How do you know if you are effectively managing your time? A simple test – if you have any emails in your inbox at the end of the day that you have not dealt with, something is wrong. The same is true of the tasks you have to manage or complete, how have they been allocated to your plan? If your natural inclination is to say – I’ll look at it later – then why have your email or social media tool up and running? So, start with this simple model, to manage your work load. Use it to categorise a task (or that email). But also allocate time in the day to look at your email etc. Follow the two minute rule this allocates two minutes to frame the task or response which can them be set aside having ‘scoped’ the effort. Task avoidance will just create more work as people resend and remind you of what they are expecting. Another way to look at the work is to consider the priorities of you workload is the Prioritisation & Delegation Matrix Must Do (by you): tasks that require your full attention and have serious repercussions when not completed immediately.
Should Do (by you or colleague): tasks that only require your monitoring so you can delegate. These tasks have serious repercussions when not completed immediately.
Would Do (by you with allocated task time set aside): tasks that require your full attention and have moderate to no repercussions when not completed immediately. Usually, they can be done at a later time.
Could Do (by a colleague): tasks that you don’t have to do so you can delegate. These tasks have moderate to no repercussions when not completed immediately.
Look at our deeper dive into Time Management to help structure your work plan. If you don’t know what RAG stands for and how to use it you need to read out Time Management Leaning Module