Module 74 - Time Management and Prioritization - Finding what works for you and the business

Personal Development, Leadership, and Motivation Blog Series

Delivering results within required timeframe and before set deadlines without sacrificing quality is definitely what we are expected to know and be able to do, whether we are working at our own business or for someone else. So, how do you deliver by set deadlines and with highest quality possible?

Are time management techniques and ways to prioritize your work approach change for every business or are they the same regardless where you go?

Overall, time management is a skill that must be learned and perfected over time, however, one approach does not always meet business requirements of every business. It’s important to remember that even if you have developed very good and strong skills to manage time and prioritize your work, matching and aligning what you know to each individual business requirements is what is often expected by business leaders. Each business is different, therefore, your approach should change accordingly versus thinking that ‘one size fits all’ approach is a way to go.

One constant is prioritization

Prioritizing your work, projects, initiatives, or even ideas is one constant skill that remains unchanged regardless where you may be. In order to be the best in what you do and the most effective, you should be prioritizing your tasks based on urgency and level of importance, sometimes level of complexity and time.

Often, we may find ourselves with many projects on our plate and very short period of time to get them all completed. Therefore, the first thing that you should always think about is prioritize each task based on level of importance and due dates. Once you have all tasks in their respective order with dates  assigned, then it’s the time to analyze and see if deadlines set by your business leader can be achieved with ease or if some negotiation is needed in order to extend the deadline or if specific tasks can be delegated to someone else, to ensure that deadlines are met.

Communication and transparency is a key to effective project management and completion

Most business leaders would appreciate if you stop by their office and make them aware that deadlines that they have set for you to complete a particular project may not be achieved without sacrificing quality, because of xyz. Therefore, asking for help or to see if perhaps the completion deadline is flexible and can be extended is almost always a good idea. What many business leaders do not like is for someone to wait until the last minute before informing them that more time is needed when the deadline is right around the corner and it’s too late to make any adjustments. So, keep your business leader s in the loop throughout the life of the project by setting periodic check points to review progress, share updates, as well as to review any potential delays and challenges. Most of the time even the most challenging situations can be solved as long as appropriate stakeholders are informed and are given an opportunity to help early in the game.

Time Management Process is a Variable

Time management, however, is a variable that should be carefully designed with business requirements and company culture in mind. Some companies expect you to be at work from start to the end of your scheduled work shift, with no flexibility, and to have all the work completed before you can go home for the day. Typically, retail establishments require you either stock shelves with products, hang all the clothes scattered around the store and put out new items, if it’s a clothing store, count the money, balance the register, clean the store, and only then go home. However, in the environment where you have some flexibility and choice when you can complete your work, as long as deadlines are being met, you are given an opportunity to organize what you do and when you do it at the time and place that is most convenient to you. Therefore, it’s important to understand, respect, and support each individual business model and culture, and to find a way to fit your organizational methods that most effective ways to complete work at hand that would work for the business while providing you with the flexibility and freedom of choice you seek
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