There are always people who feel that time is not enough, and they are busy every day but have nothing to gain. They always feel that there are too many tangled things to concentrate on doing one thing, and some people are good at time management. I've sorted out the secretary's time management methods for you, hoping to help you.
First,? 28? principle
1At the end of the 9th century and the beginning of the 20th century, the Italian economist Pareto put forward the famous? 28? Principle, also known as the 2/8 law, that is, 20% of the goals have 80% value, while the remaining 80% goals have only 20% value. This principle is of great significance to professional secretaries who like to cover everything in their work. Therefore, the secretary should invest time according to the value of each job, that is, 80% of the time to do things with the highest return and higher value, and 20% of the time to do other things with average value. The specific application methods of this principle are as follows: 1. Organize the work and list the daily work item by item; Then classify the jobs and indicate which jobs are worth 80% and which jobs are worth 20%; Finally, allocate time and energy to each job. Of course, this is the initial situation when applying this principle. When applying this principle skillfully, the secretary should clearly classify the daily routine work as low-value work, and can use his spare time, batch or entrust others to deal with it, and concentrate on those things that can be determined to be high-value and high-return according to his work experience.
Second, the ABCD rule
Using ABCD work method to determine the priority of work is to divide things into four types of ABCD according to the two dimensions of importance (ordinate) and urgency (abscissa): Class A belongs to both urgent and important work tasks, such as personnel crisis, customer complaints, upcoming tasks, financial crisis, etc. Class B is an important but not urgent task, such as establishing important interpersonal relationships, new opportunities, personnel training, and formulating preventive measures. Class C is an urgent but unimportant task, such as answering the phone, dealing with uninvited guests, routine inspection, attending briefings, etc. Class D belongs to tasks that are neither urgent nor important, such as chatting with guests, browsing newspapers and drinking tea.
After classification, first deal with class A work, then deal with class B work, then deal with class C work, and finally deal with class D work that can or cannot be done. Only in this way can we make the most effective use of time and get twice the result with half the effort. The specific handling strategies of these four things are: for class A things, we should do them at the first time and be willing to spend a lot of time on them; For class b things, it takes a lot of time and continuous efforts to plan when to start; For class c things, you can do it right away or authorize others to do it, but you should finish it in the shortest time; For class d things, try to control the time of doing this kind of work. After all the important and urgent work is finished, we can spend some time doing it, or even not doing it at all. Special attention should be paid to dealing with class B work, because this kind of work is important but not urgent. If you don't do it, it will become more and more urgent as time goes by, until you break through a certain limit and become a class A work. If Class B work is neglected and delayed, it will become an emergency. Therefore, the secretary should strengthen the planning and management of such work. Class C work will become more and more urgent as time goes by if it is delayed continuously. When it crosses a certain boundary, class C jobs may disappear because of lost opportunities, and thus suffer certain losses.
Third, overall planning.
? Everything is established in advance, and it is abolished if it is not foreseen. ? Scientific planning is an important method of time management. The key to planning and managing time is as follows: 1. Make overall use of the idea of time systematically and give full play to time efficiency. Insufficient planning and excessive planning are not conducive to time management. The secretary's daily schedule should be relaxed and orderly, not 100% plan. In general, the total time required for all the work in the plan should not exceed 75%, and the remaining 25% should be used to deal with emergencies or do emergency work. The second is to proceed as planned. Only by conscientiously implementing, handling flexibly, checking at any time and remaining flexible can we really play the role of planning. To make a plan, we must make a timetable, which mainly includes an annual timetable, a monthly timetable, a weekly work timetable and a work log. It is necessary to sort out the future events and fill in the timetable in order of priority, which plays the role of memo, control and reminder. Keep a daily work log, record the process of everything, the problems and difficulties encountered in handling, the way of handling, the effect of handling and the summary of reflection, and provide valuable experience for dealing with similar things in the future. We should pay attention to three points in specific planning: first, we should combine centralization with decentralization, and concentrate on similar affairs, such as setting aside a fixed time every day to deal with mail, letters and things with low urgency in batches, and making rational use of dispersed time according to strategies such as contrarian operation and turning leisure into treasure; The second is the combination of parallel and serial. Parallelism refers to the synchronous operation of different tasks with the same or similar nature. Serialization refers to the arrangement of jobs in strict accordance with working procedures and steps, but attention should be paid to the systematic arrangement and optimal combination of tasks. Third, both routine and variation should be considered. It is necessary to arrange daily work reasonably, streamline daily work under normal conditions, constantly explore and summarize the laws of secretarial work, form operational norms, reduce uncertainty in completion and save working time. For mutations and emergencies, we should speed up the response and minimize the time to deal with such things.
Fourth, institutional constraints.
Secretaries can manage time by formulating written or unwritten rules, which is actually an important way to cultivate good time management habits. Historian Mel? Crantz Berg writes 10 letters in the office every morning; Outstanding speaker Joe? Professor Chabner asked his telemarketers to call 13 on Mondays and Tuesdays, 12 on Wednesdays and Thursdays, and to call people who haven't contacted this week on Fridays. Many writers work at a certain time every day, and they must finish writing a certain number of words before they stop writing. This method is very effective. If you get into the habit of writing 1000 words every day, you can easily write 1000 words for a month. Then you can increase the number of words to about 1200 words. After ten days, maybe a few hundred more words can be added.
In secretarial work, the establishment of time management system is mainly reflected in the following aspects: (1) stipulate that the items on your desk are placed in order, tools or materials are placed in categories, and they are put back in place in time after use; Only one document is processed at a time, and each document is processed only once; Ensure that there is only one document being processed on the desk, and the processed document is filed in time; According to your work and mental state, deal with some similar events at a fixed time every day; Set a working deadline, or even set an early working deadline for yourself; Use the system to actively reduce interference; Form a regular reporting and feedback system; Try to use less invasive communication methods (such as notes and emails); Give concise written instructions on daily affairs, etc.
5. It's sunny.
? A day has passed, it's sunny, and it's high? This is the slogan put forward by Haier Group, and it is also an important management method. This is an executable time management principle, which contains two meanings: first, the work of the day must be completed on the same day, and the work has a deadline and cannot be postponed indefinitely; Second, put forward work objectives, make progress every day in work quality and work requirements. This method can effectively eradicate procrastination and significantly improve work efficiency. In fact, this is a state of mind or realm. The method of time management tells us to always look forward, see the present and the future, and only consider what to do next. As Goethe said:? Seize the moment and do what you want to accomplish or ideal from now on. Only brave people will be endowed with genius, ability and charm. So as long as you persist in doing it, your mentality will become more and more mature in the process of doing it. If you can start, your work will be successfully completed in the near future. ?
Six, contrarian operation
Contrarian operation is an important time management method, which means that doing the same work in a different time period from most people can save time and improve work efficiency. This means that doing something when others are not doing it can save a lot of waiting time. For example, express transportation by car often uses logistics transportation at night, because the traffic volume is small, the roads are smooth, the transportation cost is reduced and the transportation efficiency is improved during this period; The contrarian operators will cash the check and make a purchase when no one is waiting in line, so they will not cash the check on Friday afternoon or enter the supermarket on Friday night, but choose to visit the supermarket that is open for 24 hours at night 1 1 or at 6 or 7 am. Contrary to the trend, the checkout time of operators is different from others. They will choose the hotel's automatic check-out method: if they can check out before the crowd increases, don't queue up at 9 am and 10. In the office, contrarian operators will use faxes or photocopiers when most employees go out for lunch at noon.
Seven, turn leisure into treasure
Secretaries should be good at using sporadic time, such as commuting time, travel time and waiting time, studying or dealing with trivial matters, reflecting or planning future work, so as to make ends meet and turn leisure into treasure. This is an idea of time management. According to your physical and mental condition, you should deal with the corresponding affairs in scattered time, but don't increase mental and emotional pressure. It is against the principle of time management to spend all the time on work and study, so relaxing and exercising in scattered time is also a way of time management.
Eight, make good use of tools
Pay attention to the combination of traditional tools and modern tools, which can easily manage time at any time. You can take a notebook with you and list trivial things and things to do, so that your brain can free up more space to do more meaningful and creative things; You can use the rich time management application software in smart phones for intelligent management and intelligent reminder; You can use the schedule in OA system to make an electronic schedule, which is convenient to update and manage at any time. We can make full use of modern office software and office equipment to improve work efficiency and make our work and life more intelligent. (Excerpted from Friends of the Secretary)
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