Hello dear friends!

In today's article we will talk about the most valuable thing in our life. About what is used imperceptibly, given away or spent with benefit. We often lack it, and even twenty-four hours a day seem to us a minimum that all of ours are unable to satisfy. So, did you know? Yes, it's about time. How do you fit everything you need into your day?

What is needed in order to maneuverably use minutes to achieve maximum effect? In today's material, you can find useful instructions and ways to control the dial hands. Efficient use of time is the tool that a modern person cannot do without in a no less modern world.

What is time?

Time is an illusory and no small reminder that life is fleeting. You can see him in photographs, you can meet him in the mirror, you can see him by looking at your children, noting how fast they grow.

Every day, like a huge supermarket, without discounts and promotions, it offers us new twenty-four hours to realize ourselves in space. We either use time efficiently or we observe what is happening. Do you manage to do everything in a day? Most of us don't have governesses, servants or cooks.

A colossal amount of time eats up everyday life, work and a maniacal desire to do everything: study, home, work, meeting friends, do not forget to visit parents and grandmothers, choose a gift for the birthday of a loved one, etc. Situations and life circumstances sometimes pile on our head and with a bang fail the roof, which is already almost going from the bustle of unfinished business.

Have you often felt the need for an assistant or another gadget that will simplify your life?

My personal assistant

Modern gadgets are an excellent reason to learn new things and resort to e-help. To date, their number is growing like mushrooms and pleases the most spoiled and sophisticated buyers. Organizers, tablets, notebooks- all this was created to make life easier for you and me. Applications that are installed in seconds on your phone, with joy and not a dull notification, will help you plan your time and not forget that their small, artificial cerebellum cannot forget, even if it wanted to.

A person by nature is a creature and does everything to ensure that the amount of effort put in is justified by 100%. But sometimes, when time is already out of our control and slips through our fingers, taking ten minutes to describe everything you need in the application or take notes in a notebook seems like an impossible task. Familiar, right?

There is a sure way to deal with the current situation and temporary chaos. Chipp and Dale are planning their own day.

How to learn to plan your day?

Planning is something we were often told about by our parents as children. A clear division of tasks, their construction and structuring, plays the role of a good and high-quality disorder blocker. After all, remember, you did your homework - went for a walk, walked the dog, took out the trash or washed the dishes - you can watch your favorite cartoons.

Business before pleasure!

Theoretically, nothing has changed, except that time has passed, we have matured and are used to solving our problems situationally. That is, what has already fallen on our already tortured little head. How to deal with it? How to fight?

How to organize the day and choose a planning strategy?

Surely, before going to bed or in the morning, everyone thinks about what needs to be done and when it is best to introduce it into your time management. You can plan your day in different ways. Having learned to do this for the short term of the day, you can safely move on to plans for the week, month and year.

Thus, every minute of your precious life will not be wasted.

The ability to prioritize is an acquired skill that we need so much in order to correctly distribute the load.

Planning can be roughly divided into two parts:

short term planning

Everything that you, as Superman, can change or adjust throughout the day.

Short-term planning is a unique way to profitably allocate energy-intensive actions to solve everyday affairs and successfully maneuver in their restructuring, progress in order to optimally achieve the number of completed items.

Short-term planning involves making to-do lists or tasks that you would like to accomplish tomorrow, today, or within the hour.

Long term planning

Planning for longer time distances can be learned using this item. Would you like to go on vacation in the summer? Survive after a global renovation of the living room? Distribute your time and energy wisely. Long-term planning includes short-term planning and one cannot exclude the other.

I hasten to prescribe one important piece of advice. There are no conventions in planning. Very important analyze every little detail giving her power. The picture of your time is made up of small puzzles, and if you break the harmony, there will be no masterpiece as a result. Let's take an example.

Long term planning: renovate the living room. It would seem that it is not clear? And let's dig deeper and notice the entire volume of the iceberg. In your gadget or notebook, you will need to break down the item in detail, taking into account the time, place and event.

For example, to make repairs in the living room before the end of 2016:

• allocate a budget ($10,000)
• find additional income in the amount of 400 USD monthly
• work out the interior with the designer until September 2016, etc.
• decide on the style of repair

Each item can be divided into details ad infinitum or your complete satisfaction that everything is concise, simple and clear. And in the end, the goal will be achieved. Mission Complete! You are well done.

Day planning and where to start?

How to make a plan for the day, you ask? I won't go without advice. The planning strategy works perfectly if you perform complex tasks first. Often we do not want to immediately plunge into the pool with our heads and do not pleasant, not interesting or tedious things, delaying such pleasure for the evening.

The performance of our brain at sunset is less effective than in the morning. Therefore, be patient and solve global issues when your gray matter is most effective, that is, in the morning.

Perfectly this tactic is applicable in the organization of the working day. If you are already waiting for an emergency, select the most difficult and necessary tasks as soon as possible, for their victorious solution with a shout of “Banzai!”. Thus, you will free your day from unnecessary worries and will be able to praise yourself with pleasure by marking this item as completed.

Planning and its types are designed for the fact that in the near future you will become the real master of the time of your day, and thereby life. Working daily in your application, gadget or organizer, you will cultivate a useful habit that can become a reason to be better tomorrow than yesterday.

Achieving the result directly depends on you and on your desire to control your time and live as brightly and efficiently as possible every day. Action for the sake of action without - an empty shudder of space. What are you dreaming about? ?

Having painted all the steps in stages, you will be happy to note that in your head it seemed much scarier and more voluminous than in an electronic screen or notepad sheet. Step by step, completing task after task, your performance and efficiency will increase, and chaos, disorder and fear will decrease in direct proportion.

On this, perhaps, I will finish my epic thoughts and leave you alone with the awareness of time and its power. I hope that the minutes that we spent with you will be useful, and the tips presented in this article will help you cope with the flow of tasks that are easy to keep track of.

Dear friends, subscribe to blog updates, in the comments, tell us about how you plan your time? Recommend it to your friends on social networks for reading and may the planned happiness be with you!

See you soon on elenarou's blog. Bye Bye.

The Eisenhower matrix remains to allow for selection and prioritization. Its foundation was laid on October 14, 1890, simultaneously with the birth of its founder Dwight Eisenhower in Denison, Texas. The Eisenhower family was ordinary and did not stand out in anything special.

During the groundbreaking ceremony for the Eisenhower Museum on June 4, 1952, Dwight said: “Later I realized that we were very poor. We only knew what our parents did not tire of repeating to us - all paths are open to you. Don't be lazy, use them." Parents, David and Aida, never used these opportunities, while placing all their hopes on their sons. They developed in them such qualities as independence, honesty and purposefulness. It was these qualities that later played a key role in the life of one of the sons - an outstanding person, husband, father, general and president of the United States.

The ability to control oneself to Dwight did not come suddenly and not immediately. The path to mastering this skill was long and interesting. His first abilities as a leader and organizer manifested themselves during the organization of friendly football or baseball matches between schools. Subsequent development and the improvement of their abilities continued at the military academy, and after - in the regular army. For his achievements, Dwight Eisenhower was promoted to major and in 1925 was sent to the Command and Staff School in Leavenworth, Kansas.

A distinctive feature of the school was the teaching methodology. The training consisted in organizing specific war games. The listeners received tasks in the form of introductory ones, which included information about hostile formations, enemy numbers, terrain features, position, chosen strategy, and other indicators. Guided by the data received, the commanders had to organize the work of the headquarters, determine the areas of responsibility between their subordinates and develop a clear action plan aimed at fulfilling the combat mission.

Workloads at the headquarters school were on the verge of human capabilities, but not for Dwight Eisenhower. He skillfully began to apply the planning and prioritization methodology he had developed, which not only has not lost its relevance, but is also one of the key ones in the field of planning. The technique proposed by Eisenhower allows you to sort cases at the same time by urgency and importance. He identified four criteria by which it is possible to identify and highlight the highest priority tasks for subsequent impact on the final result. Importance is determined by the extent to which the result of the execution affects the activity.

Urgency is simultaneously determined by two factors:

• How quickly do you need to solve the problem;
• How the execution of a task is interconnected with a time interval.

In accordance with the Eisenhower matrix, each case must be assigned to one of four criteria:

Eisenhower Matrix

Each of the four identified criteria includes a specific list of cases. We will analyze them in a little more detail. Table 1.1. a list of key indicators corresponding to one of the four criteria is given, by which it is possible to determine whether this or that task falls under them or not.

Table 1.1. Task urgency and importance indicators

Task type: "Urgent and important"

Cases fall into this quadrant that either got out of control or were not planned and arose suddenly. Everything that meets the above criteria in the indicated quadrant will have to be solved independently and promptly. Delay in solving such problems can lead to significant damage and losses. If the list of cases that fall into this quadrant does not decrease, but, on the contrary, is regularly replenished, then we can conclude that there are problems with planning. The solution will be to review your activities and undergo specialized training in effective planning techniques.

Task type: "Important, but not urgent"

These are the main tasks that a manager of any level must solve. These tasks are related to tasks oriented towards the future. By applying the 80/20 rule or the Pareto principle, formulating it as follows: “20% of tasks are key tasks that need to be completed to get 80% of the result”, you start to effectively, and most importantly, use your working time correctly. Moreover, you know how to prioritize and master the skills of self-organization.

To achieve success, you need to make maximum efforts. It takes a certain amount of effort to get things done that are identified as important but not urgent. These tasks should take the maximum amount of time. The timely solution of these problems will prevent many crises in the future, and the emergence of new opportunities will become the norm. It remains to add: "Keep it up!".

The remaining two quadrants are the usual time sinks. I would not waste my time describing them, but nevertheless, in order to understand the process of working with the Eisenhower matrix, I will try to briefly outline their essence.

Task type: "Urgent but not important"

If more and more cases begin to fall into this quadrant, then you have problems that need to be urgently addressed, or you simply do not know how to prioritize. You do absolutely everything except your job.

Remember the director's lyrical comedy Eldara Ryazanova"Love affair at work"? Have you already guessed which hero I decided to use as an example? Of course, this is the social activist Shura. In order for everything to return to its place, you need to remember your purpose. And for this, just play the next episode, changing roles. Imagine yourself, on the one hand, as Lyudmila Prokofievna, and on the other, as the same Shura, and say the following dialogue:

L.P.: Shura, if my memory serves me right, are you listed in the accounting department?

Sh.: Yes, I think so.

L.P.: Do you remember it well?

Sh.: Yes, in my opinion.

L.P.: Go ahead and mind your own business.

And as we have already determined, your business is the solution of important, but not urgent tasks.

Type of tasks: "Not important and not urgent"

I sincerely feel sorry for you. You are just wasting your life and wasting your energy on absolutely unnecessary things. If you're burnt out at work and you're starting to notice that you've been killing time more often, then you can say that your activities have become inefficient.

There is only one solution - to urgently undergo specialized training in personal efficiency, motivation and effective planning techniques.

The article was first published on Executive.ru on October 20, 2013 under the heading "Creativity without cuts". Re-announced in the content block as part ofspecial project editions

Photo source: twitter.com, personal archives of the author

Tell me, how important is it in the modern world to plan your time?

I'm sure everyone has had a situation where a lot of important things are on the agenda. You wake up full of enthusiasm and confidence that everything will be done with ease. But first you need to check your mail ... and on Facebook for literally five minutes. All of a sudden, a lot of small things came up. It seems that you are working, but nothing of the “important” has been done! And here lunch is already close, and a little tired - what kind of work is there. And what, is it the end of the day? How is it that I didn't do anything? Mood to hell - the day went down the drain.

Unfortunately, most of our compatriots do not know how to plan their day. Therefore, a huge amount of time is spent on nonsense, which, in principle, is not really needed. Due to the lack of a specific plan for the day, week, month, a person loses precious time that could be used much more efficiently and productively. And of course, to get several times greater results from this.

Effective planning of working time is the key to the success of a modern person. So how to learn to plan time correctly?

We have collected 5 most effective rules that will help you get the most out of every day you live. Do all the things you need to do with ease!

And now let's move on to tips that will help you plan your time correctly.

1. Write a task plan

The plan for the day must be present on paper. Perfect memory is great, but in the middle of an active and busy day, there is a big chance to forget something important. If the to-do list is not written down on paper, then it does not exist.

In the evening, create a to-do list for tomorrow and delimit them in order of importance into two columns. The first is the most important, which must be completed in any case. The second is less important, which can be postponed in the event of a sharp change in priorities or force majeure cases.

Notebook with tasks should be next to you all day. And as you complete the items from the list, they must be crossed out. With this psychological technique, you can, as they say, on autopilot. After all, every task completed is a small victory. And it's nice to feel like a winner, and your subconscious mind will automatically strive for this. Also, it will become easier to perform them.

2. Planning 70/30

You don’t need to plan absolutely all the time, because even a true pedant will not be able to stick to a schedule in which there is not a minute of backlash. Anything can happen in life - and half an hour to replace a flat tire or an extra 15 minutes in a traffic jam can ruin such a perfectly planned day.

Therefore, you need to plan only 70% of the time. This will help you make the most of your time without feeling constrained or pressured. And even small surprises will not be able to affect the results of the day.

Determine the required amount of time for each task. Plan your work day around this time. If the day went exactly on schedule, then the remaining 30% can be devoted to other tasks from the list or devote time to yourself or your family - this will help you relax and enjoy the completed tasks.

3. The most productive time is before lunch

Try to complete the most difficult and unpleasant tasks without delay, in the morning. This technique is called “eat the frog first.” When the most difficult and problematic task is completed, the rest seem quite simple and require less time to complete.

Try to plan your work so that approximately 65-70% of all scheduled tasks for the day are completed before lunch break. In the morning, the brain works most actively, which can significantly reduce the time to complete even complex tasks. This will also help, which does not allow you to get down to work - it levels out motivation and “chops” achievements.

During lunch, you can take time for personal matters. For example, answer messages, make a few personal calls. In the afternoon, it is recommended to schedule simple tasks that do not require a lot of effort - meetings, answering letters, etc.

4. Rest is a must

It is very difficult to focus on one task for a long time. Especially if achieving your goals requires a lot of mental effort. And the further you go, the more difficult it is to keep your attention on achieving your goals. Naturally, this reduces productivity and increases the time to complete tasks.

Rest in the middle of the working hour is a must! This simple step will help you - stay in good shape all day. You can choose a rest scheme that is convenient for you, but 45/15 is considered the most effective. This means that for 45 minutes of work you need to devote 15 minutes of rest.

Based on this principle, all schoolchildren's lessons last 45 minutes. With the help of a small change, the brain has time. And this provides him with the opportunity to concentrate on working further.

But this does not mean that during such a mini-rest you need to spit on the ceiling. Try to make good use of it. For example, do exercises for your back or eyes, clean up your desk, read a book or an interesting article, go for a short walk.

5. Analyze and plan realistically

What is the point of creating dozens of goals if there are only 24 hours in a day, and it will be unrealistic to fulfill them all and in full? Therefore, try to plan tasks that can be completed during the day.

At first, this may seem difficult - after all, you never know in advance how long a particular task will take. To extract the most complete information, at the end of each day, write down how many tasks you have completed from the planned ones. As the end of the day, make the inscription: "Completed XX% of tasks." It will help you determine how adequately you set goals. If every day they are done with ease, try to increase their number, and if many tasks remain unresolved and move on to the next day, try reducing the stress.

Remember - do not take on the volume of tasks that you cannot complete. and realistically evaluate your capabilities.
Time planning is the most important skill of a modern person. This skill can and should be improved. And when you master it in full, you will be surprised how quickly and easily you can solve tasks that previously seemed almost impossible. And the faster you get the job done, the more time you have for pleasure, hobbies, and family. Use the secrets of planning and make your life easier. I wish you success!

With love and respect,
Evgeny Deineko.

Oksana Klimenko Lead trainer-consultant in project management, head of project management at Just Consulting, Moscow
New Management Magazine, No. 11, 2007

What needs to be done in order to use your most valuable resource - time - optimally? How to learn to plan efficiently and accurately follow the plan? What skills are needed to successfully complete daily plans?

Let's start with an example. The head of the company meets the new day with the hope of having time to do everything planned for today, and if it works out, it would be good to squeeze a couple of meetings into the schedule and call an important partner with whom he had been planning to talk for a long time, but it still didn’t work out. With such an optimistic attitude, the head / top manager goes to work. He comes to the office, plunges into business and soon catches himself thinking that it will be very problematic to do everything he has planned today. Urgent issues arise that require immediate solutions, and the plan changes beyond recognition. The snowball of cases turns into an avalanche, there is a catastrophic lack of time, and at the end of the working day, the leader, dissatisfied with himself, transfers everything that he did not have time to do today to tomorrow.

There is an opinion that if the plan is not fulfilled one hundred percent, then we are working inefficiently. This is one of the most common myths about planning, and, of course, like all myths, it does not claim to be true. First of all, you need to understand that the plan is not a dogma but a constantly changing management tool. Agree, with a sharp change in the weather, we also sometimes experience negative emotions: either it’s too hot, or autumn with rain and wind came at the wrong time, or the snow melted earlier than necessary ... But the weather will still change - regardless of our mood. And you have to take it as a given. So it is with planning. The more calmly we react to the need for constant adjustment of plans and the sooner we recognize as an axiom that the plan is always changing during execution the more successfully we can implement it.

Classify all the things you do

There are many ways to effectively plan, books, articles have been written about them, specialized trainings and seminars have been developed on them. All this can and should be learned. There are also different types of planning, among which the most common are strategic, tactical and operational or current. We will dwell on only a few aspects of operational planning that deserve special attention. Because it is the daily workloads and overloads in the manager’s schedule that cause the most stress. How to avoid it? Consider several classifications that will help the leader more consciously and clearly carry out daily planning.

One way to plan is by working hours:

• morning (what needs to be done at the very beginning of the working day);
• day (tasks for the first and especially the second half of the day);
• evening (issues that can be resolved at the end or even at the end of the working day).

That is, all the upcoming tasks for tomorrow are grouped into three blocks depending on your personality type (“you are a lark” or “owl”). Tasks that require significant effort are best tackled when your performance is at its highest.

The next way is by type of activity:

• letters;
• work with documents;
• advisory activities within the company (working meetings, meetings, etc.);
• advisory activities outside the company (meetings and negotiations with partners, suppliers, customers, etc.).

By using this classification in determining the amount of work for the next day, you can, firstly, evaluate what type of cases turned out the most, and secondly, adjust them in such a way as to eliminate monotony. Ideally, the manager needs to allocate certain hours for working with letters and other documents and mark them in the work schedule.

Can also sort daily tasks by areas of management:

• finance;
• sales;
• production;
• marketing;
• personnel management, etc.

The list is compiled in accordance with the type of business of the company. It (the list) should be complete enough not to forget anything and take everything into account. What will such planning give? Firstly, all forthcoming activities (holding meetings and participating in them, drafting and analyzing documents) can be clearly correlated with the area of ​​management and the specific people who are involved in these activities and are responsible for their implementation. And this, in turn, allows you to set tasks for your subordinates - (say, prepare the necessary information for a meeting). Secondly, after a month it will be possible, for example, to analyze which areas receive enough attention and which receive less, and find out the reasons. And, finally, such an analysis will allow us to plan our work more evenly and purposefully in the future.

Given that any process goes through certain stages, we can distinguish another type of classification of daily affairs - by process stages:

• initiation (all things that need to be started, that is, initiated);
• planning (activities under development and requiring planning);
• execution (cases that are being implemented now);
• analysis (working with documents, reports, as well as solving other tasks of a mental nature);
• control (measures, the purpose of which is to check the work of certain departments and employees, monitor the implementation of projects, etc.);
• completion (things to be completed).

Now you need to choose two classifications that are most convenient and understandable for you, which can become the most effective tools for planning your working day.

For example, consider sorting cases by management area and process stage.

We make a table (see below). In the first column we enter the stages of the process, in the first line - the areas of management. In the cells at the intersection we have upcoming cases. It is also convenient to use various markers, marking events with certain letters and colors. You can indicate the desired time of the day with letters: U - morning, D - afternoon, B - evening. You can highlight the priority in different colors (red - very important, yellow - important, green - less important).

Table 1. Example of a planning matrix for management areas and process stages (with markers).

Areas of management/ Process steps	Financial management	Manufacturing control	Sales management	Marketing Management	Personnel Management
Initiation		Start the implementation of the program for the development of new recipes (meeting with the chief technologist and head of production) - U
Planning				Plan an action (a letter with a task statement to a marketer) - U
Execution					Approve the motivation system (work with documents) - D
	Report for 2 quarters sq.(work with documents) - D		Analysis of the results of participation in the exhibition (meeting) - U
The control	Report for 2 quarters sq.(work with documents) - D
Completion					Prepare a speech on the results of the idea contest (speech) - B

It is important to fill in such a matrix gradually during the day, as tasks arise. In finished form, the to-do matrix can be transferred to your assistant for making adjustments to the schedule for the next day, or you can do it yourself. Thus, instead of a chaotic to-do list, you will get a structured table, convenient and visual. It remains only to correlate them with certain days and hours.

Perhaps you will choose for yourself two other types of classification that are more suitable for you. In any case, planning in two planes at once is much more effective than compiling the usual long list of tasks that can hardly be squeezed into working hours.

Improve and develop your planning skills

It's no secret that successful planning requires certain skills. This is focusing on the main thing, building logical chains, setting priorities, flexibility of thinking, working with a large amount of information, a systematic vision of a holistic picture, etc. If there are changes in the schedule during the day, the ability to quickly and easily switch from one topic to another, sometimes unrelated to the previous one, will come in handy. In small and medium-sized companies, one can observe such a picture. The manager works with documents, focusing all his attention on a report containing important financial indicators for a certain period. And suddenly, for example, the head of the department comes into the office and, as in a well-known domestic comedy, raising his hands to the sky, he calls out: “Chief! Everything is lost!". After that, with difficulty restraining his excitement, he says that the work is on the verge of failure, that it is almost impossible to change anything, and that all hope is in the leader. You have to switch from a report to a department in a few seconds, analyze the situation and quickly make an effective management decision.

Can you develop day-to-day planning skills that will help you deal with unexpected changes in plans? Here is a series of simple exercises, the purpose of which is to learn how to effectively plan and navigate in the process of completing the tasks scheduled for the day. Each of them takes a few minutes in time (you can perform them, for example, in between complex tasks), and with more or less regular training, you can significantly increase your efficiency in task planning.

An exercise"Target". This exercise develops the ability to focus on one important thing. On a sheet of paper, draw a large target - like in a dash. Arrange the tasks of the upcoming day in random order in the circles of the target, leaving the dot in the center free. Cases that are more distant in time can be placed on the sheet outside the target area. The more different things and events you remember, the better. Now look at the center of the target and focus on one thing. Keep your attention on it for one minute. Then shift your gaze to the other entries on the sheet, as if you were watching from the side, thus giving yourself a little rest. Again, look at the center of the target, concentrating on some other thing, also for one minute. Thus, by alternating focusing on one thing with looking at many other things, you can train well in the ability to highlight the main thing and discard the secondary, which will allow you to quickly determine the primary and most important tasks when planning.

An exercise TV switch. This simple and well-known procedure in a psychological context is called the “button syndrome”. Mentally imagine that you have a TV remote control in your hands. Try to "switch" your thoughts from one topic to another - every time you press the button on an imaginary remote control. Choose the switching pace that is comfortable for you. At first, you can do it slowly, then gradually accelerate. Alternatively, you can alternate the duration of thinking things over. The main thing is that the “button on the remote control” means for you a signal to switch from topic to topic. In this way, you will learn how to quickly transfer attention from one issue to another without getting stuck in one topic for a long time.

An exercise"Link the words." Creative tasks require flexibility of thinking from the performer. The habit of thinking in standard terms is not the best helper for developing the optimal solution and is unlikely to achieve the desired results. Creativity and spontaneity are just as important components of an effective thought process as logic and consistency. These skills can be developed through play. The task is as follows: in a pair of words that are completely unrelated, you need to find something in common. First, you can make a list of pairs of words (5-6 pairs), then, in turn, try to find a common word in each. For example, "crocodile" and "ruler". What do they have in common? Alternatively, they can both be green. Such training develops the flexibility of thinking and helps to successfully find the best options for solving problems in the shortest possible time.

An exercise"Wood". Often, in order to properly prioritize, you need to plan all things according to the principle of importance or fundamentality: solid, on the basis of which all the rest are performed, and small, but also necessary. Draw a tree on a piece of paper - from roots to leaves. And distribute the tasks as follows: roots - basic, main priorities; trunk - strategic directions of development; branches - activities by areas of management or individual lines of business; leaves are specific tasks.

Having received a visual image of the information, proceed to further work - make clarifications, select personnel to work in certain areas, to perform specific tasks, etc.

Plan daily, constantly, develop your skills, improve your skills, invent new methods and methods. Let the planning process be a positive and creative experience for you. Good luck with your planning and business!

Working time is the time that any employee devotes to the performance of his labor function. Its duration is regulated by labor legislation.

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Working time planning is an integral part of its management, that is, time management. This fashionable word today means not just time management, but its effective planning to achieve the goals of the enterprise. After all, time is one of the resources that must be used rationally.

Why and who needs it?

Talking about time management is not entirely correct. Its course does not depend on human actions, it does not accelerate or slow down.

It is worth managing the use of this time. And for the enterprise it is important at all levels - from the head to ordinary employees. Efficient use of this resource directly affects labor productivity, and hence profits.

For any company, planning of working time is also important.

The number of employees of the enterprise, and hence the financial costs associated with personnel, depends on what fund of working time is required to perform production tasks.

Reasons for lack of time

Scarcity means lack. In our case - the lack of working time to complete the task assigned to a particular employee, department or enterprise as a whole.

The result may be a delay in the execution of the order and its adverse consequences. Most often, the lack of time is associated with the incompetence of the manager.

There are three groups of reasons leading to lack of time:

• personal qualities of the leader;
• manager's actions;
• independent reasons.

The personal qualities of the leader, leading to loss of time, can manifest themselves in such phenomena as:

• fussiness, that is, the hasty commission of erratic actions;
• constant haste;
• lack of proper rest due to the completion of the house.

Illiterate actions lead to the fact that there are:

• low or no motivation among employees;
• violation of communication;
• lack of ranking of cases according to the degree of importance;
• inability to delegate authority.

Reasons independent of the manager, leading to a lack of time for the manager and his subordinates, are:

• too many tasks, cases, assignments;
• unplanned events (time thieves).

These causes usually do not occur in isolation. They flow from one another.

The result is a vicious circle, out of which only correct and rational planning will allow. And control over the implementation of the planned activities and the time spent on them.

What tasks can be solved?

Planning is one of the tools for making various management decisions. It involves setting goals and identifying ways to achieve them. That is, this is a kind of opportunity to look into the future of the company and decide how exactly and for how long you can get there.

Planning and managing working time allows you to solve the following tasks:

• increasing the level of performance:
• control of actions and time spent on them;
• work schedule optimization;
• improving techniques for using time;
• elimination of time-inefficient types of activities;
• rational planning of the most important cases;
• clear separation of work and personal time.

Kinds

Time planning in an enterprise, like any planning, can be divided into types according to various criteria:

• by coverage (general and particular);
• by content (strategic, operational and current);
• by objects (personnel, production, financial);
• by periods (short-term, medium-term, long-term);
• possible changes (hard and flexible).

General fund planning

Planning the general fund is impossible without calculating the cost of working time. In order to understand how much this resource is required, various methods are used.

Then the working time must be normalized, that is, based on the results of cost calculations and scientifically based standards, to derive the optimal time for the manufacture of one unit of production or the completion of a task.

Rationing is the core of planning the general fund of time. It is on its basis that the number of required personnel, costs for, and incentive criteria are determined.

The general fund consists of:

• calendar;
• nominal (calendar without days off and holidays, but taking into account shortened pre-holiday days);
• effective (how much one employee worked in the planning period).

Individual

No less important than overall planning will be the time management of each employee.

Here it is important to know who to set a rigid schedule, and who knows how to plan his time as efficiently as possible. Still, there are a few important points.

For example, maintain a ratio of 60/40. That is, plan 60% of the working time for solving current problems, and leave 40% for unforeseen tasks and creative activity (two blocks of 20% each).

This and other important principles of planning individual working time were formulated by L. Seivert.

He did not single out fundamental differences between managers and specialists in terms of the efficiency of using working time. However, I would like to point out some aspects.

Leaders

For a leader, planning skills are especially important.

This is its function: to set goals, determine the time frame for achieving it and control the result, as well as delegate authority, getting rid of those tasks that specialists can perform.

Specialists

The specialist plans his time, based on the tasks set by the manager. For him great importance have self-discipline skills.

Planning of working time at the enterprise

Any plan must be recorded in writing, otherwise it does not exist. Electronic planning will help facilitate time management. The use of modern technology will not only allow you to visualize the to-do list.

Modern gadgets are able to remind their owners of important events.

General rules

• The plan must be drawn up in the evening and amended in the morning.
• All the cases included in the plan must be divided by time into short, medium and long-term.
• The volume of cases should be realistic, do not try to embrace the immensity.
• Record not only goals, but also expected results.
• Determine priorities.
• Set precise deadlines for completing each task.
• Delegate authority.
• Plans should be updated regularly.

What to include in the plan?

The plan must include absolutely all the things that have to be done during the day. This will ensure that nothing is missed in the next steps.

It is necessary to write down everything - from a meeting with the head, to congratulating a colleague on his birthday by corporate mail. You need to start with those that have the exact time: meetings, appointments, conferences, etc.

In addition to the assignments of the management, it is worth including those cases that contribute to career advancement. For example, advanced training or creative work on a project.

Prioritization

In order for time planning to be really effective, it is necessary to rank everything entered into the daily (weekly, monthly, etc.) according to their degree of importance and urgency. And then do it in descending order of importance.

Technology and methods

The most commonly used methods for prioritization and time planning are the Eisenhower Matrix and the Pareto Law.

Briefly, it looks like this:

• all cases are divided into important and urgent, important and non-urgent, less important and optional;
• most of the time (up to 80%) should be devoted to the most important and urgent;
• this must be done at the beginning of the working day.

Performance analysis

It is possible to check how efficiently any employee uses his working time mathematically. For this, various coefficients are used, for example, extensive use of time.

Its calculation formula looks like this:

Ke \u003d (general fund of time - breaks in work) / total fund of time.

The ideal value would be one. The more Ke differs from it, the more inefficiently working time is used.

• through the fault of the employee and for reasons beyond his control;
• for personal needs.

To do this, the desired value (in minutes) is substituted into the numerator of the formula, and the total fund of time remains in the denominator. Here the relationship is reversed. The closer this value is to one, the more irrationally the working time is spent.

Examples

Planning a working day, week or other period largely depends on the specifics of the profession. Especially if it involves elements of creativity.

Consider what you should pay attention to representatives of such professions as a legal adviser and a manager in the banking sector.

For a lawyer

A feature of this profession is participation in court hearings. Consequently, the work schedule necessarily includes a schedule of trials and procedural terms for the preparation of certain documents. These are the most important and urgent matters.

The time of meetings and negotiations with clients is coordinated based on the remaining free intervals. What remains as a result is spent on analytics and reporting.

The plan for the day will look something like this:

Time	Tough deadlines	Flexible Tasks
9-00	operational meeting
10-00		Write a report for the boss
11-00		View again the documents for process N
12-00	Court session in case N
13-00		Dinner
14-00		View supply contracts
15-00	Meeting with A, filing a claim
16-00	Prepare an appeal for a case
17-00		Check deadlines for procedural documents

For a bank manager

The working day of a bank loan manager will consist of several blocks:

• appointments tied to time;
• drawing up contracts based on the results of meetings;
• cold calls to expand the customer base;
• preparation of commercial offers, etc.

The day plan for such an employee may be as follows:

And a few last tips:

• When determining the importance of a task, it is worth asking yourself the question: “What will this give me?” And proceed with the execution only if the answer suits. If you don't like the answer, then you can probably postpone the task for the time being.
• First of all, in the morning, it is worth doing the most unpleasant, but important things.
• Large and complex tasks are best accomplished when broken down into small and easy ones.
• It is vital to give yourself a good rest from work.