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You need to decide on the activities in hand based on How urgent they are and How important they are. Then managing your time without affecting self activities and activities of others (boss/peers/ team) can be done without getting in to crisis stage or last minute rush.
By my experience Prioritization matrix is the best tool to decide on these activities- A matrix of4 quadrants having (Urgent / Not urgent) in Y axis and (Important/Not important) in X axis.
Q1: Urgent / Important : Activities you are supposed to do, but reached their dead line.
Q2: Not Urgent / important: Activities you are supposed to do which are needed to achieve your goal.
Q3: Urgent / Not important: Activities which will help your goals, but assigned to you by your boss with short deadline! or a demand due to emergency situations.
Q4: Not Important / Not urgent: Activities which are not in crisis stage and will not help your goals. (like gossips, long tea breaks, in personal life spending too much time watching TV or partying (depends on what is important to individual), etc
1. List out all your activities and put them in these quadrants. You will be able to plan your time better.
2. Maintain an MS-excel Quadrant, so that you can update this once a day.
3. Ensure more % of your activities are from Q2.
4. Dont allow something to reach deadline, that it become urgent (Q1),
5. Try to eliminate few activities from Q3 - which others may be assigning to you which wont help your goals (saying Positive No helps here).
6. Minimize time spent on Q4 activities.
7. After minimizing Q3, Q4 activities, you can look for how you can reduce your activities in Q2!! This makes you spend more time on strategic areas / self development areas so that you can be ready for next challenges!
8. Minimizing Q2 - can be by delegating your work with your teams so that they get opportunity or exposure to higher responsibilities.
* The pendulage
This method based on timing, used to evaluate the average
time required for the execution of repetitive administrative tasks.
* Continuous self-analysis
The measurement of time to discover the downtime and thus
improve productivity. The time control method most commonly used
in administrative services is continuous self-analysis. It is based
Registration by the performer himself, transactions.
* Planning
Schedule of activities, the plan is to divide the time
to keep deadlines and optimize the use of resources:
people, machines
You can start with this test from Mind Tools. Don’t fret if you have some areas of opportunity when it comes to time management. To help you out, we’ve compiled five tools to get you on the right track.
Tool #1: Time-TableTake a week and keep track of where your time goes every day. Be honest and document it all. Every meeting, every conversation, every Facebook break. You will probably be surprised at how much of your day you spend on tasks that are unimportant, unnecessary, or even unintended.
Tool #2: Goal-SettingWhat are your goals? What are you hoping to accomplish with your day? Being aware of your goals – both long-term and short-term – is important in time management because you can measure the activities that you’re spending time on against the goals you’re trying to reach, and determine how important they are.
Tool #3: PrioritizationCreate a list of the tasks you need to complete. Using the goals that you’ve set for yourself with tool #2, identify which of those tasks absolutely must be done today, which can be done tomorrow, and which can be done later in the week. Focus on those tasks that are a top priority for you, and work on the others as time permits.
Tool #4: Manage DistractionOne of the most common time management mistakes is not managing distractions. Distractions can come in many forms, including emails, IMs, crisis conversations with a co-worker… the list goes on. It would be impossible to completely eliminate distractions, but they can be manageable. For instance, only check your emails at designated times during the day, or let your phone go to voicemail if you don’t have time to take a call.
Tool #5: DelegationWhen you created your time table and your to-do list, did you find any tasks that you’re doing that aren’t productive to your goals? Are you doing things that others are responsible for? Is there something that you can assign to someone else to complete? By re-assigning or delegating those tasks to others, you could be helping them work towards their own goals while allowing you to focus on yours.
1. prepare time table
2. set the goals
3. create the list you need to complete
4. remove distractions
5. delegating the task to others
arrangement daily needs
it is more useful if combined two orders in the same time
you can delegate suitable ones to do some thing when you are busy
watch how many times you sleep in and manage it
80-20 Principle
I think it will better to rephrase the question " Time Management"
Because management times leds to confusion. You to improve organization/employee work timing
or
you like know more about "Time Management"
Explain plz
every day windup your work in office before you leaving that should be reconciled daily routine balance and equally ending simply dont pending your work for next day ...
