How to make a working day effective
The working time management matrix - how to compile it
The most popular means of optimizing working time is the Eisenhower matrix. This is the first thing that they teach you to do at the time management trainings. A simple table of four cells is written cases divided by priority. In the left upper square - urgent and important. There is the solution of acute crisis working moments, urgent tasks, projects, which are approaching deadline. In the upper right - important, but not such urgent matters. This is planning for new projects, assessing the effectiveness of completed projects, current everyday tasks, identifying new areas of activity. The lower-left cell is less important, but urgent. There are telephone conversations, some meetings, consideration of urgent materials, public activities. And the last, right lower cell - affairs are unimportant and not urgent. This is a routine job, some calls, entertainment.
The most effective day is considered to be the working day in which the right upper square is filled to the maximum - with matters important, but not urgent. This means that to fulfill all the tasks set, there is time, everything goes according to plan, it is not foreseen. If the left upper square is full, this indicates that many tasks have been postponed "for later", and now it is necessary to rake up the accumulated heap of urgent and very important cases. At the same time, important matters accumulate, but not urgent, which also need to be performed, but there is no time for it. And after the completion of the work, the next one is formed, due to the fact that the deadlines for their fulfillment have long been reached by the former non-urgent cases.
In order to prevent such a development of events, it is necessary to compose the Eisenhower matrix regularly, 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 the cells. At the end of the week - the next, scattering the squares of the current work and making adjustments. And before the end of the working day - the next, making a plan for priority matters. Such a distribution of responsibilities will take five to ten minutes, but will not allow you to puzzle over what to do first, and which ones to do next.
A constant job is what to do?
If things accumulate and accumulate, and eight hours of workers are not enough to fulfill all duties, it is worth thinking about delegation of authority. Perhaps there are too many tasks that a single employee can not handle. This situation should be clarified to management. To do this, you need to make a list of cases with sub-items - what you have to do in order to accomplish the task. And even better - write down the time costs. This will visually show the boss that it is unrealistic to cope with the entire amount of work to one person. In this case, the manager can remove part of the tasks and transfer them to another employee.