10 errori nella gestione del tempo

8 Maggio 2015 § Lascia un commento

Avoiding Common Pitfalls

Learn how to overcome several common
time management mistakes.

How well do you manage your time? If you’re like many people, your answer may not be completely positive! Perhaps you feel overloaded, and you often have to work late to hit your deadlines. Or maybe your days seem to go from one crisis to another, and this is stressful and demoralizing.

Many of us know that we could be managing our time more effectively; but it can be difficult to identify the mistakes that we’re making, and to know how we could improve. When we do manage our time well, however, we’re exceptionally productive at work, and our stress levels drop. We can devote time to the interesting, high-reward projects that can make a real difference to a career. In short, we’re happier!

In this article, we’re looking at ten of the most common time management mistakes, as well as identifying strategies and tips that you can use to overcome them. These ten mistakes are:

Mistake #1. Failing to Keep a To-Do List

Do you ever have that nagging feeling that you’ve forgotten to do an important piece of work? If so, you probably don’t use a To-Do List to keep on top of things. (Or, if you do, you might not be using it effectively!)

The trick with using To-Do Lists effectively lies in prioritizing the tasks on your list. Many people use an A – F coding system (A for high priority items, F for very low priorities). Alternatively, you can simplify this by using A through D, or by using numbers.

If you have large projects on your list, then, unless you’re careful, the entries for these can be vague and ineffective. For instance, you may have written down “Start on budget proposal.” But what does this entail? The lack of specifics here might cause you to procrastinate, or miss key steps. So make sure that you break large tasks or projects down into specific, actionable steps – then you won’t overlook something important.

You can also use Action Programs to manage your work when you have many large projects happening at once. (Action Programs are “industrial strength” versions of To-Do Lists.)

Mistake #2. Not Setting Personal Goals

Do you know where you’d like to be in six months? What about this time next year, or even 10 years from now? If not, it’s time to set some personal goals!

Personal goal setting is essential to managing your time well, because goals give you a destination and vision to work toward. When you know where you want to go, you can manage your priorities, time, and resources to get there. Goals also help you decide what’s worth spending your time on, and what’s just a distraction.

To learn how to set SMART, effective goals, read up on Locke’s Goal Setting Theory . Here, you’ll learn how to set clearly defined goals that will keep you motivated.

You might also enjoy our Book Insight into Long Fuse, Big Bang by Eric Haseltine. This book teaches you how to focus on your long-term goals without overlooking your short term priorities.

Mistake #3. Not Prioritizing

Your assistant has just walked in with a crisis that she needs you to deal with right now, but you’re in the middle of brainstorming ideas for a new client. You’re sure that you’ve almost come up with a brilliant idea for their marketing campaign, but now you risk losing the thread of your thinking because of this “emergency.”

Sometimes, it’s hard to know how to prioritize , especially when you’re facing a flood of seemingly-urgent tasks. However, it’s essential to learn how to prioritize tasks effectively if you want to manage your time better.

One tool that will help you prioritize effectively is the Action Priority Matrix , which will help you determine if a task is high-yield and high-priority, or low-value, “fill in” work. You’ll manage your time much better during the day if you know the difference.

You might also want to go through our Bite-Sized Training session How to Prioritize , to further enhance your skills.

Mistake #4. Failing to Manage Distractions

Do you know that some of us can lose as much as two hours a day to distractions? Think how much you could get done if you had that time back!

Whether they come from emails, IM chats, colleagues in a crisis, or phone calls from clients, distractions prevent us from achieving flow , which is the satisfying and seemingly effortless work that we do when we’re 100 percent engaged in a task.

If you want to gain control of your day and do your best work, it’s vital to know how to minimize distractions and manage interruptions effectively. For instance, turn off your IM chat when you need to focus, and let people know if they’re distracting you too often. You should also learn how to improve your concentration , even when you’re faced with distractions.

Additionally, our article on managing email effectively teaches you how to gain control of your email, so that it doesn’t eat up your entire day.

Mistake #5. Procrastination

Procrastination occurs when you put off tasks that you should be focusing on right now. When you procrastinate, you feel guilty that you haven’t started; you come to dread doing the task; and, eventually, everything catches up with you when you fail to complete the work on time.

Start by taking our procrastination quiz to find out if procrastination is a problem in your life. If it is, then learn the strategies you need to beat procrastination .

For instance, one useful strategy is to tell yourself that you’re only going to start on a project for ten minutes. Often, procrastinators feel that they have to complete a task from start to finish, and this high expectation makes them feel overwhelmed and anxious. Instead, focus on devoting a small amount of time to starting. That’s all!

You might also find it helpful to use Action Plans . These help you break large projects down into manageable steps, so that it’s easy to see everything that you need to get done, and so that you can complete small chunks at a time. Doing this can stop you from feeling overwhelmed at the start of a new project.

Our Bite-Sized Training session, Overcoming Procrastination , gives you more in-depth strategies and tips for dealing with procrastination.

Mistake #6. Taking on too Much

Are you a person who has a hard time saying “no” to people? If so, you probably have far too many projects and commitments on your plate. This can lead to poor performance, stress, and low morale.

Or, you might be a micromanager : someone who insists on controlling or doing all of the work themselves, because they can’t trust anyone else to do it correctly. (This can be a problem for everyone – not just managers!)

Either way, taking on too much is a poor use of your time, and it can get you a reputation for producing rushed, sloppy work.

To stop this, learn the subtle art of saying “yes” to the person, but “no” to the task . This skill helps you assert yourself, while still maintaining good feelings within the group. If the other person starts leaning on you to say “yes” to their request, learn how to think on your feet , and stay cool under pressure.

Mistake #7. Thriving on “Busy”

Some people get a rush from being busy. The narrowly-met deadlines, the endless emails, the piles of files needing attention on the desk, the frantic race to the meeting… What an adrenaline buzz!

The problem is that an “addiction to busyness” rarely means that you’re effective, and it can lead to stress.

Instead, try to slow down, and learn to manage your time better.

“Do More Great Work”, by Michael Bungay Stanier, is full of ideas and tips to reduce the “busywork” that you’re doing, so that you’re more excited and engaged in the work that matters. Click here for our Book Insight on it.

Mistake #8. Multitasking

To get on top of her workload, Linda regularly writes emails while she chats on the phone to her clients. However, while Linda thinks that this is a good use of her time, the truth is that it can take 20-40 percent more time to finish a list of jobs when you multitask, compared with completing the same list of tasks in sequence. The result is also that she does both tasks poorly – her emails are full of errors, and her clients are frustrated by her lack of concentration.

So, the best thing is to forget about multitasking , and, instead, focus on one task at a time. That way, you’ll produce higher quality work.

Our Expert Interview with Dave Crenshaw, looking at The Myth of Multitasking , will give you an enlightening look at multitasking, and will help you explore how you can manage simultaneous projects more effectively.

Mistake #9. Not Taking Breaks

It’s nice to think that you can work for 8-10 hours straight, especially when you’re working to a deadline. But it’s impossible for anyone to focus and produce really high-quality work without giving their brains some time to rest and recharge.

So, don’t dismiss breaks as “wasting time.” They provide valuable down-time, which will enable you to think creatively and work effectively.

If it’s hard for you to stop working, then schedule breaks for yourself, or set an alarm as a reminder. Go for a quick walk, grab a cup of coffee, or just sit and meditate at your desk. Try to take a five minute break every hour or two. And make sure that you give yourself ample time for lunch – you won’t produce top quality work if you’re hungry!

Mistake #10. Ineffectively Scheduling Tasks

Are you a morning person? Or do you find your energy picking up once the sun begins to set in the evening? All of us have different rhythms, that is, different times of day when we feel most productive and energetic.

You can make best use of your time by scheduling high-value work during your peak time, and low-energy work (like returning phone calls and checking email), during your “down” time. Our article, Is This a Morning Task? will teach you how to do this.

Key Points

One of the most effective ways of improving your productivity is to recognize and rectify time management mistakes.

When you take the time to overcome these mistakes, it will make a huge difference in your productivity – and you’ll also be happier, and experience less stress!

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Gestire la propria vita

2 gennaio 2012 § Lascia un commento

Adoro questo articolo, in modo molto semplice vi invita a pensare a come state vivendo e a come vorreste vivere.
Avete mai scritto gli obiettivi della vostra vita?, gli avete mai aggiornati nel tempo?
Qualche spunto di riflessione degno del periodo e di un nuovo inizio

Most of us don’t think about the concept of “Managing Our Life”.

While we may make some conscious, thoughtful decisions about some of the major events in our life; we tend to go through life on auto-pilot, in a reactive rather than a proactive mode of operation.

We have many relationships in our life that require time and attention-spouses, boyfriends/girlfriends, kids, brothers/sisters, parents, friends, bosses, co-workers, in-laws (and outlaws), clients and the numerous social networks related to all of these people in our relationships.

How about project deadlines, mortgages, car payments, college tuition, kid’s sports/activities, holidays, birthday parties, pets, and more?

We are constantly being bombarded with information and people clamoring for our attention. How many more new gadgets do we need to make sure we receive the most up-to-date information in the fastest possible time frame? Nobody wants to miss out on the latest, greatest whatever/whoever trend. Is it any wonder we are constantly in a reactive mode, just trying to keep one step ahead in the proverbial “rat race”. Many times our only goal is trying not to be completely stressed out all of the time.

So how can we gain control and start to be proactive in order to successfully manage our life?

The place to start is to develop an awareness of who you are including: what is most important to you, your beliefs, your fears, your talents and strengths, and any other factors which contribute to your personal identity.

Take your time with this first step because it usually takes some serious and deep introspection to develop a completely accurate awareness of yourself. Once you complete this first step which is critical in establishing a solid base towards successfully managing your life, you can proceed to the next step of identifying the goal you would like to achieve.

The goal you identify can be in any area of your life: building your self-confidence, improving your relationships, losing weight, managing your career, becoming a better parent, or controlling your spending.

You know what area of your life means the most to you right now and what you would like to do better. Goals should be attainable, support your value system, be easily understood, and expansive enough to stretch you.

Write out your goal and be as specific as possible. Numerous studies have documented how you can increase your productivity by 50% simply by writing down your goals. Goals should be results-oriented; they should describe the outcome, not the process. Goals should be specific, measurable, and challenging, but still attainable. Goals should be realistic and should tell what, when, and how much is required to accomplish them. Goals need to focus on positive outcomes not negative restrictions.

Once you identify your goal, you can then develop specific action plans which will lead to the achievement of your goal. In order to accomplish your goal, you need to first make a commitment to action and then specifically establish action plans relative to your goal.

Some people relate action plans to preparing for a trip – you know your final destination but you need a map or plan to help you reach your destination or goal. Action plans define specific activities which must be accomplished for you to achieve your goals. Developing action plans makes it easier to focus and persist by breaking the overall goal down into smaller, more manageable objectives. Once you find out how successful you can be with your action plans and goals, you can take on bigger and bigger goals as your confidence grows.

These three steps: Personal Awareness, Identifying and Establishing Goals, and Developing Action Plans will definitely get you on the right track to being proactive and successfully managing your life. Don’t stop with one or two successful achievements; keep on stretching to build upon your accomplishments to eventually successfully manage all important aspects of your life.

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