Article Reservoir

Time boxing is a system of time management which
breaks down a long and complex task into smaller
pieces. Each piece of the task must be accomplished by
a specific deadline. In time boxing deadlines are not
flexible, but everything else in the project is.

In time boxing a large task is broken down into
several sections. Each section has specific guidelines
for its completion. When the boxes are first "laid
out", along with their deadlines, the project may be
very detailed. As each deadline approaches, if the
tasks first pinpointed in the time box are not near to
completion, certain aspects of those tasks may be
scraped.

One example of this type of time management system
might be to consider a script for a motion picture.
The scenes are laid out in boxes, with 5 or 6 scenes
to be completed at each deadline. As the deadline
approaches one of scenes may be dropped, in order to
finish the completion of that section of the project
on time.

Time boxing does not work in every instance. The key
element to this system of time management is the
deadline. In some cases if the deadline is not met,
the entire project is scraped as a result.

The system works best when a strict budget must be
adhered to, thus preventing the extending of
deadlines, in order to finish the work.

Order To Ensure Better Time Management

Learning time management skills often requires the
setting of long, medium and short term goals. When
evaluating the number of goals to be completed,
planning when, exactly how you will meet your specific
goals is one of the most important steps in the
process.

One example of a long term goal might be to build a
home of your own. Simply setting this goal is not
nearly enough. If you really hope to accomplish your
goal you must have a detailed plan in place to help
you achieve it.

Effective time management skills include setting
deadlines for when you will meet your entire goals, as
well as thinking through all of the small steps that
you will need to take along the way. This is the
planning process and it requires that you make
commitments to yourself, in order to meet your long
term goals.

If your goal is to build a house within the next two
years, then the next step is to detail all of things
you will need to do in order to accomplish that goal.

It is also important to set shorter deadlines for each
phase of this process. In this case some of the things
you might to need to accomplish in order to fulfill
your goal, and the deadlines you might apply could be
find a piece of land on which to build by December;
blueprints for the home complete by March; hire
contractors by June; purchase materials by July etc…
In this way you break down complicated, long term
goals into smaller, more manageable pieces.

When time is viewed as a non-renewable resource it
often becomes easier to understand the importance of
managing it wisely. As with any resource, there is a
direct relationship between the supply of, and the
demand for, that resource.

When there is an overabundance of time, it is more
easily wasted. Likewise, when there is a shortage of
the resource – in this case, of time – it becomes
necessary to more effectively manage even the smallest
amount of it.

Beginning to effectively manage time often begins with
a change in perspective regarding time. Each day
provides only a specific number of hours, minutes and
seconds, in which to accomplish goals, and complete
tasks.

When working under a deadline, then, every minute or
hour is considered a resource which one could feasibly
use to the full extent, in order to meet a specific
goal. The resource is non-renewable. Each moment or
hour that is used up is a percentage of a resource
which will not be replenished.

When there is a shortage of any resource it becomes
important to closely monitor its uses. Consider the
response to a shortage of water. Certain activities
are eliminated from use, such as watering plants,
whenever there is a state of draught.

Limited activities make the most use of the resources
available. The individual undertaking a time
management program then, will need to learn to
identify the ways in which even the smallest amount of
time is wasted, as well as to carefully oversee their
own limited supply of this valuable resource.

One popular method of time management that has proven
to be effective for many people is the posec method.
Posec stands for "Prioritize by organizing,
stream-line, economizing, and contributing."

To prioritize means to put first things first. The
Posec method is loosely based around Laslow?s theories
regarding the "Heirarchy of Needs". It gives the
individual a realistic tool for setting priorities as
they pertain to ones own unique needs and life goals.

Organizing involves making a plan to work on goals
that will help the individual feel more stable and
secure. (This is a plan for meeting the individuals
most basic needs, including food, clothing, shelter,
safety and especially for love and acceptance.)

Stream-lining applies to those "dirty" little jobs
that no-one wants to do, but everyone must do, such as
work and chores. (This involves managing and
maintaining one?s stability and security.)

Economizing refers to things that should be done, or
things that are enjoyable, but which also may not be
urgently in need of being done. (Lower on the list of
priorities.)

Contributing involves social contribution. What you
give back to the world (when other goals are met then
this becomes more feasible based on Laslows
understanding of the human psyche).

The posec method offers clear guidance for assisting
an individual in prioritizing goals. Theoretically
this method should encourage movement upward on the
"hierarchy" charts.

Since Laslows theories are intricately related to this
method of time management it is helpful if the
individual applying this method is familiar with his
research in regards to "the Heirarchy of Needs."

Time Management methods most often incorporate some
element of the goal setting process, as a key
ingredient for overall effective use of time. Whether
in the personal or professional realm, goal setting is
an important aspect in becoming a productive
individual, who effectively manages time.

When speaking of "goals" this term will include any
number of specific tasks which need to be completed,
from household chores to major business proposals.
Tasks to be performed are referred to as either short,
medium, or long term goals, depending on the available
time the individual has to complete them.

Short term goals may be thought of as daily goals.
These often include everyday chores, as well as
projects which need to be completed immediately. In
effective time management a list of short terms goals
is formulated, and each goal on that list is
completed, on a daily basis.

Medium term goals are often goals that need to be
completed within one week to one month of time.
Depending on the amount of time required to complete
the goal, a medium term may be broken up into smaller
pieces, to be accomplished daily. For instance, a
project which will take 6 to 7 hours to complete can
be broken into pieces, requiring only 1 hour per day.

Long term goals can reflect major undertakings, such
as obtaining a college degree, building a new home, or
any number of other such goals. These goals are broken
down into daily, weekly, monthly and even yearly
goals.

For instance, to obtain a college degree in 4 years
the individual will need to research financial
options, register for classes, take and pass specific
subjects, complete homework assignments etc… Long term
goals are best managed when broken down into small
sections, each one a step toward completion of the
final goal.

Time Management methods most often incorporate some
element of the goal setting process, as a key
ingredient for overall effective use of time. Whether
in the personal or professional realm, goal setting is
an important aspect in becoming a productive
individual, who effectively manages time.

When speaking of "goals" this term will include any
number of specific tasks which need to be completed,
from household chores to major business proposals.
Tasks to be performed are referred to as either short,
medium, or long term goals, depending on the available
time the individual has to complete them.

Short term goals may be thought of as daily goals.
These often include everyday chores, as well as
projects which need to be completed immediately. In
effective time management a list of short terms goals
is formulated, and each goal on that list is
completed, on a daily basis.

Medium term goals are often goals that need to be
completed within one week to one month of time.
Depending on the amount of time required to complete
the goal, a medium term may be broken up into smaller
pieces, to be accomplished daily. For instance, a
project which will take 6 to 7 hours to complete can
be broken into pieces, requiring only 1 hour per day.

Long term goals can reflect major undertakings, such
as obtaining a college degree, building a new home, or
any number of other such goals. These goals are broken
down into daily, weekly, monthly and even yearly
goals.

For instance, to obtain a college degree in 4 years
the individual will need to research financial
options, register for classes, take and pass specific
subjects, complete homework assignments etc… Long term
goals are best managed when broken down into small
sections, each one a step toward completion of the
final goal.

There are no hard and fast rules about what tools you
must own, if you are going to embark on a mission to
improve your time management skills. The following
simple tools, however, are inexpensive, and can help
make the process of tracking, planning and organizing
your time easier and less burdensome.

Time Monitor Journal- This resource comes in both the
digital and traditional varieties. It is useful in
helping you to monitor and record your own use of
time, in order to identify key areas for change.

While a special journal is not needed, you may find
that a ready made one saves you time in the long run,
by doing the majority of the work for you prior to the
actual recording of your activities.

Planner- Available in digital and traditional formats,
planners are wonderful for recording goals, making
notes, keeping track of appointments and more. A
planner is a must have to help you stay organized and
on target, when working toward your goals.

Select a planner that allows you enough room to keep
track of a number of appointments and daily goals, but
that is small enough so that you are able to carry it
with you at all times.

Organizer- These can be useful for planning a specific
project, or managing a number of projects all at the
same time. Digital and traditional versions of project
organizers are available that can help you stay on top
of the job.

One way that many people can increase their
productivity, and thereby improve upon their overall
time management skills is through learning to delegate
responsibilities to others. Whether in personal or
professional life "no man is an island unto himself."

When time constraints and looming deadlines threaten,
it is not the weak person, but the strong one, that
can assign some of the burden to others.

Many people with time management difficulties simply
have taken on too much. In one?s personal life it can
be difficult to say "no" and in one?s professional
life it can be downright impossible. An angry boss or
supervisor is not something anyone wants to deal with.
If you find yourself in a crunch that you can?t
possibly get out of, this may be the time when you
simply must call in the reinforcements.

Whenever possible a team approach to large projects
and difficult tasks should be adopted in the
professional world. While some people may have a
difficult time trusting others to carry their share of
the load, learning to delegate can be an important
step in to more effectively using your time.

Decide upon what skills you have, and which aspects of
the project are most suited to your own level of
ability and creativity. Assign smaller tasks, such as
running copies, doing research work, to others. This
frees up your time and energy to concentrate on the
more important aspects of the job.

At home tasks can be delegated to other family
members. Even the youngest child can learn to do some
chores, such as picking up toys, or putting towels on
a shelf.

By requiring children to share some of the burden of
household chores you are also teaching them to be
responsible, and helping them prepare for adulthood.

Pareto was an economist who theorized that 80 percent
of all problems result from 20 percent of all causes.
This may seem like a complex theory which is too
difficult to apply to such a thing as time management,
but the Pareto 80-20 rule, as it has come to be
termed, can be very beneficial when applied to problem
solving in any form.

One of the first steps in learning to effectively
utilize time is to identify repeated patterns in your
daily schedule that may be interfering with
productivity.

In looking over daily records of your time you may
notice certain blocks of time which are not being used
to their fullest. Once having identified these blocks
of time, you can begin to make changes in your daily
routine.

Pareto?s 80-20 rule basically means that if you can
identify and change only 20 percent of the causes of
problems in your current time management system, you
can subsequently fix 80 percent of those problems.

An example of this would be to identify only two 15
minute blocks of time in your normal day when you find
that you are being the least productive. By changing
the way you currently use these 2 small blocks of
time, theoretically you should be able to increase
your productivity by up to 80 percent.

Better time management does not mean giving up all
free time, or all the time you currently spend
relaxing, or enjoying your life. Instead it helps you
set priorities for managing time, eliminate wasted
time, and gain more control over how you use this
valuable resource.

Throughout the course of history mankind has sought to
develop new ways to record, track and make better use
of time. From the invention of the sundial to the
introduction of the modern calendar, the need to
responsibly understand and manage time has been a
concern to individuals, both in their professional and
personal lives, for thousands of years.

Modern methods of time management incorporate various
ways of recording time, to help an individual identify
barriers to the effective use of time. Long and short
term goal setting is encouraged. The term time
management also applies to any number of methods which
may be employed to help an individual organize and
prioritize the goals to be accomplished.

Popular methods of time management practiced in the
21st century include the Parento Analysis, the Posec
method, and Time Boxing, among a myriad of others.
Each method proposes its own unique system to help the
individual user manage time in a more orderly and
productive fashion.

Tools used in time management may include either
traditional or digital resources, such as planners,
organizers, andor calendars. Additionally, goal
setting outlines and specific formulas, which include
various methods for prioritizing and organizing goals,
are also used to assist in the effective management of
time.

Time management techniques may also assist individuals
in pinpointing and eliminating habits that interfere
with the productive use of time.

At the same time, many methods provide insight into
the development of new and better habits, which
increase the rate of performance, and the ability of
the individual to achieve goals on a regular basis.