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6 Tips to Estimate Your Time More Effectively.

6 Tips to Estimate Your Time More Effectively.

Do you have trouble estimating how long it will take you to complete a task or project?

Ever wish you could estimate your time more accurately?

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Below are six tips to help you better estimate and manage your time at home, at work, or anywhere!

1. Use similar past experiences and activities as a guide.

There’s something to be said about learning one from one’s past. If you’re unsure as to how to budget your time for a new activity, simply take a stroll down memory lane to see how much time you spent on a similar activity. If you’re unsure how long it will take you change after your Zumba class and head off to your next appointment, you might consider, for instance, how long it took you to change out of your work clothes, shower, put on a clean new outfit and go out to dinner with a friend. Your past experiences don’t have to be exact replicas of your current activities, just look out for similar components such as preparation and travel time.

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2. Appropriately identify time-dependent activities and actions.

Which of your current activities are truly time dependent and time sensitive? Are there any specific deadlines you need to keep in mind? It might be as simple as shifting your priorities. For example, estimating how long it will take you to complete your preliminary research for a first draft of a brand-new, 2,500 word blog post that is due at work one week from Wednesday is a bit more important than estimating how long it will take you to browse through this month’s issues of your favorite fashion magazines at home.

3. Track your time.

The best way to make sure you’ve actually estimated your time correctly is to track your time. There’s no denying the read-out on a digital timer or analog clock face; it’s crystal clear how much time has passed and/or how much time you’ve spent. Try tracking your time over a series of repeated instances. You could try tracking the length of your weekly check-in meetings at work or how much time you spend on Google+ each day. Your time log will help you make better decisions and will ultimately help you estimate your time more effectively.

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4. Make a detailed list of tasks to complete.

Not sure how long it’s going to take you to plan your grandma’s 90th birthday party? Try writing out a detailed list of smaller tasks related to a larger project. In the example above you might write out, “Create guest list,” “Send out invitations,” “Buy decorations,” “Buy food,” “Order cake,” and so on. You can then estimate how long it will take you to complete each of those smaller tasks. When you’re finished, simply add up all of those time estimates and you’ll have a general idea of how long you’ll need to complete the larger project at hand.

5. Add in a buffer of time.

One of the easiest ways to better manage your time is to simply give yourself a buffer of additional time. A time buffer can be a schedule-saver in case you’re caught in traffic or weather delays, you receive an urgent work request, or you just don’t give yourself enough time in the first place to do something. When in doubt, just give yourself more time!

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6. Know how long it takes you to complete a task.

How long does it take you to go through your emails in the morning? How about walking your dog, running a financial report, or putting on the finishing touches to a newly created logo for a client? Think for a moment about how long it actually takes you to complete a specific task. If you still need to further tune your estimates, ask yourself whether or not the task is something with which you are familiar. If it’s a familiar one, you’ll probably be able to complete it rather quickly; if not, it’s probably wise to add in a bit more time to your estimate.

How do you estimate your time? Do you use past experiences as a guide or do you take an educated guess? Leave a comment below.

Featured photo credit: clocks/blue2likeyou via flickr

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Rashelle Isip

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Last Updated on September 30, 2020

Effective vs Efficient: What’s the Difference Regarding Productivity?

Effective vs Efficient: What’s the Difference Regarding Productivity?

When it comes to being effective vs efficient, there are a lot of similarities, and because of this, they’re often misused and misinterpreted, both in daily use and application.

Every business should look for new ways to improve employee effectiveness and efficiency to save time and energy in the long term. Just because a company or employee has one, however, doesn’t necessarily mean that the other is equally present.

Utilizing both an effective and efficient methodology in nearly any capacity of work and life will yield high levels of productivity, while a lack of it will lead to a lack of positive results.

Before we discuss the various nuances between the word effective and efficient and how they factor into productivity, let’s break things down with a definition of their terms.

Effective vs Efficient

Effective is defined as “producing a decided, decisive, or desired effect.” Meanwhile, the word “efficient ” is defined as “capable of producing desired results with little or no waste (as of time or materials).”[1]

A rather simple way of explaining the differences between the two would be to consider a light bulb. Say that your porch light burned out and you decided that you wanted to replace the incandescent light bulb outside with an LED one. Either light bulb would be effective in accomplishing the goal of providing you with light at night, but the LED one would use less energy and therefore be the more efficient choice.

Now, if you incorrectly set a timer for the light, and it was turned on throughout the entire day, then you would be wasting energy. While the bulb is still performing the task of creating light in an efficient manner, it’s on during the wrong time of day and therefore not effective.

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The effective way is focused on accomplishing the goal, while the efficient method is focused on the best way of accomplishing the goal.

Whether we’re talking about a method, employee, or business, the subject in question can be either effective or efficient, or, in rare instances, they can be both.

When it comes to effective vs efficient, the goal of achieving maximum productivity is going to be a combination where the subject is effective and as efficient as possible in doing so.

Effectiveness in Success and Productivity

Being effective vs efficient is all about doing something that brings about the desired intent or effect[2]. If a pest control company is hired to rid a building’s infestation, and they employ “method A” and successfully completed the job, they’ve been effective at achieving the task.

The task was performed correctly, to the extent that the pest control company did what they were hired to do. As for how efficient “method A” was in completing the task, that’s another story.

If the pest control company took longer than expected to complete the job and used more resources than needed, then their efficiency in completing the task wasn’t particularly good. The client may feel that even though the job was completed, the value in the service wasn’t up to par.

When assessing the effectiveness of any business strategy, it’s wise to ask certain questions before moving forward:

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  • Has a target solution to the problem been identified?
  • What is the ideal response time for achieving the goal?
  • Does the cost balance out with the benefit?

Looking at these questions, a leader should ask to what extent a method, tool, or resource meets the above criteria and achieve the desired effect. If the subject in question doesn’t hit any of these marks, then productivity will likely suffer.

Efficiency in Success and Productivity

Efficiency is going to account for the resources and materials used in relation to the value of achieving the desired effect. Money, people, inventory, and (perhaps most importantly) time, all factor into the equation.

When it comes to being effective vs efficient, efficiency can be measured in numerous ways[3]. In general, the business that uses fewer materials or that is able to save time is going to be more efficient and have an advantage over the competition. This is assuming that they’re also effective, of course.

Consider a sales team for example. Let’s say that a company’s sales team is tasked with making 100 calls a week and that the members of that team are hitting their goal each week without any struggle.

The members on the sales team are effective in hitting their goal. However, the question of efficiency comes into play when management looks at how many of those calls turn into solid connections and closed deals.

If less than 10 percent of those calls generate a connection, the productivity is relatively low because the efficiency is not adequately balancing out with the effect. Management can either keep the same strategy or take a new approach.

Perhaps they break up their sales team with certain members handling different parts of the sales process, or they explore a better way of connecting with their customers through a communications company.

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The goal is ultimately going to be finding the right balance, where they’re being efficient with the resources they have to maximize their sales goals without stretching themselves too thin. Finding this balance is often easier said than done, but it’s incredibly important for any business that is going to thrive.

Combining Efficiency and Effectiveness to Maximize Productivity

Being effective vs efficient works best if both are pulled together for the best results.

If a business is ineffective in accomplishing its overall goal, and the customer doesn’t feel that the service is equated with the cost, then efficiency becomes largely irrelevant. The business may be speedy and use minimal resources, but they struggle to be effective. This may put them at risk of going under.

It’s for this reason that it’s best to shoot for being effective first, and then work on bringing efficiency into practice.

Improving productivity starts with taking the initiative to look at how effective a company, employee, or method is through performance reviews. Leaders should make a point to regularly examine performance at all levels on a whole, and take into account the results that are being generated.

Businesses and employees often succumb to inefficiency because they don’t look for a better way, or they lack the proper tools to be effective in the most efficient manner possible.

Similar to improving a manager or employee’s level of effectiveness, regularly measuring the resources needed to obtain the desired effect will ensure that efficiency is being accounted for. This involves everything from keeping track of inventory and expenses, to how communication is handled within an organization.

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By putting in place a baseline value for key metrics and checking them once changes have been made, a company will have a much better idea of the results they’re generating.

It’s no doubt a step-by-step process. By making concentrated efforts, weakness can be identified and rectified sooner rather than later when the damage is already done.

Bottom Line

Understanding the differences between being effective vs efficient is key when it comes to maximizing productivity. It’s simply working smart so that the intended results are achieved in the best way possible. Finding the optimal balance should be the ultimate goal for employees and businesses:

  • Take the steps that result in meeting the solution.
  • Review the process and figure out how to do it better.
  • Repeat the process with what has been learned in a more efficient manner.

And just like that, effective and efficient productivity is maximized.

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Featured photo credit: Tim van der Kuip via unsplash.com

Reference

[1] Merriam-Webster: effective and efficient
[2] Mind Tools: Being Effective at Work
[3] Inc.: 8 Things Really Efficient People Do

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