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Top 10 skills for Time Management and Productivity professionals
Manage time
Prioritise, plan, delegate and prepare for unexpected events. Create rituals to manage time better.
Increase personal productivity
Schedule and track projects, set SMART goals, create a workspace, organise and prioritise.
Use time management to manage projects and tasks
Know how to lay the foundation, plan, schedule, delegate and use technology to manage complex tasks and projects.
Outlook 2010 for time management
Set up Outlook 2010, know its various time management features and use the four Ds (Do, Dump, Delay & Delegate).
Outlook 2013 for time management
Set up Outlook 2013, organise, sort, delete and manage files and folders. Use the four Ds to manage tasks and communications.
Delegate and prioritise
Prioritise tasks and delegate effectively to get more done in less time.
Organise
Sort, organise and remove the clutter. Create a system for storing paper and paperless documents, and organise your work area.
Fight procrastination
Use practical techniques to beat procrastination and remove distractions. Break up large tasks to make them manageable and reward your success.
Modern individual's time management techniques
Know "the art of doing", prioritise, set goals and routines, and use management tools.
Use technology
Manage your inbox and emails, set up personal assistant, and use apps and scheduling.
Top 5 rated PD Training courses to improve Time Management and Productivity skills
Set goals for improved time management by using the 3 P's of Positive, Personal and Possible.
Positive - Phrase your goals positively ("Complete writing a masterpiece in six months").
Personal - Your goals should be personal, things that you feel deeply about.
Possible - They should be realistic and achievable.
When reviewing your goals, consider your resources and personal factors that may cause obstacles.
To prioritise tasks, create a distinction between tasks that are Urgent and Important.
Ask yourself these four questions:
Is this task urgent and important?
Is it urgent, but not important?
Is it important, but not urgent?
Is it not urgent and not important?
Then create a hierarchy of priorities where on top comes tasks that are:
Urgent and Important
Important, not Urgent
Urgent, not important
Not urgent and not Important
Increase your productivity by using SMART goals - Specific, Measurable, Achievable, Relevant and Timed.
Specific - Create a list of the specific results and accomplishments that the goal will realise.
Measurable - Determine how you will track your progress.
Achievable - Consider your resources.
Relevant - How does the goal match with your core values and long-term goals in life.
Timed - Set a deadline.
You can improve productivity without working harder.
These are ways to get more done in a day without adding more working hours to it.
Change your routine (getting up earlier and sleeping earlier, taking short breaks).
Delegate (consider if some tasks can be done by somebody else).
Use technology (can using a certain software/online service help reduce your workload?).
Prioritise (complete important tasks first).
Track your performance to stay focused and motivated.
Use electronic systems such as Microsoft Outlook to manage tasks, emails, time and contacts.
Productivity software and apps are also useful in tracking every day and monthly performance.
Maintaining a productivity journal is another helpful way to record a day's productivity.
They provide you greater freedom to include whatever you wish to.
Don't let excessive electronic communications waste your time.
Microsoft Outlook has various features that allow easy management of emails, tasks, time and contacts.
To save time in checking, sorting and replying to emails, use separate accounts for personal and work emails,
filter junk emails, and prioritise emails using colour coding.
Use the four D's of Do, Dump, Delay and Delegate to improve efficiency.
Do It Now - Do the task that you want to procrastinate now, ahead of all other tasks.
Dump - Get rid of clutter and create a clean workspace (in office and on your computer).
Delay - Mark out tasks that can be delayed without hurting your professional reputation.
Delegate - Consider if somebody else can do certain tasks without affecting the quality of work.
Check your resources and weigh options.
When choosing to delegate, use these five points to help the other person perform well:
Describe the job requirements and needs in simple and clear words.
Suggest a deadline for the completion of the job.
Give the person freedom to choose how they do the work.
Measure results.
Keep communication regular, precise and clear.
Organise materials easily by creating three boxes of Keep, Donate and Trash.
Sort out items based on how precious they are to you, how much you use them, and their condition.
If you haven't used an item for a year, it is in good condition and is not precious to you, it can go into the Donate box.
If you haven't used an item for a year, it is in bad condition and is not precious to you, it can be dumped into the Trash box.
Only Keep things that are precious to you or are used at least once a year.
Master time management and improve productivity by focusing on the important,
creating a routine that balances work and life, using a master calendar,
organising your workspace and electronic files, and delegating.
Making a habit of these practices results in consistent improved productivity.
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