Phương pháp quản lý thời gian
Trang 1A Basic Time Management Process
Articles
A Basic Time Management Process
These steps are intended for guidance only They are not an adequate
substitute for proper time management tools and training
Trang 2A Basic Time Management Process
Articles
1 Set aside a block of time, no more than fifteen minutes each day, to build a daily
plan Whether this is the first thing you do in the morning or the last thing you do at
night is immaterial, but you need to set aside time specifically for this task
2 During your planning period, list everything you need to do during the day For
sources, look for incomplete tasks in your plans for previous days, review meeting
minutes or issues logs for action items, and consult notes for reminders of work that
needs to be done In building this list, do not attempt to group tasks or screen them
for importance
3 Once your list is complete, scan down it assigning each item an "ABC" priority in
which "A" tasks are urgent and should be done today, "B" tasks are important, but
could slip, and "C" tasks can wait
4 Then review the "A" tasks and assign a priority number to each, with "1" being the
highest priority During this step, you may group small tasks together if this is
reasonable For example, if you prefer to do all your telephoning at one time, you
may choose to group the tasks that involve calling people At the end of this pass,
your "A" tasks will be labeled "A1," "A2," and so on Repeat this process for the "B"
and "C" tasks
5 Now, start with task "A1." When it is complete, check it off and move on to "A2,"
and so on
6 You will be interrupted If someone asks you a question that will take some effort
to answer, ask yourself if this question is more important than the task you are
currently working on If it is, suspend your work and tend to the interruption
Otherwise, tell whoever interrupted that you will reply later Then add the item to your
list and determine its priority relative to your other tasks If it fits between "A7" and
"A8," label it "A8," then go back to your current task Don't worry that there are two
tasks with the same priority Nobody will arrest you
7 If you need to defer a task, copy it to a future date's task list For example, if you
call Fred and you hear a voice mail greeting indicating that he will be unavailable until
next Thursday, mark the task "f" for forwarded, then flip to Thursday in your calendar
and add, "Call Fred re " to the task list When you get to Thursday, that entry will be
there waiting for you
8 If you are unable to complete a task, mark it with a small circle or dot to indicate
that you tried to complete it For example, if you call Mary and have to leave a voice
mail message, mark the task with a circle If she does not reply that day, then add
"Call Mary re " to the task list that you develop the next day Not only does this
remind you to follow up with her, it provides a record of calls that may prove useful in
dealing with people who are derelict in returning messages
9 If a task becomes unnecessary, simply cross it off your list
10 At night before you leave, review your list and take comfort from the number of
check marks: They indicate a productive day well spent