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Rules for rational organization of working time

Numerous studies of the organization of working hours confirms that the vast majority of people do not know how to plan and allocate working hours to perform all the professional duties. And even if they work hard, the full amount of work will not be completed. In these situations, rational organization of working time will help you. — They allow you to not only effectively use working time, but also reduce it.

By implementing the recommendations of successful people, proven methods and technologies in your workflow, you will master soon how to perform tasks more effectively, and to track the working time and income will help simple time tracker Checkiant.

Content:

  1.  Most common errors
  2.  Rules and recommendations for productive work depending on the time of day
  3.  Recommendations for begining of the working day
  4.  Mid - day rules
  5.  End of working day rules
  6.  Best techniques for organizing your work day
  7.  Personal and team responsibility

Most common errors

The time cannot be changed. It will not slow down or accelerate anything. But it can be distributed correctly. Someone who can do this is more successful in the professional sphere and more likely to achieve their goals than someone who has not learned to allocate time rationally. To prevent this, you should avoid the most common mistakes when planning working hours:

Rules and recommendations for productive work depending on the time of the day

The human organism at 8 AM and 8 PM is configured for completely different processes. The brain is capable of feats in the morning and wants to rest at night. But after recharging during a night's sleep, it is again ready to rush into battle. A person's biorhythms directly affect their personal and professional life. This is why the organization of the working day should be controlled by these natural laws of nature.

So, the activity of the body and еру brain depends of the biological biorhythms, so we can plan tasks for the whole day according to the following scheme:

  • 3.00-6.00 — brain processes are activated. Getting up at 4 or 5 o'clock in the morning, provided that you do not go to bed late, you will feel refreshed and full of energy. You will have more time in the morning, which will help you to set on for a productive day and plan it. There are many examples when the best solutions of complex work and life situations came to people at this time, when their mind was in peace and quiet. By getting up early, you will have more time for the work and, accordingly, start working earlier with a fresh head.
  • 6.00-9.00 — the brain is ready to accept and perceive new information. Logical thinking and long-term memory are at their peak. This is the most productive time period of the entire day;

tips for organization of working time

  • 9.00-12.00 — the highest indicators of brain activity. Attention is high and short-term memory comes into play. Time to solve the most complex professional tasks;
  • 12.00-14.00 — activity is falling, the brain and body need to rest. It's time for Lunch break;
  • 14.00-18.00 is a good period of the day for performing simple activities and for physical exercise;
  • 18.00-21.00 - time for creative work. Fatigue at the end of the day activates the right hemisphere, which is responsible for creativity;
  • 21.00-24.00 - rest mode is enabled. Don't work, as it will only harm your mental and physical health. When you go to sleep at this time, your brain restores as much as possible during the night. Researches have shown that the nervous system rests from 22.00 to 24.00. And if you do not sleep at this time, it means that your nervous system does not recover, but only accumulates fatigue over time, which will negatively affect your overall health. In addition, every hour of sleep from 22.00 to 24.00 gives twice as much benefit as an hour of sleep after 24.00.
  • 00.00-03.00 - rest and recovery of most body systems, preparation for the upcoming new day.

We hope that this hourly plan for optimal organization of working hours and rest time will help you to better plan your daily routine.

Now let's look at the rules and recommendations for the beginning, middle and end of the working day:

1. Recommendations for  for begining of the working day:

  • start the day at the same time with a good mood and a positive attitude — from negative thoughts about work, unwillingness to work and perform your duties, productivity decreases;
  • asking yourself in the morning whether the next day will bring you closer to your goal is a good motivation;
  • do not waste time - after getting up, immediately start preparing breakfast, making coffee, feeding pets and getting children to school, etc., so that you still have a free "minute" for yourself;
  • review the upcoming action plan — on the way to work, you can think about which things are most important, and what can be postponed for later;
  • perform the most important and complex tasks first — once at the workplace, a plan of action will already be created in your head, and you can start working with the main task.

2. Rules for the middle of the working day:

  • don't be distracted by minor tasks while solving the main one. Even if some "urgent" task suddenly falls on you, you need to continue to perform what has already been determined as a priority, and then solve the newly received task.
  • avoid impulsive actions that were not planned for this day — you will often have a desire to do something from the to-do list for tomorrow or next week, but everything has its own time;
  • take 5-10-minute breaks after every hour of work done to recover strength and energy resources — it is important not to "give up" ahead of time;
  • you can set tasks that are similar by meaning in separate groups — for example, you can collect all upcoming calls in one group and call people at once, then to switch to other type of work;
  • control the execution and compliance by the plan — the order must be in the head, on the table, and in the work plan;
  • bring the task to its logical conclusion  — to do this, you need to follow the schedule, and then you won't have to perform the task scheduled for 3 PM at 6 PM.

3. Rules of the end of the working day:

  • monitor the results of your work — you need to check whether everything you planned was completed or something remained incomplete — if you are just learning to plan your day, small deviations from the plan are normal, over time they will become less, until they are completely reduced to zero.
  • make a plan for the next day — you need to do it in the evening at the end of the day;
  • go back home with a good mood — whatever difficulties you have to face at work, it is important to leave them in the office, and take home only a good mood and positive emotions.

Rational use of working time in accordance with these rules helps to answer important questions, such as:

  • why do I do this?
  • why I am doing this?
  • am I  doing a really important work?
  • do I combine individual issues into specific blocks?
  • does the order of work execution coincide with its priority?
  • do I cope with clutter and things that only steal my time?

Summarizing all this, you can make a conclusion about the work done, its volume, the time spent on it, and the achieved results.

Best techniques for organizing your work day

Labor rationalization is an opportunity to increase the efficiency of the workflow. How to do everything correctly? You need to resort to the rules for organizing of working time, which are implemented in time management techniques. Among the most famous are:

ABC planning

One of the most effective methods for time organizing is ABC planning. It consists in placing the tasks that are coming up for solution according to their priority indicator. This method is suitable for all fields of activity. You need to divide all your cases into three blocks:

  1. "A" — the most important tasks. They make up 15% of the total amount of work, but the significance of their results will be equal to 65%.
  2. "B" — medium priority tasks. They make up 20% of the total amount of cases and give 20% of the results.
  3. "C" — the least important processes to be performed. They make up 65%, while after completing them, you can get only 15% of the results.

Еhe Method is based on primarily solving cases from group "A", when energy reserves are still high, and brain activity is at its peak. After that, as the enthusiasm fades, you should move on to the category of "B" cases. And only at the very end of the working day can you start working on the "C" block, where you can find tasks that slightly affect the work process.

Ivy Lee Method

Everything elementary is simple. And the methodology of the productivity specialist Ivy Lee, who was very successful in his field at the beginning of the XX-th century, is a proof. He is also the founder of the niche that we used to call today as public relations.

This specialist has developed a system consisting of only 5 points that allows you to increase the efficiency of work, as well as correctly organize the working time of employees. This very simple but effective scheme helps to achieve maximum productivity in the team. To do this, you need to take the following steps:

  1. At the end of each working day, you should write a list of the most important tasks that need to be solved tomorrow. It should contain no more than 6 points.
  2. it is important to allocate them according to their significance, that is, it is important to correctly prioritize them.
  3. In the morning at the workplace, it is important to take up only the first item and not start the next one without completing it.
  4. Then follow the same pattern — do not start the third task until the second one is completed, and so on until the last one.
  5. Repeat all the above points every working day.

Despite the simple nature of this plan, it really works. Today, entrepreneurs explain this phenomenon by the importance of sequence in any business, that gives a person a firm decision to focus on a specific goal.

GTD — Getting Things Done

Considering the most effective methods of organizing of working time you can not pass by the method of improving personal effectiveness of Getting Things Done, the Creator of which is David Allen.

The idea of the method is to become better, grow above yourself, develop your abilities, using only your intelligence for this purpose. This is important for two reasons. First, you can't do a complex job if you don't understand what it's all about. At the same time, thinking about what you did and what you didn't do only interferes with the overall process. Second, minor issues that need to be settle are distracting. They stuck in your head, constantly reminding about themself, disturbing your mental balance and sense of harmony.

The Essence of the method is to note all the tasks, not keep in memory, divide into blocks by importance and urgency of execution, and highlight the simple in the complex.

Pomodoro Technique

Pomodoro Technique is a type of planning in which time is divided into 25-45 minute segments. One such time segment is called a "tomato" and this period is dedicated to the active work. At the end of it, you can rest for five minutes. After 4 "tomatoes" it's recommended to take a break for 1 hour.

How to plan work by the "tomato" system for a day-week-month:

  1. Write a list of tasks for the whole day.
  2. Take the timer and set it for time periods of 25 minutes-5 minutes-25 minutes, and so on. You can do this gradually, but it's more effective to immediately set the time for a long period, so that you don't get distracted while working and don't disrupt the five-minute rest with minor tasks.
  3. Spend your rest time with benefits. During these five minutes, do eye exercises, stretch your back, or listen to relaxing music. The main thing is complete relaxation.
  4. Keep statistics. It is important to note your successes and be able to evaluate them visually. To do this, put a checkmark under each completed segment.
  5. if a certain period was missed, also note it to analyze your performance, productivity, and perseverance.
  6. At the end of the working day, make a full analysis and plan your activity for the future.

The "Tomato" Method is not limited to 25-5-minute segments. When you get used to this one-day mode, you will be able to switch to week planning. To do this, you need:

  1. Create a plan for the upcoming week in the form of a graph with the columns "Deadlines", "Plan", "Date" and "Tasks", and at the end leave space for ticks for the completed mission.
  2. If you know what you have to do during the week — prioritize the tasks and add them to your list.
  3. you can set aside as much time as you want for each task, as long as you are comfortable. For example, 40 minutes to work and 15 minutes to rest.
  4. Make one "premium" day, allowing ourselve to rest more than usual — for example, you can work for 40 minutes, but rest for 25 minutes. It's better to do it at the end of the week, it could be a good motivation.
  5. Divide the entire week into the main part — 5 working days and the final - the 6th working day, if this is a six-day schedule.

Using the Pomodoro method can also be extended for a whole month, but this is for the most experienced. In this case, you need to focus on the following "tomato" rules:

  1. Select priority tasks, placing them in the first positions;
  2. Focus on one task. If one segment was missed, you need to start the next "tomato" with it, extending the working time;
  3. No need to try to catch everything-everything-everything! The main thing is to do as much as possible and not be distracted if you have already started to perform a task. The remaining unperformed cases can be moved to an easier day. It's okay, because there's still time ahead.
  4. The last day is the final day. Be sure to reward yourself for success with a good rest.

Personal and team responsibility

Responsibility is a tool for achieving goals. It is important and necessary in the process of performing any work tasks and duties. This applies to both subordinates and the manager. Personal responsibility is a component of the characteristics of a reliable employee. Such a person will do everything possible to prove his involvement and benefit for the company, the boss, and the team. It's the presence of responsibility that is the key determinant of success. Discipline, the ability to complete what has been started to the end, self-control — these own qualities should be maximally motivated in subordinates.

Although everyone should be responsible for their actions personally, it is also important to be able to work as a team. Sometimes it is much easier and faster to achieve goals together. Team management is an effective organization of working time, which allows to significantly reduce it and to make every employee's life easier.

A prime example of teamwork was Steve jobs and Pixar. Initially, the businessman's office was divided into three departments, where groups of computer specialist, animators and managers worked separately. But jobs decided to put them all in one room, which played into his hands. Specialists began to communicate with each other, discuss projects and solve problems together, and this significantly increased production productivity.

Most common errors

The time cannot be changed. It will not slow down or accelerate anything. But it can be distributed correctly. Someone who can do this is more successful in the professional sphere and more likely to achieve their goals than someone who has not learned to allocate time rationally. To prevent this, you should avoid the most common mistakes when planning working hours:

  1. There is no consistency.
  2. The base is missing.
  3. Goals are not defined, they are not divided into groups by significance.
  4. Deadlines are not set for each task.
  5. There is no space in the schedule for urgent additional activities.
  6. Lunch and rest breaks are not provided.

We wish you to appreciate your time, relax with pleasure and enjoy the fruits of your labors!









See also:

Top 15 reasons why we don't have enough time for everything

Deadline - friend or foe

Top 12 programs for the remote work

Who is responsible for happiness at work?