In a busy work schedule, it can be difficult to carve out time not only for lunch, but also for a five-minute respite. Working in a crunch mode does not only lead to physical fatigue. Psychological discomfort builds up, which can cause depression. That is why it is necessary to competently organize the working day in order to manage to carry out duties without hyper-efforts.
Time Management Matrix - How to Build It
The most popular means of optimizing work time is the Eisenhower Matrix. This is the first thing that is taught to make up in time management trainings. In a simple four-cell table, tasks are written, divided by priority. In the upper left square - urgent and important. This includes the resolution of acute crisis work moments, urgent tasks, projects that have an approaching deadline. In the upper right - important, but not so urgent matters. This is planning new projects, evaluating the effectiveness of completed ones, current everyday tasks, identifying new areas of activity. The lower left cell - tasks that are less important, but urgent. This includes telephone conversations, some meetings, consideration of urgent materials, social activities. And the last, bottom right cell - matters not important and not urgent. This is routine work, some calls, entertainment.
The most effective working day is considered to be the one in which the upper right square is filled to the maximum - with matters that are important, but not urgent. This means that there is time to complete all assigned tasks, everything is going according to plan, no emergency is foreseen. If the upper left square is full, it means that many tasks have been postponed "for later", and now you have to clean up the accumulated heap of urgent and very important matters. At the same time, things are accumulating that are important, but not urgent, which also need to be done, but there is no time for this. And after the completion of the emergency, the next one is formed due to the fact that the former non-urgent matters have long ago approached the deadlines for their implementation.
To prevent such a development of events, it is necessary to compile the Eisenhower matrix on a regular basis, and not only on a working day. The most effective managers do this several times. At the end of the month - the next, distributing the main tasks to the cells. At the end of the week - the next one, scattering the current work in the squares and making adjustments. And before the end of the working day - the next, drawing up a plan of primary matters. Such a distribution of responsibilities will take five to ten minutes, and will allow you not to rack your brains over which things to do first and which - later.
Constant crunch - what to do?
If things accumulate and accumulate, and eight hours of the worker is not enough to complete all the duties, it is worth considering delegating authority. Perhaps too many tasks have been set that cannot be dealt with by one employee. This situation is worth clarifying to the management. To do this, you need to make a to-do list with sub-items - what you have to do in order to complete the task. Better yet, schedule the time spent. This will clearly show the boss that it is unrealistic to cope with the entire volume of work for one person. In this case, part of the tasks can be removed from the manager and transferred to another employee.
