Time Management Matrix - Assignment Example

LEARNING PORTFOLIO Student’s Name Student No Unit Name Word Count Introduction Learning Portfolio The purpose of this learning portfolio is to demonstrate my understanding of class teachings and relate them to my everyday experience. Also, it evaluates how well I can apply the teachings in normal situations outside classrooms. The learning portfolio will enable me to develop as an independent learner by assessing my reflective skills and cognitive abilities in subjects. Also to be evaluated is the evidence presented for reading and critical thinking with the aim of helping my self-development. Besides that, it aims to present evidence of my progress and current performance throughout term 1 and 2. Also contained in the paper is the self-development plan which explains what I have learnt from the activities done. The topics covered in the plan include effective teamwork, leadership, influence and persuasion, providing and rewarding one to one relationships, elements of effective self-management in the workplace and managing oneself in the wider world/business environment. It also contains a skills audit, which analyzes the skills I have acquired from my classroom lessons and evidence to support the same. The paper features a critical evaluation of theories covered in class and how their influence on my personal and professional development. Lastly, it contains my curriculum Vitae. Evaluation of Theories Time Management Matrix: Urgency Vs Importance Proper time management means using it well both effectively and efficiently. I have learnt that I have to spend my time on matters that are important. One way of achieving this is avoiding or reducing the stress of having too many strict deadlines. Moreover, it is prudent that one understands the difference between important and urgent activities. Important tasks are associated with results that lead us to achieve our aspirations, whether these are professional or personal (Ricketts and Ricketts, 2011, p. 209). On the other hand, urgent functions call for immediate action and are usually linked with achieving another person’s goals. Since the results of not dealing with them are immediate, we tend to concentrate on them. Since I can categorize tasks as important or urgent, I now can go pass the natural tendency to concentrate on unimportant urgent activities, so that I have ample time what’s crucial for our success. If there is something that has been eating my time it should be procrastination. Most people tend to concentrate on unimportant activities only to embark on important ones a few hours to the deadline (Panse, 2014). In such cases, some employees may deliver substandard work which can lead to their termination hence cutting their careers short. Nowadays, I have a timetable to guide me on everyday tasks, which make me concentrate on what matters. I have learnt important but not urgent tasks should be handled with care over everything else. Notably, these are activities that help an individual accomplish their personal and professional goals. I, therefore, ensure that I have allocated enough time to handle them properly so that they do not turn urgent (Panse, 2014). One is required to slot ample time in their schedules to tackle emergencies. This allows them keep on track and avoid the stress of work becoming more urgent than necessary. Maslow Hierarchy of Needs Maslow hierarchy of needs theory (1943, 1954) is made up of a five-tier model of human needs depicted within a pyramid. Maslow argues that individuals are motivated to achieve some needs, and certain needs are more important than others (McGuire, 2012). The most important universal need is that for physical survival, and it is what shapes our actions (McLeod, 2007). The pyramid is divided into deficiency needs (D needs) and being needs (B-needs). The former helps motivate individuals when they are not satisfied. From this theory, I have learnt that we have to meet the most basic needs before progressing to satisfy higher level growth needs. It is only when we meet the lower needs that we are capable of meeting the next set of needs that are unsatisfied. We can measure growth in our lives based on what stages of needs we are in (McLeod, 2007). If we can pay rent, buy food, and have access to better health care, among others, then it means that we are at least better off. It even becomes better when we reach the highest level called self-actualization. There is no limit to what one can achieve. I learnt that every person could move up the hierarchy towards a level of self-actualization. In fact, our daily lives are geared towards making us better than who we were the previous day (McLeod, 2007). The only problem is that we often face so many challenges that we give up without achieving our goals. For most of the world’s wealthiest, their wealth did not come on a silver platter. They had to endure numerous challenges before becoming successful. Chinese Billionaire Jack Maa, for example, dropped out of school and failed to secure jobs in every place he applied, including Walmart before finally deciding to start Alibaba which is one of the world’s leading e-commerce site (Rockefeller, 2016). Some of the challenges that individuals face include loss of job, divorce, and drug addiction among others. Conclusion Curriculum Vitae Name Address Telephone Mobile Email Personal Statement I am highly motivated, have excellent communication skills and a problem solver. Skills and Achievements Communication: Ability to communicate with both small and large groups of people, make presentations and provide feedback to questions. I can issue and receive instructions and maintain active listening at all times. I maintain open communication channels to ensure smooth flow of activities and to respond to emerging issues promptly. Teamwork: I value the role of teamwork in ensuring organizational success, and I am an active team player. IT literacy I am a proficient user of computers. I can comfortably use all the word applications, SPPS, the internet and other basic and advanced functions. Education and Qualifications Year Name of University Course Work Experience Year Organizations you have worked for starting with the most recent Volunteering Experience Year List all the organizations that you volunteered to work The responsibilities assigned to you References List your referees. This may include the supervisors of the organization you have worked and at least one lecturer at the University References Belbin, R. (2012). Team Roles at Work. Hoboken: Taylor & Francis. Kinicki, A. and Williams, B. (2008). Management. New York: McGraw-Hill/Irwin. Kotter, J. (2008). A force for change. New York: The Free Press. McGuire, K. (2012). Maslow's hierarchy of needs. An introduction. Munich: GRIN Verlag. McLeod, S. (2007). Maslow's Hierarchy of Needs. [online] Simply Psychology. Available at: https://www.simplypsychology.org/maslow.html [Accessed 4 May 2017]. Ricketts, C. and Ricketts, J. (2011). Leadership. Clifton Park, N.Y: Delmar. Panse, S. (2014). Time management for students. India: Partridge Pub. West, M. (2012). Effective teamwork. Chichester, West Sussex: BPS Blackwell. Appendix 1 Topic Activity What I did What I learnt (and link to relevant theory) What I am going to do differently Elements of effective management in the workplace Effective management in the workplace Teaching myself elements of effective management I learnt effective management is made up of time management, teamwork, problem-solving, and knowing the strengths and weakness of employees. Managers should always insist on time management to ensure that employees complete their tasks on time (Klinicki and Williams, 2008). Staff is required to balance between tasks that are important and urgent. Equally, they will be required to work in groups tasked with achieving a common objective. This can be a marketing group mandated to promote company activities or products among others. West (2012) argues that teamwork is effective as it allows many people to combine their unique strengths to achieve goals. It also rules out individualism which makes people work towards the attainment of organizational goals. Managers are required to know the key resources that are people and allocate them roles based on their strengths. I am going to place more emphasis on time management, and teamwork. I have realized that a lot of time is spent doing things that add no value to my life and my organization. I will also focus on becoming a better team member. Productive and rewarding one to one relationships Working with others Reflecting on my own strengths, weakness, and focusing on being a better communicator. Bad relations are as a result of being selfish or self-centered (Greer, 2017). Most people are keen on having their way without considering the impact of their actions on others. They are always keen on winning and would do anything to have their way. One ought to exercise emotion intelligence when dealing with others. This plays a crucial role in evaluating the outcome of their decisions on others especially their workmates. When dealing with others, it is important that we learn how to control our control or express our emotions and to handle an interpersonal relationship with fairness. Also, we should always focus on both short-term and long-term. Sometimes we may miss on short-term goals but get the long term ones. A person, for example, may fail in the exam but benefit from using the knowledge and skills during his entire career. Bad relations are as a result of being selfish or self-centered. Most people are keen on having their way without considering the impact of their actions on others. They are always keen on winning and would do anything to have their way. One ought to exercise emotion intelligence when dealing with others. This plays a crucial role in evaluating the outcome of their decisions on others especially their workmates. When dealing with others, it is important than we learn how to control our control or express our emotions and to handle an interpersonal relationship with fairness. Also, we should always focus on both short-term and long-term. Sometimes we may miss on short-term goals but get the long term ones. A person, for example, may fail in an exam but benefit from using the knowledge and skills during his entire career. Effective team working Understanding team members Categorizing team members based on their strengths and weaknesses. Different team members serve different capacities. Using Belbin’s team roles, I learnt how to categorize team members under the categories of the plant, resource investigator, coordinator, monitor evaluator, team worker, completer finisher and specialist. For example, implementers are practical, efficient, dependable, converts thoughts into action, and organizes activities that ought to be performed (Belbin, 2012). On the other hand, shapers are challenging, dynamic, and have the courage to overcome obstacles. Also important to note that every person has their own allowable weaknesses and no one is required to be perfect in groups. Those who fit in the category of plant, for example, often ignore incidentals and are too preoccupied to communicate effectively. Different team members serve different capacities. Using Belbin’s team roles, I learnt how to categorize team members under the categories of plant, resource investigator, coordinator, monitor evaluator, team worker, completer finisher and specialist. For example, implementers are practical, efficient, dependable, converts thoughts into action, and organizes activities that ought to be performed. On the other hand, shapers are challenging, dynamic, and have the courage to overcome obstacles. Also important to note that every person has their own allowable weaknesses and no one is required to be perfect in groups. Those who fit in the category of plant, for example, often ignore incidentals and are too preoccupied to communicate effectively. Leadership, influence, and persuasion Developing leadership skills Finding a vision, establishing team values, and communicating successfully. Successful organizations are those that are led by effective leaders. Good leaders must have a vision for their companies and lead others to accomplish it (Kotter, 2008). Most importantly, members of a team are required to have certain values to accomplish certain tasks. For example, some of the common values include respect for others and embracing teamwork. Besides that, communication plays a key role in influencing the success of an organization or team. An effective leader should communicate with his or her team members the vision that he or she has for the company. Moreover, continuous communication should be used to solve problems by making things clear. I will ensure that I have a vision for my life and any other important mission that I undertake. In addition, I would embrace the essential values that would make me accomplish a task easily. When working with other, I would constantly communicate with them to get things moving smoothly. Managing oneself in the wider world/business environment Assignment of different position in our community group. As part of becoming more effective as a group, we decided to reshuffle the positions. Initially, I was the secretary general, but I was transferred to the position of treasurer. I had got used to assisting the chair of the group run the overall functions of the group, but now my responsibility would be limited to financial matters. For the sake of the group continuity and the need to make it efficient, I gladly accepted my new roles same as other members. I have learnt that change does not come easy and is often stressful. If not handled properly, it can derail one and prevent one from accomplishing his or her goals. Moreover, one requires a supportive environment while going through changes. Also, things such as the past and present interactions play an important role in determining whether a change will be successful or not. According to Abraham Maslow, people have needs, and changes may make them re-adjust their life which may make them uncertain about the whole process. I will make sure that the funds are well accounted for. This will call for proper budgeting and learn some basic accounting skills like how to prepare accounting reports. Appendix 2 Academic Life Skill Self-management Teamwork Evidence I have learnt to organize myself well. For example, I have a personal timetable that guides me on how what to do. I have made sure that time is allocated proportionally between my studies and personal life. I have also factored time for my friends where we meet and take part in physical activities. Initially, I never had any timetable and would waste my time on activities that does not matter such as watching too much TV and playing games. Since I started utilizing my time well, I not only complete tasks on time, but I have started improving on my grades. I have realized the importance of teamwork, and nowadays I attach much value to it. I take the time to meet all the responsibilities that are assigned to me in a group on time and not shifting the same to others. Additionally, I have become more understanding of the members of my team since each has their unique strengths and weakness. As I am now able to evaluate the strengths of each member in our group, I make sure that people are tasked with responsibilities that they can handle best. The results have been reflected in our work output, which has improved greatly. Not only that, we were recently awarded as the most effective group in my organization since we surpassed all the targets that were set for us. Personal and working life Communication skills Solving problems Communication plays a crucial role in interpersonal relationships. I have managed to develop proper communication skills. These days, I make sure that I pass the intended meaning to my friends and workmates with the highest level of clarity. This includes making sure that the messages are not ambiguous before sending the hit button. Part of it includes drafting and editing my work unlike before where I would not care if it’s not edited or not. Besides that, I make sure that I express my ideas feelings and opinions more clearly. This involves doing more research especially on topics that I am to present to others. Unlike before, I take the time to listen to others. I have learnt that turn taking is important so as to facilitate meaningful conversations. More importantly, my workmates have noted the changes, and one recently asked if I enrolled for a communication class. The other essential aspect is that the relationships among the team members have improved and there is less friction when compared to the past. I have solved so many of my friend's problems, and I know this is my innate talent. Better still, with good communications skills some of which I recently acquired, I have become a skilled problem solver since I now listen more and carefully analyze situations before passing judgments. This day, I make sure that I write some of the decisions I arrive at on a word document and send them to my subjects. That means that I support my oral communication with written communication that one can later refer to ensure that they heard the right thing. Recently, I have been receiving lots of mail from friends who want me to help them solve some of their everyday problems which mean that they value my role. Read More