Draft weekly work schedule for the head of a commercial organization. Effective planning and organization of the working day: methods, rules and why it is important

Sometimes it may seem that 24 hours a day is sorely not enough to get everything done. A correctly drawn up daily routine will allow you to clearly plan your day so that there is still free time left.

What do you need to know if you don’t know how to create a daily routine?

There are four basic rules. First, plan your future day in the evening. It’s good to do this schematically and put the sheet in a visible place. This way you can save time. How to manage everything? Here is a sample daily routine:

7.00 - rise.
7.00-8.00 - morning exercises, hygiene procedures, breakfast.
8.00-12.00 - work.
12.00-13.00 - lunch, rest.
13.00-17.00 - work
17.00-19.00 - sports.
19.00-20.00 - dinner.
20.00-22.00 - personal time, family time the next day.
22.00 - going to bed.

Secondly, plan only those tasks that you enjoy doing. If you do something you don't like, you will quickly get tired and begin to experience discomfort. Thirdly, set your priorities correctly. Get yourself a diary (dated) and write things there in order of importance. For example:

Problems that require immediate solutions.
Important, but not very urgent matters.
Tasks that can be completed another day. A dated diary is necessary not only for setting goals, but also for various ideas that come to your mind. It is impossible to remember everything, but this method will allow you not to miss important thoughts.

Fourthly, find time to relax - this is a must. However, if there are still unfulfilled tasks, try to solve them on the day off, since tomorrow you will be back at work.

Time is money

Everyone knows how to make money business man. But how to manage time - only a few. There is even a special science - time management. It is taught by those who do not know how to create a daily routine so that time works for a person, and not vice versa. You need to start by analyzing and identifying holes into which useless time is leaking. It may only be ten to fifteen minutes. However, even these are important. They may not be enough to complete the tasks assigned for the day. The second thing you need to do is outline your goals: both short-term and long-term. It is clearly formulated desires that move a person towards their achievement. Otherwise, success will not come. After this, you can plan your time. There are seven very effective tips that will help you cope with the task:

The 70/30 principle. It is impossible to plan the whole day. Set aside 70% of your time and schedule tasks. Leave the remaining 30% for unforeseen circumstances and force majeure.
Today - for tomorrow. Don't be lazy in in writing make up the future. This will allow you to manage your time wisely and arrive at your scheduled meetings without being late. At the end of the business list, you can write praiseworthy phrases: “You did great! But don’t relax!” or “Keep it up! But there’s still a lot to do!” They will motivate you to solve your problems.
Remember that the main activity occurs in the morning, so try to plan most of your activities for the pre-lunch time. It becomes easier psychologically when you realize that half of the assigned tasks have already been completed, and there is still a whole day ahead. Then lunch time can be devoted to short rest and personal calls. And after the meal, spend a couple of not very important business negotiations or a small meeting.
Take breaks! Be sure to rest every hour for 10-15 minutes. This method will allow you to work more productively and not get tired ahead of time. In moments of relaxation, you don’t have to lie on the sofa or smoke in the toilet. Use this time profitably: do a warm-up, water the flowers, rearrange folders on the shelf, read the press or get some fresh air.
Be realistic about your capabilities. You will waste a lot of time and health on achieving unattainable goals. Set yourself tasks that you can definitely solve.
Always clean up your work area at the end of the working day. This will help save you a lot of time in the future and will allow you to put your thoughts in order. Always keep important things in the same place and within easy reach.
Get rid of those things that you don't need. A person is used to leaving things “for later”, in case they come in handy. Look around you, if you haven’t used something for several months, without a doubt throw it in the trash.

To plan your time, you can keep a diary, notepad or regular notebook. Write down goals and objectives, thoughts and ideas there. And be sure to create your daily routine. A successful person can be seen from afar!

Owl or lark: does it matter?

Scientists have long divided people into two categories, depending on the degree of their productivity in different time days. These are the last ones to wake up easily in the morning. In the early hours they are cheerful and active, but by the evening they are tired and cannot exercise important matters. Owls, on the contrary, have difficulty waking up, and their maximum activity is achieved in the evening and at night. Obviously, when planning a daily routine, it is necessary to take into account the person’s psychotype. And, for example, important meetings for night owls should not be scheduled in the morning.

However, in modern world"early people" have an easier time, since basically all work in the office or production begins early in the morning. Scientists are confident that any person, in principle, with a strong desire, can change their biorhythms. Each of us is capable of turning from a “night owl” into a “lark”. However, this will require willpower, patience and the ability to adhere to certain rules in achieving the goal.

The biological clock

Regardless of what biological type a person belongs to, he is in any case subject to the basic laws of nature. And they say that at different times our body behaves differently. And in order to use time correctly, getting everything done, you need to know about it. The biological clock begins its work long before you wake up. It looks something like this:

4 o'clock in the morning. The body is preparing to awaken, cortisone, a stress hormone, is released into the blood. This time is dangerous, as there is a high probability of heart attacks, exacerbation of chronic diseases, bronchial asthma, etc.
5.00-6.00. Metabolism is activated, blood sugar and amino acid levels increase - the body “starts” the work of all systems.
7.00. An excellent time for breakfast, as food is easily and quickly converted into energy.
8.00. The daily peak of the pain threshold is reached. At this hour, toothaches intensify, the head hurts with particular force, and the bones ache. It is better to reschedule your appointment with the dentist until the afternoon, when the unpleasant syndromes will not be as pronounced.
9.00-12.00. By this time, energy reaches its maximum, the brain works well, blood circulation increases - the optimal period for fruitful work: both mental and physical.
12.00-13.00. Lunch time. The stomach digests food well, but brain activity is noticeably reduced. The body begins to require rest.
14.00. Performance is still reduced. However this best time for dental treatment.
15.00-17.00. Blood pressure rises again, mental processes are activated, and a peak in performance is observed.
18.00. Optimal time for dinner so that the body has time to digest the food before bed.
19.00-20.00. This watch is ideal for taking antibiotics. Nervous system most sensitive. The watch is intended for quiet family affairs or friendly gatherings.
21.00. This period is suitable for memorizing a large amount of information, since the brain is tuned to memorization.
22.00. A great time to fall asleep. The body is adjusted to restore strength and energy for the next day. If you fall asleep now, sound and healthy sleep provided for you.
23.00-1.00. Metabolic activity decreases, pulse slows, breathing is even. Deep dream.
2.00. At this time, you may feel cold, as the body becomes especially sensitive to lower temperatures.
3.00. The hour when suicides most often occur. People have depressive thoughts. Better go to bed if you haven't already.

Plan your daily routine taking into account your biological clock. Then everything will work out for you!

The Jack Dorsey Experience

Jack Dorsey is a successful entrepreneur and founder social network Twitter. At the same time, he serves as director of the world-famous company Squer. How does he manage to combine work and leisure? It is likely that few people will like the daily routine of a businessman. But Jack's experience is truly impressive. He works 8 hours at each job, that is, 16 hours a day. However, only from Monday to Friday. He leaves the remaining two days for rest. Its success lies in the fact that it is thematic plan work for every day, which he strictly adheres to. At the same time, he performs the assigned tasks in both companies. A manager's working day looks something like this:

On Monday he deals with administration and management.
Tuesday is dedicated to manufactured products.
On Wednesday, Jack is busy with marketing and public relations.
Thursday is aimed at establishing and maintaining connections with business partners.
On Friday, new employees are recruited and general organizational issues are resolved.

Of course, the daily routine successful person very reminiscent of a workaholic's schedule. However, he always finds time for walks in the fresh air and relaxation.

Daily routine of a successful person. Example: Winston Churchill on working at home

Everyone understands that Winston Churchill, as head of the British government, had irregular working hours. However, despite everything, he managed to keep up with everything and stick to his daily routine. You will be surprised, but waking up at half past seven in the morning, Winston was in no hurry to get out of bed: lying down, he read the latest press, had breakfast, sorted out his mail and even gave out the first instructions to his secretary. And only at eleven o’clock Churchill got up, went to wash, get dressed and went down to the garden to take a walk in the open air.

Lunch for the leader of the country was served at approximately one o'clock in the afternoon. All family members were invited to the feast. Within an hour, Winston could easily communicate with them and enjoy the company of loved ones. After such a pastime, he began his duties with renewed vigor. Not a single day of Winston Churchill's work passed without a long nap. And at eight o’clock the family and invited guests gathered again for dinner. After this, Winston closed himself in his office again and worked for several hours in a row. Thus, the head of the British government managed to combine work with personal communication with family and friends. And this certainly made him a person not only successful, but also happy.

Daily routine for working from home

The daily routine of a businessman working from home is extremely important. The nature of some people's work allows them to work remotely, without even leaving home. As a rule, such employees are not used to spending time planning their workday, although this would be very useful for them. Often they work at home without any routine: they sit at the computer until late at night, then wake up late in the afternoon, exhausted and lethargic. Such workers are unlikely to ever become successful. It's another matter if you stick to proper routine day, you can achieve success in your work. And also be happy in your personal life and at the same time maintain your health. Here's an example of how to create a daily routine:

You need to get up early, no later than 7 am. Take five minutes after waking up morning exercises, take a shower and have a hearty breakfast. After this, you should not immediately rush to work. Rest a little more, let your body wake up and get into a working mood.
You can work from 9 to 12. Do things that require mental stress, as at this time your memory is activated, your performance improves and your brain works better.
12.00-14.00 - devote these two hours to preparing lunch, eating and afternoon rest.
Afterwards you can start working again, but no later than 18:00.
From 18 to 20 pm, devote yourself to those activities that bring you pleasure: walks in the fresh air, activities with children, reading fiction etc.
At 20.00 you can have dinner with the whole family and gather around the TV to watch an interesting film.
You need to go to bed no later than 22:00, because the next day you will have to get up early again.

As you can see, a total of 6-8 hours were devoted to the work. However, it is your daily routine that will allow you to perform it effectively and without compromising your health and personal life.

How to fall asleep quickly?

It is obvious that adequate and sound sleep affects our activity throughout the day. Therefore, it is important to go to bed on time and be able to fall asleep. Follow these tips:

Read an interesting book before bed. This is much more useful than watching TV or searching for news on the Internet. While reading, the brain relaxes and it is easier for a person to fall asleep.
Stop exercising a few hours before your desired sleep time. This is necessary so that blood pressure returns to normal, muscle activity decreases and the body is ready to rest.
Walking in the fresh air will have a beneficial effect on the time it takes to fall asleep.
Don't eat heavy food before bed.
Before going to bed, ventilate the room thoroughly.
Always wake up at the same time in the morning, even if you still want to take a nap.

It is obvious that a well-slept and well-rested person looks healthy. He is cheerful, cheerful and determined to solve assigned tasks productively during the working day.

A housewife is also a person

If it seems to you that a woman who sits at home with or without children does nothing, then you are deeply mistaken. In order to understand how busy a housewife’s every day is, you only need to be in her shoes once. Therefore, planning time is as important for her as the daily routine of a successful person. This will help you find at least a couple of hours for personal matters and not become a slave household. In order to systematize her work at least a little, a woman is asked to keep special records. The table below shows how planned activities should be ranked.

As you can see, you need to make a plan for important and not so important things for every day. They will be performed regardless of daily duties such as cooking, washing dishes, walking a pet, and so on. Cleaning the entire apartment every day, you quickly get tired of doing everything superficially. We suggest you pay attention to one room per day. However, this must be done carefully and responsibly. This way you will kill two birds with one stone - you practically won’t have to do anything general cleaning and you won’t get as tired as you would from cleaning the entire apartment as a whole.

Let small tasks include goals such as changing bed linens, replanting flowers, and more. Also try to complete your daily duties chronological order. This way you will reduce the time it takes to solve them. For example, when you get up in the morning, first make your beds, and then start preparing breakfast. Wash dirty dishes immediately after eating, rather than saving them all day (unless you have a dishwasher).

Remember! You must have at least one day off. Don't plan anything big for Saturday and Sunday. Write down on your schedule the things you can do with your family. For example, going to the grocery store. Be sure to involve your household members in the work and do not hesitate to ask your husband for help. Fill out this table for the week ahead. Then you will learn to systematize your life and be able to find time for walks with friends, shopping for clothes and other pleasant things.

Work - time, fun - hour

It is impossible to work without a break. Even a business person needs to take at least one day off. We will show you how to spend it to the benefit of yourself and your family:

A working person spends too much time in the office or study. Because he simply needs forays into Fresh air. A day off is the best time for this! Go with your friends for a picnic in the nearest forest. Pick berries or mushrooms. In the summer, be sure to go to the beach by the lake or sea. Take a boat trip on a catamaran or boat. Play beach volleyball or rent bicycles. Whatever you do, it will certainly benefit you.
On weekends, the city often hosts various kinds of fairs, festivities, or just small themed parties in the park. There you can take part in competitions, enjoy the performances of actors, listen to live music, eat cotton candy or popcorn, meet old friends.
The cinema is also a great excuse to relieve the stress of the past busy week. Choose a movie that will interest the whole family. And after the cinema, you can go to the nearest cafe and treat yourself to delicious pizza or ice cream.
If you're unlucky with the weather over the weekend, you can stay home and play Board games. Or watch your favorite show. Reading interesting book will also bring a lot of pleasure.
You can plan a shopping trip for the weekend. And to prevent it from looking too mundane, assign each family member to be responsible for a specific department in the retail facility. And order him to strictly adhere to the shopping list.
Saturday and Sunday are wonderful times to receive guests. And, of course, don’t forget about your parents. They also need your attention and care.

If you are a business person, do not neglect rest. Be sure to plan your day off. This will allow you not only to maintain your nerves and health, but also to begin the next one with new strength and fresh thoughts. working week. Thus, in order to achieve the intended result, you need to learn how to manage your time. Your daily routine and how many tasks you have time to solve largely depend on how competently you can plan your time.

To do this, get yourself a diary and be sure to create a regime that you will strictly adhere to. Study the experiences of successful entrepreneurs and follow the advice that suits you. Determine your biorhythms and create a daily routine based on your capabilities. Set your priorities correctly, this will allow you to save energy and time on minor tasks. And don't forget about sleep and rest. This is an essential part of the daily routine of a successful person.

From this article you will learn:

What are the reasons for working time shortages?

What rules should you follow when planning your working time during the day?

What methods are used when planning working time?

How to check the effectiveness of employee time planning

Working time planning includes effective time management and technology rational use in order to achieve the goals of an organization and improve performance. In the modern world it is also called time management. Time is the most irreplaceable and valuable resource, so it must be used very rationally. You also need to work on your ability to plan your work time.

Why is scheduling your work time so important?

To say that time can be controlled is not entirely correct. Time cannot depend on any processes, does not denote a constant value, it cannot accelerate or slow down.

It is important to be able to use various tools for planning working time, regardless of the position of the employee in the enterprise. This is important to consider at all levels - from subordinates to superiors. Effective planning of working time directly affects labor productivity, and, consequently, the profit of the enterprise.

For each employee, effective planning of working time affects the completion of all planned tasks by the required deadline.

One of the indicators that must be taken into account in an organization is the working time fund. It determines the consumed working time resources and affects the number of working employees, and, consequently, the material costs organizations.

When is working time planning necessary?

Deficit means a lack of something. When planning working time, this term refers to the lack of working time to complete a certain task by an individual employee or structural unit and the organization as a whole.

As a result, this may lead to a delay in order completion, which may entail negative consequences. Most often, inept planning of working time is associated with the illiteracy of the head of the organization.

The reasons leading to lack of time are classified into three groups:

Personal qualities of the boss.
Leader's actions.
Independent reasons.

Personal qualities of a boss, which lead to loss of working time and are associated with improper planning, are expressed as follows:

Vanity, that is, unbalanced and nervous actions, the effectiveness of which is reduced to zero results.
Systematic rush.
Lack of rest due to delays at work or home improvements necessary to restore high performance.

If the boss acts illiterately and without planning working hours, the following signs of disorganization appear:

Lack of motivation among staff.
Destruction interpersonal communication In the organisation.
Inability to organize things according to their level of importance.
Failure to delegate some powers to subordinates.

Reasons that do not depend on the will of the manager and lead to a shortage of working time for himself and all employees of the organization, from the point of view of planning working time, are:

A long list of tasks, assignments, to-dos.
Unscheduled actions.

In most cases, the above reasons do not appear separately. Usually one follows from the other.

Ultimately, a deadlock situation develops, which can be improved by effective planning of working time. You should also establish control over the implementation of planned activities and verification of spent working time.

Basic rules for planning working time during the day

Rules for planning working time at the beginning of the working day

From the very morning you need to tune in to a positive mood. You should try to start every day only with positive emotions, since the mood with which you begin to solve upcoming tasks is important for achieving results.
In the morning, you must replenish your energy and “recharge with nutrients,” that is, have breakfast and then go to work.
It is better to start work at the same time. Such systematicity day after day leads to self-discipline and helps mobilize your strength.
In the morning, you should double-check your plan for the day. To do this, you can use the ABC analysis method or the Eisenhower principle.
Tasks, instructions and affairs should be started immediately.
First of all, you need to solve the most important problems.
If you have an assistant manager or secretary, you need to coordinate the current plan for the day with them.

Rules for planning working time in the middle of the working day

Yours workplace must be prepared for productive work. You should remove documents and papers from your desktop that you do not yet need to perform important tasks.
It is necessary to set a specific deadline for completing each item of the daily plan.
You should refrain from performing actions that may cause a backlash.
You need to be able to eliminate additional emerging tasks.
A leader should not be impulsive.
You need to systematically take short breaks. In any work you need to provide breaks. Their regularity and duration must be individual. Short breaks should also be taken into account when planning working hours.
You should group small, similar tasks into groups and perform them in series.
It happens that some employees do not complete one task while starting another - they should first complete what they started. A chaotic transition in work from task to task, and sometimes doing several things at once, will not lead to a positive result.
Know how to use time intervals.
There should be an hour of rest during the day.
It is necessary to control the deadlines for completing tasks and monitor the drawn up work plan. When priority tasks change, make changes to the plan.

Rules for planning working time at the end of the working day

By the end of the working day, you need to finish all planned tasks. Failure to complete individual tasks leads to the risk of failure to complete the entire plan, and, as a result, to an accumulation of cases that, when “raked out,” will require additional work time.
You must monitor the implementation of the plan, control yourself. Compare the list of what you have planned with what you have completed. Figure out why you veered off course. This required condition productive activity.
After the analysis, you need to make a plan for the new day in the evening, and double-check it in the morning.

The influence of personal factors on working time planning

Planning your working time is also significantly influenced by how you set yourself up. You yourself may subconsciously interfere with effective planning of working time. What exactly might be stopping you:

Uncertainty about your life purpose. Without striving for something, it is difficult to decide how and with what you will fill your life.
You like the feeling of constant drive. Plan interesting things to do outside of work so that you will be motivated to finish your work day on time.
The lack of any activity scares you. Do you try to occupy every minute of your working time, just so as not to be left alone with your thoughts? Better yet, solve your problems once and for all.
You do not know how to refuse and are ready to take on any task. This will cause you to forget about your personal life.
You are afraid to fail. Ask yourself: “What bad thing could happen if I fail?” Keep in mind, failures help us move on.
You fear that you will achieve success for which you are not yet ready. Are you thinking about what happens in your case? career growth, you will no longer be able to be with family and friends as often. Communicate more with people who have already achieved self-realization, get used to the feeling of success.
You are not ready for change. Fear of change in life stems from fear of failure. This can be overcome by gradual, planned movement towards your goal.
You are afraid of the ending - for individuals, the activity itself is more important than its result.

You need to remember that after solving one problem, you have the opportunity to take on a more interesting one.

The most common methods of scheduling work time

Pareto principle (ratio 80:20)

According to this principle, 20% of the effort leads to 80% of the result, and the remaining 80% of hard work produces only 20% of the result. For example:

The Pareto principle is also applicable in the work of a manager: an employee spends 20% of his working time to obtain 80% of the result, the remaining 80% of his working time produces only 20% of the total result. This means that when planning your working time, you must remember that it is better to start your working day by deciding the most important and complex tasks, and leave the “trifle” for last.

Consistent application of the Pareto principle becomes real if you analyze all tasks according to their share of contribution to the final result and arrange them according to ABC categories.

The use of the Pareto principle becomes truly possible if all tasks are systematized according to their importance for achieving the result and arranged according to ABC categories.

ABC planning

The main purpose of ABC work time planning is to perform a sequential prioritization of tasks. ABC planning can be carried out in any field of activity. If we analyze the more important and less important matters in percentage terms, we will see that this ratio will be approximately the same. We start planning working time by dividing all tasks into three categories according to their importance. The letters A, B and C are used for this. This method of scheduling work time has become popular among managers due to the fact that it gives tangible results.

The ABC planning methodology is based on the following principles:

Category A includes the most significant tasks, which make up 15% of the total number of manager tasks. But these are really significant tasks, which make up 65% of the contribution to the implementation of the plan.
Category B includes simply significant tasks; they will account for an average of 20% of total number tasks and have 20% importance in the manager’s activities.
We include the least significant tasks in category C; they will account for 65% of the total number of tasks and have only 15% of the importance of the entire result of work.

According to this technique, you must first solve the most important tasks, then move on to slightly less important ones, and finally leave minor tasks that do not have much impact on the results of your work. This must be taken into account when planning working hours.

Eisenhower method

In order to correctly prioritize when planning your working time, you can use the Eisenhower method.

Ask yourself questions:

Am I in the habit of wasting my time at work, solving one urgent problem instead of another equally urgent one?
Is it not that many of the most significant tasks remain completely unsolved because of this habit of mine?

According to the principle proposed by the American General D. Eisenhower, the advantage of solving problems should be considered based on their significance and the allotted time.

All the things that need to be done can be divided into four groups:

All the urgent and most significant tasks that need to be done as a matter of priority.
Urgent, but not that important. The point is that since they are urgent, we want to be sure to solve them as quickly as if they were very important, applying the maximum of our energy. But if it is not that important, then it is better to postpone them or transfer their decision to someone else.
Significant, but not so urgent. Due to the fact that this group matters are not urgent, they are postponed until later. But at one point they also become very important, but there is no longer any time to complete them. It's time to hand them over to someone else for careful execution. When you give an important task, it motivates and develops the staff.
Non-urgent and unimportant tasks. Tasks from this group often take up a lot of space on your desktop. Many people, not understanding the essence of working time planning, carry out these tasks, despite the fact that they spend a lot of time on them. If they must be done, try to spend a minimum of your time on them.

Time management for a manager - why is it needed, how can it help in performing daily work duties? The higher a person’s position, the greater the range of responsibilities - control over subordinates, communication with customers, tax audits, writing reports. Entrepreneurs and managers often work overtime and constantly feel a lack of time.

How to find extra time and learn to do everything? It is this issue that is dedicated this article, now a separate science has emerged - time management, based on psychology, economics, sociology, personnel work. Principles have been developed that have become classic, and new authors are appearing, offering their own methods. Let's look at the main recommendations.

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Manager time management involves the following steps:

Learn to motivate yourself and your employees to complete assigned tasks. This is especially true for complex tasks;
Goal setting - the ability to correctly set long-term and short-term goals;
Planning within a time frame - for a year, a month, a day. Drawing up an action plan for each working day;
Prioritization in completing tasks, mobility and readiness to change tasks, approaches to solution;
Working with information - it is important to learn how to find the information necessary to solve strategic and operational problems, store it, use it so that it can always be found;
Combating time wasters - searching for time leaks, controlling the distribution of time resources, minimizing unreasonable actions;
The ability to recuperate - proper rest is the key to successful activity!

Let’s take a closer look at these steps and get closer to effective activity and control over our lives, because it’s not just work, there’s also family, interests, and friends. And the availability of time for other areas of life depends on the correct organization of the work process.

Successful motivation

Motivation is necessary for a person to perform any job. Lack of meaning, interest, and fear lead to delays in completing tasks. In time management, it is recommended to start the working day with the most unpleasant action. It is important to motivate yourself to make a call, write a letter or report that is necessary, but there is no desire to do. How to stimulate yourself to action?

The most important thing in work is to start acting, to take the first step. Having a work ethic will help with this. “Anchors” serve as motivation to action. Each person has his own ritual - morning coffee at his desk, a cigarette before starting work, listening to inspiring music on the way, writing a work plan in a diary.

Creating anchors is very individual, it can be related to school, student years when I needed to get ready to study. They evoke a special emotional condition, readiness for battle - activation of internal reserves, concentration of attention.

Most problems can be solved in a couple of minutes; you just need to set the problem, think through solution options, choose the most suitable one and implement it. If the task is voluminous, it is recommended to divide it into parts, points and gradually complete it - from simple to complex.

You can motivate yourself using the method of encouragement or punishment, as in childhood, promising yourself to buy something on the way home, if you cope with all the tasks quickly, or to arrange a meeting with friends at the end of the week. This is for small complex issues. Of course, the main incentive is to build a career, increase income, and improve status.

You need to clearly understand why you need to complete this task, what result you will get, do it and forget it, and calmly switch to other issues.

Motivation is also added by the deadlines for completing a task; you must always limit yourself in time to stimulate action, and clearly set tasks.

Setting goals

A manager's time management is impossible without setting goals. Goals are a look into the future, a desired result, they determine the reason for actions, why a person does a certain job. Goals help set guidelines, points of aspiration, and attraction of effort.

You need to learn how to set the right goals. Let's compare the answers of different managers according to their functional responsibilities:

Complete your tasks correctly. / Set the right goals.
Find solutions to issues. / Use creativity, look for alternatives.
Save resources. / Optimize the distribution of material resources.
Work as it should. / Achieve your goals.
Reduce expenses. / Increase profitability.

As we see, with the same responsibilities, managers set different goals, obtaining different results. The second option involves a more productive approach to work. Goals can be strategic - the goals of the organization's work, long-term goals and tactical - existing at a specific point in time.

Each leader and manager develops his own goals, conveys information to his subordinates, and the work of the organization as a whole depends on the correctness of defining goals. It is very important to take the time to identify the main goals that lead to prosperity and success, as well as ways to reach the “stars”. Knowing your goals and striving for them allows you to concentrate all your efforts and energy on important tasks, avoiding wasting your energy.

Goals are set according to the following scheme:Desires - possibilities - goals.

Often desires exceed possibilities, circumstances do not allow immediate results, it is necessary to balance, take into account external and internal obstacles, overcome them, and look for a compromise solution.

An important point is that goals must be specific, have volume and time indicators.

Manager's time management: planning

After setting goals, we move on to planning, how to pave the way from the current situation to the desired one? A plan is a system of actions that leads us to a goal, in business - making a profit, success and fame of the organization.

Planning can be various fields— development of the organization, sales, personal achievements. If a person has a desire for personal development, a plan has been created for professional growth, building a career, then there is also motivation to act.

Planning is designed to help save time and use it correctly.

There are two planning criteria:

Maximum (rational) - find time to complete important life tasks.
Minimal - to achieve the required results with minimal deadlines and loss of time.

Planning includes preparation for the implementation of desired achievements and the correct allocation of time frames.

Every person must plan his life, otherwise it will go with the flow without changes for the better. The manager needs to plan his personal time, ways to achieve goals, set targets and achievement criteria for employees.

You need to learn how to make a long-term plan - from 5 years, for a year and for the next month. It's interesting that in Soviet time The term “five-year plan” was often used, why this particular period? Because 5 years is a convenient period for planning for medium terms, it shows a clear result in a comparative analysis.

Having long-term plans, you can break down tasks into smaller periods, striving for the final result. Nowadays, organizations often assign tasks to employees by quarter and month, which is called tactical planning.

Manager's time management in a minimal way - planning the working day. Naturally, the number of tasks grows in proportion to the organization and it takes a lot of time to solve all the problems.

To simplify the solution of current issues, the following recommendations are offered:

Use the Alps method for planning

It includes the following sequence of actions:

writing tasks;
determination of execution time;
time reserve (in a ratio of 60:40);
determining priorities, reassigning tasks;
control of implementation (accounting for what has not been done).

When writing a plan, it is recommended to use abbreviations, which will allow you to systematize the work and divide it into blocks. You can write: V - visits, D - delegation, K - control, P - in progress, PC - trips and business trips, T - telephone, H - reading, training.

Opposite each item, a task (result) is written, and the completion time is indicated to specify the task and avoid unnecessary wastage of time.

The time reserve assumes that with a 10-hour working day, work is planned for 6 hours, with an 8-hour day - for 5 hours, the rest must be distributed or rescheduled. Unforeseen meetings, communications, and interruptions always arise; no one has ever managed to use their day 100% according to plan.

The fourth point will help you adjust the plan in order to reach the desired level in terms of time spent - we set priorities, distribute the work. Completing the day - monitoring the completion of tasks by subordinates and one’s own work, drawing up a plan for the next day, rescheduling tasks that did not take place for certain reasons and did not have time to be fully completed.

Hello! In this article we will talk about planning your working day.

Today you will learn:

Why plan your working day;
Who needs it?
How to plan your working day correctly.

Planning your working day

In the 21st century, the rhythm of life has noticeably accelerated and continues to gain momentum. If previously, in order to be successful, you needed to do one amount of work, now you need to do much more to achieve success. And people begin to face a lack of time. If we are chasing all the daily tasks that life throws at us every day, there is no time left at all.

Working day planning is a tool that helps not only to use working time effectively, but also to reduce it. This is not a trivial to-do list that needs to be completed in strict order. Planning is the ability to choose what needs to be done, why and when.

That’s why proper planning not only structures everything you do during the day, but also frees up your time. First of all, you need to do the most important things - this is the main rule. It is useful for every person who has free time at work and does not have a clear schedule to distribute their time correctly.

What does planning include?

Working time planning includes:

Setting priorities.
Selecting important tasks.
Finding the best ways to solve them.
Finding employment in your free time.

Prioritization helps you understand what needs attention, what can resolve itself, and what issue should simply be ignored. Time and information have become much more valuable than before, and getting excited about something that does not produce results is pointless.

Selecting important tasks- almost the same as prioritization, only within the framework of one working day. You choose what will bring an important result, what needs to be done urgently, and what can be postponed.

Finding better ways to solve problems- Very important point. When planning, you must consider not only what you will do, but also how best to do it. At the same time, it is important not just to save time, but to do everything as quickly and efficiently as possible.

Working with free time should also be included in the work plan. Do you have 2 hours freed up a day that you can spend on something? You can tell your boss about this, and he will load you with work, you can educate yourself, or you can put effort into developing your own project.

Why is it important to plan your work day?

Anyone who has ever encountered freelancing, business, or “work at will” (like a taxi) understands perfectly the importance of organizing tasks throughout the day. But, for example, most office workers do not consider it necessary to plan their working day.

In fact, main reason planning the working day - increase own efficiency. If you listen to your own body, you can understand that some things work better for you at one time, and others at another. For example, it is more convenient for you to make calls to other companies after lunch, since you have already woken up, but are not yet tired, and monotonous work is completed faster in the evening, so it is better to postpone entering information into the database until 5 - 6 hours.

Working day planning takes into account not only basic elements problem solving, but also the personal preferences of each person. Time management was not designed to impose the same pattern of highly efficient work on everyone. You must adapt your tasks to the characteristics of your body.

Organizing and planning your workday allows you to do more in less time, leaving time to do the things you enjoy.

Who should plan their working day?

Every person should be able to plan their working day. This way you can save time and work more efficiently. But there are 3 categories of people who simply must engage in personal planning.

. The most undisciplined worker is a freelancer. He doesn’t have a clear schedule, and only the deadline reminds him that it’s time to sit down to do something. That is why it is very important for freelancers who work with several clients to plan their working day. It often turns out that new orders appear with a difference of one or two days, and if you wait until the last minute, you may not have time to work on two projects.

Businessmen. Everything here is almost the same as in freelancing. Especially if it's an online business. On the one hand, you can relax at home while your employees are working, but on the other hand, this approach will inevitably fail. In the West, the cult of workaholism flourishes among businessmen. They believe that if you don't work 60 hours a week, it means you're lazy and have nothing to do in business.

Managers. A leader will not always be a businessman. The owner of the company may not take an active part in the affairs of his company, but its director takes responsibility for the operation of the whole mechanism. This is why leaders of middle and large companies must use their time effectively, because the long-term future of the company depends on their decisions. Planning a manager’s working day is a way to most effectively distribute your time between strategically important tasks.

Working day planning methods

There can be many methods for properly planning your workday. But one of the most effective is Eisenhower Matrix. Its essence is as follows.

There are 4 squares:

Square A - Urgent and important matters.
Square B - non-urgent and important matters.
Square C - urgent and unimportant matters.
Square D - non-urgent and unimportant matters.

Square A should almost always remain empty. With proper planning, all important tasks should settle in square B and be completed as they approach A.

Square B are important things that will help you achieve your goal. This includes all tasks that need to be completed within 1 business day.

Square C means urgent and unimportant tasks that need to be delegated to others. A striking example urgent but unimportant matters - call a potential client. An employee can do this, you better focus on other things.

Square D, means that there are non-urgent and unimportant things that do not bring you closer to your goal, do not give positive emotions and, in principle, are not needed. All useless ideas should be written down in this square.

This division of tasks according to their importance and urgency allows you to understand what you need to pay attention to during the working day, and what you can safely forget about. The matrix helps not only in work processes, but also in Everyday life. If you want to learn English, it is interesting to you and will help you in your career - this is square B. But if you want to learn Spanish just for the sake of knowing it, this is D, and you can safely forget about it.

Rules for planning working hours

There are several rules for how to effectively conduct your workday. For convenience, we will divide the day into 3 parts:

The begining of the work day.
Basic workflow.
Completion.

Morning is the most important stage. Depending on how much sleep you got, how you got up and what you did, your mood, psychological attitude and performance will depend.

The principles of a “correct” morning include the following:

Positive attitude. If you wake up every day thinking that you hate your job, your productivity will decrease. Try to start your morning with pleasant thoughts.
Try not to "sway". Have you noticed that after you get up in the morning, you need another 30 - 40 minutes to finally come to your senses? This is time that is not worth wasting. Immediately after waking up, take a shower, brew some coffee, and instead of spending half an hour going nowhere, you can have breakfast in peace.
A leisurely breakfast and the way to work. Starting the day without rush is very important. When you are in a hurry, your body spends extra energy and nerves that could be used for more productive work. If you can’t afford a hearty breakfast and a leisurely trip, go to bed later and get up earlier.
Key tasks. Most successful businessmen tend to say that the most important tasks should be completed in the morning. As the saying goes, “If you want to do everything, eat a frog for breakfast.” The role of a frog is a task that you do not want to take on at all. Do it in the morning and positive attitude the feeling of being “eaten by a frog” will last for the whole day.

The main workflow consists of the following tasks:

Solve urgent problems. It is important to understand that if some urgent matter comes your way during the working day, you do not need to turn all your attention exclusively to it. First you need to understand whether it is important or not. If it’s important, then you need to start working on it immediately. If not, transfer responsibility for its implementation to another person.
Meet deadlines. Every day you must set yourself approximate dates, for which they must cope with the entire volume of tasks. It is important that it is not “Do everything before 18 o’clock”, but “At 14:00 - start making a plan, at 15:00 - analyze the indicators, at 16:00 - make a report,” etc.
Order in the workplace. This is an implicit but very important point. If your desk is a mess, your eyes will constantly be lost among it. And if there is some foreign document at your workplace, you can start studying it and just lose 20 - 30 minutes.
Don't follow impulses. It's the most important. There are some triggers that make you shift your attention from work to something less important. Call a friend while you're reviewing your sales plan? It’s better not to do this, then you will lose concentration and can easily lose the working spirit.
Group your routine. It is very important. If you need to make 60 phone calls during the day, then it is better to divide them into several small groups, 10 - 15 at a time. After you have made the call, you can perform another task. By constantly switching from routine to active activity, you can get much more done.

The end of the working day is based on the following principles:

Finish what is needed. There is a group of things that fall into the “important but not urgent” square. It is best to complete them during the working day, and always keep the “important and urgent” square empty.
Check your results against your plan. Everything you did during the day needs to be compared with what you planned. If you have just started planning your work day, then small deviations from the plan will be in order. Try to keep them as few as possible.
Make a plan for the next day. It is best to do this at the end of the previous working day. This way you will maintain a working spirit and, at the same time, it is important to draw up a real program of affairs.

If you are a manager, then during the working day you must work closely with your secretary.

Remember that all this general tips. They don't take into account your individual characteristics. If it's more convenient for you to do urgent work in the afternoon, not in the morning - this is your right. If you prefer to do a big, difficult task last, and it doesn't affect your mood for one day, do it last.

Planning your working day should be individual.

Basic mistakes when planning your workday

Despite the fact that the practice of time management is firmly established in our lives, most people commit typical mistakes when planning your working day. Here are a few of them.

Mistake 1. Wrong prioritization.

The Eisenhower Matrix tells us that we need to do important things. But many people can easily get confused about what is important to them. Square A, which should remain empty and is responsible for urgent and important matters, is often confused with Square C, where unimportant matters that require immediate attention have accumulated.

It is important to remember that you should spend your energy exclusively on what is important to you. this moment time. You should work for the future when things can be put aside and planned wisely.

Mistake 2: Spending too much time on little things.

In order to explain why it is necessary to do the “basic” first, and only then the little things, we will use the Pareto Law. It says that 20% of effort produces 80% of results. That is, when you work on something important, you spend 20% of the effort and achieve 80% of the result. When you work on the little things, you get 4 times less results and spend 4 times more effort.

Let's look at a small example. You need to launch an advertising campaign. If you create 10 creatives, match them keywords and phrases, and launch on prepared sites, then this will be 20% of the work, which will give 80% of the result. But if you spend time editing fonts and images, selecting and polishing phrases, and searching for additional platforms for advertising, you will spend much more effort. All this will need to be done, but after the start of the advertising campaign, when you achieve the first result.

Mistake 3. Lack of time for personal matters.

Every person should have personal life and freedom of choice of occupation. If you have a lot to do and you don’t find one or two hours to do your hobby, then this is poor planning of your day. Planning your working time is important not only because it allows you to get more done. It gives you the opportunity to do what you like without haste.