Effective Task Management

Four (4) Classification of Tasks

There are four (4) classifications of tasks. This will serve as your guide to manage your time at work effectively. Time management is all about organizing your tasks using your calendar. If you are to make a list of your daily tasks, you can categorize them based on following:

1.      Urgent and Important – These are the tasks that you don’t have in your Calendar and are not in your daily routine. It is something that cannot be scheduled because you don’t know when you will receive these tasks. It means that when you received an Urgent and Important task, you have to set aside whatever you are currently doing to finish the Urgent and important task. You can go back to the previous task once you are done with the Urgent and Important.

2.      Urgent but not Important – These are the tasks may not be important to you because it is something beyond your scope, or something that you can delegate. If it is something that you can delegate, then it should be removed from your list. Have someone do it for you.

3.  Not Urgent but Important – These are your daily scheduled tasks. Since these are already part of your daily routine at work, it would be best if you already have it saved in your calendar.  If you have not done yet, please do so. In case that you received an Urgent Important task while working on your Not Urgent but Important task, you can easily move it at a later time to finish your Urgent Important task first. In this way you can monitor and you can set a reminder that you still have a pending task to finish. Some examples of your daily tasks are: Scheduled meeting, scheduled conference call, Daily Report, Weekly Report, etc.

4. Not Important and Not Urgent – These are the tasks that you do outside working hours but it can be useful for you to be more effective and efficient  at work. (Example: Small talks with your colleagues, unscheduled training and seminar, breathe, relax, stretch etc.) If you are already managing your time effectively, there are chances that you will have an extra hour to make a small talk with your colleagues to know them better. This might be the best time to listen to your people. Since they are your front-liners, they might have something to share and just waiting to be heard.

 
Now, it's time to analyze your tasks. Your calendar must have the Not Urgent but Important. You must at least save a few hours in your calendar for your Urgent and Important tasks. If you don't have an Urgent and Important task for the day, you can replace it with Not Important and Not Urgent tasks. If you see that 8 hours per day is not enough, think again. Maybe it's time to delegate some of your tasks to someone else. You don't want to work for more than 8 hours and spend less time with your family or less time to sleep. 

Other blogs: 
Ways to Eliminate Stress: Effective Time Management
Process of Home Selling: Home Selling Made Easy
 

Queens Realty, Inc.
86-30 108th Street Richmond Hill, NY 11418
Phone: 718.839.4631 Fax: 718.849.6041
Email: queensrealtyinc@gmail.com
Website: www.queensrealtyinc.com

Effective Time Management

They always say that “Time is Money”. We are all equally provided with a 24 hours a day, 7 days a week to manage; no exception! The question is how do you manage your time? How’s your work-life balance? Is it really balanced? How much time do you spend with your work and with your family? How much time do you spend for yourself? The first key to eliminate stress is to manage your time effectively. 

Let’s say you spend nine (9) hours at work; five (5) days per week. You may have 2 days off: one (1) day for your family and one (1) day for yourself.  You spend nine (9) hours at work, two (2) hours to prepare for work, (1) hour on the road, eight (8) hours to sleep and maybe (4) hours to spend with your family and friends. This is how you spend your 24 hours per day in this example. If this schedules is being followed precisely, congratulations! You are doing well with managing your time and you are a certified stress-free. Stress starts if you spend more time than what you should be, because you will have to make up for something else. Remember, you only have 24 hours to spend per day. No more; no less. 

If you worked (2) hours overtime, you need to take those 2 hours away from either your sleeping or your family or friends. That means someone must sacrifice in exchange to your exceeded hours. Working beyond the working hours may give your boss an impression that you are dedicated at work. But in reality someone has to pay for your exceeded hours. You are not working efficiently because you were not able to manage your time effectively. 

 

There are four (4) classifications of tasks. If you are to make a list of your daily tasks, you can categorize them based on the illustration. See Four (4) Classification of tasks to give you a detailed explanation of these tasks.

  

Now that you know the 4 classifications of tasks, the next step is to update your calendar to see if eight (8) hours a day, (5) days a week is already enough for you to manage all your tasks. Make sure that you spare an extra hour for your Urgent and Important tasks since these are not in your calendar. If you feel that it is really not enough, it would be best if you find someone to delegate your other tasks. Remember that your main goal is to eliminate your stress. You don’t want to take a few hours away from your family or to yourself. 

Other blogs: 
Ways to Eliminate Stress: Effective Task Management
Process of Home Selling: Home Selling Made Easy
 

Queens Realty, Inc.
86-30 108th Street Richmond Hill, NY 11418
Phone: 718.839.4631 Fax: 718.849.6041
Email: queensrealtyinc@gmail.com
Website: www.queensrealtyinc.com