Time and Priority Management is just like Loss of time = Loss of money. A concept that speaks to you necessarily but is not always easy to apply. The management of time and priorities is strategic in all professions, and even more so when working in project mode. As a manager or project manager, you are sure to know how to manage your working time and that of your team, but it is sometimes difficult to identify the mistakes made and then to correct them and gain a rewarding experience.
Priority Management and Time Management
So here are mistakes you may make without realizing it and you must avoid it at all costs. These mistakes may impact your time and priority management plan.
Not Having Prioritized Action Plan
This is one of the biggest mistakes to avoid in terms of time management and priorities. Always have a clear list of the tasks you need to perform when you are managing a project, whether it is for you or your team members. Knowing precisely how the work progresses will help you estimate the time required for each task. With this information, you anticipate future delays and save precious time on future projects.
Do not hesitate to help you with specialized tools in the management of collaborative tasks to simplify the sharing and delegation of tasks between several people.
Do not Differentiate the Urgent from the Important
As a good manager or project manager, you understand the importance of time management and priorities, but you also need to differentiate the urgent from the important. Ensure that all important tasks are processed first, even if they require less time than “add-on” tasks. A process that is not always easy to set up, when managing multiple projects but is facilitated by using a project schedule – or Gantt chart. You will then have a clear view of the order to follow to complete each action.
Not knowing how to Avoid Distractions
Distractions are one of the main reasons for the failure of a project and a lack of productivity in a team. The distractions are everywhere and can cause you to lose valuable time in the conduct of your projects. So, focus on closed work environments to avoid hearing the colleague’s phone conversation or squinting at another’s crescent. More radical but just as effective, stop browsing frantically on the Internet, search your mobile apps, or turn off your phone completely. Yes it’s pretty violent, but it works! If you do not think to survive a full day, try at least on a time slot.
Types of Distraction
When you’re at work, distractions will always arise, so how you handle them will make all the difference. Distractions may be of several types and can impact negatively on your performance. The continuity and rhythm of work always matters and interruption in that continuity may break your sequence of work.
- Phone calls or continuous texting
- Random calls for meetings
- Colleagues asking for help
Procrastination, or the art of systematically postponing its actions overnight, is commonplace when you have a multitude of tasks to manage. And this is because one often tends to see a task as something negative and interminable – because of the famous housework among other things. Then learn not to focus on the task in itself but on the long-term goals and satisfaction experienced once the project is finished on time. By focusing more on the results, you will certainly have more heart at the work.
Do not know how to Say No
The trap that many people encounter is to say yes to everything that is asked of them. But by saying yes to everything, how will you manage your workload without spending 15 hours a day at the office? A work overload inevitably leads to increased stress and may cause delays on ongoing projects. If you do not feel able to endure this extra stress, simply say NO!
Do not take a Break
It sounds stupid but never taking a break also leads to the failure of a project. Even if you think you’re a superman, let your body and your brain breathe a little. Talk with your colleagues around a coffee shop, take a short walk or even a short nap restorative, you will only get more invigorated and attacked to face the rest of the day. During your break, however, avoid what stimulates your brain too much like TV or mobile browsing.
Many tools can help you optimize your time and priority management. Planzone is a good example: you will be able to group all the members of your team on a common interface, delegate tasks and model them in a plan. You also strengthen teamwork by providing a clear and shared vision of the goals to be achieved. Do not hesitate to test it for free for 14 days to make your own opinion.
Do not Multitask – Prioritize Tasks
Multitasking can seem to be a good way to get more work done, but it ultimately reduces your productivity. You end up beginning but not finishing several tasks instead of completing them all. To prevent errors, the easiest way to handle your time is to concentrate on one assigned task at a time and give it your full attention when working on it.
Don’t Be Inefficient
When you know how to efficiently manage your time, you’ll become more concentrated at work, allowing you to do more in less time. Suppose you are working on a big project and when you have fifteen minutes free before a meeting, you can accomplish a few small tasks in that time. So save the bigger tasks that require more brain power for when you have a large block of time free. Moreover in such cases, you’ll be able to work more efficiently to achieve more with less time.
Hello everyone! This is Richard Daniels, a full-time passionate researcher & blogger. He holds a Ph.D. degree in Economics. He loves to write about economics, e-commerce, and business-related topics for students to assist them in their studies. That's the sole purpose of Business Study Notes.
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