There are five key principles of effective time management (Mind Tools, 2013).
1. Goal Setting
2. Prioritization of Goals and Tasks
3. Scheduling Time
4. Managing Interruptions
5. Dealing with procrastination
A1. Goal Setting
When it comes to goal setting in a work place, it helps to ask yourself some questions. What was I hired to do? If I am satisfied with my work performance, what will have been achieved? If my boss is satisfied with my work performance, what will have been accomplished? Once you have answered these questions you can set some goals to guide you in your day-to-day work activities. If you don’t know the answers to these questions then please schedule time to discuss ...view middle of the document...
If the timeline for a task is beyond four weeks, consider that the task may really be a longer term goal rather than a short term deliverable that you need to complete. As time progresses, priority C tasks become B and A tasks.
Example 1: Goal Setting
Goal 1: Reduce Health Plan Employee Costs by $5.00 per member per month by 12/1/13
Example 2. Prioritized Task List
1. Observe staff complete prior authorization (PA) work in computer system -B
2. Identify top 5 areas of redundant or unnecessary work -C
3. Review current job descriptions (JD) of staff on who should be doing what work -A
4. Identify top 3 areas where staff are doing work outside of their JD -C
5. Devise communication plan to address issues with management -C
6. Get questions answered about configuration of PA system -B
A3. Scheduling Time
Time is power and to effectively manage your time you must have an effective way to schedule what you will be doing each day. Schedules need to be compatible with you and your work style. You need to feel like your schedule is reasonable and achievable. Because unknown events happen every day, it is best to only plan for 4-5 hours of real work each day to be able to take breaks and respond to the unknown. Hard copy personal planners work as well as electronic calendars in popular software systems. Use a system that works for you. Recent research in Time Management recommends the following strategies when planning your schedule:
• Block out tasks into one hour time segments.
• Try to group planning activities separately from execution activities.
• Try to keep the same context throughout the day. Switching to quickly between different projects, clients, or assignments can make you less effective.
• Organize high pressure meetings early in the day. The time leading up to a high pressure event is often wasted despite your best intentions.
• Scheduling breaks helps you be more productive when you are working.
Finding the perfect schedule for you takes time. So try something out and if it doesn’t work make minor adjustments until you feel like following your schedule is possible. Don’t get discouraged, just keep trying and realize that it may take a month or more to work a schedule out.
A4. Managing Interruptions
Managing interruptions is a challenge for all of us. Give yourself a fighting chance to work uninterrupted by closing your door, not answering your phone, and not responding to emails during certain parts of the day. If you are lucky enough to have an assistant you works with you, make sure the assistant knows when and when you don’t want to be interrupted. Of course there will be some Sr. Executives that do not disturb rules don’t apply to, but 80% of your co-workers can adjust to a schedule. If you are inundated with emails or phone calls all day, set...