5. Schedule and execute tasks (Top Tips for Time Management)

Once a priority has been assigned to each task based on its importance, urgency and deadline, these tasks can be scheduled and executed accordingly.

There are various methods of scheduling tasks:

·         Creating daily, weekly or monthly lists of tasks to complete

·         Diarising tasks in a physical or electronic diary

·         Using time management software applications or systems (for example the Task Manager application of Microsoft Outlook which is part of the Microsoft Office suite often used by individuals and businesses)

When scheduling tasks, the following is recommended:

·         Sort,  schedule and execute the tasks in order from high to low priority

·         High priority (Important/Urgent) tasks: Important tasks can be urgent when something unexpected happens. This can be managed by scheduling enough contingency time for unforeseen events. Important tasks that are urgent due to unaddressed tasks approaching their deadline can be prevented by regularly monitoring your progress on tasks and rescheduling if possible

·         Medium priority (Important/Not Urgent) tasks: Schedule quality uninterrupted time to complete these tasks. Monitor the progress on these tasks and reschedule if necessary and possible to prevent the task from becoming urgent

·         Low priority (Not Important/ Urgent) tasks: These tasks are usually not focused on achieving the business goals and deliverables but require your immediate attention because it is important to someone else to achieve their goals. They usually manifest in the form of interruptions. These tasks should be delegated or if not possible, schedule minimum time or regular short meetings to address these tasks/interruptions

·         No priority (Not Important/ Not Urgent) tasks: These tasks should be disregarded or delegated as they are a distraction which will eat into your time to complete the prioritised tasks. Learn to say no to time wasters

General tips:

·         Ensure that the time scheduled/taken for a task is worth the expected result

·         Make/schedule time for relaxing. Regular breaks and movement will improve concentration and productivity

·         Determine the times of the day when you concentrate at your best and schedule the high and medium priority tasks to be executed during these time slots

·         Only schedule or attend productive meetings