Principles and rules of time planning. Plan your time effectively

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From this article you will learn:

• What are the reasons for labor shortages?
• What rules should be followed when planning working hours during the day
• What methods are used when planning working time
• How to check the effectiveness of employee time scheduling

Working time planning includes effective management time and technology of its rational use in order to achieve the goal of any organization and increase the effectiveness of activities. AT modern world also called time management. Time is the most irreplaceable and valuable resource, so it must be used very rationally. It is also necessary to work on the ability to plan your own working time.

Why scheduling is so important

To say that time can be controlled is not entirely correct. Time cannot depend on any processes, does not mean a constant value, it cannot accelerate or slow down.

It is important to be able to use various tools for planning working time, regardless of the position of the employee of the enterprise. This is important to consider at all levels - from subordinates to superiors. Effective planning of working time directly affects labor productivity, and, consequently, the profit of the enterprise.

For each employee, effective working time planning affects the completion of all scheduled tasks by the required date.

One of the indicators that must be taken into account in the organization is the working time fund. It determines the resources of working time consumed and affects the number of working employees, and, consequently, on material costs organizations.

When is time scheduling necessary?

Deficiency means lack of something. When planning working time, this term refers to the lack of working time for execution. specific task individual employee or structural unit and the organization as a whole.

As a result, this may lead to a delay in order fulfillment, which may result in Negative consequences. Most often, inept planning of working time is associated with the illiteracy of the head of the organization.

The reasons leading to lack of time are classified into three groups:

1. Leader's personal qualities.
2. Leader actions.
3. independent reasons.

Leader's personal qualities, which lead to losses of working time and are associated with its incorrect planning, are expressed as follows:

1. Vanity, that is, unbalanced and nervous actions, the effectiveness of which is reduced to zero.
2. Systematic haste.
3. Lack of rest due to delays at work or adjustments at home necessary to restore high performance.

With the illiterate actions of the boss and without planning working time, the following signs of disorganization appear:

1. Lack of staff motivation.
2. Destruction of interpersonal communication in the organization.
3. The inability to order things according to their level of importance.
4. Inability to transfer part of the authority to subordinates.

The reasons that do not depend on the will of the manager and lead to a shortage of working time for him and all employees of the organization, from the point of view of working time planning, are:

1. A long list of tasks, assignments, cases.
2. unplanned actions.

In most cases, the above causes do not appear separately. Usually one follows from the other.

Ultimately, it develops stalemate, which can be improved effective planning working time. It is also necessary to establish control over the implementation of planned activities and check the time spent working.

Basic rules for planning working time during the day

Rules for planning working time at the beginning of the working day

• From the very morning, you need to tune in to a positive mood. You should try to start every day only with positive emotions, because the mood with which you begin to solve the upcoming tasks is important for achieving results.
• In the morning, it is necessary to replenish the amount of energy and “recharge nutrients”, i.e. have breakfast, and then go to work.
• It is better to start work at the same time. This systematic day in and day out leads to self-discipline and helps to mobilize your forces.
• In the morning, you should double-check the plan for the day. To do this, you can use the ABC analysis method or the Eisenhower principle.
• To carry out tasks, assignments and cases should be started without delay.
• First of all, you need to solve the most important tasks.
• If there is an assistant manager or secretary, you need to coordinate with them current plan for a day.

Rules for planning working hours in the middle of the working day

• Your workplace should be prepared for productive work. From the desktop, you should remove documents and papers that you do not yet need to perform important tasks.
• It is necessary to set a specific deadline for the implementation of each item of the plan for the day.
• You should refrain from performing actions that may cause a backlash.
• You need to be able to remove additional tasks that appear.
• A leader should not be impulsive.
• Regularly you need to make short pauses. Every job needs breaks. Their regularity and duration should be individual. Small breaks should also be taken into account when planning working time.
• It is necessary to combine small, similar in meaning tasks into groups, and perform them in series.
• It happens that some employees do not finish one thing, taking on another - you should first complete what you started. A disorderly transition in work from task to task, and sometimes the performance of several tasks at once will not lead to a positive result.
• Know how to use time slots.
• There must be an hour of rest during the day.
• It is necessary to control the deadlines for completing tasks and track the drawn up work plan. Make changes to the plan as priorities change.

Rules for scheduling working time at the end of the working day

• By the end of the working day, you need to complete all the planned tasks. Failure to complete individual tasks leads to the risk of failure to complete the entire plan, and, as a result, to the accumulation of cases that, when “raked”, will require additional working time.
• You must monitor the implementation of the plan, control yourself. Compare the list of what you have planned with what you have completed. Understand why you deviated "from the course." it required condition productive activity.
• After the analysis, it is necessary to make a plan for a new day in the evening, and double-check in the morning.

The influence of personal factors on working time planning

How you set yourself up also has a significant impact on how you plan your work time. You yourself subconsciously can interfere with the effective planning of working time. What exactly might be bothering you:

1. The uncertainty of your life purpose. Without striving for something, it is difficult to decide how and with what you will fill your life.
2. You like the feeling of constant drive. Plan interesting things outside of work so that you have the desire to finish the working day on time.
3. You are frightened by the lack of any activity. Do you try to occupy every minute of your working time, just not to be left alone with your thoughts? Better, solve your problems once and for all.
4. You do not know how to refuse and are ready to take on the solution of any problem. This will lead to the fact that you forget about your personal life.
5. You are afraid to fail. Ask yourself: “What is so bad that can happen if I fail?”. Keep in mind, failure helps us move on.
6. You are afraid that you will achieve success for which you are not yet ready. You think that in the event of your career growth, you will no longer be able to be with family and friends as often. Communicate more with people who have already fulfilled themselves, get used to the feeling of success.
7. You are not ready for change. The fear of change in life stems from the fear of failure. This can be overcome by a gradual planned movement towards your goal.
8. You are afraid of the final - for individuals, the activity itself is more important than its result.

It must be remembered that after solving one problem, you have the opportunity to take on a more interesting one.

The most common methods of working time planning

Pareto principle (80:20 ratio)

According to this principle, 20% of the applied efforts lead to 80% of the result, and the remaining 80% of the hard work gives only 20% of the result. For example:

The Pareto principle is also applicable in the work of a manager: an employee spends 20% of the working time to get 80% of the result, the remaining 80% of the working time gives only 20% of the total result. This means that when planning working time, one must remember that it is better to start the working day with the decision of the most important and challenging tasks, and leave the “trifle” for last.

Consistent application of the Pareto principle becomes real if all tasks are analyzed according to their share of contribution to the final result and arranged according to ABC categories.

The use of the Pareto principle becomes really possible if all tasks are systematized according to their importance for achieving the result and arranged according to ABC categories.

ABC planning

The main purpose of ABC time scheduling is to perform a consistent prioritization of tasks. ABC planning can be carried out in any field of activity. If we analyze the percentage of more important and less important cases, we will see that this ratio will be approximately the same. We start planning working time by distributing all tasks into three categories according to their importance. The letters A, B and C are used for this. This method of working time planning has become popular among managers due to the fact that it gives tangible results.

The ABC planning methodology is based on the following principles:

• Category A includes the most significant tasks, which make up 15% of the total number of manager's tasks. But these are really significant tasks that make up 65% of the contribution to the implementation of the plan.
• Category B includes simply significant tasks, they will average 20% of total number tasks and have a 20% importance in the activities of the manager.
• Category C includes the least significant tasks, they will account for 65% of the total number of tasks and have only 15% of the importance of the entire result of labor.

According to this technique, you must first solve the most important tasks, then move on to slightly less important ones, and finally leave minor tasks that do not have a particular impact on the results of the work. This must be taken into account when planning working hours.

Eisenhower Method

In order to correctly prioritize when planning working time, you can use the Eisenhower method.

Ask yourself questions:

• Am I used to throwing away my work time, solving one urgent task instead of another equally urgent one?
• Is it possible that many of the most significant tasks remain generally unresolved because of this habit of mine?

According to the principle proposed by the American General D. Eisenhower, the advantage of solving problems should be considered based on their significance and the allotted time.

All the things that need to be done can be divided into four groups:

1. All urgent and most significant tasks that need to be done as a matter of priority.
2. Urgent, but not so important. The point is that since they are urgent, we want to be sure to solve them as quickly as if they were very important, putting the maximum of our energy. But if this is not so important, then it is better to postpone them or transfer their decision to another.
3. Meaningful, but not so urgent. Owing to the fact that this group cases are not urgent, they are pushed aside for later. But at one point, they also become very important, but there is no time to complete them. It's time to hand them over to someone else for meticulous execution. When you give an important task, it motivates and develops the staff.
4. Non-urgent and unimportant tasks. Tasks from this group often take up a lot of space on the desktop. Many, not understanding the essence of working time planning, perform these tasks, despite the fact that they spend a lot of time on them. If they must be done, try to spend as little of your time on them as possible.

Achieving high labor results and reducing costs is determined by proper planning and organization of working time. However, planning includes a whole range of factors. And each of them is very important. Therefore, you can not miss one at the expense of the other.

The employer must know how to plan and track time, and use them in daily activities. They include normative rules and scientific as well as psychological methods.

The essence of working time planning

Working time planning is used to achieve the most effective results of labor. It includes several significant aspects:

• Legal regulation labor activity. This is the beginning labor day, its end and breaks for meals by employees;
• The order of performance of production tasks;
• Stimulation of high results of labor activity of each employee and team building in order to improve the work of the company;
• Analysis and generalization of the results of labor. It should be both daily analysis and periodic events. They will let you know existing problems and find ways to solve them.

Compliance with these points will increase the productivity of employees.

What local normative act establishes the working hours in the organization?

The regime is regulated by the norms of the Labor Code of the Russian Federation, along with its accounting and planning. Each company and budgetary institution creates an internal act called "rules of internal work schedule". It establishes the following provisions:

• Duration of the working period per week;
• Duration of daily work;
• The moment of the beginning of work activity, completion of work and breaks;
• The number of shifts in one day, as well as the schedule by which these shifts are set.

Thus, planning and accounting for the term of work should not be contrary to the law. Usually, this document acts as an annex to the collective agreement between the employer and the staff.

What determines working hours in an organization?

The basic rules for planning working time are enshrined in articles and Labor Code RF. In accordance with the norms of the law, the duration of the working period per week cannot exceed 40 hours, therefore, an employee will be able to work 8 hours per day. In some cases, the duration of the work of personnel exceeds the indicated values. In all cases of such excess, the head will be obliged to pay this time additionally.

Who maintains timesheets in the organization?

This document is used for primary accounting. It reflects the actual period worked by each employee on a daily basis. The report card includes information about being on sick leave, on business trips, and so on. Maintaining this time sheet is assigned to an employee of the personnel department or accounting department. Some budgetary institutions or companies do not have such departments, but it is necessary to keep records. Therefore, the manager has the right to assign the responsibility for keeping records to any other employee. Often, records are kept by a clerk or head of the office. This practice is very common in state budgetary institutions.

Is it mandatory for an organization to keep a time sheet?

Accounting for working time is the basic source of accumulation of information about the period worked. Without it, it is impossible to calculate correctly wages pay bonuses, pay sick leave or reimburse expenses incurred in connection with being on a business trip. For example, bonus payments do not include a period of incapacity for work, because the employee does not fulfill his labor functions. But it will be impossible to establish how many days the employee was on sick leave, and how many actually worked, without a time sheet. Therefore, it is necessary to keep a time sheet in all budgetary institutions and enterprises where there is a sufficient staff. At the same time, the period of storage of the time sheet in the organization is established by the head of the enterprise. As a rule, time sheets are kept for 50 years.

Manager's working time planning

The leader is obliged to exercise overall control and organization of the work of the entire team. Therefore, the result of the work of all employees largely depends on the effectiveness of his actions. It is recommended that the manager set short-term and long term goals. This should be done during morning meetings. After the end of the working day, you need to hold an evening meeting at which to discuss current problems and accept reports from employees on the work done. This organization of work is very effective. It is typical for budget institutions, but is also relevant for commercial companies.

In order to properly perform his functions and achieve his goals, in order to delegate less important tasks, reduce their number or postpone them to later dates, the manager must clearly understand his time budget and set of tasks. Planning is a project of labor processes for the coming time period.

Basic rules for planning time:

1. Ratio (60:40).

Experience shows that it is best to plan only for a certain part of the working time (60%).

Events that are difficult to foresee, distractions (“time sinks”) cannot be planned entirely without a trace due to the specifics of the manager’s work, which consists in the fact that the manager spends about half of the working day outside the workplace, because work requires interaction with people, the exchange of information. You should always leave a certain percentage of time as a reserve for unexpected visitors, telephone conversations, crises or in case of underestimation of the duration of some cases, but at the same time try to reduce the number of “sinks” of time.

2. Bringing the tasks together - an action plan.

To compose good plan waste of time, it is important to always have an idea of ​​​​the upcoming business. It is advisable to divide them into long-, medium- and short-term tasks, set their priority and act in accordance with it.

3. Regularity - consistency - consistency.

You need to work on time plans regularly and systematically, consistently bringing the work you have started to the end.

4. Realistic planning.

Those. You need to plan only such a volume of tasks that you can realistically cope with.

5. Compensation for lost time.

It is better to make up for lost time as soon as possible, for example, it is better to work longer once in the evening than to catch up on what was lost the day before during the next whole day.

6. Fixing results instead of actions.

It is necessary to fix results or goals in plans, and not just any actions, so that efforts are initially directed directly to achieving the goal. This will help to avoid unplanned activities.

7. Establishment of temporary norms.

Experience shows that as a rule, as much time is spent on work as is available. Therefore, it is necessary to set precise time standards, to provide in the plan exactly as much time for this or that business as it really requires.

8. Deadline.

To avoid procrastination and postponing cases, it is necessary to establish exact deadlines for all activities.

9. Recycling - double-checking.

The plan needs to be constantly revised and rechecked in terms of whether certain tasks can be fully completed.

10. Coordination of temporary plans.

In order to successfully implement their plans, the manager needs to coordinate them with the plans of other people (secretary, boss, subordinates, colleagues).

For 90% of people, the workflow is chaotic. It would seem that while working according to a schedule or plan, they still do not have time to do the most important thing and as a result remain unsatisfied. In the struggle for effective activities and the achievement of goals, only rational use working hours, and how exactly - we will tell in this article.

Awareness and understanding of priorities

In the work, first of all, the result is important: the problem solved and the goal achieved. But in order for it to be achieved, it is important to build a workflow, allocating time for force majeure that everyone has. To do this, it is necessary to introduce rational working time planning into your life.

Time management

Many employers and business owners are implementing a system to make their staff work more efficiently. Its use has the following advantages:

• Saving employee time and effort.
• Minimizing employee stress and increasing the level of stress resistance due to readiness for force majeure.
• Increasing self-organization and personal responsibility.
• Increasing the performance of each employee and organization.
• A favorable atmosphere in the team due to a properly scheduled work process.

The basis of time management is. Before organizing working time, it is necessary to decide what this moment is really important and what should be done in the first place. But do not forget about secondary tasks and little things that affect the result.

Before organizing working time, it is necessary to decide what is really important at the moment and what should be done first.

Thanks to right choice priorities, a person, both at work and in life, will be able to achieve his goal faster and easier, spending time, effort and money on what he really needs.

An organization that has implemented the basics of time management will not have problems with the efficiency of employees, as a result of which it will be at a minimum level, and the implementation of projects and the achievement of strategic goals will be carried out faster and with limited financial losses.

Tools and methods

To begin the implementation of time management, as a result of which an employee or the entire organization will rationally use working time, follows from the choice of methods and.

Working time planning

Almost every entrepreneur has heard about this tool, but not everyone plans their time correctly. As a result, there is a loss of time, and the result of the work is unsatisfactory. There are simple but effective ways time planning.

It is important to plan your working day in the evening, summing up the results of the day passed, and paint a plan for the next day, taking into account force majeure. You can do this in a notepad, in a table of a personal PC or smartphone, using Google or an email calendar. It is important that you see with your own eyes what you need to do and what you did not have time to do. The “keep it all in mind” option is not suitable - too big a risk to miss important meeting or an urgent matter.

It is important to plan your working day in the evening, summing up the results of the day passed, and paint a plan for the next day, taking into account force majeure.

Planning is the #1 tool in human time management. Indeed, thanks to this method, the efficiency increases by at least 25% already in the first days, which has been proven by studies.

Eliminate Time Wasters

Every person in life and work has these habits or constant influence from outside, which takes a lot of useful time. We are talking on the phone with a girlfriend or boyfriend, frequent coffee or smoking breaks, online games or gossip with colleagues. It would seem that this is innocent fun, but you should know that it is she who takes a lot of valuable time and does not allow you to complete your plan on time.

It is important to discover, for example, write down on a piece of paper, useless time costs during the day and get rid of them one by one.

Prioritization

it key moment working time planning. An excellent tool for its implementation is. With the help of a simple square, divided into 4 more squares, a person in 10-15 minutes will be able to determine what is really important for him, spreading tasks into 4 points:

• Urgent and important.
• Not urgent and important.
• Urgent and irrelevant.
• Not urgent and not important.

All tasks will be in front of your eyes during the day, prioritized. This will allow you to complete urgent and important things without being distracted by less priority tasks.

Pareto Law 80/20

It means that 20% of your efforts bring 80% of your results. It is necessary to filter out ineffective and unnecessary tasks from the total mass of tasks in order to concentrate your efforts on 20% of really effective and efficient points of the plan.

Motivation

Motivation is very important in any job. When setting goals for the day, you need to understand what you will get as a result. intrinsic motivation This is the strongest lever to achieve your goals.

There are a lot of tools and methods for planning working time. We have covered the most important ones in this article. But no matter what methods are used, it is imperative that at the end of the working day it is necessary to take stock, identify weaknesses and clearly formulate a plan for the next day, taking into account the result of a particular day.