If you have never experienced those emotions, you are truly admirable because you may not be from this planet. But if you have experienced that stress, there are some time management methods.
1. Methods:
These methods are to help you increase productivity and reduce clutter in your daily work. With simple principles and techniques, you can organize and manage your work much easier and more effectively. So why hesitate? Let's start now. In this article, I will share with you five time management methods that I often apply nowadays. Although I cannot claim to fully utilize my time fund, I can complete many tasks in a day while still having time for relaxation and entertainment.
The Eisenhower time management matrix was created and named after the 34th President of the United States, Dr. Eisenhower. This matrix, also known as the Urgent-Important matrix, focuses on two important criteria: urgency and importance. This matrix divides our tasks into four groups based on urgency and importance.
The first group is urgent and important tasks, such as deadline for submitting assignments, regular health check-ups, or repaying debts to relatives. These are tasks that need to be prioritized at the top of the day.
2. Important tasks:
The second group is tasks that are important but not urgent in terms of time, such as preparing for an important exam in the next three months. Although important, they do not require immediate attention.
The third group is urgent tasks but not important, such as returning items to a friend, tasks that can be delegated to others, or outsourced.
The last group is tasks that are neither urgent nor important, such as watching movies or playing video games. These are tasks that you may not do but also do not cause any issues.
Remember, how you organize tasks into groups depends on personal priorities. The important thing is to deal with non-urgent and unimportant tasks to avoid them becoming urgent and important later on. Take time every day to address tasks in this group to avoid feeling the need to stay up late or miss deadlines.
Identifying "Daily highlights" is about recognizing the most important tasks that you need to complete in a day. A day is considered complete when all "Daily highlights" items are completed. Typically, these items will be tasks from the urgent and important group in the Eisenhower time management matrix mentioned earlier.
However, you should only choose one to three "Daily highlights" items each day to avoid overloading yourself with work. If possible, accompany it with the time and place you intend to do it. For example, "I will work out at Room X at Y o'clock." Being more specific will help you easily accomplish that task.
Additionally, you can also refer to the 40-30-20-10 time allocation rule. According to this rule, 40% of your time in a day will be focused on completing the most important "Daily highlights" items. Next, 30% will be for the second most important items, 20% for the third most important items, and the remaining 10% will be used to address other tasks.
3. Apply the rule:
Applying the 80/20 rule, also known as the Pareto principle, is a principle named after the Italian economist, Vilfredo Pareto, in the 19th century. The Pareto principle indicates that 80% of results come from 20% of the causes. This principle can be applied in many different areas of life, from business to time management.
In time management, the 80/20 rule implies that 20% of the optimal time in a day will generate 80% of your productivity. For example, for me, the time from 7 to 10 in the morning is usually when I absorb information most effectively and learn the newest knowledge of the day.
Applying this rule in time management helps you better understand prioritizing your tasks and time. Instead of dispersing effort on everything, you can group activities like cleaning the house, taking out the trash, or doing the dishes and address them during the time when you are least productive.
Another small tip is to apply David Allen's "Two-Minute Rule." This rule encourages you to immediately complete tasks that take less than 2 minutes, such as replying to short emails or messages, instead of letting them wait. If a task takes more than 2 minutes, jot it down and address it when you have more free time.
First of all, plan your day. Perhaps when you read up to this point, you may want to argue right away that planning makes life rigid, while you want a more flexible and free lifestyle. However, in my opinion, practical planning makes you more free to do what you want because without a plan, you will have difficulty managing time effectively. There are unexpected tasks that you cannot control. Furthermore, without a specific plan, you will fall into a state of not knowing what to do, leading to wasting time on unnecessary activities.
Usually in the evening before going to bed, I will list the tasks to be done the next day and choose a specific time frame to complete them. A software I recommend is Outlook, which helps plan for the next day. To avoid feeling tired and confused, I also usually plan for leisure moments. Of course, not always do I follow the plan set, sometimes unexpected tasks arise and force you to change your schedule. However, a good plan is like a lighthouse guiding you, helping you start a new day with a clear direction, from which you can optimize your productivity.
4. 5-minute rule:
The 5-minute rule, also known as the 5-minute rule, often makes us think that if we don't have enough time, it's best not to do anything at all. Or if we do, we have to spend at least 30 minutes on it. The idea that completing a task in a long period of time can make us feel overwhelmed. So, when feeling lazy and lacking motivation to start a task, you can tell yourself that just starting for 5 minutes is enough.
This will make you believe that the task can be completed within 5 minutes, which deceives your brain. Just overcoming the initial fear, you will find it easier to start and continue the task. Completing a task in 5 minutes is better than doing nothing, as author James Clear wrote in "Atomic Habits": "All big actions come from a small Start."
For example, when starting to run, instead of thinking that you have to run for a long period of time, you just need to put on your shoes and run at least 5 minutes every day to form the habit of running. This ensures that after a while, you will see significant progress.
Additionally, you can accomplish many tasks within 5 minutes. If you know how to make use of time, you can achieve more than you think.
Time management is one of the most important skills that people need to learn to achieve success and balance in life. Time is a non-renewable resource, and effective time management helps us maximize every opportunity and achieve our personal and professional goals. Here are some ways you can apply to effectively control your time.
Establish Clear Goals and Strategies
One of the most important steps to control time is to establish specific goals and strategies. You need to know what you want to achieve in your life and career. Set short-term and long-term goals, and create a detailed plan to achieve them. Use the SMART technique (Specific, Measurable, Achievable, Relevant, Time-bound) to ensure that your goals are specific and measurable. When you know what you are doing and want to achieve, time management becomes easier.
Prioritize Tasks by Importance
Prioritizing tasks by importance is one of the most effective ways to manage time. Using the Eisenhower matrix, you can classify tasks into four types: urgent and important, important but not urgent, urgent but not important, and neither important nor urgent. Focus on important but not urgent tasks to avoid stress and procrastination, while avoiding unimportant and non-urgent tasks to save time for more important tasks.
Use the Pomodoro Technique
The Pomodoro technique is a time management method designed to enhance focus and productivity. This method involves dividing time into short continuous work periods (usually 25 minutes), followed by a short break (usually 5 minutes). After every four work cycles, you can take a longer break (usually 15-30 minutes). By applying the Pomodoro technique, you can optimize focus and productivity, helping you complete tasks efficiently and quickly.
Eliminate Distractions and Clutter
To effectively control time, you need to eliminate factors that cause distractions and clutter. Turn off notifications from your mobile phone and computer when you are working to focus entirely on the task. Arrange your work environment for comfort and space, helping you maximize focus. Set a fixed work schedule and adhere to it every day to maintain patience and focus.
Learn to Say "No"
An important part of time control is learning to say "no" to unimportant requests and relationships. Do not overwhelm yourself with too many tasks and commitments, know when to refuse and focus on the most important things. This will help you maintain a balance between life and work, while maintaining control and freedom in your daily schedule.
In conclusion, time control is an important skill that everyone needs to learn to achieve success and balance in life. By identifying clear goals, prioritizing tasks by importance, using time management techniques, eliminating distractions and clutter, and learning to say "no," you can create an efficient work schedule and successfully achieve your goals.