We all have 24 hours in a day, so why are some people more productive than others? Time management means prioritising your tasks to maximise output.

There are five main aspects to time management – planning and goal setting, managing yourself, dealing with others, dividing your time, and getting results. The first four all interconnect to generate the fifth.

Being productive at work is often about staying motivated — what motivates you? It can be your company’s success, achieving your goals and, of course, monetary rewards.

Inevitably there will be factors beyond our control. These will typically be the interruptions you face daily: phone calls, questions from co-workers and customers, unnecessary meetings, technical problems, limited resources, and unplanned tasks.

However, there are also many factors within your control. Prioritising your tasks is one way to be productive. Some people like to multitask, but many find that focusing on what is important and what needs to be done first is better than doing too many things at once.

Successful leaders begin with a goal in mind. They have a clear picture of an end, which helps them focus on the means.

Procrastination basically amounts to prioritising unimportant tasks. There are different forms of procrastination, from ignoring the task, to underestimating how long it will take. One way to break this habit is to set a timetable with deadlines for completion.

It is said that if you focus your attention on tasks that rank in the top 20 per cent of importance, you will have an 80 per cent return on your effort.

This article appeared in the Classified Post print edition as Time and motion .

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Expert advice from Tricor’s Fiona Yung on how to work smart and increase your productivity

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