5 methods to improve Time Management in your company

Published on 12/04/2024

5 methods to improve Time Management in your company

Published on 12/04/2024
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5 methods to improve Time Management in your company

Once we have identified the problems and weaknesses in the organization, we need to take the necessary steps to achieve the solutions we desire and improve your Time Management in your company. This will result in increased productivity, which is ultimately what we aim for and what will lead to improvement in the final outcomes.

Measures to help increase productivity and Time Management

Simple steps are the beginning of this process of improving business productivity and your Time Control:

Utilizing appropriate methods and systems that allow us to be more efficient.

SOLUTION: Implementing more productive methodologies

  • To avoid procrastination.
  • To improve our ability to finish tasks.

Knowing where we are and analyzing the situation to know where we are heading.

SOLUTION: Using feedback tools and processes.

  • To identify improvement opportunities.
  • To improve our time management.

Managing personal time by avoiding interruptions.

SOLUTION: Eliminating interruptions and presenteeism.

  • To enhance our productivity.
  • To achieve greater satisfaction and more time for personal life.

Methodologies to employ in the improvement process to Time Management

We have selected five methods that are easy to implement and assimilate and can be used to solve the detected problems and optimize your Time Management (Time Control) in your company: GTD, Gantt Chart, Quick Wins, Scrum, and Pomodoro.

The GTD method

It is a method for managing activities and the title of a book by David Allen. Allen focuses on creating specific task lists (e.g., phone call list) and advocates storing each task in specific “buckets” (agendas, PDAs, recorders, notebooks, etc.). Once stored, we can remove these tasks from our mind to pick them up later and process them. Allen’s method is divided into several phases:

1) Processing: involves storing and processing tasks according to a specific order. To do this:

  •  Always start from the beginning.
  • Do not process more than one task at a time.
  • Do not return any task to the bucket.
  • If a task requires action, Allen suggests the following rules:
  • If it takes less than 2 minutes, do it now, don’t leave it for later.
  • If it’s not your task, delegate it.

If a task does not require action: archive it, discard it, or quarantine it if you cannot perform it now.

2) Organizing: once processed, tasks must be organized into different folders. For example, the following can be used:

  • Next actions: for tasks you are going to carry out imminently.
  • Projects: for all tasks that require more than one action. This list should be reviewed periodically.
  • On hold: for tasks you have delegated and require your attention.
  • Someday: for those you would like to do but cannot do right now.

3) Review:

Do it periodically with all the folders and their contents. Users with a Gmail account can use labels to create lists and projects, with this simple trick they will still save more time.

The GTD method helps in your Time Management us in:

Activity management.

Freeing our mind, thanks to written lists that make it easier for us not to have to remember so much information.

A quick and graphic view of our situation, by the distribution in cubes of the method itself.

The Gantt Chart

This graphical tool allows showing the time dedicated to tasks or projects over time. Gantt charts can be created with Excel, but there are other tools like Gantt Project, Kplato, or Smartsheet (an online tool) that may be more comprehensive.

Thanks to the Gantt Chart, we can have control over aspects such as:

  • Project planning.
  • Cost calculation.
  • Deviation forecast.

The Quick Wins Method

This method refers to the strategy of carrying out all those actions and decisions that can be made quickly, with the certainty that they are the correct ones.

Using this method allows achieving:

  • Identification of improvements.
  • Quick implementation.
  • Consensus.

Scrum

Scrum is a reference model that defines a set of practices and roles, which can be taken as a starting point to define the development process that will be executed during a project.

The main roles in Scrum are the Scrum Master, who maintains the processes and works similar to the project manager, the Product Owner, who represents stakeholders (external or internal interested parties), and the Team, which includes developers.

The tools that can be used in this method are:

–  Measurement software, which provides:

  • Time awareness
  • Valued reporting
  • Cost/Benefit

– Evaluation systems, at three levels:

  • Performance evaluation
  • External evaluations
  • Internal evaluations

– Productivity software, such as:

  • Office suite
  • Communication
  • Documentation
  • Internal evaluations

– Productivity software, such as:

  •  Office suite
  •  Communication
  • Documentation

Scrum allows time compression based on “sprints.” It will always be focused on software development management, being applicable to cyclical projects.

Pomodoro

The Pomodoro Technique is a method for time management that relies on using a clock to divide the time spent on a task into intervals of 25 minutes (called “pomodoros”) separated by breaks.

The method is based on the idea that frequent breaks can improve mental ability.

The advantages of using this technique are reflected in:

  •  Time calculations: in activities, projects, and also in personal matters.
  •  Tools and methods: the pomodoros foster the necessary isolation for concentration while offering flexibility.
  • Time compression: which entails fewer interruptions, therefore more personal time. In short, something similar to what is known as European working hours.

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