If you want to be successful in the business world, you've got to understand how to use one of our most finite resources: time. We all have the exact same amount of time each day, each week, each month, each quarter and every year. Yet some business executives are successful and others are not. While they can have the same resources, similar education, goals, resources - the difference can often be found in the way they have managed their time.
There are many books, experts and thoughts about time management. But one of the simplest and most practical of time management tools actually works the best: the Urgent/Important Matrix. It works because you can use it in most situations. It works because you don't have to fuss to set up a fancy spreadsheet to start using it. And it works because once you understand it - you can use it right away and every day in your business and personal life.
Some may be amazed at the changes that can occur when you start to use the Urgent/Important Matrix. The most important factor in using this matrix is to get into the habit of asking yourself with each decision or thing that will take up your time is its urgency and importancy. Once you get used to qualifying it, it will start to become second nature. Once this has become a habit, your time management skills will be honed to use it automatically - instantly sorting what is urgent and what is important.
There are four types of activities you'll come across.
On the high level of importance are "Important Goals" and "Critical Activities."
On the low level of importance are "Distractions" and "Interruptions." "Interruptions" can have a high level of Urgency but are still a low level of "Importance." These can take up your time and be very frustrating. Recognizing "Interruptions" is important so you can manage them in the most optimum way.
Think for a moment about how you might categorize the following:
Taking a phone call
Taking a phone call during a meeting
Taking a phone call from your boss/superior during a meeting
As you can see, each looks very similar until you have more information. The more information you have about a time management issue, the better to help you categorize it. The phone call from your boss during a meeting could be both Urgent and Important, whether your boss is calling about the meeting or not. Simply taking a phone call during a meeting could be Not Urgent and Not Important, but would depend on the situation. Taking a phone call could be Important/Urgent or Not Urgent/Not Important, depending on what else you were doing at the time. If you were in the middle of finishing a project for deadline, then that task could take priority. But that could change, depending on who the call is from - say perhaps the client whose project you were working on for that deadline!
Some who are new to time management worry about miscatagorizing an issue. "What happens?" they ask. Typically you'll realize rather quickly if something has a higher level of urgency, because it is being brought to your attention again or you've discovered new information that makes you realize it is an urgent level issue. The most important thing is to start categorizing your time management in your business and personal life, not striving for perfection but hoping for improvement. As you make added improvement you'll hone your time management skills to become even more confident about other time management issues.
Time management can help you at any professional level. It is a skill admired by top executives, and one that they watch for when they are looking to add key executives or new professionals in open positions. Developing time management skills can only enhance your job performance and quality of life. Best of all, it is noticed by those who value it as they see you excel in the workplace.
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Article written by Lawrence Reaves, writing on behalf of http://www.galorath.com providing software estimation tools for complex business projects.
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