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タイムマネジメントとは?重要性と効果・生産性を高める方法とコツを解説!|HRドクター|株式会社ジェイック タイムマネジメントとは?重要性と効果・生産性を高める方法とコツを解説!
私たちが成果を上げるためには、限られた時間をいかに有効活用できるかが重要です。ビジネスパーソン全員に平等に与えられた資源である時間をいかに有効に活用するかがタイムマネジメントのスキルです。
働き方改革により長時間労働もできなくなっているなかで、社員一人ひとり、また組織の生産性を高めるうえで、タイムマネジメントの力は必要不可欠といえます。また、タイムマネジメントの力は、業務効率や生産性向上に役立つとともに、社員個人のスキルアップやワークライフバランス等にも好循環をもたらします。
本記事では、タイムマネジメントの定義や効果、タイムマネジメント力を高めるコツを詳しく解説します。
<目次>
タイムマネジメントとは?
タイムマネジメント(Time Management)とは時間管理のことで、ビジネスシーンにおいて時間の使い方を改善し、業務効率や生産性を向上させることを意味します。
タイムマネジメントというと、アポイント管理を想像する人もいるかもしれません。しかし、タイムマネジメント=アポイント管理ではありません。スケジュール帳に書き込まれる予定(アポイント)を管理することはもちろん必要ですが、アポイントだけをこなしていても私たちの生産性は上がりません。
アポイント管理はもちろん、アポイントに必要な準備時間や会議等で生まれたタスクを進捗する時間の確保、他人とのアポイントにはならない個人のタスク処理や業務の時間、そもそもどの仕事に時間を投下すべきかという優先順位の決定等も含まれるものが、時間管理(タイムマネジメント)の概念です。
時間管理で、よく下記のような悩みがあります。
- 明日の準備が終わらず残業をする
- 遅くまでの残業で睡眠不足に陥る
- 睡眠不足で翌日の作業が捗らない
- 急いで作った資料内容が不十分だった
- 仕事が多くて全然片付かない
タイムマネジメントは、各社員がこうした自身のタスクやワークスタイルを分析し、効率性や優先順位を考えて着実に仕事を進めていくための技術です。タイムマネジメントを身に付けることでワークスタイルの質が高まり、社員一人ひとりの生産性を向上させることができるでしょう。
タイムマネジメントの重要性と効果
タイムマネジメントは以下のような効果をもたらすことから、どのような組織においても非常に重要なスキルといえます。
生産性の向上
タイムマネジメントにおける最大の効果が生産性の向上です。タイムマネジメントではタスクの可視化、適切な優先順位の決定、作業時間の決定を通じて生産性を向上させます。
目の前のタスクを順番にこなしていくのではなく、優先順位や自分のワークスタイル、下流工程のことまでしっかり考えて仕事に取り組んでいくことが重要です。
【例】午前中に集中力が高まる人の場合
出社後すぐの早い時間帯にはアポイントを入れず、資料作成や企画、ライティングなどの思考系業務を集中して実施することで、少ない投入時間で効率的に作業を終えることができる。
【例】見積書作成や資料のファイリングなどの事務処理
事務処理は、準備さえしっかり行なえば手を動かすだけで終わる性質があるため、こまめに処理するのではなく、あらかじめ準備していたものを一気に連続処理することで生産性を上げられる。
【例】企画業務や業務プロセスの見直し
仕事のなかには、「納期がないが重要な仕事」があります。日々のタスクに追われていると、このような業務がなかなか進行せず、結果的に生産性が高まりません。例えば、「水曜日の午後はアポイントと日常業務は実施せず、納期がない重要業務に取り組む」と決めて時間を確保する。
このように自分のワークスタイル、また仕事の性質、そして、タスクの重要度や納期を踏まえて、同じ時間働くにしても、効率を高めたり、仕事自体の生産性を向上させていったりします。
自己効力感の向上
タイムマネジメントができないと、目先に飛び込んでくる仕事に追われている状態になりがちです。なかなか自己効力感が持てず、自己嫌悪から仕事への自信やモチベーションが低下する可能性もあるでしょう。
しかし、タイムマネジメントがしっかりできていると「自分の時間をコントロールできている」実感を持てます。生産性が向上している感覚が生まれると、自己効力感も向上します。自己効力感の向上は、もっと多くの業務を積極的にこなしたり、難易度の高い業務にチャレンジしたりする意欲につながります。
スキルアップ時間の確保
タイムマネジメントができず自分のタスクを把握できていない場合、その日の業務終了時間が読めなかったり、時間に追われることが多くなったりするため、スキルアップの時間を確保するのも難しくなります。
しかし、タイムマネジメントで効率化を図れば時間はもちろん、精神的にも余裕が生まれ、スキルアップの時間を十分に確保できるようになります。また、スキルアップ時間の確保は自己成長につながり、時間生産性をより高めることが可能です。
ワークライフバランスの向上
タイムマネジメントができると時間に余裕が生まれるため、家族と過ごす時間や趣味といったプライベートにも良い影響をもたらします。プライベートが充実すれば心身を休ませやすくなり、メンタルヘルスの向上にもつながります。
一方、タイムマネジメントができていない場合は常に時間に追われがちです。そのため家族や友人との約束ができなかったり、スキル向上の講座やスクールへの予約も取りにくくなったりするでしょう。
また、「仕事に追われている」感覚があると、休みの時も精神的に落ち着かず、疲労が十分に抜けない等、ワークライフバランスに悪循環が生じます。
残業時間の削減
タイムマネジメントによる残業時間の減少は、社員と企業両方にとってメリットがあります。社員にとっては仕事とプライベートの両立や、過労による心身の不調が生じにくくなるといったメリットがありますし、企業にとっても残業代が減るほか、働きやすい職場環境が構築されることで社員満足度が上がり、離職率の低下も期待できます。
タイムマネジメントで生産性を高める方法とコツ
タイムマネジメントは生産性を上げるための時間管理です。以下では、タイムマネジメントの効果を高める5つのポイントをご紹介します。前半は業務効率を高めるポイント、後半は時間管理の本質的な内容に迫ります。
業務効率を上げる
タイムマネジメント力を高めるためには、時間の使い方が大事ですが、同時に業務効率を上げることも重要です。時間配分等をうまくできたとしても、業務効率が低ければ、生産性向上には限界があります。
例えば、経理の消し込み処理や請求書発行等の事務作業は、最適な業務手順を標準化することでスムーズかつ高品質に行なえるようになりますし、後々アウトソーシングや自動化するうえでも役立つでしょう。
また、パソコンのショートカットキー等を使いこなすことも大切です。会議等に関しても、まずは会議自体の生産性を高める事前準備や進行が大切です。また、集中力を持続させるためにこまめに休憩を入れたり、自分の集中しやすい時間帯を把握したりして、提案資料の作成や企画等の考える作業に集中することも効果的です。
自分の時間の使い方を記録して振り返る
時間を管理するうえでは、自分がどのように時間を使っているかを知ることが必要です。世界的に有名な経営学者 ピーター・ドラッカーは、「経営者の条件」という著書のなかで「時間を何に取られているかを明らかにすることから始めるべき」としています。
つまり、時間を記録することでどれだけ無駄にしている時間があるかを把握でき、タイムマネジメントを実践できるということです。
<自分の時間の使い方を知る方法>
- 1.時間の記録をする:手帳やスマートフォン等を使って時間の使い方をリアルタイムに記録する。
- 2.時間の整理をする:何の成果も生まない仕事や自分でコントロールできる時間の無駄遣いを排除する。
- 3.時間をまとめる:すきま時間や自由に使える時間をまとめて、連続したまとまった時間を作る。
仕事を見直す
生産性を高めるためには業務プロセスを見直すことも大切です。業務改善にあたっては、ECRSの原則が効果的です。排除(Eliminate)、統合(Combine)、交換(Rearrange)、簡素化(Simplify)の順で業務改善を検討していくことで、大きな改善効果が期待できます。
<ECRSの原則>
- 排除(Eliminate):作業をやめられないか?工程や目的そのものに意味があるか?
- 統合(Combine):別々で行なっている作業や工程を一つに統合できないか?複数人で行なっている作業を1人でできないか?
- 交換(Rearrange):作業や工程の順序を入れ替えられないか?自部門や他部門へ業務移管したらどうか?
- 簡素化(Simplify):作業をもっと簡単にできないか?ツールや自動化で効率的に作業できないか?
重要性が高いことに時間を使う
タイムマネジメントを実践するためには、優先順位を意識して時間を使うことがとても重要です。優先順位の高い業務に多くの時間を使い、優先順位の低い業務には時間を割かないようにしましょう。
仕事の優先順位を決める際は、まず「重要事項」と「緊急事項」の2つの軸で仕事を分類する考え方が非常にわかりやすいです。
Step1:仕事を2つの軸で分類
- 重要事項:大事な目標の達成、価値観やミッションに貢献する活動
- 緊急事項:すぐに対応しなければならない活動
Step2:マトリックスを使って4領域に分類
| 緊急 | 緊急ではない |
重要 | 【第1領域】 ・締め切り直前のタスク ・クレーム対応 など | 【第2領域】 ・人間関係 ・予防行為 ・準備、計画、改善 ・自己成長 ・息抜き |
重要ではない | 【第3領域】 ・無意味な電話、メール対応 ・突然の来訪 ・無駄な会議 ・無意味な報告書 | 【第4領域】 ・暇つぶし ・必要以上の息抜き ・世間話 ・そのほか、無意味な行動 |
第1領域は緊急かつ重要な仕事ですので、必須で実行する必要がある領域です。しかし、第1領域にばかり追われると、疲弊から第4領域へ逃げたくなってしまいます。第1領域の活動を増やさないためには、第2領域の活動が重要です。
前述した「仕事の見直し」や「時間の使い方を記録して振り返る」、また「未来への投資や打ち手」「人材育成」といった第2領域のタスクを実施することで、第1領域を増やさないことが大切です。
また、第3、第4領域を増やさないためには、相手に「No」を言う勇気も必要です。自分がなすべきミッションや目標を明確にして、重要でない頼まれ仕事にはNoと言ったり、他の人に依頼してもらうように伝えたりすることも大切です。
効率性と効果性を区分する
タイムマネジメントで生産性を上げようとすると、どうしても効率に注目してしまいがちです。もちろん作業効率や時間効率を高める取り組みは重要です。しかし、効率を高めるだけの取り組みで生産性を高めることには限界があります。
タイムマネジメントの目的は、生産性を高め、個人や組織としてより高い成果を長期的・継続的に得ることです。そのため効率性だけでなく、効果性も重視する必要があります。
例えば、研修や会議の冒頭で行なうアイスブレイクや職場メンバーとの雑談は、一見無駄に思える時間ですが、じつはチームビルディングにつながったり、会議の生産性を高める心理的安全性を生み出すことにつながっていたりします。
特に、良い人間関係や心理状態を作ったり、人材育成したりするための取り組みは表面的な効率性だけでは判断できない部分もあります。効率性だけでなく、効果性を考えながらタイムマネジメントを行なっていくことが大切です。
また、生産性とは「アウトプット÷インプット」で定義されます。効率性を上げる取り組みは得てして、「同じアウトプットを短時間で実施する」方向に偏りがちです。生産性を高めるうえでは「同じアウトプットを短時間で生み出す」ことも重要ですが、「アウトプットの総量を増やす」ことにも意識を向けましょう。
まとめ
タイムマネジメントは自身のタスクやワークスタイルを分析し、優先順位を考えて仕事に取り組むことで生産性を高める手法です。すべてのビジネスパーソンにとって重要なスキルですし、特にホワイトワーカー(知識労働者)にとっては必要不可欠です。
タイムマネジメントは、まず業務効率自体を高めるとともに、時間の使い方を記録して振り返ることから始めましょう。そのうえで、ECRSの法則を踏まえて業務プロセスを見直したり、重要事項に時間を投資していくことが大切です。
なお、タイムマネジメントは、「同じアウトプットをなるべく短時間で生み出す」「インプットの無駄をなくす」効率性に意識が偏る傾向もあります。人間関係や人材育成は効率性だけでは進まない部分もありますので、長期的・継続的に望む結果を得るための効果性の概念も意識しておくことが大切です。
著者情報
株式会社ジェイック シニアマネージャー
宮本 靖之
大手生命保険会社にて、営業スタッフの採用・教育担当、営業拠点長職に従事。ジェイック入社後、研修講師として、新入社員から管理職層に至るまで幅広い階層の研修に登壇している。また、大学での就活生の就職対策講座も担当。
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