Time and business management
Today’s business environment can be described as a fierce competition or maybe even a battle field. Every second of the day, new inventions are made; to the point that you can say traditional methods have a way shorter lifespan now. Today’s new news is old news tomorrow, and those who do not make changes will lag behind. You have to use all your available resources to keep up with the speed of life. The biggest obstacle on your way to success in this market is time. With unlimited hours a day, we could slow down to a satisfactory speed. Unfortunately, time is something that human beings cannot do. Because of these uncontrollable conditions, we have to work our way through with time. Understanding the limitations of time and the benefits of time management helps us to work with time rather than confront it. The way you use your time determines your success. However, the philosophy of time management varies from person to person, and time management should be in a way that suits your work best. Every organization needs supervision and coordination in order to achieve its goals and be in line with its goals. The definition of management is a set of tasks that correct, strengthen and guide the behavior and activities of the organization in the direction of the goal .All formal and informal organizations need management to continue their activities.
Lack of management in any part-business or time- leads to incoherence, deviation from the goal, waste of time and energy, and leads to disorganization and disintegration of establishments.
Many people claim that their time is not wasted and make the best use of their time and say that “I work very organized, I know where I am going, what I am doing” and etc. If you are truly and honestly one of these people, we must say that you belong to a minority group.
Here are some guidelines to help you get started on effective time management. Read these guidelines carefully and apply them to meet your needs.In the modern society, efficiency and productivity are the ultimate goals of all managers around the world. We are all in search of greater efficiency and higher productivity and output and all our efforts are formed in this very direction as well.
- A) Time management at work
The general guidelines mentioned here can be used in your workplace. These guidelines include how to spend time, prioritize activities, and plan. In a sense, “time management” is actually self-management, and it is interesting to know that the skills we need to manage others are the same skills we need to manage ourselves, like the ability and the required skills for planning, organizing and leadership.
- B) Do the right thing at the right time
Even with effective time management, you will find that not everything can always be done on time. But there are things that need to be done on time, and there are things that can be delayed. Based on general time management guidelines, you need to make a prioritized list of tasks.
Put most of the to-do list tasks throughout the day. This is very simple and does not require a special methodology while many of us do not do the right thing at the right time. Doing things on a priority basis helps you manage things well.
- C) Review tomorrow’s to-do list before leaving the office
Examine your to-do list and determine what not to do. Clear what has been done and prioritize what has not been done. When prioritizing the main topics, review what you are going to do tomorrow. For example, if you are starting the second phase of a project in progress, read the documentation defining that phase.This will remind you of the steps you need to take for the second phase. If you work with several people, talk to them about tomorrow’s work and make sure everyone knows what they have to do tomorrow.
- D) Find your peak hours
Use the guidelines to determine how you feel at different times of the day. This is all the research you need to do to find your peak hours. Calculate the hours when you were most energetic, highly motivated, and totally focused on your work. These are the hours when you have to do your hardest work and the most challenging tasks. Take advantage of your peak hours in the best way that is possible.
- E) Make the most of the meetings
There are four things to keep in mind when it comes to meeting. The first point is to hold the meeting when the issue has occurred. Periodic meetings are not often needed, but if you take the time, they will be filled with various discussions. Therefore, organize meetings according to your needs and not according to the rule book. The second guideline for organizing a meeting is setting the agenda. The agenda should indicate the purpose of the meeting and the area of discussion.
Areas of discussion should be prioritized. Structured sessions focus people on the topic under consideration. This leads to shorter and more productive sessions. Distributing the agenda at the appropriate time before the session allows individuals to prepare for the session. These steps will make your sessions more effective and informative. The third guideline for setting up meetings is to fine-tune the meeting time. The time of the meeting will have a great impact on the outcome of the meeting .For example, if you know there are people in the meeting who want to continue the meeting longer than the fixed time, set the meeting time for before lunch or for the last hours of the day. This gives people more motivation to focus and pay attention. The fourth point is to hold meetings at unusual times if you experience delays and slowness.
- F) Delegate certain tasks effectively
Delegating tasks takes more time. But this is not always easy to do. In fact, many people have trouble delegating tasks. This happens for a number of reasons. Sometimes it takes longer to explain a task to another person than to do it yourself. But if you are a futurist, you will find that if you spend extra time, you can delegate the task in the future. Another reason is the lack of delegation of perfectionism. When you delegate, you allow people to make mistakes. If you can tolerate correcting their mistakes, then more people will learn to do the job assigned to them properly. Delegation is something we all have to do at some point.
Think about what you gain from delegation, not what you lose. Once you have overcome your fears of delegation, you need to learn how to delegate effectively. First determine what tasks should be delegated. Look at the prioritized to-do list. Delegated tasks help. Then select people who are capable and eager to do the work selected for the delegation. Remember to delegate the entire task. Explain the job and what is expected. The next step is to let the person do the work. Examine the work at predetermined times. Do not stay on top of work all the time as this will only reduce performance.
- G) Arrange your table
A person who works on a crowded and cluttered table spends an average of an hour and a half looking for his things on the table. The main cause of clutter on the table is paper. Papers should be sorted and archived, or given to other colleagues, or discarded. There is no need to have a large amount of paper on the table indefinitely. Go to the drawers after arranging the table. Arranging the table is not enough. Clean it every day. Keeping your desk tidy adds seven and a half hours to your work week.
- H) Adapt the methods to your liking
It is important to note that the guidelines provided in this article are general. These guidelines are the starting point for the development of a perfect time management system. For successful time management, you need to design an appropriate time management system.
There are certain applications that help you with managing your time as well. Time and attendance apps are one of them. Tracking time using a system like the one we have here in Nikasys is very easy. It does not matter if you are sitting on the sofa at home or at work, with such systems, wherever you are, you can record your activity time and be aware of the work of employees within your organization only by connecting to the Internet. Using such thing will have a significant effect on increasing employee productivity too.
The practical result of all these actions and policies in the time section is to use something that is no longer irreversible and is not repetitive and it is impossible to achieve because each person can be only once in a moment and no more than that. You have to plan and manage for a long time to use these moments that will come, and this kind of management is, as a matter of fact, more important than all the other managements in life.