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A Basic Time Management Process Articles A Basic Time Management Process These steps are intended for guidance only. They are not an adequate substitute for proper time management tools and training. Source: QuanLyDuAn – http://www.quanlyduan.com 1 A Basic Time Management Process Articles 1. Set aside a block of time, no more than fifteen minutes each day, to build a daily plan. Whether this is the first thing you do in the morning or the last thing you do at night is immaterial, but you need to set aside time specifically for this task. 2. During your planning period, list everything you need to do during the day. For sources, look for incomplete tasks in your plans for previous days, review meeting minutes or issues logs for action items, and consult notes for reminders of work that needs to be done. In building this list, do not attempt to group tasks or screen them for importance. 3. Once your list is complete, scan down it assigning each item an "ABC" priority in which "A" tasks are urgent and should be done today, "B" tasks are important, but could slip, and "C" tasks can wait. 4. Then review the "A" tasks and assign a priority number to each, with "1" being the highest priority. During this step, you may group small tasks together if this is reasonable. For example, if you prefer to do all your telephoning at one time, you may choose to group the tasks that involve calling people. At the end of this pass, your "A" tasks will be labeled "A1," "A2," and so on. Repeat this process for the "B" and "C" tasks. 5. Now, start with task "A1." When it is complete, check it off and move on to "A2," and so on. 6. You will be interrupted. If someone asks you a question that will take some effort to answer, ask yourself if this question is more important than the task you are currently working on. If it is, suspend your work and tend to the interruption. Otherwise, tell whoever interrupted that you will reply later. Then add the item to your list and determine its priority relative to your other tasks. If it fits between "A7" and "A8," label it "A8," then go back to your current task. Don't worry that there are two tasks with the same priority. Nobody will arrest you. 7. If you need to defer a task, copy it to a future date's task list. For example, if you call Fred and you hear a voice mail greeting indicating that he will be unavailable until next Thursday, mark the task "f" for forwarded, then flip to Thursday in your calendar and add, "Call Fred re ." to the task list. When you get to Thursday, that entry will be there waiting for you. 8. If you are unable to complete a task, mark it with a small circle or dot to indicate that you tried to complete it. For example, if you call Mary and have to leave a voice mail message, mark the task with a circle. If she does not reply that day, then add "Call Mary re ." to the task list that you develop the next day. Not only does this remind you to follow up with her, it provides a record of calls that may prove useful in dealing with people who are derelict in returning messages. 9. If a task becomes unnecessary, simply cross it off your list. 10. At night before you leave, review your list and take comfort from the number of check marks: They indicate a productive day well spent. Source: QuanLyDuAn – http://www.quanlyduan.com 2 123doc.vn