How to make the working day effective
Working Time Management Matrix - How to Compose It
The most popular means of optimizing working time is the Eisenhower matrix. This is the first thing they learn to compose at time management training. In a simple plate of four cells are written cases, divided by priority. In the upper left square - urgent and important. This includes the resolution of acute crisis working moments, urgent tasks, projects that are approaching the deadline. In the upper right - important, but not such urgent matters. These include planning new projects, evaluating the effectiveness of completed projects, current day-to-day tasks, and identifying new activities. The lower left cell - tasks less important, but urgent. These include telephone conversations, some meetings, the consideration of urgent materials, social activities. And the last, right lower box - matters unimportant and not urgent. This is a routine work, some calls, entertainment.
The most effective is the working day in which the upper right square is filled to the maximum - with matters important, but not urgent. This means that there is time to accomplish all the tasks that have been set, everything is going according to plan, and there is no forethought. If the upper left square is full, it means that many tasks have been postponed “for later”, and now we have to rake up the accumulated heap of urgent and very important things. At the same time, important matters accumulate, but not urgent ones, which must also be carried out, but there is no time for that. And after the completion of the job, the next one is formed due to the fact that the former not urgent cases have long been reached the deadlines for their implementation.
In order to prevent such a development of events, it is necessary to make up the Eisenhower matrix regularly, and not only on a working day. The most effective managers do this several times. At the end of the month - the next, distributing the main tasks in cells. At the end of the week - to the next, scattering the current work in squares and making adjustments. And before the end of the working day - the next, making a plan of primary affairs. Such a distribution of responsibilities will take five to ten minutes, and will allow you not to wrestle with your mind about what matters to do in the first place, and what things to do later.
Constant avallah - what to do?
If matters accumulate and accumulate, and eight hours of work is not enough to fulfill all the duties, you should think about delegation of authority. It is possible that there are too many tasks that cannot be handled by one employee. This situation should be clarified management. To do this, you need to make a list of cases with sub-items - what you have to do in order to complete the task. And even better - to paint the time costs. This clearly shows the boss that cope with the entire amount of work for one person is unrealistic. In this case, the manager can remove part of the tasks and transfer them to another employee.