Time Blocking (Step.1)
If you’re struggling with time management,
try actively using ‘Time Blocking’!
(Step 1: Prioritize Your Tasks)
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'Time Blocking'! (Step 1: Prioritize Your Tasks)
Time is given equally to everyone. Within the 24 hours we have each day, we have the freedom to customize how we use that time. While it may seem like a given, when viewed from a different perspective, it’s something to be deeply grateful for and can be considered truly precious, even awe-inspiring.
Therefore, how we manage our time is incredibly important in our lives. The quality of our lives can greatly vary depending on how we use and efficiently manage this time.
Effective time management reduces stress, boosts productivity, and enhances the quality of our personal lives.
In the past, when I didn’t fully understand the importance of time, I led a rather unproductive life. (This doesn’t mean I spent all my time lying down doing nothing.) Whenever I had a task to complete, I would overexert myself, staying up several nights in a row, and then, due to the resulting exhaustion, I would spend the next 2-3 days in recovery, unable to do anything meaningful. I used to blame myself, thinking this pattern was due to a lack of ability, but I eventually realized that it wasn’t a lack of ability but a failure to manage my time properly.
For those of you who are facing similar issues, I want to share with you some methods on how to manage your time effectively.
I will cover the details in three steps, so please follow along step by step.
This method, using the Eisenhower Matrix, helps you focus on what’s most important and manage your time efficiently. To perform tasks effectively, it’s beneficial to refer to this matrix to categorize your tasks and respond appropriately to each.
Let’s decide on priorities first.
Start by making a list of the tasks you need to accomplish in a day. Then, categorize them based on ‘urgency’ and ‘importance.’
Let me explain with an example to make it easier to understand.
- Do it (Immediate Action Required)
Examples:
- Project Deadline: Completing a project report due today. This task is both important and urgent, so it needs to be done immediately.
- Urgent Customer Inquiry: When a customer raises an urgent issue about a product that requires immediate response. This task also demands immediate action due to its high importance and urgency.
- Delegate it (Can Be Delegated)
Examples:
- Minor Request Emails: Handling emails that involve providing documents or information requested by a colleague. These need a quick response but don’t impact major decisions. In this case, you can delegate the task to someone else or handle it later if it’s not urgent.
- Meeting Schedule Adjustments: Adjusting meeting times or confirming attendance. These tasks may need to be addressed quickly but don’t significantly affect your main responsibilities. Therefore, they can be delegated to others.
- Schedule it (Plan It)
Examples:
- Self-Development: Taking an online course to learn new skills. This is important but not immediately urgent, so you can plan it in advance and work on it consistently over time.
- Health Management: Establishing a regular exercise routine. Maintaining health is important, but it’s not something that needs to be done urgently. Therefore, you can schedule it and manage it consistently.
- Delete it (Eliminate or Defer)
Examples:
- Checking Social Media: Reviewing social media notifications or reading non-essential news. These tasks are neither urgent nor important, so it’s best to avoid them during work hours or handle them later when you have free time.
- Attending Unnecessary Meetings: Participating in meetings or briefings that don’t significantly impact your work. If not essential, it’s better to skip them or request a summary report instead.
By using this method to prioritize your tasks at the start of the day, I believe you’ll be able to manage your day much more effectively. I also want to emphasize that consistency is key, no matter what you do. I’ll bring you the next steps for time management soon.
Thank you!
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