“Where does the day go?!” is the question that pops into most people’s heads as they see a long to-do list still waiting to be crossed off at the end of the day. Managing time effectively requires discipline and a mental paradigm shift. Stephen Covey, business professor and managing expert who authored the bestselling book The 7 Habits of Highly Effective People (Simon & Schuster; 1989), mentions three concepts in the first three habits that can be used as key time management tools.
3 Key Concepts in Effective Time Management
Be proactive. This means making a conscious decision to be in control instead of being controlled by a situation or problem. For instance, a proactive person forces himself/herself to find a solution and make things work even if there does not seem to be enough time during the day.
Begin with the end in mind. Remember the big picture and have a purpose. This is helpful with prioritizing goals and staying motivated. Ask: “If I finish my goals daily, what will I achieve in the long run?” (E.g., lessen my stress, earn more income, move a step closer to my career goals, etc.)
Put first things first. Prioritize. Personally, what are the most important things in life? (E.g., God, family, relationships, work, success, health, etc.) List them in order of importance.
Action Steps to Take
Good time management starts with being organized, and this means writing everything down including daily to-do lists, as well as short-term and long-term goals. Writing down tasks, events and goals are essential since it’s easier for the mind to store the information and retrieve it.
Actively use a calendar. Fill it with appointments, deadlines, events, birthdays, vacation days and holidays.
Create and use a task sheet in a notebook or computer. Write a daily to-do list of everything that needs to get done. If writing them down with pen and paper is not motivating, use online tools. TeauDeux.com is a simple, smart online tool that gives an overview of the week and allows a person to easily write, check off, delete and move tasks, and put things in the “someday” bucket list.
Tip: Before going to bed, write down an agenda for the next day and number each task in the order that it should be accomplished. This clears the mind and helps reduce stress.
Use desktop sticky notes. Download Simple Sticky Notes for the computer desktop. This is a useful application for reminders and notes (e.g., directions on how to open a file, a reminder to pay back a co-worker for lunch, etc.)
While creating to-do lists, remember the three key concepts above that Stephen Covey mentions in his book: to be proactive (not reactive), be purposeful and prioritize. A person with effective time management doesn’t feel hurried or high strung since everything is planned out and organized. Managing time effectively should not only involve work-related activities but it should also trickle into other life areas. For instance, to avoid the morning rush before going to work, plan out what to wear the night before. It saves time and there's less to worry about.
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