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This example is created using ConceptDraw PRO diagramming and vector drawing software enhanced with PM Easy solution from ConceptDraw Solution Park.
This example is created using ConceptDraw PRO diagramming and vector drawing software enhanced with PM Personal Time Management solution from ConceptDraw Solution Park. Usage of them is covered by Creative Commons “Attribution Non-Commercial No Derivatives” License.
This article is the third in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you. The first article established that effective time management is truly not about managing time as such; rather, it is about managing priorities. Yesterday’s article outlined a simple exercise to help you track how you use your hours and minutes during a suitably long period of time, ideally a whole week. This article describes three simple steps to tally up your time logs, analyze how you actually use your time, and recognize non-productive tasks and activities. Following an entire week of logging your time in 10- or 15-minute intervals, spend an hour at the end of the week to compile your logs. The third column in your time log chart had identified the purpose and project of each 10- or 15-minute interval. Below is the time analysis for an entire week (168 hours) for Linda, a housewife who works part-time as an accountant at a law firm. Time spent doing things that do not directly contribute to your short- and long-term goals and, hence, should not be done at all.
Time spent on activities that need a lot of work, but have very little return in comparison to other necessities. Time wasted in transitions — for instance, time wasted when waiting for an appointment with your dentist, time wasted for a meeting to start, time lost due to a computer crash. Time spent doing things that you could more productively by using the right tools, learning a new skill, changing a process (developing a standard system,) seeking somebody’s help, or using a new software program. Time spent handling interruptions and distractions, such as when colleagues stop-by your desk to discuss their weekends.
After taking into account time wasted, the remainder of time on your time logs should be time actually spent doing something useful or meaningful at the right time — as defined by your priorities in life or your role in your organization. For each task in your time log, ask the following three themes of questions to assess the nature of everything you spend time on.


Asking the above questions helps you identify the nature of your activities and prepares you to discover to spend a significant portion of your time more effectively. Tomorrow’s article will help you reflect on your life and career and catalog the principal values that you hold dear.
Nagesh Belludi [contact him] is an Ann Arbor, Michigan-based investment-fund manager, leadership coach, and freethinker on a mission to "help people become more effective through positive change in behavior." He frequently voyages in discovery of the places, the people, and the spirits of the greatest countries of the world.
I recently read a study in which they looked at the most successful people in different fields. Is planning how you will spend your time, worth the effort?Planning how you will be spending your time does take time. According to Pareto Law, 20 percent of your tasks always responsible for 80 percent of your results, 80 percent of your tasks are responsible for 20 percent of your results. The next step is identifying if there are any tasks that needs to be alleviated in terms of time constraint. Another technique you can use to alleviate a critical task is renegotiation time of delivery (if possible). Finally, I would like to mention that good planning of your (and your team’s) tasks will make your time management process less stressful. ConceptDraw PRO provides export of vector graphic multipage documents into multiple file formats: vector graphics (SVG, EMF, EPS), bitmap graphics (PNG, JPEG, GIF, BMP, TIFF), web documents (HTML, PDF), PowerPoint presentations (PPT), Adobe Flash (SWF).
Consolidate these projects and purposes into meaningful categories, ideally 10-15 categories.
For instance, the 1.5 hours that Kumar spent on booking tickets and accommodation for an upcoming trip could have been done by an administrative assistant. Time wasted in figuring out what to work on, or time wasted by not collecting all the resources when they could have been collected earlier, for instance. And, time spent doing things that could have been avoided had you taken the appropriate actions earlier. For example, checking email first thing in the mornings when you, like the majority of people, tend to be most efficient. These values define your priorities — what is really important to you in the context of your professional and personal life. You want to be more productive to get the most out of the time you spend working, in order to be more successful.


Below is an example of how I use the document followed by a discussion of how to use it.Example of the use of my time management sheet The first thing you do is to write down the jobs that you need to do. When you determine which task needs to be alleviated, think how you can alleviate the task. Review each day’s time log chart and add the time spent in each category, calculate percent of total time, and tabulate the results as illustrated in the following two examples. 100% of the referral fees earned by this blog from the Amazon Associates program support the education of underprivileged kids in South India.
The techniques I look at here are simple, but try them and you will see just how much of a difference they can make to your productivity and ultimately your success. They had different approaches, but basically these successful people had goals and they would create lists to give them steps towards achieving those goals. Depending on your setup you can open the file in your browser or download it and open it with a free pdf reader like Adobe Reader. Time is the fire in which we burnA neat work spaceI really recommend that you keep your work space neat, tidy, and organised.
By the way, one of the other characteristics, the study I mentioned, revealed was that successful people tended to be very good communicators.
So you can clearly see that the bid is the most important, the checkup on the software less so and the new email account isn't very important at all.
Firstly, you will feel less stressed or uncomfortable due to the lack of space and clutter around you, but you will also be able to stay focused, as everything you need will be easy to find. Procrastination has levelsProcrastinationProcrastination is basically putting something off until the very last minute and spending time on other tasks that are not productive in the slightest. Everyone at one point or another has been a victim of procrastination, whether it was chatting on the phone instead of writing business proposals or taking an extra long lunch break.



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