TIME MANAGEMENT (TM)

The Cambridge Dictionary defines Time Management (TM) as the practice of using the time that you have available in a useful and effective way, especially in your work. Dictionary.com defines TM as the analysis of how working hours are spent and the prioritization of tasks in order to maximize personal efficiency in the workplace. Psychology Today provides a more detailed explanation as TM is the ability to plan and control how someone spends the hours in a day to effectively accomplish their goals. This involves juggling time between the domains of life work, home, social life, and hobbies. It is important to establish clear goals and priorities in order to set aside non-essential tasks that can eat up time, and to monitor where the time actually goes.

Time Management Tips

TM is about finding what works for you and no one tip or set of recommended techniques will work for all. Through trial and error and finding your individual balance, great progress and achievements can be obtained. Through our research at RREVENU, we came across a few sources that provide great guidelines to assist in achieving such goals for not only individuals but, teams as well.

Toggl, a time tracking application that offers online time tracking and reporting services provides a detailed and informative list of TM tips and they are as follow:

      • Create a time audit
      • Before meetings, determine your desired results
      • Put a time limit on tasks
      • Plan your week on Sunday
      • Create a daily plan
      • Add a “done list” to your to-do list
      • Complete your most important and demanding tasks first thing in the morning
      • Block out distractions
      • Don’t multitask
      • Don’t wait for inspiration – do it now
      • Don’t strive for perfection
      • Don’t get hung up on small details
      • Schedule breaks between tasks
      • Make the most of waiting times
      • Organize your email
      • Train the other side of your brain
      • Exercise often
      • Sleep well
      • Use your calendar
      • Schedule relaxation time
      • Learn to say No
      • Be early
      • Don’t answer the phone just because it’s ringing
      • Turn your system into habits
      • Let go of bad habits in the meantime
      • Have a great time – no matter what

R.L. Adams, a blogger wrote a wonderful post in Entrepreneur titled  15 Time Management Tips for Achieving Your Goals, Serious goal setting requires an unblinking focus on effective time management. He states that no matter what, we all have the same amount of time as the next person and it’s about how effectively you manage your time. Furthermore, he lists the following tips:

      1. Set goals the right way
      2. Find a good time management system
      3. Audit your time for seven days straight
      4. Spend your mornings on most important tasks (MITs)
      5. Follow the 80-20 rule
      6. Instill keystone habits into your life
      7. Schedule email response times
      8. Eliminate bad habits
      9. Take frequent breaks when working
      10. Meditate or exercise every morning
      11. Make to-do lists in the evening for the next day
      12. Find inspiration when you’re feeling lackluster
      13. Get a mentor who can guide you
      14. Turn off social media app alerts
      15. Declutter and organize

Thomas R. Harris, an author and blogger, owner of Radiant Hope wrote a wonderful post titled 50 Time Management Skills That Will Catapult Your Productivity (in 2019) were he lists the following comprehensive TM skills:

      1. Prioritization
      2. Setting Goals
      3. Delegation
      4. Planning
      5. Managing/Scheduling tasks
      6. Setting deadlines
      7. Overcoming procrastination
      8. Single-minded focus (vs multitasking)
      9. Self-awareness
      10. Examining and reviewing yourself honestly
      11. Managing stress
      12. Diligent work
      13. Saying No
      14. Continuous growth
      15. Outside awareness
      16. Finding other options
      17. Organization
      18. Batching – “When you switch between different types of tasks, there is a time cost – a switching cost. You have to not only change gears mentally, but you have to change papers, documents, or whatever it is you need for those tasks each time. When you batch, you do similar tasks together so that you don’t have to switch back and forth between tasks.”
      19. Holding effective and efficient meetings
      20. Maintaining health and energy
      21. Distinguish urgent from important
      22. Minimize distractions
      23. Ask for help
      24. Flexibility
      25. Seeing the forest from the trees
      26. Speed reading
      27. Punctuality
      28. Self-discipline
      29. Self-motivation
      30. Decision-making
      31. Communication
      32. Ability to question and challenge
      33. Coping skills
      34. Teamwork
      35. Forgiveness
      36. Email management
      37. Receive feedback well
      38. Eat the frog first – “If we do our most important, hardest task first, it makes the rest of the day much easier.”
      39. Letting go of perfectionism
      40. Choosing your battles
      41. Taking good notes
      42. Thinking positively
      43. Carry momentum
      44. Completion
      45. Getting (and staying) in the flow
      46. Focusing forward, not backward
      47. Create routines and habits
      48. Estimating time
      49. Let go of destructive people
      50. Problem-solving

Project Time Management (PTM)

Project Management Knowledge defines Project Time Management (PTM) as a component of overall project management in which a timeline is analyzed and developed for the completion of a project or deliverable. PTM consists of six different components or steps.

      • Activity Definition – Identifying and scheduling different components of the project management sequence that are required for completion of project deliverables.
      • Activity Sequencing – The process of project time management that defines the order in which deliverables must be completed.
      • Activity Resource Estimating – Identifying and defining the types and quantities of resources and materials required to complete a deliverable.
      • Activity Duration Estimating – Identifying and estimating the timeline for completion of durables.
      • Schedule Development – the analysis of the order of activities, timelines, resources, and schedule barriers to develop a project schedule.
      • Schedule Control – Project management intervention to mitigate changes to the product schedule.

Two other techniques that are worth mentioning that are related to PTM are Work Breakdown Structure (WBS) and PERT (Program Evaluation Review Technique). Once activities are defined and you have your time management plan, you can start identifying and defining all your project activities. In accordance, WBS is used to help define activities and tasks within a project. Once you estimate durations and when you know which tasks must be completed and what you need to accomplish them, it’s time to estimate how long each task will take to complete each activity. One preferred method by project managers is to use PERT to come up with their durations. Furthermore, it is highly recommended to utilize a scheduling software to manage projects.

Time Management Software

Capterra lists 432 applications and companies in relation to Time Tracking Software to include Timeless Time & Expense, Stafiz, PCLOGGER, elapseit, Infotemp, SCREENish, and Pulse.red to mention a few.

Kristine Spure, a blogger from DeskTime wrote 20 best time management apps to maximize your productivity in 2019 and they are as follow:

      1. DeskTime
      2. Trello
      3. Asana
      4. Evernote
      5. Shift“Shift is a mail client that gives you single-click access to over 700 most popular mail accounts, apps, extensions, and cloud services, especially Google products like Gmail, Drive, etc. It’s a great time-saving tool for people who’ve become tired of logging in and out of multiple accounts.”
      6. Todoist
      7. Forest
      8. Focus Booster
      9. HabitMinder
      10. Wunderlist
      11. Toggl
      12. Remember the milk
      13. [email protected]
      14. Loop – Habit Minder“Loop is an Android habit tracking app that helps you create and maintain good habits. The app has a simple and modern interface and it uses an advanced formula for calculating the strength of your habits.”
      15. TimeTree
      16. Slack
      17. Harvest
      18. 1-3-5 List
      19. Float
      20. Timely

Brian T. Horowitz and Juan Martinez from PCMag wrote The Best Time Tracking Software for 2019. The latest time tracking applications are replete with features not just to track time but also to record employee billable hours. With features like screenshot and keystroke collection as well as various integrations with billing and shift-scheduling apps. The list is as follow:

      1. Zoho Projects
      2. Time Doctor
      3. Wrike
      4. Hubstaff
      5. Mavenlink
      6. BQE Core
      7. VeriClock
      8. FunctionFox
      9. TimeSolv Pro
      10. TSheets

Jill Duffy from PCMag wrote The Best Project Management Software of 2019. If your teams juggle deadlines, resources, and deliverables, you need a dedicated project management tool. The list is as follow:

      1. Zoho Projects
      2. LiquidPlanner
      3. Teamwork Projects
      4. Smartsheet
      5. GanttPro
      6. Wrike
      7. Celoxis
      8. ProofHub
      9. TeamGantt
      10. Easy Redmine

RREVENU will assist on the research and after a thorough review of the client’s needs and forecasted budget in analysis, will be able to provide clients with the best solutions for consideration.

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