Time Management Assessment - Research Paper Example

Individual Time Management Analysis Name: Institution: Contents Contents 2 Executive Summary 4 1 Time Management 5 1.1 Introduction and Overview 5 1.2 Definition 5 1.3 Overview of Time Management 6 1.4 Importance of Time Management 7 1.5 Approaches to Time Management 7 2 ABC System 8 2.1 Introduction 8 2.2 Working 8 2.3 Implementing ABC System 9 3 Pareto Principle 10 3.1 Introduction 10 3.2 Working 11 3.3 Implementation of Pareto Principle 12 4 “Eat the Frog First” Method 13 4.1 Introduction 13 4.2 Working 13 4.3 Implementation 13 5 “To Do” List Method 14 5.1 Introduction 14 5.2 Working 15 5.3 Implementation 15 6 Biological Prime Time 16 6.1 Introduction 16 6.2 Working 16 6.3 Implementation 17 7 Division of Tasks 18 7.1 Introduction 18 7.2 Working 18 7.3 Implementation 18 8 Personal Review 19 8.1 Introduction 19 8.2 Action Plan Review 20 8.3 Pre and Post Test Review 21 8.4 Learning Review 22 8.5 Time Management Review 23 8.6 Areas of Concern 23 9 Conclusion 24 10 References 25 Executive Summary Time Management is a challenging endeavour. Many people often have challenges managing their limited time. However, time is the scarcest resource. Time for study is always limited. There are a number of distractions too which hinder one from effectively completing the tasks. This report tries to explain Time Management and identify ways of handling this challenge. The first section of the report introduces the term Time Management. Benefits and various approaches to this field are also given. This helps to familiarize the reader with the details in the report. In the middle section, the approaches are explained. The approaches are discussed and their working given. In addition, there are various steps suggested to implement these approaches. In the last section, the report reviews the Action Plan that had earlier been submitted. The plan had to span six weeks. The results from the plan are discussed as well as recommendations made. In addition, review of the lessons learnt is done to help in improving the skill. Finally, the paper concludes the ideas discussed. 1 Time Management 1.1 Introduction and Overview Time Management is an integral part of social, professional and academic life. Often, people have challenges in managing their time effectively. This often leads to other tasks not attended. The aim of this report is to define Time Management, identify approaches and the ways in which people can improve their tie management skills. Each of the approaches is supported by scholarly evidence and application thoroughly explained. 1.2 Definition Time Management can be viewed as scrutiny on spending of day and prioritizing of activities (Time Management, 2014). It can also be viewed as organization of activities and resources that aid one to be effective and productive (Ward, 2014). As Claessens, Eerde and Rutte (2007, p.262) argue, there is no concise definition of ‘Time Management.’ However, all the definitions involve prior planning and implementation of the plan. Based on these arguments, we can view ‘Time Management’ as creating a schedule for tasks and successfully completing those tasks. 1.3 Overview of Time Management Time Management involves evaluating the past experiences of an individual. After evaluating, weak points are noted as well as areas that need improvement. Then, an individual drafts objectives which will be worked on to improve the skills. These objectives must be realistic, attainable and specific. Further, they should be measurable and in a given timescale. They are often called SMART objectives. An individual works on these objectives and then monitors the progress. Without monitoring, the individual will not be able to examine the effectiveness and success of the approaches. Time Management is a continued activity. If an individual does not constantly improve the approaches, soon they become phased out. Tasks are always changing as one transforms from one job to another, one academic level among others. These changes therefore require one to change the approaches to managing time. If the approaches are not changes, they become irrelevant and of little or no use to the current situation. It is through this foreseen danger that changing approaches of Time Management need to be adapted to the situation at hand. Mantha and Sivaramakrishna (2006, pp.4-5) give various hindrances to Time Management. These include procrastination, Bad attitude and poor networking. Further, they add shuffling blues, unnecessary meeting, poor environment and not planning ahead effectively. Finally, not delegating responsibilities and poor methods of solving crisis hinder Time Management in a company and as an individual. 1.4 Importance of Time Management According to Burrows, Coutts and Ree (2007, p.38), time is a very essential tool in our lives yet it is limited by various chores we undertake daily. They further argue that time is a limiter that guides our daily living. Being organized is the pathway to management of time. Once you plan and implement your activities, you are able to effectively account for any activity you undertook. You are also able to evaluate whether you have successfully used the time you had. Chapman and Michael (2008, p.2) give various benefits of managing time. They view Time Management as a tool that helps one to have energy to work more and thus produce more. Further, it relieves stress, accomplishes more and aids in attaining targets. It boosts self-esteem and creates good rapport with others. Good Time Management prevents procrastination (Dixon, 1993) by ensuring that tasks are done early enough (Gafni and Geri, 2010, p.115). It also helps one save time, be flexible and not feel guilty over time wastage. 1.5 Approaches to Time Management There are several methods of Time Management. This paper aims at discussing six of these approaches. These include: ABC System Pareto 80/20 Rule “Eat the Frog First” Method To-Do List Method Biological Prime Time Division of Tasks 2 ABC System 2.1 Introduction This is a time analysis tool that was incorporated from Inventory Management (Patil and Pataskar, 2013, p. 98). This method is often applied with Pareto Principle. This system has been applied in many fields of economics and social life involving management (Turney, 2008, p.11). Turner (2005) argues that the system has undergone several transformations from its initial conception up to the contemporary time. 2.2 Working In the method, tasks are grouped into three groups depending on their characteristics. These groups are labelled A, B and C and have the following properties: Group A covers 15-20 per cent of the tasks which contribute 80 per cent of total productivity. These tasks are considered most important and crucial tasks. Their priorities are high. A fail in these tasks means a failure in total productivity of an individual. Group B covers 30-35 per cent of tasks that contribute approximately 15 per cent of total production. These tasks are less important than the above tasks but also determine total productivity in a significant manner. These tasks are important although not crucial. A fail in them would not directly affect total productivity although it would affect the important tasks in group A. Group C entails least important tasks. These tasks have no significance and their fail does not affect the productivity. Such tasks are often ignored in most cases. However, for total productivity of an individual, such tasks should not be left out. 2.3 Implementing ABC System To successfully implement ABC system, a number of steps are involved. These steps are consecutive and therefore one should be completed before another step is attempted. This prevents confusion during scheduling. However, with scheduling alone there is no effective time management. One would be required to follow the schedule and evaluate the progress. This ensures that there is effective Time Management. There are a number of steps to be followed to implement this system. These steps include: i. Pinpoint the tasks to be done in a day. Write these tasks without any characterization. This helps in highlighting all tasks to be done in a day, week or given period. Ensure all tasks are listed. ii. Attach properties to the tasks. Important, less important or least important. Assign Alphabetical letters to the groups i.e. Important A, less important B and least important C. This helps in easier identification of the level of importance. iii. Allocate time to these tasks. Allocation of time helps determine the amount of time to be used in each task and the backlog of time. This ensures you are able to meet the deadlines for the given tasks. iv. Group these tasks basing on their level of importance. Assign Alphabetical letters to the groups i.e. Important A, less important B and least important C. This helps in easier identification of the level of importance. v. On each group, identify the most important tasks and arrange them in descending order. Assign numerals to the tasks in each group depending on their level of importance. E.g. 1 for most important. Tis helps in determining which task will be carried out first. vi. Draft the schedule for the tasks. The tasks that are important are done first. This schedule should be observed to ensure effective productivity. A schedule ensures you are prepared for the next activity even before it occurs as you have the insight of it. vii. Evaluate the progress each day to check for the areas that need improvement. Continued assessment ensures adaptive changes to the system hence effective management of time. viii. Identify areas that need change in the system. Assess these needs and implement them. A good way to do this is keeping a journal of the activities done each day. This is used for future evaluation of the method. After implementing the changes, it is good to evaluate the effectiveness of these new changes. This checks the progress in Time Management skills. 3 Pareto Principle 3.1 Introduction Alecu (2010) describes this principle as unequal distribution principle. It is also known as 80/20 rule. It was proposed by Joseph Juran from Romania and named after Italian Political Economy professor, Vilfredo Pareto. Pareto had viewed that 80 per cent of income of the nation was contributed by 20 per cent of the population. This rule tries to view that the highest productivity is achieved by the lowest number of tasks done. Often, we do simple tasks (20%) that make up the largest productivity of our activities (80%). It is viewed as inequality as lowest number of tasks produces highest output. 3.2 Working According to the principle, 20% of the tasks are the most important while 80% are not (Reh, 2014). Only small number of tasks contributes to major profits. However, the principle does not mean that 20 and 80 make 100. It suggests that most output is by least input. An individual is expected to major on the 20% of the tasks and maximize their output. These 20% are the ones that determine how much one attains in a day. One should be able to pinpoint these tasks and work on them early enough. Often, Pareto Principle is used alongside ABC rule to attain effective results. If there is an activity that will not be accomplished in a day, it is often advised that that activity should be on the 80% and not the 20%. This ensures that an individual has a maximum production despite incompleteness of the tasks. This principle should be used wisely. The reason behind this is overall progress of an individual. Some tasks may not be that important and can lie in the 80%. However, these tasks may be necessary in life. Their continued omission makes one not fit well in the society. For instance, one may continually omit some tasks like social media. These tasks are not in the 20% margin. However, without them one would not fit in the society. Emails, phone call, messaging and others help one to create and maintain friends and family ties. Their absence would compromise relationships. It is on his incidence that one is advised to use the method wisely. 3.3 Implementation of Pareto Principle An effective way to implement Pareto principle is applying it alongside ABC system. However, you can implement the method alone although it would not be that effective. To effectively implement Pareto Principle, a number of steps should be followed as McKeown (2012) and Pinola (2012) suggests. This approach needs constant update of the task list whenever one is about to do a certain task. This ensures that the activity done is relevant and optimally productive. These steps are given below: i. List down the tasks to be done. The major step is identifying all the tasks to be done in a single day. Ensure that there is no task that has been left out in the list. ii. Arrange the individual tasks in the order of their importance. The most important tasks should occur at the top while the less important at the bottom. iii. Divide the tasks into regions of five. The highest region should contain the crucial tasks while the lowest region should have least important tasks. iv. Schedule the tasks in the highest region and omit the other tasks. This ensures that you work on the tasks that will bear maximum productivity. v. Keep a record of your progress for evaluation. Evaluate the progress of your approach to check for the areas that need improvement. vi. Implement the changes needed and evaluate the progress again. 4 “Eat the Frog First” Method 4.1 Introduction Tracy (2002) defines this approach to Time Management as doing the hardest task as the first thing in the morning. He argues that once you accomplish the hardest task in the morning, you will have the courage of accomplishing others. The reason behind this is that once the hardest task is done, other tasks are simpler as the most scaring task is already done. Tracy advises that if you have to scary tasks (two frogs) accomplish the harder first (the worse frog) before the other. This gives you the morale of accomplishing the others and meeting your time schedule. 4.2 Working According to the theory, once a hard task is done as the first thing in the morning, all other tasks are simpler. If someone eats a frog in the morning, any other flesh that is eaten in the day seems friendlier. People are always scared of frog meat. It is on this idea that the theory is based. Completion of a hard task motivates one to continue with the other tasks. If this completion is done in the morning, or when one wakes up, it becomes easier to complete all other tasks as one feels motivated. Many people prefer using this approach when combined with others like Pareto Principle. 4.3 Implementation To effectively use this approach, the following steps are vital: i. List all the tasks you want to complete in a day. Listing of the tasks ensures that there is no task that is left out. ii. Categorize the tasks as either hard or simple. Categorizing of the tasks as hard or simple is the basis of this theory. Grouping of tasks helps to identify the tasks that can be done first and the other later. iii. Arrange the tasks in order of their complexity. This arrangement helps to determine which task will come first and which will come last. iv. Draft a schedule for the tasks. A schedule should have allocation of time for each task. This determines the start and end of each task. The hardest task should be done first while the simplest should be done last. v. Keep a track of your progress for evaluation. This will help in determining the efficiency of the method. 5 “To Do” List Method 5.1 Introduction Manktelow and Carlos (2014) define this approach as listing all the activities are to be done in a day. This is the most common way of managing tasks. It is the easiest way however not as effective as Pareto Principle and ABC system. 5.2 Working According to the theory, tasks are listed down. These tasks are the tasks to be completed in a specified schedule. Time is allocated to the tasks and a time plan observed. Tasks are followed according to the set plan and accountability for tasks and time is ensured. When tasks are ordered and time allocated to them, it is easier to manage time. This is because one will stick to the set time plan and therefore chances of wasting time on the wrong activity at one particular time are minimal. If the plan is followed strictly, it is possible that all tasks will be efficiently completed. This makes one successful in the day’s accomplishments. 5.3 Implementation The most effective way to implement this method is by observing the following steps: i. List all the tasks to be done in a specified period. Listing of the tasks ensures that all tasks are included on the list and none is left out. ii. Assign priorities to the tasks. Assigning priorities ensures that the tasks do not collide. It also helps identify tasks that are more urgent and important and the ones that are not. iii. Arrange the prioritized tasks. This arrangement will help determine which tasks will be done first and which will be last. iv. Schedule the tasks. Scheduling tasks helps allocate time to each task and determine the start, end and order of the tasks. v. Keep a record of accomplishment of each task. This record is used to evaluate the effectiveness of the method. It also examines the need for change. vi. If there is need for changes on the method, implement them and evaluate the progress. 6 Biological Prime Time 6.1 Introduction Bricage (2013) explains working of people on three categories. People are more effective either in the morning, afternoon or in the evening. This effective time is the one that determines when major tasks are to be done. The effectiveness is prime time for activities. 6.2 Working People have differences on their working. Some are more effective in the morning hence known as morning people. Some are more active at afternoon hence afternoon people while others are more active in the evening hence evening people. These people would not be as productive as during their prime time if they do tasks at other specified time in the day. It is on this basis that the theory is established. When one is scheduling a major task, the task should be scheduled during the prime time. This prime time is the time that is most active in a day. At this particular time, there is maximum output of the task. Therefore, one is advised to plot a main task at this moment. 6.3 Implementation i. List all the tasks to be done in a day. This will help to ensure that all tasks are identified and none is missing. ii. Identify your prime time. Recognition of the time that you are most active in a day is very vital in planning. It helps in scheduling tasks. iii. Arrange the identified tasks in order of their priorities. These priorities include urgency and importance. This is a great tool in planning. iv. Schedule the tasks. Assign time for each task and plan the start, end and order of the tasks. If the prime time does not coincide with urgency of a task, consider the task that is less urgent and fulfil it at that prime time. This ensures optimal productivity. v. Keep a record of progress. A progress record helps to evaluate the effectiveness of the approach and need for modifications. vi. If the approach is no optimum, modify it and evaluate the progress. This helps to be more effective. 7 Division of Tasks 7.1 Introduction Bird (2011) advises that the best way to handle complex tasks and any other tasks is sub diving them to simpler and easily attainable tasks. In addition, these tasks can be delegated to other people especially in a corporate environment. This approach is common when dealing with complex tasks that can be broken down to simpler ones. 7.2 Working It is easier to accomplish a simpler task than a complex one. When complex tasks are broken down to simpler attainable tasks, the completion of one of them motivates one to accomplish the others. This makes one complete these simpler tasks one at a time a situation which would not have been possible if the task was done as a batch. This approach of Time Management is moist applicable in corporate environment. Simplified tasks can be delegated to other people in the business. This helps to accomplish the tasks at a faster rate. This approach helps to build rapport in a company. 7.3 Implementation To effectively use this approach, the following guidelines are worth following: i. Identify and put down the tasks to be done in a day. Writing the tasks down helps to ensure there are no omissions. ii. Breaking down complex tasks into simpler tasks. Breaking down of complex tasks into simpler ones ensures that the complex tasks are attained as efficient simple tasks. iii. Prioritize the tasks. Arranging the tasks on dependency is important. There some tasks that cannot be done before others. This is in the situation where some are broken down into simpler tasks. iv. Schedule the tasks. Allocate time for the tasks. In addition, determine who will accomplish the tasks if there is need for delegation. v. Keep a record of the progress. This will help in evaluating the approach and needs for modifications. vi. Modify the approach if necessary and review the progress. This will ensure there is optimum productivity with the approach. 8 Personal Review 8.1 Introduction Reviews are done to help one assess the progress in any undertaking. Normally, a review is done after completion of an activity to help determine whether that activity was effective or not. However, there are also reviews that are carried out even before a task is initiated. This helps determine the necessity of that task and expected benefits of it. Therefore, without a review one would not be able to examine the progress of an undertaking. Time Management requires continued evaluation. An examination is always carried out before a management scheme is implemented. The reason for this is to determine the areas in an individual that requires improvement. As the management scheme is being implemented, there are various assessments done to determine the effectiveness of the scheme. This helps in improving the output of the scheme. Finally, after the scheme is completed, a final assessment is done to determine the success level of the scheme. There are several reviews that I will carry out to access different areas of my Time Management scheme. These reviews will help me in detecting fails and successes in my scheme and therefore improve them. 8.2 Action Plan Review This is task schedule which highlights different tasks and the time they will be done and how long they will last. It also highlights when they are supposed to end. Action Plan suggests different measures for the activities to evaluate their achievement. After achievement of every task, the column of ‘Actual Outcome’ is filled. Before the task is initiated, ‘Expected Outcome’ column is filled. This column is the one which is used to review the Action Plan. ‘Actual Outcome’ is checked against ‘Expected Outcome’ and if the results coincide, then activity is considered successful. The results of the action plan had a positive feedback. I was able to identify my weaknesses in Time Management. I carried out successful research in Time Management that enabled me to acquire knowledge in different approaches of Time Management. I was able to identify the tasks that I was to carry out in the whole semester. These tasks I wrote them down, assigned hours to them and scheduled them. I assigned 3 study hours every day for business days. I was able to study four hours a day in those business days. This shows that I had achieved more than the set target with 33.33%. In addition, I had a semester time scale which I observed strictly. Although there were other unplanned activities like meeting parents, lecturers and friends, I always ensured that these meetings had been accounted for. This helped me minimize time wastage. I had effective breaks between the activities too to ensure mind refreshment before undertaking the next activity. However, I can fail to recognize some pitfalls in my schedule. I took more time on the internet and social media. This challenge made me sleep less as I tried to recover the time lost to carry out other essential activities. According to these results, it is evident that my Action Plan was helpful in Time Management. It has helped me improve my Tie Management skills. This has motivated me to set higher goals next time to be more competent in this area. Without the Action Plan, I would not have been able to manage my limited time resources effectively. 8.3 Pre and Post Test Review A pre-test is an initial assessment carried out before undertaking any activity. The aim of this test is usually to evaluate the existing ways of doing a certain activity. After evaluating, one determines whether there areas that needs improvement. If there areas, the test highlights ways in which Improvements can be done by pinpointing pitfalls of the existing mechanisms. A pre-test can also be done as an activity progresses. This helps to identify the areas in the mechanism and highlight need for change. On other hand, a post-test is usually done at the end of an activity. This test is used to assess the completion of an activity. It evaluates if an activity was successful or not. Further, it identifies various challenges during the progression of the activity. These challenges are helpful in devising better ways of doing the same activity the next time. During pre-test analysis, I kept a time journal. After completing an activity, I recorded down the time it was completed and the day. I realised that some tasks that involved studying like library reading had more time than projected. However, other tasks like hanging out with friends had lesser time than projected. This encouraged me to study more as I realised I had more time for study than had first projected. Through constant review of the journal, I was able to adapt some activities like time on social medial. I minimized such time expenditure to be able to make effective use of the plan. I carried my post-test analysis on the sixth week. This was after the Action Plan schedule had expired. I realised great improvement on the way I handled various tasks. There was increase on study time and decrease off time on social media. In addition, time on the telephone, hanging out and meetings was reduced. I was able to complete all tasks as expected though with some challenges. This motivated me to improve my skills of Time Management. 8.4 Learning Review There are various things have learnt from my Action Plan. I have realised that I can create time for any activity that I want. This can be done by being organized from the start. A good stat is essential in Time Management. In addition, I have learnt that I do not have to do all the tasks to be successful. All I have to do is accomplish the major tasks in a day and I will be successful. This ensures that the crucial tasks are always done. From my pitfalls, I have realised that it is possible to control time used on social media. Most time is wasted on social media by doing activities that are not productive. Successful monitoring of the activities I do in social medial will help me cut down the time I spend there. This will help me do more tasks in a day and accomplish more. 8.5 Time Management Review From the Action Plan, I can prove to others that my skills in managing time are successful. If one carefully observes my time journal and Action Plan, he or she will be able to realize that I was able to achieve the projected activities. This is a proof that I have achieved more skills. In addition, my grades have improved in class. Britton and Tesser (1991) argue that an improvement in Time Management is shown by marked improvement in the grades. When one observes my transcripts, he or she will realize that I have effectively improved my Time Management skills. I have attained more knowledge in Time Management. I have realised there are various theories that are used to manage time. With this knowledge, I can be able to apply different approaches to Time Management. In addition, I can combine the approaches to come up with hybrid version of the approaches. This will aid me to effectively manage my time. 8.6 Areas of Concern From my plan, I realised that there are areas that need improvement. These areas include prior preparation of the environment. I took more time in settling for the next activity. This is because there was no prior preparation of the next environment before the activity began. If I improve on this I will be able to manage my time better. The best way to handle this is to be organized. Anything should be kept at the rightful place. This will help alleviate confusion. The other area that needs improvement is social time. I need to minimize the time I spend hanging out with friends, on calls and telephone. This can only be achieved by ensuring there is clear and genuine need for that activity. However I should not forego my social life (Ellis, 1998).With a genuine need, I will be able to accomplish tasks that are important and forego that are not crucial. These areas need to be approached in better techniques to improve overall performance. 9 Conclusion Time Management is a challenging activity. Although time is a scarce resource, it is often the misused resource. Many people often do not have competent skills of managing time. This leads to backlog of many activities. With good Time Management skills, one can be able to effectively use this rare commodity. This makes one achieve more at the fixed time. Continued review of the schemes applied is a good tool to identify weaknesses and improve the techniques. Time Management is a great tool for success. 10 References 1. Alecu, Felician. (2010). The Pareto Principle in the Modern Economy. Oeconomics of Knowledge, 2(3), pp. 2-3. 2. Bird, P. 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Activity-Based Costing: An Emerging Foundation for Performance Management. Portland, Oregon: SAS Institute, p.11. 21. Ward, Susan. (2014).Time Management. About.com. Retrieved 3rd February 2015 from http://sbinfocanada.about.com/od/timemanagement/g/timemanagement.htm. Read More