Make time work for you - how to be in control of your working day

Time is one of the few things in life that we seemingly cannot control - it passes by whether we use it wisely or not, and it is a common saying that there are too few hours in the day. In the workplace, time is ever more precious, but there are some really useful tools that can help you make the most of each and every day.
 
The concept of time management has been around for some time, and is often provided as a Continual Professional Development (CPD) course by companies hoping to get the best from their employees. One might define it as a system for controlling and using time as efficiently as possible; however, it is important to remember that any time management system must be tailored to the individual because everyone has different needs.

Ideally, time management must be a unified, overall approach rather than a mixture of separate ideas. It should encompass and affect all aspects of your work and at all times, whilst constantly being updated to take into account the developing situation. One of the biggest benefits of good time management can be the reduction of stress - if you feel that you are on top of your workload, you will be able to relax and see over the horizon.
One step at a time

There are some key components to time management, which are useful whichever way you choose to implement them. The first step is analysing your workload, which means taking a look at your objectives - which should be specific, realistic, timed and measurable. Try compiling a time log to estimate work-time ratios, by dividing your time up and recording your activities - then assess this - what are you spending your time on, and is it always spent as wisely as possible?

The next stage is getting organised. Prioritise your tasks in terms of their urgency and importance; you might find it useful to use a diary system of some sort - try using sticky labels on a wall chart. The main aim is to create a to-do list - which you can re-visit on a daily basis, either at the end of the day or first thing in the morning.

Next up is the practice of delegating successfully. This can be a really great way of lightening your personal workload, but it isn’t always the easiest thing to do well. You need to ensure that the person to which you are delegating has the time and ability to undertake the activities, and provide instruction and guidance to them throughout the process - retaining control over the project and evaluating the results.

Tackling paperwork is not always the most exciting task, but nevertheless is incredibly important for a clear view, both physically and mentally! First of all, arrange your workspace so that it works for you - in its layout and organisation - taking into account any health and safety issues. Read effectively by categorising the contents of your in-tray into those that require action, those that are information, and those that can be disposed of. When writing, know your goals, establish the facts, analyse the recipient to decide on the style and tone, prepare the draft and complete the document - try not to flit from one task to another otherwise you may lose concentration. Finally, when using the telephone, if you have a few calls to make, group them together; equally, be as prompt as possible during a call - time yourself to make sure you don’t spend too long on each one.

Handling meetings ineffectively is another area that can cause us to use up valuable time. Impromptu meetings with colleagues - in the kitchen or corridor for example, are great for catching up but can really eat away at your time if you’re not careful. With regards to any meeting, however informal, it should be organised properly, chaired well, attended positively and ideally not run-over the allotted time.

The next aspect of time management is controlling time-wasting activities. Coping with interruptions is a tricky one, but they can crop up in person or by telephone, and even by oneself! If you try and respond as efficiently and helpfully as possible, these interruptions shouldn’t be a problem - if it is yourself then try your best to keep focused on one task at a time, and stick to it until you have finished. You could also try saying “yes” to helping with something later, rather than “no, I cannot help you now” - be assertive yet helpful.

Finally, good time management will allow you to make the most of your free time. This will work in two ways - firstly, you will find that you will have more spare time during the working day, and secondly, your time outside of work is likely to be less stressful, allowing you to relax and strike a real balance in your life between work and play.

See the benefits

Getting a grasp on the management of your time will give you far greater control over your life. It will help you to know precisely what you are doing, when, why, how and for how long. As a consequence, you will direct time, rather than the other way round. You are in charge, dictating what happens and when.

Your productivity will improve as you learn to delegate certain tasks to appropriate colleagues, understand more fully how to handle time-consuming matter such as paperwork and meetings, and control wasteful activities like gossip and telephone interruptions.

When you reorganise your workload, the demands upon you will in turn lower - leading to less pressure and stress, and a chance to relax. After all, only a fit, healthy and refreshed individual can return to work hard and well, and make full use of her or his time.

Without doubt, a time-oriented individual who is in control, efficient and effective, and always raring to go - is more noticeable to his or her peers. Your superiors may well also perceive there to be some differences between you and any of your colleagues who are continually behind schedule, ploughing through overdue paperwork, and missing deadlines - a difference that may stand you in good stead when transfer and promotion opportunities arise.

Stumbling blocks

If you want to develop a successful time management system, it can sometimes require a real shift in attitude - and also might mean admitting that your performance to date has not been as efficient and effective as it could have been. Yet do not focus on the negatives - set yourself new objectives, re-appraise your tasks and time-scales and change your working practices - all with regard to time management. Saving and making the best possible use of time has to become a priority.

The old expression ‘old habits die hard’ is an apt one, especially in relation to time management. A system should not only apply universally but be ongoing as well. More often than not, bad habits tend to resurface after a while. Memories are relied upon rather than diaries and checklists, complicated paperwork is left until tomorrow, and coffee breaks become longer again. New - and time-oriented - habits must be developed and adhered to.

Organisational cultures and overly-heavy workloads can also sometimes deter the progress of individuals, however if you implement a tailored time management system, this really will help you to fulfil your potential and productivity in the workplace - and make you feel as though you are making your mark every single day.

Reference: MAITLAND, IAIN (1995) Managing your time - Management Shapers Series, The Chartered Institute of Personnel Development.