Why is it important to be organised and meet deadlines

why is it important to be organised and meet deadlines

Being organized will enable you to focus more on what you want to achieve, both at work you will have exponentially more time for the important stuff. and your workspace organized you will be able to meet deadlines and. Get a handle on why managing your time effectively is important, and will take you to complete, and you know you can meet the deadline. Meeting Deadlines and Keeping Schedules: Impact of Temporal-Sequential Ordering As such, time management skills are an important component of a student's their schedules, organize their work, and make efficient use of their time.

If a person leaves unpleasant or difficult tasks until shortly before their deadlines or until the end of the workday, he or she will have less energy to complete this task. Additionally, the anxiety and dread associated with the completion of the task that has been procrastinated may affect a person's ability to complete other tasks throughout the day. The negative emotions associated with the anticipation an unpleasant task is likely to distract a person from the other tasks that they are trying to complete.

Meeting Deadlines and Keeping Schedules: Impact of Temporal-Sequential Ordering

This can make even easy tasks more time consuming to complete. Goals are measurable, short-term objectives. Simply by setting an appropriate goal, you can better organize your day or week. Decades of research have supported the effectiveness of goal setting on performance in a variety of tasks. However, for a goal to be effective, it must be designed properly by being specific and difficult. Specific goals are much more effective than non-specific goals, because your progress can be assessed.

For instance, setting a goal of reading 20 pages of a report is a good goal because you can determine whether or not it was accomplished. If your goal was to "read a lot of the report" then you might determine 5 pages into it, that you had accomplished that goal, when in reality, you had not read enough. Goals should also be difficult, but not too challenging.

A goal that is too easy, such as "respond to one e-mail today" are not motivating because they present no challenge at all. Overly difficult goals e. In addition to being appropriately specific and difficult, you are more likely to reach goals to which you are committed. A lack of interest or commitment in reaching the goal makes the goal-setting process futile.

One of the advantages of setting goals to improve time management is that, over time, you gain a more realistic understanding of what can be accomplished in a workday.

People who do not often set goals may not be aware of what their capabilities are; however, those who have set goals more consistently have a good idea of which goals they have been able to meet and which were set too high or too low. Newspaper reporters operate each day with a set of firm deadlines. However, many other people find deadlines to be daunting and stressful.

Being organised : Skills Hub: University of Sussex

Deadlines are set to help us manage time. By always meeting deadlines, or even by meeting them early, you can appropriately manage time. If you complete deadline work early, you reduce the stress associated with your schedule, and you have more self-confidence about completing work tasks. Additionally, a person's work is likely to be higher quality if deadlines are met; attention to detail can suffer when a person is hurrying to finish a project.

To meet your deadlines early, you can break larger tasks into smaller ones and prioritize them. In addition, setting interim deadlines before a final deadline can help you to set goals and to make a large and seemingly unmanageable project seem easier to complete. Finally, tackling more difficult tasks first, as described previously, may increase your ability to meet deadlines. Many people waste time looking for documents, messages, or other information necessary to complete tasks in a timely manner.

why is it important to be organised and meet deadlines

There are a number of steps that can help you stay organized. First, arrange your workspace in a way that promotes organization.

That is, have a place for everything, and put everything in its place. If you do not have a specific location for telephone messages, it is not surprising that you might spend time looking for a telephone message or even misplace one. Additionally, put the items that are most used closest to you. If you use a reference book such as a dictionary or a computer programming language reference book frequently, putting that book across the room wastes time. You want to minimize the amount of time you spend getting up from your desk retrieving or looking for items.

A second suggestion for staying organized is to spend a little time each day organizing your work-space. Discard paper and electronic documents that are no longer needed, file documents that will be needed at a later time, and write a to do list for tasks that must be accomplished that day or the next day. Some time management experts suggest that you only touch each piece of paper in your office once. That is, if you receive a memo, you should read it when you receive it and take action based on it only once, rather than reading the memo, putting it down, and having to reread it several times before acting on it.

A third suggestion it to use a calendar or day planner to stay organized; this will help you to remember important dates and deadlines. Without a calendar in which such dates are noted, some tasks or meetings may be forgotten; instead of planning the time you need to do certain tasks, you may have to drop everything to accomplish a task that must be done for a meeting that you forgot was later that day.

For a calendar to be effective for time management, however, you must be sure to note important dates.

why is it important to be organised and meet deadlines

An incomplete or inaccurate calendar is useless. This suggestion fits nicely with the recommendation to spend a little time each day organizing your workspace. If part of your organization effort includes documenting any important dates and times and reviewing events on a calendar scheduled fro the following days, this can aid time management.

And, most people have a time of the day in which they have difficulty staying focused and getting things done.


Some people are very productive in the mornings, but less able to concentrate in the afternoons. Others cannot tackle difficult tasks in the morning and prefer to wait until later in the day to do work that requires attention to detail.

By determining when you are best able to do certain types of tasks, you can schedule them throughout your day so that you are most productive. For instance, if you are able to read and evaluate best in the morning, schedule those tasks for when you first arrive at work. If you find yourself getting sleepy in the afternoons, then reading quietly is not the best task for this time of day.

Instead, you may choose to do tasks that involve a little bit of physical activity or that do not require as much mental concentration. Perhaps returning telephone calls or meeting with co-workers is better for afternoon tasks. By scheduling tasks during the times of day when you are best able to do them, you are likely to be able to complete your work in a more time effective manner. Many people waste time trying to concentrate or solve difficult problems by doing so at a time that is ineffective for them.

Re-reading a memo three times because you lack concentration in the late afternoon is a poor choice when you could read the memo once in the morning. Stress created by the workplace or by personal concerns can create anxiety and worry that are distracting from work. Even ineffective time management can lead to stress, since anxiety over completing tasks in a timely manner can hinder their accomplishment.

To manage stress, it is important to first recognize what is creating the stress. Is it worry over a particular task, a work situation, or an issue at home? Once the stressor is recognized, it can be better managed.

How to stay calm when you know you'll be stressed - Daniel Levitin

If the source of stress is unidentified, then it cannot be managed. Once the source of stress is identified, you must determine which parts of the situation can be controlled and which cannot. For instance, if the source of stress is a looming deadline for a project, tackling some elements of that project or scheduling some of the tasks may relieve stress.

However, there may be parts of the project that are causing stress that cannot be managed. For instance, if part of the successful completion of the project depends on the work of another person, this may create stress that cannot be controlled unless you have some ability to monitor the work of the other person.

For stressors that are out of your control, you must either find ways to exert more control or to ignore the issue and focus on those tasks that you can control. Even when stressors have been identified and controlled to some extent, you may still experience stress. To reduce stress physically, you can get an appropriate amount of sleep, exercise regularly, and eat properly.

Many Americans are sleep deprived, and skipping even a couple of hours of sleep each night can have noticeable consequences in the workplace. Some sleep experts liken working while sleep deprived to working while drunk.

Although many people think that they will get more done by working more hours and sleeping less, getting appropriate amounts of sleep can instead make a person more productive during their working hours, requiring less time on the job.

Benefits of Being Organized! | Gabriel Dumont Institute

There are many suggestions for improving sleep, as detailed in Exhibit 1. Exhibit 1 Tips for Improving Sleep Create an environment in a bedroom that reduces distractions; don't do work or watch TV in the bedroom Make your bedroom as dark and as quiet as possible Go to bed and wake up at the same times every day Avoid caffeine late in the day Relax before bedtime by taking a warm bath or listening to soothing music Reduce worry at bedtime by writing a list of things to do the next day before going to bed If you are in bed but cannot sleep, get up and do something boring until you are sleepy Physical exercise can also reduce stress.

Sports and other fitness activities can reduce a person's resting heart rate and blood pressure, which can help to alleviate the negative effects of stress. Many people forgo physical activity, believing that time invested in exercise will detract from a person's ability to complete other tasks. However, much like getting proper sleep, even minimal physical activity can make a person more effective during working hours due to decreased stress and anxiety.

People agree to take on tasks or responsibilities, knowing that their time is limited, but feeling that they cannot say no. However, people agree to take on tasks that they have little time for because they want to help others, they feel guilty for saying no, feel obligated by a superior, or misjudge the time they have available. Saying yes to people who make requests can feel good, but not having time to accomplish tasks can be a letdown to the person and the organization.

Students with strong temporal-sequential ordering skills are able to manage their schedules, organize their work, and make efficient use of their time.

Such students are also able to avoid procrastination putting off a task that must be done. For students with weak time management skills, procrastination can have painful consequences, affecting both academic and personal success. Here are some strategies to help students meet deadlines and adhere to school schedules.

For example, help students see the ineffectiveness of "to do" lists which do not include objectives, are not prioritized, or whose schedules are not met. In addition, help students understand how compulsive over-planning, e. Talk with students about procrastination. Encourage them to think about why they or others may procrastinate.

Do they fail to manage time wisely, are they uncertain of priorities, goals and objectives, or perhaps, are they overwhelmed by the size or complexity of tasks? Have students practice estimating and managing their time. For example, have students keep track of activities in a log, first recording the estimated time they think the activity will take, and then documenting the actual time it took to complete the activity.

Help students come up with strategies for adjusting their work schedule, if time estimations were off target, or if work is ahead of — or behind schedule.

Teach students how to budget time to create long term schedules, such as when managing a schedule of work and recreation, or planning the timeline of a school project. Allow students to practice being "time managers," having the responsibility for working out and monitoring schedules for activities. In essence, this requires students to become project managers, making sure activities lead to products on schedule.

Incorporate time management practice into cooperative learning activities in which one student sets and manages the schedule for the group. Many students, even early adolescents, will need direct instruction in effectively maintaining assignment books based on the expectations of the school and individual teachers.

Create a simple system for keeping track of short and long term assignments, tests, and quizzes where students record, check off, etc. Discuss different ways to organize assignment books. Incorporate time management skills into assignment books.

Be sure that assignment books are checked regularly by a parent, teacher or peer partner. Breaking Activities Into Steps Staging Help students efficiently stage or break down long term activities. For example, a history report may be broken down into the following steps: Go to the library to collect sources, Tuesday: