. Do not work only for salary and
to please your Boss. Work for yourself. The dedication should come from within.
 Avoid long personal calls during office hours. Remember if you finish your work
on time, you will have enough time for your friends and family after office hours. A
balance between personal and professional life is essential to be successful in the long
run.