For effective time management, it is important to remove office clutter and get organised so that your work flow is more consistent and productive.
If you are looking to learn how to manage time, consider using Time Management Training Course offered by pdtraining in Christchurch, Hamilton, Dunedin, and other cities in New Zealand.
It is so easy to fall into the trap of “doing things the way they’ve always been done” when in fact it’s the way things have always been done that contributes to the lack of time management.
In order to effectively manage your time, and to be productive each day, you must create an appropriate working environment. By eliminating clutter, setting up an effective filing system, gathering essential tools, and managing workflow, you will be well on your way to creating an effective workspace and improving your personal time management.
De-Clutter
Removing clutter is itself a time-consuming task, but a cluttered workspace significantly impairs your ability to find things, and you will get the time back that you invest – and more!
To retrieve materials quickly, you’ll need an effective filing system that includes three basic kinds of files:
- Working files: Materials used frequently and needed close at hand.
- Reference files: Information needed only occasionally.
- Archival files: Materials seldom retrieved but that must be kept. For ease of retrieval, organise files in the simplest way possible. For example, you could label files with a one or two word tag and arrange the files alphabetically.
Once clutter has been eliminated and other materials have been filed, the effective workspace includes only what is essential: a set of three trays to control the workflow on your desk (see the next topic), standard office supplies, a computer, and a telephone. Everything else, except for what you are working on at the moment, can and should be filed where it can be retrieved as needed.
Managing Workflow
How do you process the mountain of material that collects in your paper and electronic in-baskets? The answer is one piece of paper, one electronic message at a time. Many time management experts agree that the most effective people act on an item the first time it is touched.
Although difficult at first, the practice can become habitual, and is made easier with the four Ds:
- DO: If a task can be completed in two minutes or less, do it immediately.
- DELETE: If the material is trash or junk, delete it. Or, if it’s something that you might use later on, file it, and move on.
- DEFER: If the task is one that can’t be completed quickly and is not a high priority item, simply defer it.
- DELEGATE: If a task is not yours to do, then delegate it.
Remember, to take the S.T.I.N.G. out of feeling overwhelmed about a task, follow these steps:
- Select one task to do at a time.
- Time yourself using a clock for no more than one hour.
- Ignore everything else during that time.
- No breaks or interruptions should be permitted.
- Give yourself a reward when the time is up.
Pdtraining delivers 1000’s of professional development courses each year in Wellington, Auckland, Napier, Christchurch, Hamilton, Dunedin and Tauranga, so you can be assured your training will be delivered by a qualified and experienced trainer.
All public Time Management Training Course courses include am/pm tea, lunch, printed courseware and a certificate of completion. Customised courses are available upon request so please contact pdtraining on 1300 121 400 to learn more.