Time Management and Productivity
By Stephen Bucaro
You would probably be surprised how many people go to work every day never accomplishing
anything. Sometimes this is not entirely their fault because most jobs are chaotic and involve
putting out fires all day and wasting time with corporate bureaucracy, like meetings, with
no time left over to do anything productive. But often low productivity is a result of poor
time management skills. If you're not productive, does the company really need to keep you
Another cause of lack of productivity can be a boss that keeps piling on assignments
without regard to the work he has already placed on your platter. Your low productivity may
be partially your bosses fault but if you're not productive you may be at the top of the list
of people marked for downsizing. To be productive you need to keep a task list and a time log.
When your boss gives you an assignment, record it on your task list. When your boss gives
you a second assignment, show them your task list and ask them where the new assignment fits
in based on priority. When your boss gives you a third assignment, again ask where it fits
in based on priority. This lets your boss know that if they want to pile on another task,
something else has to give.
Many times tasks come from people who are not your direct boss. Show that person your
task list and tell them you'll ask your boss where this new task fits in based on priority.
This will usually cause them to drop the task, or go talk to your boss directly.
The exception to the above procedure is when you're doing a favor for a co-worker with
whom you network. In order to succeed at work you'll need the help of other employees. So when
a co-worker asks you for a favor, it's best to help them if you can. But even though you're
doing a favor for a co-worker, you still may want to show them your task list to let them know
the value of the time used for the favor you're doing for them.
A favor may be requested by a fellow employee who is not in your network, that is, a
person who is not in a position to ever repay the favor, or a person who you don't want to
cooperate with for one reason or another. In this case, show them your task list and tell them
that you're just too far behind schedule to help them, or that you'll ask your boss where their
task fits into your task list based on priority.
To be productive you also need to keep a time log. A time log is a chart of your time
each day and what you were doing during each block of time. A block of time might be 15 minutes.
It's very good to be able to show your boss a time log when they ask why it's taking so long
to get something done.
Your time log should record any time blocks taken up by putting out fires and corporate
bureaucracy, like meetings and training sessions. Unless your company has a very chaotic environment,
your largest blocks of time should be for the task that your boss indicated is first priority.
Normally you should work on the assignment that is first priority until that assignment
is complete. Then you should begin working on the assignment that was second priority, but
is now first priority. That is what you should do, but that's not always possible.
Sometimes progress on your first priory assignment comes to a screeching stop because
of something out of your control, like a missing part. In that case you should start working
on the assignment that is second priority until the problem on the first priory assignment
is resolved. If both your first and second priority assignments are held up because of something
out of your control, move on to your third priority assignment, and so on.
Some people can do the same thing for days with no problem. Other people's productivity
drops like a rock after doing the same thing for only a few hours. This is because some people
get bored more easily and this causes their productivity to drop. If you're one of those people,
working on tasks in the exact order of priority may be difficult just because of simple boredom.