If you're tired of procrastination, digital distractionitis, Twitteritis and Facebookery, read this FREE ebook to give you practical tips on how to manage your time and your priorities.
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Transformational time-management
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4. 19 Time Management Woes for Today’s Knowledge Workers
Have you ever missed a deadline? Do you have
workers that are so chronically late you have almost
strangled them to death? Are you swimming under
pressure or are you barely breathing because of too
much pressure at work?
The knowledge workers of today are swamped with
deadlines and work. If we are not careful, we will
simply cave in to the pressure. Are you suffering from
these time management woes?
Mindset. Some workers just show up at work at 9 AM
so they can have their paycheck on the 15th or 30th of
the month, pay the bills, enjoy life and just do the easiest things at work. You know the type,
they are always late—as if they’re dragging their feet one after another. And if you give them
an extra push for performance they cry out that you are unreasonably demanding.
Time management begins with the mindset of a knowledge worker. Someone with a good grasp
of time will respect for the time of other people he or she is working with.
Anxiety. People suffering from bouts of anxiety will find it difficult to focus and complete tasks.
They can become absent‐minded and just going through the motions. If any of your colleagues
are anxious, it may even spread through the floor! And if you are feeling anxious, try to
remember that your work matters and there is always time to deal with personal matters and
there is time to deal with work matters.
Lack of discipline. Mood swings may also affect the ability of a person to manage his time.
Anxiety, the right mindset and even mood swings can be dealt with effectively if a worker has
discipline! Discipline is the key that could help unlock the passion in a knowledge worker.
Lack of Time Management System. A time management system can help maximize your tasks,
prioritize them and help you complete them within the deadline! If you do not have a time
management system, then you will simply rely on what you feel like doing at any given time in
the office.
Multitasking. At least ten browsers are open in your computer. You’re talking on the phone,
texting and at the same time trying to remember something you have to tell the boss the
moment you get off the phone. Plus, a colleague is standing over your cubicle waiting for you to
give him something. Multitasking may sound good. But beware, it can drag you down. Try doing
one thing at a time, moving on to another task, only after completing the task at hand. It just
might change your habits!
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23.
Throw it away. If it’s trash and you will not need it anymore, then just throw it away.
Incubate it. Put it in the tickler file or in your Someday/Maybe lists so you can look at it again at
sometime in the future.
File it as reference. If the item has potential value for any of your projects and for your life, it’s
best to file it. Get an envelope, label it properly and then put it in your reference drawer.
If an item, however, requires action from you, you can:
Do it! If it will take less then two minutes, do it right away!
Delegate it. If you’re not the right person to do it, then endorse it to the right person or
organization for processing.
Defer it. If it will take more than two minutes, you should probably put it in your
calendar, depending on the priority you assign to it. If the next action step, however, is
urgent or should be done anytime soon, put it in your Next Actions List for processing
right away.
The GTD System also helps you manage your projects–items that require multiple actions from
you. The GTD Project management system advocates a simple and natural planning model
away from complicated systems used by most companies. For every project that you have, you
also need one folder for those and file them where you can see them right away.
Review your in‐basket, your tickler files and your calendar daily. This is where Chet Holmes’
Time Management System comes in:
1. Touch it once.
2. Make lists.
3. Plan how much time you will allocate to each task.
4. Plan the day.
5. Prioritize.
Chet Holmes’ last suggestion: Ask yourself “will it hurt if I throw this away?” has already been
integrated into the GTD system and you will not need it at this stage.
When you have carefully planned your day, you can integrate the Pomodoro Technique in
accomplishing tasks throughout the day.
Grab a timer and time yourself. Ideally, you should only do one thing for every 25 minutes.
Interuptions are okay if they don’t take up all 25 minutes that you have allotted for the task.
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