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The best ways to manage your time while working in IT

The best ways to manage your time while working in IT

HARIDHA P 134 01-Dec-2022

How to be more efficient with your time at work

Planning how to effectively use and consciously regulate your time is called time management, and the goal is to increase productivity. Get more done in less time, in essence. Added benefits include:

  • improved job standards
  • less tension
  • Added time to concentrate on strategic or artistic initiatives

Less procrastination and more assurance

Here is how to get going:

Understand how you're using your time.

When productivity is calculated based on output over a predetermined time frame, lost time might translate into lost money. Similar to making a budget, you need to keep track of what you actually do with your time to identify any activities or routines that are preventing you from achieving your objectives.

Check the time first. According to the categories you create, time-tracking software like RescueTime can show you how many hours a day you spend productively compared to how much time you spend on unrelated activities like social media browsing or shopping.

Follow a daily schedule.

I have eight hours to perform XYZ, but go beyond that. Make a daily schedule with time slots designated for various chores. The secret to success is to stay committed.

Set up realistic timetables. The 'planning fallacy,' a phenomena where people overestimate their ability to complete tasks, leads to unduly optimistic delivery forecasts. To ensure that the entire schedule is maintained even if one activity exceeds the allotted time, include time buffers between them.

Give everything your full attention. Avoid slipping off to websites unrelated to work (or doing anything else you aren't supposed to be doing) during working hours. Close all the browser tabs marked 'for later.'

Prioritize

To-do lists with priorities can rescue your productivity. But if you're not careful, they might grow to such a size and extent that you have no idea where to begin. The Eisenhower Matrix, a tool, can assist you in setting priorities based on importance and urgency. With the use of this decision matrix, you can segment your list into:

immediate action: Important projects with deadlines, or projects you put off so long they are past due,

Set a later date for: important projects with no set due date

Delegate: tasks that can be performed by others

Tasks you can delete since they are not essential to your objectives or mission

Start with the most challenging task.

Whether it's a phone call, a favor from a coworker, or that stack of dirty dishes, distractions happen to all of us. Before you know it, the day has passed. Time to 'eat that frog' now.

For those who delay frequently or have problems avoiding distractions, Brian Tracy's Eat That Frog productivity technique is effective. It suggests starting with the work that is the biggest, trickiest, and most crucial—the one you're most inclined to put off for later. Once you've 'devoured that frog,' only then should you move on.

Handle comparable activities in batches

Batching, often known as batch processing, is the grouping of related activities for collaborative work. Sort them by purpose or role.

For instance:

Thursday and Wednesday client meetings

From 10 to 11 a.m., reply to emails. only

early in the morning, produce reports, and distribute

Decide on a reasonable time limit

Work 'expands to occupy the time given to do it,' according to Parkinson's law.

You'll probably still take the entire day to finish two jobs that should be completed in only three hours if you had a full day to do so. There's a good possibility you'll still reach the earlier deadline if you give yourself a shorter window.

Find out when to say no.

Our energy levels are limited each day and decrease with time. Know your limits and be prepared to say no to prevent doing subpar work. Recognize your advantages and disadvantages. Concentrate on your strengths and, if possible, delegate tasks that may be completed more quickly and effectively by others.

Do not multitask.

Multitasking reduces efficiency and may even be harmful, according to scientists. The American Psychological Association claims that mental juggling has 'switching costs' that reduce output. Changing tasks may just take a few seconds each, but if you multitask regularly, it adds up. Your potential for error also increases.

Maintain organization.

If any of the following have occurred, you may require an organization makeover:

Missing a report your boss need for a presentation and arriving late to a meeting you're leading

You repeatedly needed to ask IT for your username or password.

It's excellent news that learning how to be organized is a talent. start with the fundamentals.

Utilize time management resources

Use these automation and productivity solutions aimed at increasing productivity:

Slack keeps team interactions in one location that is channel-organized. Getting project specifics no longer requires digging through interminable email exchanges.

For storing, sharing, and backing up files, use Dropbox or OneDrive. The files in the cloud are always accessible to authorized team members.

Keeping track of daily, weekly, and monthly schedules is made possible with Google Calendar and Outlook Calendar. To receive automatic alerts and reminders in the relevant channels, integrate them with Slack.


A passionate writer, blogger, language trainer, co-author of the book 'Irenic' and an enthusiastic learner. Interest includes travelling places and exploring.

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