Time Management

Managing expectations, deadlines, and stress can be a juggling act. Dhaval has proven to be exceptional in his time management skills.

The Importance of Time Management

Multitasking is a key skill in this profession, says Dhaval. First, look at how you will complete a task. How long will it take you to complete the task? Then, carve out that time. Weekly schedules and daily schedules are helpful to keep those times organized.

Dhaval also loves to start his work week off organized, so he uses Monday mornings to plan his upcoming tasks.

Dhaval is so organized with his time management, that it even overflows into his personal life! Dhaval is proudly using an effective time management system in his personal and professional life.

Laying Out the Schedule

As previously stated, Dhaval uses Monday mornings as a time to schedule his tasks for the week. By having high importance items and detail oriented tasks completed in the morning (when he is most alert), he is able to put more simple tasks in the afternoon and still be productive.

Tools for Time Management

Dhaval is a big proponent of using Microsoft Outlook to schedule his tasks. This system provides him the ability to create a schedule, both personally and professionally, that he can use. He is able to lock personal items that others cannot see, but also have shared items others can see.

He also uses the old-school style of handwritten sticky notes. These sticky notes allow him to post important tasks and due dates to his computer monitor so that he is able to see them all the time and be reminded, rather than have to open his Outlook calendar and task list, which can be shut down and easily forgotten about.

In order to meet deadlines, he sets reminder alarms on his phone, as well as through his calendar on Outlook.

What to Do In Times of Stress

Dhaval is very clear on how he manages his stress. He makes sure to set boundaries for his workday (typically 8 a.m.-4 p.m.), and he makes sure to use his breaks to recharge. If he was working on campus, he would take a walk around the grounds, or in the hallways if it is bad weather. Managing his physical health is one of his best strategies for managing stress. He also starts his morning off with meditation to help set the tone for the day. He also doesn't like to worry about work when he is not on the clock. Since his time management system is effective for him, he is able to let tasks have their place, and not have to be stressed by the workload all the time.

Deadlines

Upcoming

If possible, Dhaval likes to complete his work a couple of days before the deadline. He typically gives himself one week to complete a task, but sometimes those parameters need to be adjusted to accommodate for more or less time that he is given. About 80% of Dhaval's tasks can be completed within the typical time frame, without stress. The other 20% of the time, there can be a rush to get the work done. But Dhaval has accommodating coworkers and managers, so he is able to ask for more time to complete a task if necessary.

Missed

If Dhaval must miss a deadline, he is sure that he contacts the person waiting on the work to let them know that he is not able to meet the deadline. He will ask the person for an alternate date for the work to be submitted. If there is no budge on the deadline, Dhaval may have to speak to his supervisor about what to do (though he has only had to do this once in four years!)

If Dhaval has a very important issue to discuss about a timeline, he prefers face-to-face conversations. Because he is working from home, he books virtual meetings with people, rather than emailing them.

Overtime

Dhaval's position does not often require overtime. If it is required, he is to ask his boss to approve the overtime. Since Dhaval is working from home, he feels that he is responsible for completing all of his work within the scheduled work hours.

Lacking Motivation

From what we gathered in conversation from Dhaval, being motivated is not something he typically struggles with. He has many ways to increase his motivation, reduce his stress, and feel confident in handling the work he is given. If he is not feeling motivated, he says he makes sure he is always doing something, and not wasting time.

As well, Dhaval receives performance reviews every six months in his position. This allows him to improve his skills, become more motivated to do things differently, and feel proud of the work he has done throughout the past to help in the future.

Growth in Time Management Skills

We asked Dhaval if he feels his time management skills have improved over his career. He agreed! Before, he said that he would complete tasks as they came in, which meant that sometimes he had to rush on projects and tasks. Now that he has a better handle on his time management, he is able to complete tasks on time and give them the full attention they need.

Time Management: Inventory