Knowledge sharing

How to manage time to optimize work result

June 25, 2021

Time management is a skill that is required from junior to manager level but most people still face problems when it comes to scheduling time to finish tasks. In this article, BEMO wants to share with you how to effectively manage your time and point out what causes your time to be wasted.

1. Point out the “Thief” of time

Time management

The first step in your time management strategy is to determine what is causing the loss. Reasons for wasting your time include:

Self-procrastination: This is a habit of many people that is easily recognized in both work and life. They will delay or stop priority work to execute less important tasks. This leads to poor output or still “pending” when being asked.

The cause of the problem comes from:

  • Tasks do not fit with expertise resulting in a lack of interest to complete
  • Fear of failure and not being appreciated
  • Ambiguous quest not knowing where to start

Beyond capacity: What we mean here is the abilities and time allowed to complete the task are not enough. This is also one of the common situations in many employees because they take on too many jobs that are not in their main area of expertise.

It is believed that they are perfect personnel and kind persons but do not know how to refuse and lead to overload, poor quality output. Specifically, that workload even affects their personal lives when they have to spend more time to meet the “deadline”.

Respond to emails: How much time do you spend each day replying to emails to customers, superiors, and colleagues? We bet this action took up a lot of staff time. Because they have to prioritize, read, and respond appropriately.

In addition, employees also have to deal with tons of spam, advertising from brands, and they have to check every time there is an announcement. This distracts them from the work they are doing and sometimes messes up everything.

Wasted from meetings: Managers are now spending 30-50% of their time in internal meetings but the results are still not guaranteed. Meetings involve decision making, daily reporting, and take up a lot of staff time.

  • Common signs of wasted meetings are:
  • The controversy throughout the meeting
  • The staff members who attended did not comment
  • The meeting time is longer than planned
  • End the meeting without summaries and practical actions
  • Lack of assignment of responsibilities after the meeting

Distractions on technology: This problem often occurs with 90% of employees today, and affects work performance. Devices catch their attention and when faced with a complex task, it takes them longer to start over.

2. How to manage time effectively?

Effective time management

There are many ways to manage your work time that are necessary to coordinate your ability to organize your work. Here are some ways to manage your time:

2.1 Build work schedule

Working with a plan will help you a lot and create an optimal time budget. So, schedule your priorities first and schedule less important tasks later by day, week, or month. To make it easy, you can create a task breakdown table with two columns corresponding to high and low priority with specific completion times. For example, creative work should be done in the morning for 3 hours instead of arranging in the afternoon. Because in the afternoon, the brain will not be as active as in the morning.

2.2 Things to do during the day

Here’s another way you can get your work done every day and don’t have to worry about being late. It’s very simple that you just need to list out the day’s tasks along with the start time. Note, sort by the level of importance of the work.

When you can detail the tasks that need to be done for the day, the more likely you are to get it done quickly and efficiently. But to go the long way with this method, you have to seriously do it every day to adapt and over time you will manage your time more closely.

2.3 Set specific goals

Your work will run smoothly if you have specific goals because you will find a more efficient way to solve your work to avoid wasting time. And the SMART model is very useful for you to set your goals:

  • S – Specific – Set specific goals from the beginning
  • M – Measurable – Outputs can be measured
  • A- Attainable – The goals set are achievable based on available resources.
  • R – Relevant – The goal must be relevant to your career
  • T – Time-bound – You should break down small goals and specific implementation times to easily complete.

The techniques above are effective time-management ways that you should consider to optimize and increase work productivity. But first, you also need to avoid “Time Thief” factors in order to develop a productive work plan.