Only if priorities on items in your current workload change significantly can you of tasks that are genuinely important but don't yet have a close-in deadline. If you find yourself firefighting on a regular basis, it may well be that you are not. A well-structured workload is key to good time management and will Find out how to prioritise tasks. Set realistic deadlines for your tasks. Learn how to prioritize your projects when every project is as equally To help you manage your team's workload and hit deadlines, here are 6 The next step is to see if you have any tasks that need immediate attention.
Being well prepared for essential meetings and appointments will help you to save time. How many times have you attended meetings without a clear idea of what it is about, or without having read the necessary documentation beforehand?
It's probably a safe bet that those very same meetings were unproductive which probably led to a follow up meeting. If, on the other hand, you take the time to prepare for each scheduled appointment then it will be a success.How to Prioritize at Work
Decisions can be made and actions assigned only if you have clear thoughts on the issue and are aware of what's going on. Of all the things that are knocking your balance, deadlines are probably having the biggest effect.
And it is probably the most difficult thing for you to change.
Organising your projects in terms of priority and not just the closeness of the deadline will help you to keep a balance. What if the deadline is just downright impossible, though? In that case, you should reason with your superiors to get the deadline extended. Failing that, forcefully requesting more resources to achieve the task will make the deadline more practical.
You could also consider getting the Deliverable altered so as to be more achievable, even if the due date doesn't change. Your only remaining weapon is just to make it clear from the start that the deadline is impossible, although as a dedicated worker you will of course put your all into it. Being organized in terms of communications is also vital. Paperwork can easily get out of hand. A simple and effective system is necessary here. Anything else can be thrown away.
Taking immediate action when you receive paperwork is vital to being organized.
Sort your paperwork into the appropriate folder and schedule time to deal with the folders regularly. Emails can be equally cumbersome. Studies have shown that keeping email programs open is actually disruptive to efficiency. Rather, you should check emails regularly five or six times a day and deal with the incoming emails appropriately.
Having separate folders in your inbox for different types of emails will keep you organized. Telephone calls can easily waste your time. Rather than waiting on hold, it is wise to find out an appropriate time to call someone, or even request that they call you. You could even schedule a specific time to call someone to avoid the problems of missed calls.
You should also make sure that secretarial staff are aware of how to deal with calls. They should know when to refer the calls to your colleagues, and when it is appropriate to take a message rather than put the call through to you.
By prioritizing a task or two, your employees can easily manage time and postpone other less important tasks to be accomplished later.
Tips for Time Management and Balancing a Busy Workload
Ask the Manager to Prioritize A good communication with your immediate manager to understand the job scope, urgent business requirements always help you to be prepared for such urgencies at work.
When the employees have enormous stacks of immediate tasks to be neatly accomplished at the same time, seek help from your manager to decide on the ones most important and those which could wait for sometime. A manager in turn is required to be understanding and co-operative of the work deadline and support efforts of the team to accomplish the targeted deadline.
Stay Flexible and Accept the Changes It is important to realize that priorities can change at any point of time, over an email dialogue or a business conversation and employees are required to be prepared for sudden urgent business needs. If the workers have enormous workload to accomplish, remind the company that it needs a flexible worker, who is able to prioritize things and postpone some at a later point in time.
Seek for Help If you see the employees are increasingly burdened with pressures and deadlines, ask them to seek help from a senior manager or at times, colleagues from other department who have the ability grasp quickly and learn can be great problem solvers.
During such testing times, collaboration between employees is even greater and they are more engaged at work to work in tandem and accomplish remarkable feats of success.
How do I prioritise my workload?
However, if the deadlines stated are utmost unreasonable and difficult to accomplish, then ask the manager to set clearer expectations and priorities, before the employees go beserk and crazy at work with erratic working schedules. For example, reading trade journals and newsletters is a useful thing to do if you have time. However, if a pile of these has accumulated, all still waiting to be read, and some of them are now several months old, they could probably be discarded without causing any impact whatsoever.
The bee is praised. The mosquito is swatted. However, instead of Quadrant 2 tasks being next, Quadrant 3 urgent but not important tasks consistently jump the queue ahead of the Important Quadrant 2 tasks. An ignored Quadrant 2 task has the potential to become a crisis and move into Quadrant 1, displacing everything else. If, however, the task had been addressed earlier, before it became urgent, the crisis would have been avoided. If you find yourself firefighting on a regular basis, it may well be that you are not giving Quadrant 2 tasks sufficient importance in your daily work allocation.
The question to ask yourself in order to determine the importance of a task is: Your time horizon How far ahead do you need to look when assembling your list of tasks and fitting them into the appropriate quadrant? In your job, you need to consider a time horizon. Just how far out do you look each day? And how far out should you be looking?
How to Help Employees Prioritise and Meet Urgent Deadlines at Work? - HR in ASIA
For someone working on a customer service desk, it is not much further than the next call. For a team leader, it might be a couple of weeks. The higher up the management structure, the more distant the time horizon and the tasks connected with it you need to be considering.
The CEO of a large corporation might be looking 20 years ahead. Story There is a story about a seminar leader who placed a large jar on a table.
By the side of the jar he placed a bucket of gravel, a bucket of sand, a bucket of beer, and three big rocks.