Very often you can hear how someone is sorely lacking time. They would manage to do everything if there were two or three hours more in a day. At the same time, there are people who calmly manage their tasks, even managing to help others. Why is that? After all, the first and second in the day for 24 hours. Time management answers this question. What it is? How can you learn to manage your time? Are there effective methods that help to live rationally and work productively?
What is time management?
Time management is the art of time management. It includes methods of goal-setting, planning, control, motivation, proper prioritization. You can consider time management as a whole range of techniques aimed at improving personal efficiency. It’s customary to discuss not time management tools, but methods of goal-setting, motivation, delegation, etc.
In the structure of this teaching stand out four main blocksthat make up the "ladder" of time management, based on comparison with the trip:
- Efficiency - Answers the question "how to go?"
- Technology - give an understanding of "what to go on?"
- Strategy - helps to plan "where to go?"
- Philosophy - gives meaning, answering "why go?"
Properly plan your life from the fourth block "Why?" to the first item "How?"
This is one of the main points of time management - to choose a global goal. Further understand the direction for its implementation. Then determine the mechanisms of achievement. Understand what tools are needed to implement all the planned steps.
The very meaning of such a formulation of the problem is to rationalize the work, because the effectiveness of the whole undertaking depends on proper goal-setting and planning.
The emergence and formation of time management
The word time management appeared in the 70s of the twentieth century. According to popular belief, its author is a businessman from Denmark Klaus Möller. He offered a notebook "Time Manager", which became the prototype of the organizer.
In person, when the foundations of time management were born, it is impossible. It can be argued that attempts to control personal time were made in ancient Rome. The first written source is the notes of Lucius Seneca addressed to one of the Roman patricians. He recommended to engage in writing time accounting, monitor its use, evaluate your life. Seneca pointed out the need for business planning, offering to do this every morning. Also, the Roman philosopher emphasized the importance of setting priorities in order to spend time with maximum benefit.
Probably, the comprehension of time involved in other civilizations of antiquity, because people everywhere faced with the same tasks and challenges. In a more modern form, time management appeared in the middle of the 18th century and was timed to the development of the industrial revolution.. With the advent and mass spread of plants and factories, human labor became less and less dependent on natural factors. Therefore, it is possible to streamline workflows.
The ideas of time management red line through the lives of many prominent people. For example, Italian writer and scholar Leon Battista Alberti, who lived in the Renaissance, in his works pointed out the importance of time management. He focused on the need to streamline cases, as well as daily planning. The ideological inspirer of the "time managers" of his era was Isaac Newton, who clearly structured the principles of the structure of the universe. The ideas proposed by him prompted many contemporaries to think about streamlining their lives.
One of the most prominent supporters of time management was German philosopher Immanuel Kantwhich improved its schedule to such an extent that the neighbors checked the clock on it.
American politician Benjamin Franklinwho gave the world the well-known phrase “Time is money,” kept a personal diary, thereby reaching considerable heights of self-control. Franklin's simple and effective recommendations formed the basis of many popular time management trainings.
A significant role in the development of time management was played by an American engineer. Frederick Taylorwhich laid the foundation for modern management and the scientific organization of labor (NOT). Taylorism, as a management theory, had a tangible impact on increasing productivity.
It is impossible not to recall the Italian economist Wilfredo Pareto, which formulated the world famous time management principle "20:80". It is deciphered in this way: 20% of the efforts bring 80% of the result and vice versa. If you define this very "twenty", you can significantly increase personal effectiveness.
No less significant is the contribution of the 34th President of the United States. Dwight David Eisenhower, which developed a very convenient method of prioritization, called the "Eisenhower matrix". He proposed to divide all the cases, according to their importance and urgency. There are four types of tasks:
- Important, urgent;
- Important, not urgent;
- Not important, urgent;
- Not important, not urgent.
Paying attention to the first two types, and avoiding the third or fourth, a person will learn how to use their time more efficiently.
Over time, timed flows of time management began to emerge. For example, time management for women, for men, for businessmen, for students, for schoolchildren, etc.
Popular time management writers in the 21st century: Brian Tracy, David Allen, Stephen Covey, Alan Lakean, Dan Kennedy, Kerry Gleason, Sir Richard Branson, Dave Crenshaw, Peter Bregman, Atul Gawande and others. Their books have long become desktop for time managers around the world. We will discuss the main ideas of this direction further.
Time Management Tools
The basic principles of time management mainly relate to related topics:
- Goal setting;
- Planning;
- Prioritization;
- Motivation;
- Delegation.
They are logically interconnected with each other, complementing the overall picture of the rational use of time.
Goal setting
The goal is the main landmark, which allows you to not deviate from the selected route. Goal setting is a fundamental time management thesis that helps to anticipate time savings before work begins.
Most often, there is a goal setting method called SMART. This abbreviation means the fulfillment of the following criteria for choosing a goal:
- Concreteness (Specific) - a clear understanding of the expected result;
- Measurable (Measurable) - a quantitative or qualitative assessment;
- Reachability (Achievable) - the ability to perform the task;
- Relevant - the need for implementation;
- Time constraints - time frame definition.
If this goal corresponds to the SMART principle, then it will be possible to achieve it with the greatest possible economy of effort.
Planning
The absence of a plan or strategy has destroyed many promising undertakings. In addition to awareness of the goal, it should be understood and what “steps” are necessary for its implementation. In addition, it is desirable to control the results obtained.
Many planning methods have been invented, but in time management one of the most popular is considered to be rigidly flexible planning. It is recommended to plan no more than 60% of your day, leaving 40-50% of the schedule for unforeseen situations. It is desirable to outline the most important tasks, while laying a kind of "reserve" for a variety of force majeure. Thus, it will be possible to avoid negative emotions from not fulfilling or adjusting your plans. Saving peace of mind is one of the top management priorities.
Prioritization
Priority is the order in which various tasks are performed. According to the law, called "Miller's wallet", a person's memory can hold 7 ± 2 elements. This means that a normal person can easily manage from 5 to 9 different cases, including hobbies and domestic tasks. If less, then life will become boring, and if more, then the brain will not be able to process the entire array of information. But there is Pareto's law, according to which 20% of efforts bring 80% of the result and vice versa. The choice of priorities allows you to focus on those activities that provide the maximum effect.
One of the best practices for choosing priorities is the "Eisenhower matrix", which was mentioned above in the text. By dividing your tasks, according to their importance and urgency, you can easily build a hierarchy by choosing the most relevant and effective areas.
Motivation
Without proper motivation, the desire to work disappears and labor productivity is reduced to a minimum. Time manager must be able to inspire themselves and others. An excellent method of motivation is the "Principle of Anchoring". It implies a certain praise for the performance of a specific task.
For example, a schoolboy likes to play the console, but not to do homework. Parents can sign a contract with him that for homework, he will get the opportunity to play. Gradually, the child will get used to the fact that the game is followed by lessons, thereby developing a kind of reflex. Similarly, you can do in the case of self-motivation.
Delegation
The ability to delegate (transfer) their tasks to others, in order to save personal time, is an extremely useful skill for any time manager. Mastering him is not so difficult. The main thing to remember 10 basic principles of delegation:
- Providing the performer with the necessary support;
- Responsibility for the results of his work;
- Preliminary informing about the order;
- Involvement of the performer in the process;
- A clear description of the expected result;
- The formulation of norms and rules of work;
- Motivation of the performer, indication of his interests;
- The designation of rights and obligations;
- Regular monitoring at implementation stages;
- Anticipation of possible failure and "return" of authority.
Compliance with these rules helps to avoid many "pitfalls" of delegation, the most dangerous of which is the need to redo work.
The topic of delegation indirectly includes the ability to say "No". In addition to learning how to shift the routine work to others, it is advisable to be able to refuse if they try to do this with you.
Time Management Methods
In addition to the lexicon from related areas, time management has a unique terminology, as well as original methods. First of all, it is worth noting the concept of "chronophage", the struggle with which helps to save a significant amount of time. Chronophagus literally means "time-eater." These are all habits, situations, and even people who distract us from doing really important tasks. In contrast, they meet "time keepers" who, on the contrary, help to save this valuable resource. By the way, even the term is coined - “bacillus of time management”, which means optimization in addition to its time, and also the daily routine of surrounding people, including family, friends and employees, turning into a real “time keeper” for them.
From the time management methodology, the popular methods are called "Tomato Method", "Frog Method", "Elephant Method", "Swiss Cheese Method" and many others. other
Tomato Method
In addition to the ability to work, it is very important to learn and properly relax. But the balance between load and recovery is not always possible to achieve. This is fraught with the development of fatigue. An ingenious student from Italy, Francesco Cirillo, proposed an original approach called the "Pomodoro Method". It consists in breaking up the work into 25-minute intervals, which alternate with three-minute periods of rest - "tomatoes". After four such cycles, a 15-30 minute break is taken. This method allows you to maintain performance and enthusiasm longer.
Frog method
In Europe, there is the expression "Eat a frog for breakfast." It means the following. If you perform the most unpleasant work in the morning, the frog, then the rest of the day will be filled with positive emotions. This time management method is aimed at reducing stress, normalizing the emotional background, and psychological relief of a person.
Elephant method
Under the "elephant" in time management imply a big and uncomfortable task. To perform such a task, to begin with, it should be divided into subtasks, that is - "Cut the elephant into steaks." For example, if it is necessary to perform repairs in an apartment, an “elephant” can be divided into a kitchen, bathroom, balcony, living room, bedroom. They, in turn, "split" on the left or right side, etc.
Swiss Cheese Method
Another technique to combat the "elephants", but this time, without strict orderliness. If someone faces a large-scale task, not knowing which side to “approach” her from, she should learn from a mouse that gnaws pieces of cheese in random order. Gradually, the cheese "thaws" on the eyes, turning into a task commensurate with the capabilities of the performer.
Time management includes many interrelated areas. It is not possible to master the whole arsenal of his methods, but everyone can implement at least some of the principles of such management in their lives. If you do this without fanaticism, without turning yourself into a robot, then such an exercise will be beneficial, helping to always find time for work, personal life and self-development.
