Time Management-Use Your Energy Efficiently
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This document discusses time management and using your energy efficiently. It explains that it is important to understand your circadian rhythms and whether you are a morning or night person when scheduling tasks. Morning persons should schedule tasks requiring focus in the early hours, while night persons should schedule these tasks later in the day. It provides time ranges for optimal cognitive tasks, short term memory tasks, long term memory tasks, and manual dexterity based on being a morning or night person. An example is given of a project manager who was not scheduling tasks according to his biological clock as a morning person.
Time Management-Use Your Energy Efficiently
- 1. Time Management Use Your Energy Efficiently
- 2. What is time management? Why? Urgent and important matrix Action priority matrix Components of time management Time management techniques Tools for time management Technology and time management Time management skills Role of managers in inculcating time management skills in employees Time management in corporate Practicing time management at workplace Managing interruptions Relationship between stress and time management Time management tips Use Your Energy Efficiently
- 3. Use Your Energy Efficiently › For effective time management, it is crucial that you should take into consideration the energy levels of the person. › Energy levels of a person are important because a person can work efficiently and quickly only when he has enough energy to concentrate on the task. › Also, the right amount of energy would help a person work efficiently and quickly with optimum mental and physical energy. › levels through the day, you should ask yourself the following question: At what time of the day do you feel most energetic?
- 4. Night Person Morning Person
- 5. Morning or Night Person › Observe your energy levels for a few days. › Schedule the tasks when you have the energy level to match that particular task.
- 6. Cont. … If you are a ‘morning person’, › Schedule tasks that require focus in the early hours of the day. If you are a ‘night person’, › Tasks that require focus should be scheduled later on towards the end of the day.
- 7. Understand Your Biological Clock
- 8. Understand Your Biological Clocks - Circadian Rhythms - Body Clocks › Biological clocks are regulate many functions and activities, including sleep, temperature, metabolism, alertness, blood pressure, heart rate, hormone levels and immunities.
- 9. Cont. … › The ‘biological clock’ decides how of your body works and the variance of energy levels for different types of people at different times of the day.
- 10. The sunlight at each morning resets these Circadian Rhythms.
- 11. Cont. … › These time periods have been described for a ‘morning person’. Please keep in mind that if you are a ‘night owl’, then you should shift these times about 3-4 hours later in the day.
- 12. Cognitive Tasks › Cognitive or mental tasks such as: 1. Reading 2. Calculating 3. problem solving › 8 a.m. - 12 noon for morning person. › 3-4 hours later in the day for night person.
- 13. Short Term Memory › Short term memory tasks such as: 1. last minute reviewing for tests › 6 a.m. - 10 a.m. for morning person. › 3-4 hours later in the day for night person.
- 14. Long Term Memory › Longer term Memory tasks such as 1. memorizing speeches and information › 1 p.m. – 4 p.m. for morning person. › 3-4 hours later in the day for night person.
- 15. Manual Dexterity › Manual Dexterity is someone's ability to use the hands to perform a difficult actions skillfully and quickly so that it looks easy › You will be efficiently able to use of your hands in keyboarding and carpentry in the afternoon and early evening. › 2 p.m. to 6 p.m. for morning person. › 3-4 hours later in the day for night person.
- 16. Real Life Example Let us now look at a real life example to understand the role of biological clocks in time management.
- 17. Peter is a Project Manager in Globus Inc. Peter is a morning person.
- 18. Peter is responsible for analyzing the proposals that Globus receives from its prospective clients.
- 19. Peter is busy almost throughout the day and so he keeps the analysis of the proposals towards the end of the day.
- 20. Peter forgot that he is a morning person
- 21. Peter should obey to his biological clock rather than challenging it.
- 22. Peter should start analyzing the proposals in the early morning after he comes into work and has completed his daily routine of morning tea, greeting others and checking mails.
Editor's Notes
- #5: A ‘Morning Person’ He would feel most energetic in the early hours of the day. A ‘Night Person’ He would feel most energetic towards the end of the day.
- #11: Your body cycles through several metabolic and chemical changes in about every 24 hours. It is these cycles that determine whether you are a “Morning Person” or a “Night Owl”. It is a well known fact that to maximize your efficiency you should work with your body cycles and not against them. So, instead of fighting these natural rhythms, you should learn to work with these natural rhythms. You can make more efficient use of your time by scheduling certain activities at certain times of the day. There are a few time periods at which certain brain functions are efficient.
- #18: He is most active in the mornings and feels energetic and alert in the mornings.
- #19: It is Peter’s responsibility to go through the proposals, analyze the client’s requirements and gather together information that can help the Proposal Writer to respond with an apt proposal to the client.
- #20: However, towards the end of the day, Peter is tired and exhausted after a whole day’s work and running around from one meeting to another. His energy levels are at the lowest and his brain is tired and overworked. He is just not active and alert enough to understand the requirements easily and analyze them. As a result, Peter spends longer hours than he would normally do trying to analyze the proposals.
- #21: Thus, you can see that the best way that Peter can manage his time well is by following his biological clock. He is a morning person and so he should keep tasks that require focus in the mornings. So, Peter should schedule all cognitive, analysis, memory and problem-solving tasks in the morning between 8 a.m. to 12 noon.
- #22: Thus, you can see that the best way that Peter can manage his time well is by following his biological clock. He is a morning person and so he should keep tasks that require focus in the mornings. So, Peter should schedule all cognitive, analysis, memory and problem-solving tasks in the morning between 8 a.m. to 12 noon.
- #23: By following this habit, Peter would be able to work on the proposals when he is most energetic and active and also block out a fixed time slot each day to work on the proposals. Moreover, he can then use the rest of the day to work on less mental tasks that require lesser mental focus and energy. So, it is crucial for effective time management that you should learn to work in sync with your biological clock.