Time Management Methodologies enables people to complete more in a shorter period of time. Using the process of planning and allocating how much time is required on each specific task.
Time management is the one thing of the biggest struggles we have in our work lives. Good business management and leadership depend on ability to manage time effectively.
Balancing a busy work life requires planning and efficiency. Luckily, there are several methodologies can help you manage your time effectively.
Which Time Management Methodologie to use?
The Pomodoro Technique
Time management method developed by Francesco Cirillo in the late 1980s where you focus on a task for 25mins uninterrupted followed by a short 2 minute break.
Allocate a limit to work hours set time frame and do not overextend yourself.
The human body tends to move through 90-120 minute cycle where you get a period of significant energy and alertness followed by a period of fatigue. Plan to do complicated process tasks in your alert time followed by simple tasks in the fatigue stage. Write a diary of your highs and lows so you can work out your own rhythm.
Getting Things Done GTD
Getting Things Done (GTD) is a methodology by David Allen devised to help organise and manage time.
5 Steps process to GTD
- Collect – Find scraps of paper and receipts and write tasks down
- Process – Regularly review tasks, Work through in the order they appear and decide if you complete the task? Or whether you can you delegate.
- Organise – Add tasks to a checklist to keep things organised
- Review – Review your checklists as often as you need to in order to keep your mind clear.
- Do – finish your tasks as they arise
Domino reaction by Amit Offir covered in his book “24/8 – The Secret for Being Mega-Effective by Achieving More in Less Time”
18 Minutes Technique
18 Minutes technique by Peter Bregman in his book “Find Your Focus, Master Distraction, and Get the Right Things Done.”
In brief, the technique works like this. In the morning, spend five minutes deciding what you want to achieve that day. Every hour, spend one minute analysing if you’ve been productive in the hour. In the evening, spend five minutes assessing what you’ve accomplished and learned throughout the day.
POSEC stands for “Prioritising by Organising, Streamlining, Economising and Contributing.” The main aim is taking a closer look at your daily tasks and working out the best way to manage these tasks.
Developed by productivity expert Peggy Duncan.
C – Clear Goals,
O – Organise everything,
P – Prioritise tasks, and
E – Efficiently finish priority tasks.
Eisenhower Matrix or Covey’s Management Grid
Inspiration from this comment “What is important is seldom urgent, and what is urgent is seldom important” traced back to Dwight Eisenhower 34th president of the United States.
Eisenhower Matrix or Urgent-Important Matrix helps you decide on and priority of tasks by there urgency and importance. Enabling you to identify less urgent and important tasks which you could delegate or not do at all.
Urgent and Important: Action as a priority.
Important but Not Urgent: Schedule to do later.
Urgent but Not Important: Interruptions Delegate.
Not Urgent and Not Important: Delete distraction from important tasks.
Grouping tasks into categories similar to the Eisenhower method. Take your to-do list and assign to an appropriate category and then prioritise task with numbers. e.g A1, A2, B1, C1
A = important and urgent
B = important but not urgent
C = not important and not urgent
5S & Lean Manufacturing
Japanese systematic organisation process began by Toyota to increase productivity by improving efficiency. Also the base for Marie Kondo, KonMari organisation techniques.
5S checklist process:
- Seiri – Sort
- Seiton – Set in order
- Seiso – Shine
- Seiketsu – Standardise
- Shitsuke – Sustain
Invented during the Napoleonic war to prioritise injuries and sickness still used in hospitals now to decide most in need of attention.
- Important but not urgent
- Immediate action
Pareto Analysis (also known as the 80/20 Rule)
Time versus Result based on Pareto Principle where the idea that roughly 80% of the effects (outcomes) come from 20% of the causes (inputs).
Analyse data, identify and list frequent problems or causes in a process then prioritise the 20% that will produce the best results.
Ultimately, managing your time is an ongoing process. Needing to be evaluated daily, monthly, even yearly. Allowing you to analyse whether you’re spending your time wisely and in ways that get you to achieve your goals and make you happy.