"A good time manager is a macro time manager who knows the activities that contribute most to her long-term development," says Shrinivas Jain, HR manager at a leading BPO.

Making time work for you helps you get more done each day.

Evaluate

Record everything you do for three days to determine how you are spending your time. Keep an informal log of time you spend socialising, surfing the web, making personal phone calls, etc. to see if you are spending too much time on these things.

"The first time I kept a time log, I realised that I only managed to finish 20 hours worth of work in a week, when I spent about 40 hours at office. The rest of the time was spent doing lots of non-work related tasks like socialising, taking coffee breaks, etc. Now, I keep a detailed time log that helps increase productivity," says Sharmila Singha, Web Designer.

Plan Ahead

If you have morning calls, look up the numbers the night before and leave them by the phone. Get the materials you will need together to complete your morning tasks.

Something as simple as organising materials for a meeting enables you review the day ahead.

Cheryl Vaz, Banker says, "I plan my weekly menus and shop accordingly for groceries. Also, I make sure I have six clean, pressed outfits for the upcoming week. This saves a lot of my time."

Organise and Prioritise

Keep a record of things that need to be done as they come up. Some people find it more helpful to make 'daily', 'weekly' or a 'master' list.

Whichever method you choose, don't get overwhelmed. Go over the list and prioritise the most important tasks. Says Sylvia Andrades, Documentation Officer, "A to-do list helps me prioritise tasks and meet deadlines effectively."

Find Your Peak Time

Some of us are morning birds, while others function better at night. So, if you are brimming with energy in the morning, organise important projects, to fit into your high hours.

You could save routine tasks like shopping, filing papers, etc. for the afternoon.

"I often go to the office at an hour early because it gives me the much needed private time to think creatively before the phones start ringing," says Amit Vajpayee, Copywriter.

More for Less

Most people spend 80% of their time trying to complete 20% of their tasks. Learn to do small tasks simultaneously. These don't require 100% concentration and can be clubbed together.

For e.g., fold the clothes while watching TV or exercise while you catch up on your favourite programme. Sort mail when on the telephone, make a shopping list on the bus, read projects or update your expense account when waiting for an appointment, etc.

Don't Procrastinate

Procrastination is the biggest threat to time management. When you procrastinate, you are not only wasting your time but also limiting your ability to function effectively.

"I used to hate filing papers. There would be huge piles on my desk at the end of the week. Now, I employ the FAT system - File, Act, Toss. It works perfectly for me," Savni Rao, BPO Manager.

Minimise Distractions

There can be everyday distractions that can make time management difficult. The telephone rings, your friend wants to discuss her marriage again, your colleague wants to discuss ideas with you before the presentation… All this is usually fine, except when you are trying to finish your report.

Learn to set limits. You could say, "I'd love to discuss this but can we do it in the lunch break?"

Says Ruchi Narayan, Freelance Writer; "Since I work from home, there are plenty of distractions. So, I work in a separate room. I close the door and place a 'do not disturb' sign on it. Nobody disturbs me, unless there is an emergency."

Learn to Say 'No'

You don't need to always be politically correct. For instance, if your friend wants you to attend a party with her and you don't want to go, just say no.

You may hate having to turn down people but realise that saying no frees up time for things that are more important.

How you spend your time can have major effects on both your financial wellbeing and personal satisfaction levels. So make the most of it!

Author: Flavia Gonsalves Ger, Freelance Journalist