Time management requires the ability to organize things based on their importance and level of urgency. It also requires the capacity to acknowledge the proper time needed to allot to each of the activities that require completion. The average business officer needs to complete paperwork, phone calls, meetings, organization, emails, letters and other important tasks.

Depending on one’s title, paperwork could be signing important documents or stamping, dating and filing documents. Whatever the level of importance, paperwork can usually be done during the down times of the day. Meetings often take place beyond your control, so it’s important to prepare for these events so you can be on time. Therefore, with meetings taking priority over paperwork, time management requires that the time allotted for paperwork is flexible, while meetings are not.

Correspondence should take place during the hours when you are most alert. Phone calls, emails and letters should be speedily composed and dispersed. If you can respond to requests and questions best when you are wide awake and alert, what time of day are you in this state? Is it morning, afternoon or evening? Respond at the same time each day and your co-workers will become accustomed to your schedule and know when to expect a response. Make exceptions and respond to urgent matters quickly and all other matters according to your schedule.

Time management is all about having a plan for each moment of your day, even if that planned task is taking a mental health break. Taking a moment to compose yourself during a particularly stressful day is actually a good thing. You should take several minutes to close your eyes and be quiet when stress is high. Most of your work day will be very busy and filled with activity. Allot time for each task based on the amount of time you need to devote to the activity, because each job has a different level of responsibility for each task. When it’s decided that you need twenty minutes to do filing daily, file for twenty minutes daily without fail.

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