Corporate time management. Three Time Management Systems: What's the Difference?

* this work is not scientific work, is not a final qualifying work and is the result of processing, structuring and formatting the collected information, intended to be used as a source of material for self-preparation of educational work.

Introduction..3

1 Time management as a time management system..5

1.1 Elements of time management…..5

1.2 Reasons for lack of time….6

2 Basic time management techniques….11

2.1 Analysis of the use of time resource and time planning ..11

2.2 Activities to help you manage your time...15

Conclusion…….21

List of sources used..22

Introduction

The well-known truth - "Time is money" seems to be beginning to change its meaning. According to one of the best analysts and practitioners of branding, Mark Gobe, "time becomes more valuable than money." And it's hard to disagree with him.

Many well-known experts, in particular, Moscow ones, confirm this truth, while saying that time is such a specific resource that in an organization is in the same place with fixed assets, labor, raw materials, but it has a special specific property: it is irreversible . That is, if equipment can be bought, raw materials and materials are also not rare goods that need to be searched for a long time, then lost time cannot be returned, it is impossible to return opportunities missed at that time, it is impossible to resolve cases if the conditions in which they are solved have changed. At the same time, the specificity of time also lies in the fact that each person is endowed with it equally, namely, 1440 minutes or 86400 seconds a day - no more and no less.

The working hours of most modern managers are packed to the limit, the working day is not standardized, and yet it is often not possible to complete all the planned tasks by the set deadline. At the same time, there is a growing feeling of helplessness in the face of an avalanche of problems that urgently require your intervention and a feeling that lack of time, like lack of air, leads to the fact that problems simply crush a person. All this leads to a stressful state, which further aggravates the situation.

Such a situation in modern society is widespread and not only among leaders. Surely, each person can remember many cases when in one day he had to solve a lot of problems, visit many places, while he could not decide in what order it would be best to do all this and the realization that it was impossible to immediately and quickly solve the problem of time distribution, that because of this you can not be in time or miss something important, it is very depressing, makes you nervous, spoils your mood, which ultimately negatively affects your well-being, performance and reduces the likelihood that everything planned for the day will be implemented

In such a situation, the only solution may be to use special tricks and methods that have common name time management. The word "time management" itself is translated from English as "time management", but it should be noted that it is impossible to manage time. Indeed, each person has a strictly defined amount of time, and for all people it is the same. It is impossible to somehow influence its quantity or the speed of its flow. "Time management" is just a loud name for what is essentially the management of oneself, an organization, people in order to accelerate the solution of problems, the implementation of activities, the performance of work, actions. This is the management of the most rational use of time.

This problem is of great practical value, both for leaders and for any person.

1 Time management as a time management system

1.1 Elements of time management

Time management as a time management system includes a number of elements that, when used together, provide a significant reduction in the time required to carry out various production processes. These elements include: analysis of the use of working time, setting goals that the manager wants to achieve in the course of using time management, planning working hours, developing various methods of dealing with the reasons for the irrational use of time resources. However, despite such a rather harmonious system of time management, it should not be taken as an axiom, because each person is the only one who can solve the problem of rational use of time for him in the best way and therefore the most effective is personal time management, which in each individual case individual. However, in the general case, the above elements of time management can be applied.

Analysis is a process that allows you to identify the irrational use of working time, its causes, and also to isolate from all the main causes that have the most adverse effect on the use of time.

Goal setting - necessary step in time management, during which it is necessary to answer the question why time management is needed at all for specific person or at a specific company. Goal setting helps you further navigate what time management methods should and should not be used.

Planning is such a process during which a list of tasks is compiled that must be completed in a certain period of time. Working time planning has some specific features.

The development of methods to combat the causes of time loss suggests that during the preliminary analysis these causes were identified and it is necessary to eliminate them. For typical causes, there are various typical ways to deal with them, however, it should be remembered that each specific case is individual and individual approaches to each cause are needed in each case.

Time management is a holistic structure and should be applied without excluding any of its elements. The use of time management assumes that a person will be creative in its use.

1.2 Reasons for lack of time

Can be distinguished a large number of various factors leading to loss of time. Some of these factors are the result of the manager’s illiterate actions, some occur independently of him, and some are directly related to the manager’s personality, but the manager has the ability to influence most of them or at least reduce the loss of time due to the impact of these factors. Let's consider these groups of factors.

The first group includes those factors that are the result of the illiterate actions of the leader. These include unplanned work, poorly organized information exchange in the organization, the lack of a clear distribution of work according to their degree of importance, the performance of tasks that may well be performed by subordinates, and weak labor motivation. The manager can identify these factors and try to eliminate them in some way.

Consider these factors:

1) Unscheduled work. It is the result of the lifestyle not only of the leader himself, but also general style the life of this organization. Unscheduled work leads to constant interruptions for various kinds of "clarifications", explanations necessary for the further work of various departments, divisions and individual workers. At the same time, not only those who apply for information are distracted, but also those to whom they turn for information.

Poor communication within the organization. When transmitting information, any person is always sure that its recipient is fully aware and understands its meaning, but this is not always the case. Everyone has their own limits of perception, which can distort the information received. Not all modern managers have solved this problem for themselves and their employees and have introduced a unified system for receiving and transmitting information in their firms. In many organizations, the exchange of information between departments occurs in the form of a broken phone, often in the process of informal communication. Also, an example of the lack of information transfer standards is the lack of a single standard for explaining to the client by phone the location of the organization - "everyone explains how he can."

Lack of a clear distribution of works according to their degree of importance. This often leads to the fact that the leader first does things that actually do not have of great importance. At the same time, they spend a lot of time needed to solve really important problems.

Performing tasks that could well be performed by subordinates. Most often, the manager performs such tasks if he does not trust his subordinates, believing that they will be able to perform this task as well as he himself, that is, we are talking about a lack of confidence in the proper qualifications of the organization's employees. An example is the reception of clients by the manager, and not the empowerment of any employee with the authority to work with clients, the personal analysis of mail, and not the assignment to the secretary of sorting incoming correspondence.

2) Weak labor motivation. Weak labor motivation leads to low labor productivity, to a greater extent this concerns not the head of the organization, but his subordinates, however, this problem can occur at the enterprise and low labor productivity will lead to a lack of time.

The second group includes factors that do not depend on the leader. This is work with correspondence, a large flow of routine cases, often urgent, work on which takes a lot of time, as well as “time thieves”. The manager cannot get rid of these factors and can only try to minimize their impact on time losses.

Consider these factors:

1) Work with correspondence. Studies show that a manager spends 20-30% of his time on parsing correspondence, looking through up to 100 documents a day, of which only 30 are really needed. It is calculated that in business correspondence the volume of unnecessary information reaches 15-20%, and through all channels from internal sources of information comes by 30%, and from external sources - by 40%.

A large stream of routine cases, often urgent, which takes a lot of time to work on. Examples include such cases as the design of premises in which repairs are being carried out, the choice of furniture, the need to personally check various parameters of the organization’s activities, often this is due to the incompetence of subordinates or their unwillingness to take responsibility when they themselves turn to the manager with “requests for help ".

2) "Thieves of time". "Thieves of time" are unforeseen cases, most of which require an urgent solution and cannot be delegated to subordinates. All this takes a lot of time and distracts from the really important things. There are many various kinds"thieves of time":

Phone calls;

People looking at us;

Problems with computer equipment;

Changing the order of work imposed by colleagues;

Lack of organizational planning;

Inability to listen to other people;

Unsatisfactory organizational structure;

Correction of errors that could have been avoided;

Indecisiveness in business matters;

Poorly organized and coordinated meetings;

Distractions in the workplace;

Excessive office bureaucracy;

Useless discussions about your work and the work of others.

The third group includes factors that directly depend on the personality of the leader. This is a constant rush, constant improvements at home, fussiness. To reduce the impact of these factors on working time the leader must try to change, otherwise, these factors will not allow him to rationally use his working time. In my opinion, this is the most serious group of factors, since in order to effectively manage your opinion, you must first change yourself, and then try to change the surrounding reality, and changing yourself is very difficult, especially for a person who already sees himself as independent, literate and mature in every way.

Consider these factors:

1) Constant haste. In a state of constant haste, the leader does not have time to focus on the task that he performs in this moment. He follows the path that first came to mind, instead of thinking about other, perhaps more rational ways of solving this problem.

2) Constant improvements at home. Constant improvements at home generate vicious circle When a person does not have time to complete his business and solve all problems during working hours, as a result he is forced to solve them at home at the expense of his free time, rest and personal life. A person does not have the opportunity to fully live, relax, and as a result, his working capacity decreases, which leads to flaws and again to the need to refine at home. This vicious circle is the result of improperly organized working time, and it can be very difficult to break it.

Fussiness. Fussiness is the result of poor organization of the working day, it also depends on the impulsiveness and characteristics of the person. It’s hard for a fussy person to choose which business to take on, he often “rushes” between two cases that are equally urgent and equally lengthy in decision, he can’t choose which one to take on, and because of this, time is wasted.

2 Basic Time Management Techniques

2.1 Time resource usage analysis and time planning

To solve the problems associated with the rational use of working time, there are many methods that have the general name "time management". However, it cannot be said that time management is such a strict set of rules, following which a person will be able to rationalize his working day and the working time of his subordinates as much as possible. Time management is a set of general methods and recommendations, and for each person and organization they should be selected separately, individually.

One of the founders of time management is the founder of the school scientific management Frederick Taylor, who timed the labor activity of a worker. We can also mention the famous Henry Ford, who introduced the assembly line at his enterprises and thereby reduced the assembly time of cars and the time spent by workers, making their activities more specialized.

Currently, in Russia, one of the well-known specialists in the field of time management is Gleb Arkhangelsky, who is engaged in the scientific development of this problem.

Consider the methods of classical time management. The first step of any manager who has seriously dealt with this problem should be an analysis of the use of a temporary resource. Time use analysis will help identify temporary losses, show strong and weak sides practiced working style. Such an analysis is simply necessary if it is not known what time is spent on at all, it is not known how much time it takes to complete certain tasks, it is not known what factors stimulate or limit performance.

To analyze the problem, you need a reliable time record. Most effective method timekeeping is record keeping. When using a computer for this purpose, programs such as Visual TimeAnalyzer can be used. With it, you can save time and get a graphic representation of your work. Also, the time spent can be taken into account in the tables, in which the following parameters should be indicated:

Type of activity - to determine the type of activity;

start and end time of the relevant activity;

The duration of the corresponding activity - to determine the time required for this activity.

It is most favorable to keep track of time in the process of work, since when recording time “later”, you can forget some important details.

In the process of analysis, the strengths and weaknesses of the use of a temporary resource are revealed. To do this, you need to answer some questions, such as:

Was the job necessary? (if more than 10% of working time was spent not on necessary work, this indicates problems with prioritization);

Was the time justified? (if more than 10% of the working time consisted of cases for which the time spent was not justified, it is necessary to analyze the reasons why the time was spent too much and try to take them into account in future work);

Was the work worth doing? (if more than 10% of the working time went to tasks that were inappropriate, then you need to pay attention to planning, organization)

Was the time interval deliberately set for the work to be done? (if more than 10% of working time was spent on tasks, the time interval for which was determined spontaneously, then there are problems with planning working time).

As a result of the analysis, "time thieves" and various errors in the use of working time are identified, it is necessary to determine their causes, develop methods of dealing with them that are most suitable for a particular employee.

The main method that helps to effectively use working time is time planning. Planning is the structuring of time for the most economic use of it in achieving any goals and objectives facing the head or organization. Planning can be long-term, medium-term and short-term.

The main advantage achieved by scheduling work is that scheduling brings a gain in time. Experience shows that increasing the amount of time spent on planning ultimately leads to savings in overall time.

Obviously, the time spent on planning cannot increase indefinitely, there is an optimum, after which a further increase in planning time becomes inefficient. You should not spend more than 1% of the total planning time on planning.

Planning is always carried out on the basis of goals. The basis for any planning is a long-term goal or long term goals. Based on long-term goals, medium-term and short-term goals are set. This happens as follows: based on the purpose of life or the mission of the organization, a number of sub-goals are distinguished, the achievement of which should contribute to the achievement of the main goal of life. These are long-term goals. In each of these goals, a number of sub-goals are identified, preferably on a temporary basis (which should be implemented in the coming years, in the next), the achievement of which should contribute to the achievement of long-term goals. In the same way, based on the goals for the year, goals for the month, decade, day are allocated. Next, an analysis of the strengths and weaknesses of the person or organization that may be relevant to achieving the goals is carried out. This is done to encourage strengths and work on the weak. This analysis serves as the basis for medium and short term planning.

The planning process itself lies in the fact that the results are formulated and the deadlines for achieving them are set. The results must match the goals. In this case, it is desirable to follow some planning rules.

1) First, planning should be done in writing. In order for the plan to be not just a list of tasks that need to be completed in a day, it is also worth making it a motivating tool - focusing it on the result. For example, write in the list not “to do this”, but “this is done”, so that at the end of the case you can put a bold tick next to this entry. This is one of the strongest motivators.

Secondly, the results of the previous analysis of the use of working time should be taken into account. In the process of this analysis, the mistakes inherent in this manager in planning his working time and ways to neutralize the consequences of these mistakes are revealed.

Thirdly, you should not plan your entire working day. It is believed that you should plan no more than 60% of your time, and leave 40% unplanned: 20% unforeseen time and 20% spontaneous time.

It is necessary to establish clear time standards for the implementation of cases and the solution of problems that would not allow finishing the unfinished and solving the unfinished at an unplanned time. If these cases and issues were to be resolved at the scheduled time. Practice shows that exactly as much time is spent on any business as it is available, therefore, clear time frames should be set that would allow the necessary to be completed, and at the same time not exceed the time required for completion.

2) To resolve the issue of reassigning cases, cases should be divided according to their degree of urgency and importance. At the same time, the most urgent and important tasks should be solved by the manager immediately, important ones. But not urgent can be postponed, while the remaining 2 categories of cases (not important, but urgent and unimportant and non-urgent) should be transferred to subordinates for decision. Non-urgent tasks should be ranked according to the time required for each of them, and when free time appears, you can start shortening this list - for this it is advisable to always have it at hand.

3) Plans should be reviewed regularly, because in view of the constant change environment it may turn out that some of the plans of the organization's management and manager will no longer correspond to the goals of the organization and, accordingly, will need to be adjusted.

Plans must be realistic and coordinated, and coordinated not only with each other, but also with the plans of colleagues, subordinates, more high level guides.

2.2 Activities to help you manage your time

Let's consider some of the factors leading to the loss of time, which were discussed above, and which were not indicated in the above rules for planning working time.

One of big problems leading to significant losses in the time of the head is that the head is often engaged in cases that his subordinates could successfully perform. Often this is due to the fact that the leader is not sure that his subordinates will cope with such serious responsibilities, he is afraid to impose such a great responsibility on them. In other words, there is a problem with delegation of authority.

Delegation in the general sense refers to the transfer of tasks to your subordinate from the sphere of activity of the leader himself. The transfer of a task or activity can be carried out on long term or limited to one-time orders. Delegation helps the leader free up time for important tasks and unload a little.

It should be remembered that delegation stimulates the disclosure of abilities, independence and competence of subordinates, therefore, if at first the manager’s fears can be confirmed, then with appropriate advisory, leadership and training assistance, the subordinate to whom the powers were delegated will be able to cope with them at the required level.

In general, you should delegate routine work, specialized activities, private matters and preparatory work. In no case should you delegate such work as setting goals, managing employees, high-risk tasks, and the like. You should also coordinate the execution of assigned tasks.

A lot of time is also spent by unworked, non-standardized Information system, assuming that the exchange of information occurs along the vertical hierarchy in the organization in the manner and manner chosen by the head, and horizontally - in a way that is more convenient for both employees by mutual agreement. However, as practice shows, the lack of uniform standards for the exchange and transmission of information leads to the fact that one person transmits information, meaning one thing, and the other person, accepting information, perceives it as something else. This is largely due to the fact that management is one of the few areas of activity that has not developed its own terminology, with the help of which managers, when communicating, could use words that have a very specific meaning, and not ambiguous, as in many ways now. An example is such phrases as “I told you to do something in the near future, it’s already Thursday, but you haven’t brought me results yet!” In this example, you can see all the significance in this case phrases “in the near future” - it is impossible to understand what the author of the phrase means, because at the moment for him the time “until Thursday” already seems unacceptably long, and regarding another matter, for example, a week ago, the phrase “in the near future” could mean 2-3 months.

The development of corporate standards for information transfer can significantly reduce the time that is lost in the process of processing the information received, i.e. in “trying to understand” what was said, as well as the time needed to correct mistakes made as a result of misinterpretation of the information received. These standards should include exact values terms used in the course of the organization's activities, as well as a list of parameters that should be transmitted when informing about any event, phenomenon, fact or subject, i.e. completeness requirement. Also, service information transmitted within the organization must be reliable, which can be ensured by the responsibility of persons transmitting it for the quality of information.

A significant amount of time in the work of the head takes work with correspondence. Work with correspondence consists of the following stages - firstly, it is the sorting of correspondence, and secondly, it is the study of correspondence and selection necessary information from it, the answer to the part of the correspondence that needs to be answered. Correspondence has significant potential resources of time. It is estimated that a manager reviews up to 100 documents a day, of which only 30 are really needed. You should immediately decide whether the incoming mail will be handled by the secretary or another person, or whether it will be handled personally by the manager. The rational way is to entrust mail processing to the secretary. It is also necessary to determine what will happen with correspondence that is not necessary in the activities of the enterprise and the work of the head. Perhaps it will be immediately destroyed, or perhaps it will be partially or completely viewed. The answer must be written immediately, without delay, it is possible to use special forms, or transfer the preparation of the answer to the secretary.

A significant part of the time is occupied by the so-called "time thieves". Among them, one of the first places in terms of duration is occupied by telephone calls. Calls have such a feature that they often occur unexpectedly, including at such moments when the manager is busy with important responsible work and interruptions and interference in work are extremely undesirable. Therefore, you should instruct the secretary to receive incoming calls to a landline phone. Same number mobile phone should not be given to customers and other persons who may turn to other departments of the enterprise, in addition to management, to solve problems that arise. If necessary, they can contact the head of the enterprise through the secretary, who, having assessed the degree of importance and urgency, can contact the head and inform him about the caller.

The same applies to such a variety of "time thieves" as peeking people. People should not be allowed to contact the management of the organization directly if there are special units or people who are responsible for resolving such problems to resolve the issue that they have. Other types of "time thieves" do not have clear signs that would make it possible to prepare for them in advance, and as a fight against them, one can only recommend analyzing emerging problems and developing some ways to solve them or minimize losses from their occurrence.

A significant amount of time for the head and his subordinates is occupied by various kinds of meetings. In order to optimize the time used for this purpose, an analysis of the conduct of meetings should be carried out, taking into account the time spent, material resources etc.

It is rational to draw up the agenda with an indication of the time required to discuss individual topics. For each item, schedule a time according to its importance. After the meeting, it is necessary to check whether the decisions made everyone they touch. Backlogs and unresolved issues should be the first item on the next agenda.

Haste, home improvements and fussiness - these are the reasons for the loss of time, which mainly depend on the personality of the person. Haste is a state in which the leader cannot think for a long time about the ways to solve the problem and chooses to solve the path that first comes to mind, while not always the most effective and fast way problem solving. In addition, it is quite difficult for a person who is in a state of haste to perform work effectively, various mistakes are inevitable that need to be corrected, and the occurrence of errors in the process of work of a person who is already in a hurry can easily begin to irritate a person, spoil his mood and even bring him out. him out of himself, which also will not allow him to finish the work he has started normally. Therefore, the problem associated with the fact that a person does many things in a hurry is quite serious, and can cause a significant waste of time.

Another important quality should be possessed by any leader, especially one who values own time: He must be able to say "no". There are many situations when it is impossible or very difficult to say no - this can affect the image of the organization and its leader, which will affect its competitiveness, these are cases when the manager cannot refuse a request because of his own personal qualities, when something an important client asks. In most cases, the manager can immediately determine what effect the consent to fulfill someone's request or demand will bring to him and her enterprise, however, people who ask or demand often try to put the manager in situations where he will simply have to agree to do what he wants. what they say. For a manager, such consent is a waste of time and money, and not always these costs can bring tangible benefits to the organization. Therefore, it is so important for any leader to be able to say “no” and adequately get out of situations when you have to say this word.

Control covers three tasks:

Understanding the physical state;

comparison of what was planned with what has been achieved;

adjustment for established deviations.

Control should be regular. Regular monitoring should be carried out, in particular after the completion of the task and at the end of the working day, revealing whether everything was completed, what was planned and, if not everything, then what it was connected with.

In general, it is quite difficult to talk about specific events in time management. The main frequently encountered problems were discussed above, which are mostly universal in nature, that is, they can appear in any person holding any position in the organization. It should be noted that despite the detailed descriptions problems that often arise in people who are not interested in spending their time, in real life each person has his own problems, his own “time thieves”, his own personal qualities that prevent him from working effectively and therefore it is impossible to give universal tips and techniques that would suit everyone in all cases of life. In each specific case, one should, through analysis, look for one's own ways to deal with the waste of time resources, and these methods in each case will be specific to each person.

Conclusion

In this term paper the main techniques and techniques of time management were studied, which allow to rationalize the working time of an employee in general and a manager in particular, reduce unproductive time resource costs and, as a result, increase staff productivity. Time management is a body of knowledge that is of great economic and personal importance. The economic significance lies in the fact that due to the rational use of time, a significant increase in the productivity of both an individual and the entire team as a whole is possible. The personal meaning lies in the fact that it allows a person to gain a significant amount of free time, which will allow him to feel free, pay more attention to his rest, health and personal life.

List of sources used

1. Arkhangelsky G. Organization of time: from personal effectiveness to the development of the company [Text]: textbook / G. Arkhangelsky. - M.: AiST-M, 2003. - 231 p.

2. Gamidullaev B.N. Saving time and indicators of its assessment in the processes of enterprise management [Text]: study guide / B.N. Hamidullaev. - Penza,

3. Seivert L. Your time is in your hands: tips business people how to effectively use working time [Text]: study guide / L. Seivert. -M.: Interexpert, 1995. - 426 p.

4. Organization of working time [Text]: textbook / M: “DeKA”, 1994. - 297 p.

“We get tired and exhausted not because we work hard, but because we work poorly, we work in an unorganized way, we work stupidly.”

Physiologist N.E. Vvedensky

Time - manager t is a time management technique that includes rules and principles that help a person to properly organize their time and achieve maximum efficiency in any business. With the help of time management, a person can consciously control the time he spends on different types activities, while increasing the efficiency and productivity of their work or leisure. Planning, distribution, prioritization, goal setting helps a person cope with a crazy rhythm. modern life. Time management helps a person to do everything without stress and avoid chronic fatigue.

Initially, time management techniques were used only when doing business, organizing work. But now time management methods are also used in a person’s personal life in order to manage to cope with everyday issues, properly organize their leisure time and rest.

The history of time management

Back in the 1920s, the Scientific Organization of Labor said that the efficiency of using time depends on the personal efficiency of the person himself. The League "Time" appeared, which published articles in newspapers under the name "Struggle for Time". In the 70s, the timekeeping method, which was developed by the biologist Lyubishchev, gained popularity. This method is a tool for developing effective human thinking, which contributes to the rational management of personal time and increasing personal efficiency.

In 2007, the first department of time management was opened in Moscow at the Financial and Industrial Institute. Today, this direction has become very popular and popular. There are a lot of trainings, seminars on planning and rational distribution of time.

time manager is a person who considers psychological features people, working conditions and offers more efficient work schedules. He is able to reveal in a person all his hidden reserves and suggest how to increase his efficiency.

The process of communication between a time manager and a client is similar to a psychological consultation in which he listens to a person, gives tips and advice on how to allocate time, how much time to devote to rest, how to prioritize. How to plan your day so that you can do everything without stress.

Time managers conduct not only individual consultations. Often they are invited by companies as experts to help improve the labor process. First of all, teach the manager how to correctly distribute his working time and correctly distribute duties in the team. They study the activities of the company, required amount decision time certain tasks. After collecting information and analysis, the time manager makes adjustments to the company's daily routine.

• Analysis of the time spent on certain tasks.
• Statement, formulation and definition of the goal.
• Making a plan to achieve the goal, as well as setting priorities.
• Realization of the goal. A hint on what steps to take according to the plan.
• Making lists of things to do.
• Recording time with timekeeping.

What are the advantages of a person who has learned how to properly plan his time?

“Time wasted is existence; Time used to good use is life."

E.Jung

• Achieves set goals.
• Achieve your goals much faster than others.
• Able to achieve success in any field of activity.
• He has more time for rest, communication with relatives and friends.
• Can do a lot more things in a given amount of time.
• Can increase his income and retire by properly distributing responsibilities between employees.
• Can get rid of chronic fatigue, is not subject to stress.
• Always has a clear plan of action.
• It has a sense of inner freedom and independently controls its life.

Types of time management

Now there are many different approaches to the problem of time management. Experts distinguish three main types:

• Personal (personal) time management. It is associated with the personal self-development of a person, the ability to properly and fruitfully organize his day.
• Professional time management helps a person to effectively perform his work, organize his working time correctly or reasonably distribute responsibilities in a team.
• Social time - management regulates interpersonal relationships or time management of several people. For example, corporate.

Basic concepts of time management

Time management concept- it is a way of understanding and perceiving time. The concept of time management helps to determine the reason and purpose why a person needs to learn how to manage his time. Realize the value of this process, as well as understand the basic principles of time management.

Time Management Techniques- a certain sequence of actions that will help solve a specific problem.

Time management system- a set of concepts and methods that will allow you to achieve your goal as quickly and efficiently as possible.

Improper organization of work or illiterate organization of activities by management leads to the fact that company employees feel a constant lack of time. This affects the efficiency and success of the enterprise as a whole.

Lack of time occurs when:

• There is no daily schedule.
• If the assistant manager is not aware of his daily routine.
• Phone calls and visitors often distract from the main activity.
• If the manager does not know how to distribute responsibilities.
• If the work is done in a constant rush, which leads to rapid fatigue.
• If employees do not correspond to their positions.
• If employees inadequately assess their capabilities, the speed of work.
• If there is no motivation among employees (for example, salary is too low).

To improve the efficiency of the enterprise, it is necessary to teach employees how to plan the work for the day. When drawing up a plan, you need to devote 60% of the time to the main tasks, 20% unforeseen and 20% spontaneous cases. The main thing is to accustom the team to make plans for the day systematically and regularly.

The effectiveness of time management in management depends on how employees are trained in planning, prioritization, control of time for completing tasks, as well as the correct sequence of tasks.

To solve these problems, you can invite an expert in time management or train the manager of your enterprise, who will issue tasks to employees and monitor the effectiveness of their work. The manager must issue both basic and several spare tasks. At the end of the day, the employee submits a progress report.

Personal time management in time management

As for personal time management, there are basic time management rules that apply in personal life:

1. Never take work home.
2. Organize your life in such a way that it takes a minimum of time.
3. To plan free time in advance. This should include emotional enjoyment (going to the cinema, theater, concert, museum). As well as physical (sports, dancing, etc.).
4. For rest, use not only weekends, but at least one day in the middle of the week. For example, ride a bike after work or go to the sauna with friends.
5. During the holidays, limit calls, mail, the Internet in order to truly relax.

1. The basic rule of time management is the correct goal setting.

If you learn to clearly define your goals, as well as determine which tasks are secondary, then you will save a lot of time.

If you spend your time on something, it means that at that moment you think that it is very important. But is it? Ask yourself, will the result of this action help you get closer to your goal? What is a goal? The goal is a person's desire for something, when the whole process is aimed at the final result.

When setting a goal, you must first determine the main values.

Recognize your abilities and motivation. Analyze the problems, needs and difficulties that may arise on the way to the goal. Present clearly your goal in the smallest detail, its end result. Plan your actions, look for resources and start implementing.

There is different methods goal setting. But all methods have a common goal setting algorithm:

1. The goal should be as specific as possible with a clear end result.
2. The need to achieve the goal must be justified. Why is this needed and what will I get from it?
3. The goal must be realistic and the mechanism for achieving it must be clear.
4. It is necessary to clearly define the time limits for which the goal must be achieved.

2. The second basic rule of time management is prioritization.

Knowing how to prioritize is very important. There are things that are less important in achieving the goal, and there are those that play a major role.

3. The third basic rule of time management is planning.

After setting a goal, the next step is planning. Planning is an integral part of time management. It consists of the following main steps:

1. Drawing up a time management plan.
2. The stage of drafting a project, in which you can maneuver, think over different variants goal achievement.
3. The stage of identifying the necessary resources.
4. The stage of identifying people who can help you on the way to the goal.
5. The stage of fixing the results of planning in the form of a business project, a map.

When a person begins to engage in planning, thinking is activated, creativity is turned on. By making a plan, your goal becomes more specific, you begin to understand what you really want and how to achieve it. This is a kind of practical guide to action.

Until a person makes a plan for the implementation of what he wants, he is in constant reflection on this topic. But not thoughts, but actions bring you closer to the goal. When compiled detailed plan, which takes into account different ways achieving the goal, it gives the opportunity to maneuver. It does not work with some means and methods, you can try others. Planning develops in a person flexibility and readiness for any situations.

Making a plan gives you a high chance of success. Having a plan gives you confidence in yourself and your abilities. All successful people and entrepreneurs are planning.

Basic planning techniques. Short description

1. ABC planning is based on the fact that you need to do the most significant things first (under the letter A), and then B and C.

Category A cases are the most important. They make up 15% of all cases and bring 65% of the results. B - important cases that make up 20% of all cases and bring 20% ​​of the results. Category C - these are the cases of the least importance, they make up 65% and give a result - 15%.

2. Pareto rule Or the 80/20 principle. This principle applies to any daily activity. 80% of the things you do in a day give you 20% of the results you want. And 20% of planned important things bring you closer to the result by 80%.

For example: 20% of people own 80% of the capital, 80% of people own 20% of the capital. 20% of clients give 80% profit, and 80% of clients give 20% profit.

3. Timing- this method lies in the fact that you need to record every minute of all your actions and how much time you spent on them. This will help you understand where and what your time is spent on and how to adjust your schedule.

4. Making a list of tasks- This is the simplest planning method that allows you to plan both time and affairs.

How to make a proper to-do list and follow it?

1. To begin with, observe yourself. How much time do you need to complete different tasks.
2. Write a to-do list for the evening.
3. Write down specific items. For example: go to the store. Attach a shopping list to this item.
4. Plan your whole day, not just work.
5. Start your day by doing easy tasks. To immediately check the boxes and cheer up for the whole day with the thought that following a to-do list is not so difficult .. For example, doing exercises and preparing breakfast.
6. The to-do list should always be in sight.
7. Do not write more than 7 priority cases on the list so that you don’t get nervous later that you didn’t have time to do something.

• Try all the planning methods and choose the most suitable one.
• Keep records.
• Don't try to do everything. Do the most important and priority things first.
• Plan your every day. And also make an additional plan for the week.
• Always carry a pen and notepad with you.
• Start a success diary, it will motivate you and remind you that you are on the right track.
• Learn to say "no". This will help to avoid communicating with unnecessary people, doing unnecessary things.
• Before you do anything, consider how urgent it is, how important it is, and how this action will bring you closer to your goal.
• Analyze your habits, activities that waste your time. By timing, it is easy to track those actions that you need to get rid of.
• Don't do other people's work. Don't be a tool to achieve someone else's goals. Concentrate on your goal.
• Take time for self-improvement.
• Don't stop there. Once you reach one goal, set the next one.

1. Stephen Covey in The 7 Habits of Highly Effective People considers time management as an element of self-improvement. Here are his tips:

• Do what you have to do first. Don't put off important things for later.
• Your goal should be a priority and important. Move towards her.
• Perform all actions based on priorities.
• Don't spend a lot of effort on achieving an insignificant goal. The resources spent and the end result must be commensurate.
• Look for all the ways to make life easier.

2. David Allen advises to organize properly workplace , to acquire all the necessary stationery. Also, create a file cabinet, for each case, create a corresponding folder. Allen also advises writing 4 to-do lists:

• Make a list of things that need to be done in the near future;
• Include in a separate list projects that require integrated approach;
• Make a separate list of projects that, for one reason or another, cannot yet be completed;
• "Someday" list.

3.Julia Morgenstern advises to evaluate first how much time you spend doing your tasks. What factors are distracting you. You may be distracted by social media, extra responsibilities, unrealistic deadlines, or psychological obstacles.

• For each action, a time frame must be set.
• If you cannot perform some action, then analyze it, perhaps it can be postponed for a while, delegated to other employees, or completely abandoned.
• Sort things and affairs, clear the space of everything that you can do without. Give each thing its place, and each task its time.

"Eat a frog for breakfast"

So that all day your thoughts do not return to the task that you do not want to do or it is unpleasant for you, start the day with it. So you will be free from emotional stress and a load that would have to carry all day.

"Elephant Steak"

If you are faced with a global task, for the solution of which you need to do a lot of actions, then divide this work into parts. Don't make an elephant out of it, cut it into pieces. This will make it easier to get started on the task at hand. And also this approach contributes to a better understanding of this problem.

Learn to say "no"

Time management does not teach you how to do as much as possible, but how to do what needs to be done correctly. Say "no" to unnecessary things, people. Don't become a tool for anyone to achieve their goals. Concentrate on your goals.

Strive for automation and maximum simplification of your activities.

Do similar things in a row, as the brain gets used to a certain area of ​​​​activity. And every time he gets through it faster.

Listen to your biological rhythms. Do work at a time when you feel a special surge of strength and activity. During the period of least activity, give yourself a break. Listen to the needs of your body. Sometimes a 15-minute break is enough to open up a "second wind".

The best time management books to read:

• Effective time management. B. Tracy
• Time drive. How to manage to live and work. G. Arkhangelsky
• Tough time management: take control of your life. D. Kennedy
• Work less, do more. C. Gleason
• To hell with all of it! Take it and do it. R. Branson
• Extreme time management. N. Mrochkovsky, A. Tolkachev
• Practical course on time management. I. Abramovsky
• How to work 4 hours a week and at the same time not hang around in the office “from call to call”, live anywhere and get rich. T. Ferris
• Getting Things Done: The Art of Stress-Free Productivity. D. Allen

The effectiveness of time management depends on you following its basic rules, as well as a clear understanding of why you need it, how to manage your time and what benefits you will have.

Time management as a time management system includes a number of elements that, when used together, provide a significant reduction in the time required to carry out various production processes. These elements include analysis of the use of working time, setting goals that the manager wants to achieve in the course of using time management, planning working hours, developing various methods to combat the causes of the irrational use of time resources. However, despite such a rather harmonious system of time management, it should not be taken as an axiom, because each person is the only one who can solve the problem of rational use of time for him in the best possible way and therefore the most effective is personal time management, which in everyone individual case. However, in the general case, the above elements of time management can be applied.

Analysis is a process that allows you to identify the irrational use of working time, its causes, and also to isolate from all the main causes that have the most adverse effect on the use of time.

Goal setting is a necessary stage in time management, during which it is necessary to answer the question why time management is needed at all for a particular person or at a particular enterprise. Goal setting helps you further navigate what time management methods should and should not be used.

Planning is such a process during which a list of tasks is compiled that must be completed in a certain period of time. Working time planning has some specific features.

The development of methods for dealing with the causes of time loss assumes that during the preliminary analysis these causes were identified, and it is necessary to eliminate them. For typical causes, there are various typical ways to deal with them, however, it should be remembered that each specific case is individual and individual approaches to each cause are needed in each case.

Time management is a holistic structure and it should be applied without excluding any of its elements. The application of time management assumes that the person will be creative in its use.

Reasons for lack of time

There are many different factors that can lead to wasted time. Some of these factors are the result of the manager’s illiterate actions, some occur independently of him, and some are directly related to the manager’s personality, but the manager has the ability to influence most of them or at least reduce the loss of time due to the impact of these factors. Let's consider these groups of factors.

1 reasons that are the result of illiterate actions of the leader

These include unplanned work, poorly organized information exchange in the organization, the lack of a clear distribution of work according to their degree of importance, the performance of tasks that may well be performed by subordinates, and weak labor motivation. The manager can identify these factors and try to eliminate them in some way.

Let's consider these factors.

1) Unscheduled work. It is the result of the lifestyle of not only the leader himself, but also the general lifestyle of the organization. Unscheduled work leads to constant interruptions for various kinds of "clarifications", explanations necessary for the further work of various departments, divisions and individual employees. At the same time, not only those who apply for information are distracted, but also those to whom they turn for information.

2) Poorly organized information exchange in the organization. When transmitting information, any person is always sure that its recipient is fully aware and understands its meaning, but this is not always the case. Everyone has their own limits of perception, which can distort the information received. Not all modern managers have solved this problem for themselves and their employees and have introduced a unified system for receiving and transmitting information in their firms. In many organizations, the exchange of information between departments occurs in the form of a broken phone, often in the process of informal communication. Also, an example of the lack of information transfer standards is the lack of a single standard for explaining the location of the organization to the client over the phone - "everyone explains how he can."

3) The lack of a clear distribution of work according to their degree of importance. This often leads to the fact that the leader first does things that really do not matter much. At the same time, they spend a lot of time needed to solve really important problems.

4) Performing tasks that could well be performed by subordinates. Most often, the manager performs such tasks if he does not trust his subordinates, believing that they will be able to perform this task as well as he himself, that is, we are talking about a lack of confidence in the proper qualifications of the organization's employees. An example is the reception of clients by the manager, and not the empowerment of any employee with the authority to work with clients, the personal analysis of mail, and not the assignment to the secretary of sorting incoming correspondence.

5) Weak labor motivation. Weak labor motivation leads to low labor productivity, to a greater extent this concerns not the head of the organization, but his subordinates, however, this problem can occur at the enterprise and low labor productivity will lead to a lack of time.

2 reasons that do not depend on the leader

This is work with correspondence, a large flow of routine cases, often urgent, work on which takes a lot of time, as well as "time thieves". The manager cannot get rid of these factors and can only try to minimize their impact on time losses.

Consider these factors:

1) Work with correspondence. Studies show that a manager spends 20-30% of his time on parsing correspondence, looking through up to 100 documents a day, of which only 30 are really needed. It is estimated that in business correspondence the amount of unnecessary information reaches 15-20%, and through all channels from internal sources of information comes by 30%, and from external sources - by 40%.

2) A large flow of routine cases, often urgent, work on which takes a lot of time. Examples include such cases as the design of premises in which repairs are being carried out, the choice of furniture, the need to personally check various parameters of the organization's activities, often this is due to the incompetence of subordinates or their unwillingness to take responsibility when they themselves turn to the manager with "requests for help ".

3) "Thieves of time". "Time thieves" are unforeseen cases, most of which require an urgent solution and cannot be delegated to subordinates. All this takes a lot of time and distracts from the really important things. There are many different types of "time thieves":

a) phone calls

b) people visiting us;

c) problems with computer equipment;

d) change in the order of work imposed by colleagues;

e) lack of organizational planning;

e) inability to listen to other people;

g) unsatisfactory organizational structure;

h) correcting errors that could have been avoided;

i) indecisiveness in business matters;

j) poorly organized and coordinated meetings;

k) distractions in the workplace;

l) excessive office bureaucracy;

m) useless discussions about one's own work and the work of others;

3. reasons directly related to the personality of the leader

This is a constant rush, constant improvements at home, fussiness. To reduce the influence of these factors on working time, the manager must try to change, otherwise, these factors will not allow him to rationally use his working time. In my opinion, this is the most serious group of factors, since in order to effectively manage your opinion, you must first change yourself, and then try to change the surrounding reality, and changing yourself is very difficult, especially for a person who already sees himself as independent, literate and mature in every way.

Consider these factors:

1) Constant haste. In a state of constant haste, the leader does not have time to focus on the task that he is performing at the moment. He follows the path that first came to mind, instead of thinking about other, perhaps more rational ways of solving this problem.

2) Constant improvements at home. Constant improvements at home give rise to a vicious circle, when a person does not have time to complete his business and solve all problems during working hours, as a result, he is forced to solve them at home at the expense of his free time, rest and personal life. A person does not have the opportunity to fully live, relax, and as a result, his working capacity decreases, which leads to flaws and again to the need to refine at home. This vicious circle is the result of improperly organized working time, and it can be very difficult to break it.

3) Fussiness. Fussiness is the result of poor organization of the working day, it also depends on the impulsiveness and characteristics of the person. It’s hard for a fussy person to choose which one to take on, he often “rushes” between two cases that are equally urgent and equally lengthy in decision, he can’t choose which one to take on, and because of this, time is wasted.

"Keep time: it is the fabric of which life is made."

S. Richardson

We are taught discipline from childhood, and one way or another, we are forced to adhere to certain restrictions all our lives. Eating and sleeping according to the daily routine, scheduled classes, work and rest in the allotted time. We easily obey someone else's rules of the game, in fact, helping someone else achieve his goal. But when it comes to self-discipline, many are not ready to give up even small weaknesses, like the habit of sleeping an extra 10 minutes in the morning.

Skill limit yourself to achieve certain goals- a valuable skill that not many people possess. But only they, in the end, succeed. Well-known politicians, businessmen, actors have gone their way to fame only thanks to daily work in the name of their goal. Ability, talent, even genius is only one percent of success, the other ninety-nine is hard work.

Self-discipline is the first step to personal freedom

Time management is the main component of the personal effectiveness system for any ambitious person. It doesn't matter what the goal is: lose weight, get a red diploma, start your own business... none of these things is possible without self-organization skills. Time management is a practical guide to action, thanks to which you can determine your own life priorities, create your own vision of success. The development of effective motivations allows you not only to save time, but to develop as a person. Self-discipline - living by strict rules that a person sets for himself, in his own interests. Such rigid frameworks, oddly enough, do not limit the personality. Against, it is the only way to true freedom.

Time management is best tool self-improvement. First of all, planning teaches control over external events, environment, time and space. The self-control skills gained as a result of working on oneself allow you to manage your own feelings, momentary desires, bad habits. And self-control is a sign of a strong, strong-willed nature. The development of concentration skills allows you to achieve better results at work, while spending less effort. Thus, time is freed up for the improvement of the intellectual and spiritual. Isn't that the meaning of human life?

Self-discipline skills are not acquired for short term. Moreover, you can develop them in yourself only by constant training of willpower. The same goes for the time management system. Anyone who wants to achieve success in life is simply obliged to treat time carefully.

The 7 Most Popular Time Management Techniques

“If I had 9 hours to chop down a pine, I would spend 6 hours sharpening my axe.”

Abraham Lincoln

There are many techniques for efficient use of time. We bring to your attention the most popular techniques, without which no time management system can do.

Eisenhower Matrix

The technique got its name in honor of US President D. Eisenhower, who divided all the tasks that he faced into 4 categories, guided by their urgency and importance.

Based on this, the cases were arranged in the cells of the simplest matrix as follows:

• Category A - urgent and important, which must be resolved immediately;
• Category B - their decision can be postponed for a certain period, but it is not worth delaying with them;
• Category B - tasks, the execution of which can be delegated to third parties;
• Category D - things that are better to send to the trash right away, because they are not worth the time and effort.

According to experts, the mistake of most people is the wrong prioritization. They are more willing to take on the tasks of the last two categories, since it is much easier to do these things. Quick results contribute to the development of an incorrect assessment of personal effectiveness. It turns out that the man expends effort on secondary activities leaving behind what really matters.

Timing technique

Employee time tracking to improve labor discipline been used for over a decade. Automation and accounting programs record the timely arrival and departure, the duration of the employee's working day. But modern technology has gone even further. Today you can not only find out if a person is present at the workplace, but also check what he is doing.

Hundreds of such control systems have been developed to date. Programs are able to register automatically: absence due to illness, business trips, vacations, time off, work on flexible schedule. The system takes into account the duration of the lunch break, untimely leaving or being late, absenteeism.

For all its perfection, the modules of accounting for working hours carry out only superficial timing, while spyware like "Maxapt QuickEye" help you keep track of your computer work. With their help, the manager will immediately understand that Maria Ivanovna from the accounting department is busy not working on the report, but communicating on the Odnoklassniki website. Of course, even with the help of such programs, it will not be possible to make a minute-by-minute timing, taking into account smoke breaks, tea parties, sincere chatter of other “garbage time”, but most often there is no need for this.

Pareto Method

Vilfredo Pareto's Law states: “20% of your efforts provide 80% of the result, while the remaining 80% bring only 20% of the result.” You can interpret it in another way: "20% of employees bring the company 80% of the profits." Simply put, only 1/5 of the team works effectively. The efficiency of the vast majority of workers is very low. Their work is just an imitation of violent activity. If you direct this energy in the right direction, overall productivity will increase significantly.

The Pareto method is to isolate from the whole mass of 20% of the main cases and focus on them. The decision about what is considered important and what is secondary will be individual in each case. The Eisenhower matrix or the ABC analysis method, which is most often used in combination with the Pareto method, allows you to categorize cases. ABC analysis is the simplest way to rank cases according to their current importance.

ABC - analysis

This method is considered the most efficient and in a visual way sorting cases. It allows you to weed out all unnecessary, focus on achieving the main goals. According to this method, all cases are divided into categories:

• Group A has the highest priority, these are important and urgent matters. Such issues must be resolved as soon as possible. The contribution of these cases to the achievement of the final goal is 65%, although it will take only 15% of the time to complete them. That is, more than half of all work will be completed in the shortest possible time.
• Group B includes cases that are not urgent, but necessary for execution. The solution of such tasks can be entrusted to third parties. It is important to control the time of their execution, since group B cases tend to move into category A if the deadlines are violated.
• Group C - tasks that are commonly called "office routine". It is on them that the lion's share of the working time of the staff and the manager is spent. Although a person with low qualifications can easily cope with reporting, purchasing stationery and other routine work.

Independent organization of working time

Self-management is perhaps the most effective of all time management tactics. It is applicable both to a single subject and to the collective as a whole. To ensure that the employee worked productively, the system of material incentives and punishments allows. talking in plain language, fines or bonuses well stimulate the individual to perform the task assigned to him. It should be noted that the employee himself should also be interested in the competent organization of the work process.

The most important goal of self-management is the maximum realization of the potential of each person in work, creativity, and personal life. Using this method provides the following benefits:

• Time and effort to complete work tasks is reduced;
• Increased productivity;
• Reasons for stress, emergency work, haste are eliminated;
• Increased moral satisfaction labor activity;
• Qualifications increase, there is an incentive for personal growth.

Self-management begins with a work style analysis that includes a complete inventory of time. It reveals the strengths and weaknesses of an organization labor process, adjust them in the right direction. A description of all activities includes:

1. Main work tasks;
2. "Interference" or forced breaks, the so-called "garbage time".

Reasons for wasting time can be personal factors such as disorganization, neglect of job responsibilities, lack of self-discipline, the desire to do everything quickly, in a hurry. However, excessive zeal, the desire to take on all the cases at once, also rarely gives a positive result.

Well-known American business coach Dan Kennedy believes that phone calls, unscheduled visitors, protracted meetings are the worst time wasters for a leader. If possible, they should be eliminated or minimized.

The Pomodoro Method

This tactical technique with a funny name was invented in the 80s of the last century by the Italian Francesco Cirillo. Being one of the lagging students, the young man decided to start working on himself in order to improve his academic performance. After conducting a detailed "debriefing", he realized that he could not concentrate on his studies, being distracted by many small things. Then Francesco brought a timer in the form of a tomato from the kitchen, set it in front of him and timed the class.

Practically, it was revealed that he was able to study science with concentration for 25 minutes. During this period, the student was never distracted from the book. Subsequently, it was decided break all the time allotted for classes into blocks. The half-hour interval included the time of maximum concentration - 25 minutes, as well as the rest time, which is allotted just for those very small things. The "pomodoro" method has become widespread today, due to its simplicity, accessibility and effectiveness.