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lPNNEOFBTYECH OEF.

Time management, work time planning or work time management is an important skill for a business person. Success is most often perceived as high performance and the achievement of meaningful goals. But don’t forget: time well spent is another key criterion for success.

Time management goals

Working time management can solve a lot of goals and tasks, the modern rhythm of life forces you to treat time with great attention, and fashionable and successful coaches are developing a lot of techniques that subordinate time to the business rhythm of life. But what is surprising: many of the laws of time control were discovered and formulated in the middle of the 20th century, some even earlier - a hundred or even more years ago, when business was just beginning to assert itself and the rhythm of life was just beginning to accelerate.

Parkinson's Law states: "Work fills the time available for it." This aphorism is ironic, but its correctness is proven by direct life. Observing himself, his loved ones, and then the work of government bodies and official institutions, the English historian noticed that both in everyday life and in public life a person is ready to waste time on useless things.

Parkinson's Law was formulated by historian Cyril Northcote Parkinson in an article published in the British magazine The Economist in 1955.

If a person does not limit himself to a time frame, he can do the work again and again, endlessly correcting something, adjusting, looking for shortcomings, as if striving to bring the matter to absolute perfection, acting not on the result, but immersing himself in the process.

However, compliance with this law is not a dogma. On the contrary, the task of any successful person is to overcome the inertia of this rule, to subordinate this law to his plans and guidelines.

The purpose of time management is to organize working time, set priorities, control time and spend it rationally.

Planning principles

Planning always consists of several levels:

• strategic global (planning for several years, this is a supergoal or supergoals that a person sets for himself)
• strategic planning for a year or six months (those general tasks that will slowly but surely bring a person closer to his main, main goal)
• tactical planning for the month and week,
• tactical planning for the day.

Each of them has different requirements, and time management methods are also noticeably different. They are very individual and are largely formed by the individual independently.

Eisenhower Matrix

Planning for the day is also, of course, individual, but in this case, the business world has accumulated a lot of experience in time management. The main principle of everyday time management is based on the so-called Eisenhower matrix.

36 US President Dwight David Eisenhower developed a priority matrix to optimize his busy work time. He understood: all the things that a person needs to do in a day can be divided into important and unimportant, urgent and not urgent. As a result, the following square with 4 zones is formed:

The most difficult thing is to distribute all the responsibilities and concerns into these 4 groups: to understand which things are actually important and which are unimportant. According to coaches, important things are those that bring us closer to our goal and are related to planning for the year.

The first square should ideally be free, because if it is busy, it means that important things were not completed on time and time pressure set in. Ideally, unimportant and non-urgent matters (as a rule, these are social networks, aimless telephone conversations, computer games, etc.) can also be safely brushed aside and concentrate on the important and non-urgent ones, occupying a key place for them in the workday schedule. Urgent and unimportant matters can be given the remaining time or their execution can be delegated to colleagues or subordinates.

Pareto principle

Second important principle is consistent with the Eisenhower Matrix and was named after the sociologist Vilfredo Pareto. The second name of the principle is the 20/80 principle, Pareto back in the 19th century. noted: “20% of effort produces 80% of the result, and the remaining 80% of effort produces only 20% of the result.” It's really hard to argue with this: most efforts don't produce the desired results. However, taking this fact for granted and applying it not only to results, but also to time spent, will prove to be very effective. The main thing is to find those 20% of important information from a letter or business conversation that will bring those 80% of results. During the day, amid the cycle of affairs, isolate these 20% of your plans, the implementation of which will bring 80% of success.

Corollary of Pareto's Law: It is usually too difficult and tedious to understand what is going on, and often it is not necessary - you just need to know whether your idea works or not, and change it so that it works, and then maintain the situation until it does. until the idea stops working.

Another principle of time management is based on human physiology and taking into account his biorhythms. During the day, the human body functions unevenly; the biorhythm curve looks something like this:

When planning your work day, it is important to take into account the time of high performance and be sure to leave time for rest and the opportunity to relax and switch off, this will allow you to get rid of the negative effects of daytime stress.

Fourth principle planning may seem contrary to everything that was described above, but its observance will contribute to a soft, calm feeling of the passage of time, a feeling that it is subject to man. A plan cannot dominate a person: variability and flexibility of planning are perhaps the most important principles of time management. This principle implies the ability to change plans in time and build new chains of connections between events. In practice, this means recording important and urgent matters as the main ones that form the backbone of the day, leaving so-called buffer zones for possible changes, new circumstances, and unforeseen urgent matters.

In a word, productivity and busyness cannot be mixed; planning will allow you to avoid situations of lack of time and correctly set priorities, which will significantly increase the productivity of your working day.

10 rules for planning working hours

In fact, there can be as many rules as each person can choose from the list below.

• Privacy rule. At work, it is desirable to be able to remain alone: ​​to do this, close the doors, set closed hours, turn on the answering machine, ask the secretary for silence. The time for such work can be set in the morning or towards the end of the working day, when the office work mood is reduced.
• Work block rule. All work in the office can be divided into blocks: telephone conversations and business correspondence, meetings and meetings with colleagues, documentation and paperwork. By performing work in similar blocks, we save effort and do not switch from one type of activity to another.
• The rule is small parts - right slices. A large, difficult task, a strategic task, cannot be accomplished with a single application of effort, therefore, by daily and methodically completing small parts of a large project, we tactically bring the global goal closer.
• Rule of delegation of responsibilities. The ability to delegate authority is also part of time management.
• Regulation rule and deadline rule. Setting a clear time frame for a business meeting, meeting or interview, as well as a framework for completing work, means consciously and productively violating Parkinson’s Law, making it your ally.

Voltaire: Time is quite long for one who uses it; whoever works and who thinks expands its limits.

• Rule of prioritization. Gradually, you can develop the skill, when new cases and situations arise, to mentally assign each of them a status from the Eisenhower matrix: urgent - not urgent, important - unimportant. Then priorities will line up automatically.
• The rule for taking into account the time of day and biorhythms. It is better to plan important and urgent matters in the morning. Their implementation will create a situation of success during the working day. It is better to plan in the evening: according to psychologists and coaches, then the subconscious mind will itself optimally build the next day’s routine overnight.

• Note-taking rule: “Think on paper.” Notes are necessary: ​​they organize your consciousness, form a visual picture in your head, and help you control yourself throughout the day.
• Results rule. A summary at the end of the working day can create a feeling of success, productivity, and help coordinate your actions and plans for future days.

Working time planning methods

The main methods of time management are keeping records, calendars, and workday cards. In this case, one or more principles of time management are taken as a basis: a general scheme is created, a template that can be adapted and used by a specific person for his or her daily routine.

One of the author’s methods is set out in Tracy Brown’s book and is called “Leave Disgust, Eat a Frog!” It involves dividing plans into positively colored, pleasant responsibilities and unpleasant ones. If you carefully and consciously analyze your plans for the day, you will definitely find things that you don’t want to do (they can roughly be called frogs or toads). These are the things that need to be done first: put aside disgust and metaphorically “eat this frog thing first.”

Brian Tracy: Finally, an observation: if you have to "eat" a live frog, don't sit and stare at it for too long. The path to achieving a high level of professionalism and productivity lies through acquiring a sustainable habit of solving the most important tasks first thing in the morning, without wasting time on other problems. You need to learn to “eat the frog” first, without engaging in preliminary, often idle, reasoning.

In addition to this technique, one more piece of advice: to make the aftertaste even more pleasant, after the frog you can “eat a dessert”: do something pleasant, loved, bringing pleasure and joy in the workplace.

An interesting method of planning a working day was proposed by Alexander and Dmitry Tsyglin, representatives of the Franklin School:

Video about making a map for the day

Benjamin Franklin, the author of the famous aphorism “Time is money,” also noted the following: Wealth depends mainly on two things: on industry and moderation, in other words, waste neither time nor money, and make the best use of both.

The modern form of making plans for the day is special programs for smartphones and PDAs (organizers), which take the calendar or spreadsheet capabilities as a basis, which allows you to reflect the date, time, indicate the time frame for each event, leave notes and comments, and also create not only tactical plans for the day, but also to see strategic movement towards the main goal. They are mobile, convenient and, most importantly, effective in modern living conditions.

Sample programs

By combining several techniques and taking into account as many principles and rules of time management as possible, you can create a program template.

It is important to understand the main thing: a list of things to do is not a plan. He will only become a plan when he can live up to Brian Tracy’s rule: “Planning precedes right actions and prevents bad actions.”

If you spend a few minutes, it will become clear which tasks can be combined into blocks, which tasks are too global, but important and not urgent (they, on the contrary, are divided into “even slices”), which tasks can be considered “frogs”, which will become pleasant and delicious dessert. You can depict them in the form of diagrams or diagrams, you can paint them in different colors.

Time management is a very useful skill, because time is a very valuable resource. Much more valuable than money. Why? Because, unlike time, money can be earned, saved, lost and earned again.

Time = money?

But time is a resource that cannot be accumulated, returned or restored. Time cannot be exchanged for money. But thanks to the availability of time, money can be attracted to you. That is, the power of time can be used to create a product that attracts money. This is quite easy to do. You just have to learn how to use your time effectively. Each of us has 24 hours at our disposal, but different people achieve different results during these hours. Why is this happening?

This happens because some people waste time on things that do not bring pleasure, on work that does not bring profit. And someone, for example, constantly fulfills the requests of friends, forgetting about their own questions, constantly postponing their solution until later. Many people have big goals, but do not devote any time to achieving them. Do you have good time management? Look at your life from the outside.

How do you use your most valuable resource? Has your goal become at least one step closer today?
Yes, nature has given us all, as a rule, the same amount of time, which cannot be said about money. Here's how lucky someone is. More precisely, lucky is the one who does not waste time.

"Time is money. The time you have is money you don't have."

I confess: once upon a time I, like perhaps some of you, did not fully understand the meaning of this phrase. We earn money at work and relax at home. But what kind of vacation is this? For example, you can lie on the couch in front of the TV all day, or you can get up and earn money. Yes, at least, for example, clean out the closet of unnecessary things and sell them at a flea market. This is, of course, the most elementary example, but everything big starts from small things.

We have already written about making money on used things

Remember: neither we ourselves nor anyone else is responsible for the distribution of such a valuable resource as time. The main thing is to decide where you are investing this resource.

Time management: About two groups and a plan

Here you need to understand the difference between “work” and “earn.” In other words, all of us can be divided into two groups. Those who sell their time for money, and those who buy it.
In the first case, you work for an employer and give (i.e. sell) your time to him in exchange for a salary. In the second case, you buy the time of others and invest it in a business that attracts money.
It is time management, or, in other words, the presence of a clear plan, that allows the second group of people, through the purchase of others’ time, to free up their time to create (earn) something more.

For example, the owner of a site for a $200 salary per month buys the time of an employee who fills the site with content. Within a month, the site provided a profit of $1,000. The site owner paid $200 for the purchased time and earned $800.

But don’t think that these $800 just fell from the sky to the owner. This could not have happened without a well-thought-out strategy, plan, daily control and proper use of time, that is, our own method of time management. After all, the owner is driven by motivation, he brings his own interesting idea to life and, having freed up part of his time by purchasing the time of another person, directs it to the development of his project. As a result of a reasonable exchange (read: use of time), he earned (read: attracted money). The priority for the site owner was where to invest his time. He had a goal and used his time wisely to achieve it.

If you have nowhere to invest your time, why should you save it? It’s worth thinking about what you prefer: selling your time or buying it from someone else in order to free up your own to create something grandiose?

"Time doesn't like to be wasted"- said Henry Ford. "Time is money", argued Benjamin Franklin. I advise everyone to remember these two phrases. But how can you learn to distribute your time so that you have enough for work, family, rest, and even creating something new? After all, household chores and social life have not yet been canceled. Let's try to figure it out.
First you need to decide exactly how much time you need for yourself, family, friends, hobbies, work that provides a certain profit. Depending on this, priorities are set.

Rule 8-8-8

In any business school or training, the rule of three eights is often mentioned.
This rule was formulated back in the 17th century by the famous teacher Jan Komensky. It goes like this: eight hours should be devoted to work, eight to sleep, eight to cultural pastime.

This rule is also suitable for time management, because it is also used in it, because Each eight can be divided into subgroups if desired.

For example, “rest” could include self-care or a walk. At “work” - meeting with colleagues, future business partners. What is rest and work for you is up to you to decide. For example, for some, planning the next day is work, but for others, relaxation, even entertainment.

The main thing is to adhere to this division and not to “steal” time for “work” from “rest”, or from “rest” for “work”.

And most importantly, under no circumstances and under no circumstances should you “steal” time from “sleep”.

By adhering to this simple rule, you will accomplish everything and even more. This kind of accessible time management will make your life more focused and organized.

About the secret 40%

But how to do this in practice? Here you can use a technique such as 60/40.

The 60/40 technique is a time management principle derived experimentally, according to which, when drawing up a plan for the day, 40% of the time should be left free. That is, we spend 60% of our time on planned work, 20% on “unpredictable” work, and 20% on those that arise spontaneously or become incidental.

Try planning your own activities for the next week. Write down only those that absolutely need to be completed, that is, according to plan. Divide the remaining 40% into unpredictable and related matters. For example, laying out a magazine is a planned task, replacing an illustration is an unpredictable task, and the desire to turn over several pages for the purpose of improvement is an accompanying, spontaneous one.

So, if an unexpected matter arises, there will be time for it, and if everything works out, then there will be free time that you can use either as a break or to solve the next small task on the list.

This 40%, which is set aside for unforeseen tasks, is that lifeline and the secret of time management. 60/40 time management really works with them. It is this division of tasks that gives confidence that under any circumstances, the schedule of mandatory tasks will not shift, and you will be on time for everything, everywhere. Learn to set priorities, do not give in to the temptation to start the next task without finishing the previous one.

However…

However, the realities of life show that even in such an ideal distribution of time and tasks, unpredictable moments arise that go beyond those 40%. What to do in this case?

It is worth learning to see more and wider, this is what time management advises us. In such cases, simply swap “work” with “rest” and unify them. For example, at work you decided to update the software and therefore the magazine you planned to create has been pushed back. Swap this work for a place, such as a time allotted for rest. Drink coffee, take a walk. And when you finally sit down at the computer, stick to your plan. Learn to switch as soon as an unexpected moment appears. Sometimes this is as simple as changing your body position at the table.

About the Alps

Another fairly effective time management method that allows you to manage time and direct it where you need it is the “Alps” method. Its essence is that during the planning process you need to give each task a time estimate (time equivalent). Such a time assessment allows you to really understand what task you will definitely complete today, what task you will only partially complete, and which you will not take on at all. Using the Alps method you can save up to four hours a day! It is this understanding that allows you to complete large amounts of work without rushing. This method allows you to save time, which can ultimately be used to create something new or to earn money.

Interesting video on the topic:

About the Eisenhower Matrix

For short-term time planning, the so-called Eisenhower matrix will be useful. In time management, it is considered one of the most effective methods of planning tasks for the day. It is especially useful for those who have a large number of cases that need to be resolved as quickly as possible. In addition to helping you sort things out, the Eisenhower Matrix also allows you to put things in order in your life.

The Eisenhower Matrix time management method, named after the 34th President of the United States who invented it.

Dwight Eisenhower (1890-1969) was an American statesman and military leader, the 34th President of the United States, who was distinguished by excellent organizational skills. I invented and used this matrix to plan my time.

According to the Eisenhower matrix, all cases, for example today, should be divided into four groups: A, B, C, D.

• A: important and urgent matters (things that are very important to you).
• B: important but not urgent matters (just important matters).
• C: urgent but unimportant matters (force majeure).
• D: Not urgent and not important (things that have no practical benefit to you).

When you make a plan, without regret, cross out the things that fall into group D. These could be things like “hanging out” on a social network, watching the hundredth episode of a series, taking a twentieth smoke break, half an hour talking with a friend about a new jacket you saw yesterday at the store, etc. Things from group D “eat up” your time, time that you could use to create and attract money.
This simple time management will teach you to divide things into main, secondary and unimportant.

Pareto rule

And here the 80/20 rule or Pareto principle comes to the rescue, according to which, in relation to many phenomena, 80 percent of the consequences are caused by 20 percent of the causes. This idea has found application in many industries. Including time management. Read on and be surprised.

We have already written about the Pareto principle. . It's interesting and very useful.

After all, it turns out that in the first 20% of the time spent on solving any matter, we solve the task by 80%. The remaining 80% of the time we are only finalizing 20% ​​of our business.
According to the Pareto principle, disproportion is an integral property of the relationship between causes, results and means obtained, efforts made and rewards for them.

The 80/20 principle clearly demonstrates this imbalance:

• 20% of your invested funds/efforts are responsible for 80% of your earnings;
• 80% of the consequences of your case arise from 20% of the available causes;
• 20% of your efforts aimed at solving a case provide 80% of its results.

But we will achieve such an effect only with proper time planning, as discussed above.
The main value of the Pareto rule is that this principle does not contradict the logic of our life. It only makes it clear: we can confidently assume that some part of our time we work more efficiently than the rest of the time... And if we consider what efforts we put into solving a matter, and compare them with the result obtained, then we can “eye to eye » climb. This dissonance will be so obvious.

Example

The business owner will see that employees from departments “N” and “G” work with the same efficiency, so there is no reason to increase the salary of any one department; it is necessary to increase or leave the salary at the same level for both. Secretary Tanya will understand: all calls or visitors must be treated with the same attention, because this way she will not miss something really important, something that will have a positive impact on growth and salary levels. And university graduate Ivan will see: all the opportunities that life gives are equally valuable in financial terms, no matter what future path he chooses.

So, the question is not how much time we have to attract money. All people have it in the same amount - 24 hours a day. The question is how we use this time. Time management quite often compares time with money, and both of these “categories” with water. Why? Because money and time flow like water. The only difference is that someone allows time to flow just like that, and someone knows where, in what business/product to invest its power and make a profit.
But if your time does not turn into money, perhaps what you need is not money, but something else? Perhaps you should think about why you always don’t have enough time for “this other thing”?

Hello! In this article we will talk about planning your working day.

Today you will learn:

1. Why plan your working day;
2. Who needs it?
3. How to plan your working day correctly.

Planning your working day

In the 21st century, the rhythm of life has noticeably accelerated and continues to gain momentum. If previously, in order to be successful, you needed to do one amount of work, now you need to do much more to achieve success. And people begin to face a lack of time. If we are chasing all the daily tasks that life throws at us every day, there is no time left at all.

Working day planning is a tool that helps not only to use working time effectively, but also to reduce it. This is not a trivial to-do list that needs to be completed in strict order. Planning is the ability to choose what needs to be done, why and when.

That’s why proper planning not only structures everything you do during the day, but also frees up your time. First of all, you need to do the most important things - this is the main rule. It is useful for every person who has free time at work and does not have a clear schedule to distribute their time correctly.

What does planning include?

Working time planning includes:

• Setting priorities.
• Selecting important tasks.
• Finding the best ways to solve them.
• Finding employment in your free time.

Prioritization helps you understand what needs attention, what can resolve itself, and what issue should simply be ignored. Time and information have become much more valuable than before, and getting excited about something that does not produce results is pointless.

Selecting important tasks- almost the same as prioritization, only within the framework of one working day. You choose what will bring an important result, what needs to be done urgently, and what can be postponed.

Finding better ways to solve problems- a very important point. When planning, you must consider not only what you will do, but also how best to do it. At the same time, it is important not just to save time, but to do everything as quickly and efficiently as possible.

Working with free time should also be included in the work plan. Do you have 2 hours freed up a day that you can spend on something? You can tell your boss about this, and he will load you with work, you can educate yourself, or you can put effort into developing your own project.

Why is it important to plan your work day?

Anyone who has ever encountered freelancing, business, or “work at will” (like a taxi) understands perfectly the importance of organizing tasks throughout the day. But, for example, most office workers do not consider it necessary to plan their working day.

In fact, the main reason for planning your workday is to increase your own efficiency. If you listen to your own body, you can understand that some things work better for you at one time, and others at another. For example, it is more convenient for you to make calls to other companies after lunch, since you have already woken up, but are not yet tired, and monotonous work is completed faster in the evening, so it is better to postpone entering information into the database until 5 - 6 hours.

Planning a working day takes into account not only the basic elements of problem solving, but also the personal preferences of each person. Time management was not designed to impose the same pattern of highly efficient work on everyone. You must adapt your tasks to the characteristics of your body.

Organizing and planning your workday allows you to do more in less time, leaving time to do the things you enjoy.

Who should plan their working day?

Every person should be able to plan their working day. This way you can save time and work more efficiently. But there are 3 categories of people who simply must engage in personal planning.

. The most undisciplined worker is a freelancer. He doesn’t have a clear schedule, and only the deadline reminds him that it’s time to sit down to do something. That is why it is very important for freelancers who work with several clients to plan their working day. It often turns out that new orders appear with a difference of one or two days, and if you wait until the last minute, you may not have time to work on two projects.

Businessmen. Everything here is almost the same as in freelancing. Especially if it's an online business. On the one hand, you can relax at home while your employees are working, but on the other hand, this approach will inevitably fail. In the West, the cult of workaholism flourishes among businessmen. They believe that if you don't work 60 hours a week, it means you're lazy and have nothing to do in business.

Managers. A leader will not always be a businessman. The owner of the company may not take an active part in the affairs of his company, but its director takes responsibility for the operation of the whole mechanism. That is why leaders of medium and large companies must use their time effectively, because their decisions determine the future of the company in the long term. Planning a manager’s working day is a way to most effectively distribute your time between strategically important tasks.

Working day planning methods

There can be many methods for properly planning your workday. But one of the most effective is Eisenhower Matrix. Its essence is as follows.

There are 4 squares:

1. Square A - Urgent and important matters.
2. Square B - non-urgent and important matters.
3. Square C - urgent and unimportant matters.
4. Square D - non-urgent and unimportant matters.

Square A should almost always remain empty. With proper planning, all important tasks should settle in square B and be completed as they approach A.

Square B are important things that will help you achieve your goal. This includes all tasks that need to be completed within 1 business day.

Square C means urgent and unimportant tasks that need to be delegated to others. A prime example of urgent but unimportant matters is calling a potential client. An employee can do this, you better focus on other things.

Square D, means that there are non-urgent and unimportant things that do not bring you closer to your goal, do not give positive emotions and, in principle, are not needed. All useless ideas should be written down in this square.

This division of tasks according to their importance and urgency allows you to understand what you need to pay attention to during the working day, and what you can safely forget about. The matrix helps not only in work processes, but also in everyday life. If you want to learn English, it is interesting to you and will help you in your career - this is square B. But if you want to learn Spanish just for the sake of knowing it, this is D, and you can safely forget about it.

Rules for planning working hours

There are several rules for how to effectively conduct your workday. For convenience, we will divide the day into 3 parts:

• The begining of the work day.
• Basic workflow.
• Completion.

Morning is the most important stage. Depending on how much sleep you got, how you got up and what you did, your mood, psychological attitude and performance will depend.

The principles of a “correct” morning include the following:

• Positive attitude. If you wake up every day thinking that you hate your job, your productivity will decrease. Try to start your morning with pleasant thoughts.
• Try not to "sway". Have you noticed that after you get up in the morning, you need another 30 - 40 minutes to finally come to your senses? This is time that is not worth wasting. Immediately after waking up, take a shower, brew some coffee, and instead of spending half an hour going nowhere, you can have breakfast in peace.
• A leisurely breakfast and the way to work. Starting the day without rush is very important. When you are in a hurry, your body spends extra energy and nerves that could be used for more productive work. If you can’t afford a hearty breakfast and a leisurely trip, go to bed later and get up earlier.
• Key tasks. Most successful businessmen tend to say that the most important tasks should be completed in the morning. As the saying goes, “If you want to do everything, eat a frog for breakfast.” The role of a frog is a task that you do not want to take on at all. Do it in the morning, and the positive mood from the fact that the “frog has been eaten” will last throughout the day.

The main workflow consists of the following tasks:

• Solve urgent problems. It is important to understand that if some urgent matter comes your way during the working day, you do not need to turn all your attention exclusively to it. First you need to understand whether it is important or not. If it’s important, then you need to start working on it immediately. If not, transfer responsibility for its implementation to another person.
• Meet deadlines. Every day you should set yourself approximate deadlines within which you must cope with the entire volume of tasks. It is important that it is not “Do everything before 18 o’clock”, but “At 14:00 - start making a plan, at 15:00 - analyze the indicators, at 16:00 - make a report,” etc.
• Order in the workplace. This is an implicit but very important point. If your desk is a mess, your eyes will constantly be lost among it. And if there is some foreign document at your workplace, you can start studying it and just lose 20 - 30 minutes.
• Don't follow impulses. It's the most important. There are some triggers that make you shift your attention from work to something less important. Call a friend while you're reviewing your sales plan? It’s better not to do this, then you will lose concentration and can easily lose the working spirit.
• Group your routine. It is very important. If you need to make 60 phone calls during the day, then it is better to divide them into several small groups, 10 - 15 at a time. After you have made the call, you can perform another task. By constantly switching from routine to active activity, you can get much more done.

The end of the working day is based on the following principles:

• Finish what is needed. There is a group of things that fall into the “important but not urgent” square. It is best to complete them during the working day, and always keep the “important and urgent” square empty.
• Check your results against your plan. Everything you did during the day needs to be compared with what you planned. If you have just started planning your work day, then small deviations from the plan will be in order. Try to keep them as few as possible.
• Make a plan for the next day. It is best to do this at the end of the previous working day. This way you will maintain a working spirit and, at the same time, it is important to draw up a real program of affairs.

If you are a manager, then during the working day you must work closely with your secretary.

Please remember that this is all general advice. They don't take into account your individual characteristics. If it’s more convenient for you to do urgent work in the afternoon rather than in the morning, that’s your right. If you prefer to do a big, difficult task last, and it doesn't affect your mood for one day, do it last.

Planning your working day should be individual.

Basic mistakes when planning your workday

Despite the fact that the practice of time management is firmly established in our lives, most people make common mistakes when planning their work day. Here are a few of them.

Mistake 1. Wrong prioritization.

The Eisenhower Matrix tells us that we need to do important things. But many people can easily get confused about what is important to them. Square A, which should remain empty and is responsible for urgent and important matters, is often confused with Square C, where unimportant matters that require immediate attention have accumulated.

It is important to remember that you should spend your energy exclusively on what is important to you at a given time. You should work for the future when things can be put aside and planned wisely.

Mistake 2: Spending too much time on little things.

In order to explain why it is necessary to do the “basic” first, and only then the little things, we will use the Pareto Law. It says that 20% of effort produces 80% of results. That is, when you work on something important, you spend 20% of the effort and achieve 80% of the result. When you work on the little things, you get 4 times less results and spend 4 times more effort.

Let's look at a small example. You need to launch an advertising campaign. If you create 10 creatives, select keywords and phrases for them, and launch them on prepared sites, then this will be 20% of the work that will give 80% of the result. But if you spend time editing fonts and images, selecting and polishing phrases, and searching for additional platforms for advertising, you will spend much more effort. All this will need to be done, but after the start of the advertising campaign, when you achieve the first result.

Mistake 3. Lack of time for personal matters.

Every person should have a personal life and freedom to choose an occupation. If you have a lot to do and you don’t find one or two hours to do your hobby, then this is poor planning of your day. Planning your working time is important not only because it allows you to get more done. It gives you the opportunity to do what you like without haste.

The Pareto principle allows you to rank the tasks being performed and set their priority. In general terms, this principle states that within a set there are components that have much greater significance than corresponds to their relative weight in the group. For example, 20% of customers provide 80% of the turnover, 20% of the organization’s employees receive 80% of the salary, 20% of the components determine 80% of the cost of the finished product.

In relation to manager's time planning (Fig. 7.2), the Pareto principle can be formulated as follows.

Rice. 7.2.

You can spend 80% of the time allotted for a project on numerous “minor” problems and get only 20% of the final result, or you can choose a limited range of priority problems and, spending only 20% of the time on them, get 80% of the final result.

ABC principle

The ABC principle is a prioritization mechanism that allows you to categorize tasks and plan time according to the importance of those tasks.

The ABC principle, like the Pareto principle, shows that there are few most important tasks, and their share in the total number of manager tasks is approximately constant.

According to this principle, all cases can be divided into three groups:

A) The most important tasks. They make up approximately 15% of the total number of cases that the manager deals with. The contribution of these tasks to achieving the goal is about 65%.

B) Important tasks. They account for about 20% of the total number of cases, the significance of which is also about 20%.

C) Less important and unimportant tasks. They make up about 65% of all cases, but their significance is only about 15%.

To apply the ABC principle, you need to make a list of tasks and group them. Category A tasks must be performed by the manager himself; Category B tasks should be partially delegated; the remaining tasks (C) are subject to mandatory reassignment. Perhaps some of these tasks should be abandoned altogether.

Planning 60:40

“60:40 planning” is a principle derived empirically and indicates that when working in a group office, it is advisable to draw up a plan for only 60% of the working time. 40% cannot be planned in advance; they can be spent on unforeseen meetings, visitors, telephone conversations, etc.

Priority principle

Instructs to divide upcoming tasks into long-, medium- and short-term tasks, set their priority and act in accordance with it.

The principle of temporary norms

Instructs to establish time standards for all tasks. As a rule, more time is spent on completing a task than is available. Accurate deadlines should be set for all activities and adjusted if they prove unfeasible.

The principle “I manage the work, not it manages me”

The organization of the working day must comply with the principle “I manage the work, not it manages me.” Quite often, an inexperienced manager comes to work, listens to voicemail, reads email, receives a few phone calls, and begins doing the work that seems important to him only because someone reminded him to do it at that moment.

In fact, the manager must create a set of tasks and constantly rank them in order of importance. The manager may receive a lot of instructions, requests, tasks, complaints. They can have different emotional overtones. Reacting to emotional complaints can lead to a loss of control over matters that don't "scream" in the moment, but will turn into real problems in the future.

It is obvious that without monitoring the activities of subordinates it is impossible to achieve optimal performance of the tasks assigned to them. The same is true in terms of self-control, which many people forget. It is necessary to regularly check your plans, monitor the results of your work, analyze your activities and your time. The dialectics of planning says that in order to unload yourself, you need to add load to yourself in the form of self-control.

In addition, it has been proven that different people have different performance levels over different periods of time. Peak performance for different people occurs at different times of the day - this should be taken into account when planning your working day.