How to manage everything: the basics of effective time management

How many important and urgent tasks are there in a day, how can you manage it all?

Time management will help us in this difficult task. Today it is a whole science about competent planning and time management.

In this article we have collected simple and effective methods.

Where to start? Here are a few simple steps:

• We are creating a to-do list, because first it is important for us to decide on the tasks that we will perform. It’s more convenient to make a list in the evening and make adjustments in the morning.
• We set priorities. Most often, the most important things are complex or time-consuming. The main thing is not to put off doing something necessary by replacing it with less important, but easier actions.
• We make a plan and calculate the time for each task on the list. The plan must be feasible and simple.
• The next step is implementation, specific actions in accordance with the intended plan and procedure for achieving the goal.
• Control - check your plans and change them if they are not feasible or do not allow you to achieve your goal by the deadline.
• Don't be discouraged if you don't completely follow the plan the first time. The main thing here is to exercise patience and self-discipline. The result will not keep you waiting long.
• Motivation and satisfaction. Learn to praise yourself and encourage yourself to new achievements. Did you get everything done in a week as planned? An excuse to buy yourself some ice cream or go to the movies.

A start. Now let's look at some time management methods.

ABC planning method.

According to this method, tasks are divided by importance into A, B and C.

We will assign the most significant tasks to group A priorities.

Next on the list are simply significant tasks, this is list B.

The next most important tasks are those that can be postponed until tomorrow or even further—priority C.

Eisenhower Matrix.

According to this method, tasks are divided into groups according to urgency and importance.

The matrix looks like four squares, which are distributed according to the urgency and importance of things.

A. Important and urgent matters

- those that are done first, and it will be too late to do them the next day.

Examples of important and urgent matters: an urgent call to a client, completing a project task that is due soon.

B. Important but not urgent

- this includes matters of increased importance, but which can be postponed for a while.

Examples of important but not urgent matters: planned work in the company on current projects, development of new projects.

C. Things are not important, but urgent

- something that is not important for the final result, but requires an immediate solution.

An example of such matters could be helping a colleague with some issue on his project.

D. Not important or urgent matters

- those that you don’t have to do at all. Often this field includes things that help you distract yourself and relax.

An example of unimportant and non-urgent things is watching news on the Internet.

"Eat a frog."

For routine tasks, there is the “eat the frog” technology.

First of all, in the morning, you do something that is unpleasant for you, something that you are ready to put off until the last minute. In this case, if you did this first thing in the morning, “ate the frog,” the task itself will seem not so scary, and other tasks will seem completely easy

So, you've come up with a plan for the month or day. To avoid forgetting anything during the implementation process, use a planner. Use a paper notepad or give it to electronic options. Let's look at some of them.

Google Calendar

Google Calendar is free and integrates with gmail.

It allows you to set meeting times, create recurring events, set reminders, and invite other participants.

The benefit of this service is sharing.

Show it only to selected users or make it public.

Working with the Calendar is carried out in a browser window via a web interface; the calendar also supports synchronization with mobile devices.

Event reminders are sent via email and push notifications.

Try to maintain order

Get organized:

1. At work.
2. In the house.
3. In my own thoughts.

The order of the items can be changed at your discretion. Order in the workplace allows you to concentrate better. Although figurines and photographs of relatives are very cozy on the desktop, strive for minimalism. The fewer things on your desk that distract your attention, the easier it will be to get to work and complete your plan. Asceticism must be observed not only in relation to extraneous things, but also towards working tools. Keep a folder for important documents or a box for work materials. If your job involves production, clean up trash after each project or during breaks. It is much more pleasant to work at a clean workplace, and you will not need to waste time correcting documents that have fallen into glue.

Perfect order

Clean up your house. Remember, 2 general cleanings are enough, and the rest of the time it’s enough to just maintain general order. Put things back in their place after use. This way you will always know where they are and won’t spend half an hour searching for them. Use the services of cleaning companies if you think you are spending too much time cleaning. Many agencies offer their services at relatively low prices. If you think your time is worth more, seek professional help.

Get your own thoughts in order. Decide why you decided to free up a few hours a day. Perhaps you were planning to start learning a language or get a second higher education. Set a goal and move towards it.

Bitrix24 portal

We use it in our work.

The Bitrix24 portal helps you manage tasks effectively.

Alerts will remind you of important and overdue tasks.

The program has a working time tracking system that will allow you to track how much time is spent on a task.

It is convenient to use the event calendar in your work.

It allows you to create multiple calendars, with events displayed in day/week/month format. The calendar displays current and past/previous periods. Events can be made repeating throughout the day/week/month/year.

An event is created in the Bitrix24 calendar using a quick form.

To do this, click on the date in the calendar, indicate the name of the event, location and time.

You can add a reminder to an event and specify participants.

It is possible to enable a notification option about confirmation or refusal to participate in an event.

In additional settings, a detailed description and color for display in the calendar are added.

GuruTest

Keeping up with everything is not so easy, although, on the other hand, there is nothing complicated about it either, especially if you master such a thing as time management. “Time” is an English word translated into Russian meaning time. Management is management, control. The art of prioritizing correctly is the basis for successful people. Rich and happy people always know how much time they have for leisure and how much time for work or responsibilities. The correct psychology of self-development is based on this.

Why we need time management

People need time control for one simple reason - we multitask. We are intelligent beings, so we must do a lot of different things, without which life would simply stop.

Even if you are on vacation, you still have your favorite hobby and there are people who are in love or friendly relationships with you. Life is very dynamic, it does not stand still. Time management helps people around the world remember that everything changes every second, every moment. You can wake up in the morning and find that you live in a world different from the one that surrounded you 8 hours ago.

We need time control because time cannot be reversed. We depend on him completely and completely, so we can only interact with him. Many people ask themselves: “Why do I always not have enough time for anything?” The answer is obvious - you are setting your priorities in life incorrectly. And sometimes people burden themselves with work and truly impossible tasks. This can also be the cause of problems related to lack of time. It is necessary to clearly distinguish between unnecessary altruism and the rules of good manners. Of course, mutual assistance is the first step to success. Help your neighbor and you will receive help in return. But you need to remember about yourself too. And value your time.

How to manage time correctly

To begin with, develop such a useful habit as recording all tasks for the future . If you don’t know exactly when you’ll be free, for example, after work, then write in your personal notebook that you should go pick up your medications in the evening or do it during lunch. We live in the 21st century - if you don’t like the prospect of carrying notebooks with you everywhere, use a special application on your phone as a notebook.

If you have tasks that do not require completion at a certain time, then try to complete them as quickly as possible. Remember that absolutely any things that can be done now are better not put off until later. This way you free up time for other things, and you will be less nervous and worried. The only “but” is rest.

Don't forget about rest. If you can do everything right now, and it doesn't make you feel overworked, then everything is under control. But don't force yourself to limit your well-deserved time of relaxation and idleness. Alternate periods of activity and periods of recovery.

Another important note and advice: do not forget to note cash expenses and receipts. In general, moderate control allows you to see the full picture of what is happening. Statistics show that people who track their money lose less money and, most importantly, worry less.

To prevent time from working against you, time management experts advise not to borrow money and, especially, not to lend it . It is strictly forbidden to lend more than you are willing to lose.

Now that the advice has been distributed, we can talk about the actual allocation of time:

To always have time for everything, highlight four groups of tasks for yourself:

• responsibilities;
• hobby;
• entertainment;
• rest.

1. Responsibilities. This is something that makes it impossible to even think about delay. If you forget to do something, it will lead to a failure in the mode and, possibly, big problems. This includes:

• Job;
• House cleaning;
• regular important purchases;
• children (take them to school, check their lessons, go for a walk, and so on).

An unlimited amount of time can be allocated for responsibilities, because these are the things that determine your lifestyle. Although, of course, if the prospect of spending time on work only causes you to lose energy, perhaps you should think about changing your activity.

Responsibilities do not need to be written down - you must always remember them. Distribute tasks so that it is convenient for you and your significant other to complete them. Few people know or guess, but, for example, eating is also a responsibility. Proper nutrition determines your mood and performance, so eat breakfast, lunch and dinner at the same time. If you don’t want to cook, wash the dishes so that your significant other doesn’t have to do everything. The exception is the situation when one person comes home at, for example, 16:00, and the second at 19:00. During this time, you can cook and wash the dishes. If you live on your own, then you need to cook and wash dishes right away. Forget about the mountains of unwashed dishes - this is the lot of those who will begin to postpone important life-changing events until later.

Responsibilities take as much time as needed. They cannot be replaced by anything - neither recreation, nor hobby. Once you have made and memorized a list of all your responsibilities for the entire week, you can start planning the rest of your tasks.

2. Rest. This is the second point in your time planning. Many people mistakenly believe that only those who hardly rest get everything done. This is wrong. The body needs relaxation. Rest should be planned as clearly as responsibilities. You always need to rest. Remember this. Don't skip rest periods at work and at home. When you come home, do not sit down at the computer and do not go to training. Lie down for literally 15-20 minutes. Just don’t fall asleep, because such sleep is quite harmful to your daily routine. By the way, about the regime. Follow it as strictly as possible. This is an important rule for all successful people.

When all urgent matters are completed and you have rested, it is time for hobbies and entertainment.

3. Hobby. A hobby is something that no person can live without. Sometimes it happens that a hobby coincides with work, that is, with responsibilities. In this case, you can find another hobby. Let it pull you in. Think about it more often, creating in yourself a desire to do it. A hobby should be useful, so sports is one of the best options.

The purpose of hobbies is obvious - you switch, change the type of activity, do what brings you pleasure. In your daily plan, doing what you love can be shifted and not planned carefully and painstakingly. This is their main charm.

4. Entertainment. Entertainment is going to a club, bowling, cinema, restaurant, computer games, friends, and so on. The difference between leisure and entertainment is that you are wasting your time or vitality. Entertainment is only needed on weekends or on Fridays if you work out a five-day work week.

It is better not to plan them further than a week, because you cannot know what the situation will be in the future. Entertainment should also have a special place in the budget. You can live without entertainment for a very long time. This is optional, but if you want to live an active life, you should include them in your program.

Telephone, computer and television deserve a separate discussion. They also require a certain amount of energy, so under no circumstances go to bed immediately after watching TV or playing computer games. Give your brain a rest for at least an hour. Before going to bed, it is better to engage in a quiet hobby like reading books.

So, the main rule of time management is to streamline all life processes. Do what you want, but responsibilities and rest should always be planned. These are the things that cannot be put off without a good reason. If you live by these rules, you will always succeed in everything. In addition, this is also one of the secrets of punctual people - they always know what is required of them, so they protect their own and other people’s time.

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25.11.2016 00:02

LeaderTask

LeaderTask is a personal organizer and task planner.

It is not an online service and requires installation on a computer or phone to use.

LeaderTask organizer is used for personal and corporate use.

It synchronizes data over the network, so the necessary information will be at hand, just connect to the Internet.

The Windows version is paid, but there is a free trial period of 45 days. During this time, you can test the functionality of the organizer and decide whether to purchase the paid version.

LeaderTask helps you plan things using a calendar, assign tasks and monitor their completion, add tags to indicate the importance of tasks, create complex projects, and synchronize with other devices over the network.

This is what the LeaderTask interface looks like.

Reasons for lack of time

Before revealing ways to improve efficiency, let's look at the most common causes of time pressure:

• Rush.
  In a constant rush, it is impossible to concentrate on the main thing. It’s not for nothing that people have a proverb: “If you hurry, you make people laugh.”
• Fussiness.
  As a rule, it arises from the inability to organize your day. In the end, everything gets out of hand. Fussiness is inherent in many people (if not innate, then definitely an acquired character trait, which clearly does not characterize a person in a positive way).
• Lack of plans.
  It is precisely because of the lack of an action plan that a significant part of active time is lost (time outside of sleep and illness). If things and tasks are not arranged in a strict hierarchy in terms of importance, then they will remain mostly unresolved.
• A frivolous approach to business
  , which implies frequent mistakes, the correction of which, as a rule, takes a considerable part of time.
• Distractions
  , among which are: phone calls, SMS messages, frequent snacks, TV, the Internet, unexpected visits from guests.

Paper notepad or planners

Services seem difficult and incomprehensible, are you used to the old fashioned way? Then start your time management journey by writing in a paper notepad or planner, which can be purchased at any bookstore.

The pages of the planner contain tips for the week, principles and techniques of time management. This planner will help you manage your to-do list by assigning each task a different level of importance.

Regardless of the tool and method you choose, the main thing is to start. Make a plan, prioritize and get started.

Tips: how to plan your day

If you are always late, catch dissatisfied glances from your superiors, and even worse receive open comments, do not get to the hairdresser at the appointed time and end up without a haircut, then you should listen to the following advice :

• Keep a diary;
• Plan your day in advance, for example the night before or at breakfast in the morning;
• Write things down in a detailed form in your diary. If your list of tasks for today includes a trip to the supermarket, immediately indicate what you need to buy there;
• Wake up early - then you will have more opportunities to do everything you plan. But remember that this should not be at the expense of eight hours of sleep. It's better to go to bed early the night before;
• Do not leave things that can be done in five minutes for later;
• Choose as a priority what will bring you the greatest results;
• There should be no more than five important tasks per day;
• Leave time for unforeseen situations;
• Consider ways to make certain tasks easier or delegated. For example, ask your spouse to go grocery shopping and your daughter to wash the dishes.

This way you can keep your daily routine under control and in the evening you will be happy to share the results of your fruitful work with your family.

Introduce new habits

A habit is formed by 21 days of constant repetition.

Many people who want to start a new life believe in this postulate. There is no evidence of this, but if you repeat a certain algorithm day after day, at a certain moment you will not have to remind yourself of its necessity. However, you need to remember that new habits quickly go away if they are left to their own devices.

It’s easy to decide what habits you need, just put things in order in your head and set goals for yourself. Do you want to lose weight? – Go in for sports. Do you want to go on a trip? – Start learning a foreign language. The more powerful the incentive you create, the easier it will be to introduce a new habit.

And don’t forget to praise yourself for every successfully completed item. In a good mood it is much easier to find a few free minutes!

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The Trick to Making a Goal Plan

For those who are just learning how to organize their time, it is difficult to separate important goals from unimportant ones. This is especially difficult in terms of long-term goals. Do a simple exercise: take blank sheets of paper and write down absolutely all your desires, from simple to incredible. Anything that comes to mind. Then put the lists aside and come back to them after a couple of days. Then, from what you have written, write down only what is meaningful to you. This will give you your list of long-term goals.

Before starting work

If you have not tried to organize your time before, then you will have to go through many difficulties. Therefore, immediately remember the phrase “The best is the enemy of the good” and try not to worry. When a person learns something, he does not do everything well right away, and this is a normal phenomenon.

You should always strive for the ideal, but along the way, not everything will work out correctly, and this is normal, since organizing your time is not so easy without knowing how to do it. So be persistent.

Types of energy

Human energy comes in two varieties:

• physical;
• and free (or vital energy).

Thanks to physical energy, the normal functioning of the human body occurs. It is also necessary to maintain a high tone of free energy.

To ensure that you always have a lot of physical energy, it is important to adhere to the following rules:

• eat well with quality food;
• have a good rest (healthy sleep plays a huge role);
• practice high physical activity;
• regularly visit baths and saunas, in which negative energy dissolves;
• spend more time in nature;
• Yoga and martial arts are very popular.

But to maintain high vitality, physical energy alone is not enough. It is important to have enough free energy. But before you start increasing it, take care of your physical body. When it feels good, only then begin to increase your free energy potential.

But first, determine what current free energy level you are at. The following symptoms will indicate a lack of vitality:

• reluctance to perform any actions;
• increased drowsiness;
• irritability;
• it's hard to get up in the morning.

Increasing the level of free energy can be done in 2 ways:

• by reducing energy waste;
• due to an increase in its free energy potential.

But before we tell you how to increase energy, let's talk about what we spend our free energy on.

Life forces leave us at such moments:

1. When we suffer from any negative experiences. All of them actively deprive you of creative energy (especially the feeling of guilt, anxiety, and fear).
2. During stressful experiences.
3. When we feel like a very important person.
4. Unnatural ways to increase your energy potential (through alcohol, energy drinks). These techniques for increasing the energy balance are very similar to borrowing money at a high interest rate. You take energy today, but tomorrow (or later) you will have to return it in much greater quantities. Therefore, you should resort to these methods as rarely as possible.
5. When we smoke.
6. We waste ourselves on trifles. Ask yourself: “Are you keeping your priorities straight?” It is worth doing this so as not to waste your vitality in vain.

You spend your energy on all kinds of worries, often even on those that are not particularly important to you (worrying about the lives of celebrities, the economic state of the country, the victory of your favorite football team, etc.).

Pay attention only to your closest people (relatives, loved ones, friends - all those whose lives you are able to influence). You can even make a special list in which you put the things of first importance and put in last place what can wait.

At the same time, it is important that 80 percent of your vitality is spent in the first three subparagraphs in this way:

• 50 percent - to the first point;
• 20 – to the second;
• 10 – third;
• the remaining 20 percent goes to everyone else.

Remember that energy wasted on trifles will never come back to you. Therefore, invest it better in more important things, so that later it will return to you a hundredfold.

Having dealt with energy waste, now let’s move on to methods of increasing energy.

Basics for planning

First things first, buy yourself a diary. What it will be like is up to you. Some people prefer a notebook lined by dates, others prefer weekly divisions, and others need blank sheets of white paper. Either way, you'll need something to record your schedule on. Don't try to find the most expensive or cheapest option. Choose what you like. The main thing is that you feel comfortable using it.

An option for advanced people is electronic diaries. There are a lot of different kinds of programs that can be customized to your taste. Also, most of them have synchronization with a smartphone or tablet.

Key point: you should always keep your diary in front of your eyes and promptly make changes to it.