Personal Time Management for Busy Managers - Research Paper Example

? of the Annotated Bibliography Blair, Gerard M. Personal Time Management for Busy Managers. The Institute of Electrical and Electronics Engineers, (n.d.). Web. 3rd Nov 2012. This article is provided by Gerard M. Blair and provides an insight into personal time management primarily for managerial level. The initiation of the article involves the description of three “Eff” words. As defined by Blair, “The three "Eff" words are [concise OED]: Effective - having a definite or desired effect; Efficient - productive with minimum waste or effort; Effortless - seemingly without effort; natural, easy.” Being focus of the article personal time management is also defined by the author as “Personal Time Management is about controlling the use of your most valuable (and undervalued) resource” (Blair). By managing personal time an individual becomes able to eliminate wastage, abstain from excessive workloads, be equipped for meetings, supervise project progress, distribute resources like time in an appropriate way according to the task's importance, and ensure concentration on long-term projects, planning each day effectively and similarly each week efficiently. This article offers practices that may enable in the effective management of time. As mentioned by Blair, “This involves the simplistic task of keeping a note of how you spend your time for a suitably long period of time (say a week).” The main practiced involve waste disposal, avoiding subordinate work by delegating, making appropriate appointments, scheduling projects, monitoring staff and paying attention to long term objectives. Personal Time Management is thus an organized appliance of strategies based on common sense strategies. It necessitates little effort, nevertheless it encourages efficient work exercises by spotlighting wastage and it contributes to effectual use of time by concentrating it on one’s chosen activities.” Bridge, Tim. 11 Solid Ways to Improve Your Time Management Skills. Dumb Little Man 2012. Web. 3 Nov 2012. This is a web site article composed by Tim Bridge. In this article the author had provided a compilation of 11 ways to handle time management and improve one’s ability to manage time. This source offers a good way of managing personal time in order to achieve one’s desired objectives. The author emphasizes on personal time management by being obliged by one’s own need and therefore based on one’s need makes it more difficult to acquire and be utilized till its full potential. According to the author, the skill of managing time effectively requires time for development and perfection so a variety of approaches are suggested to be attempted. The Tips offered in the given article include briefly enlisting everything that needs to be done. As quoted by the author “Write as much down as you can. If you don’t carry a planner or notebook already, start. Personally, I’ve always preferred a small, simple, white-lined notebook because you aren’t restricted by the various boxes and lines of the average planner” (Bridge). The second way suggested by the author is “make use of down time” emphasizing on the prioritization of the tasks. The third way is to reward oneself upon accomplishment of each goal. Then the author suggests to “concentrate on one thing” i.e. instead of multitasking, prioritizing each task and attempting to complete each task one by one. The other way to achieve time management is to avoid procrastination, as quoted by the author “When trying to be more productive and trying to save time, procrastination should be avoided like nothing else. It is the ultimate productivity-killer” (Bridge). Then the author suggests to set deadlines personally and penalizing oneself on missing them. The other ways suggested by the author include delegating responsibility, planning long term goals, implementing a software program such as RescueTime to check the amount of time wasted in useless activities, team work and avoiding burnouts. Claessens, Brigitte J.C. Perceived Control of Time: Time Management and Personal Effectiveness at Work. Eindhoven: Technische Universiteit Eindhoven. 2004. This dissertation is based on the extension and testing of time management theoretical models along with investigating processes of execution and planning routine work tasks in an elaborate way for the identification of matters that may be solved by mere time management. The model proposed in this research is explained by the authors as, “time management behaviors at work consist of three types of behaviors, namely behaviors involving time awareness behaviors, planning behaviors, and monitoring behaviors. These behaviors affect a person’s perceived control of time, which refers to the feeling that one is in control with respect to how time at work is spent. In other words, it reflects the extent to which one feels that one has the time in the work situation in hand. Perceived control of time in turn affects job-related outcomes, but we also expect direct effects of these behaviors on job related outcomes” (Claessens 4). The outcomes that have been proposed to be related to job include job effectiveness, job performance, work strain, psychosomatic health ailments, and job satisfaction. Two studies were conducted to test the model, the first one yielded that respondents completed their tasks of high priority, most urgent and less important task to a more extents than rest. The outcomes revealed that individuals differ in their styles with regards to priority focus, planning behavior, perceived time control, externally and self rated job effectiveness and performance. Thus this study offers a measure to differentiate people on the basis of their varied patterns of planning and executing work tasks. Claessens, Brigitte J.C., Robert A. Roe, Wendelien van Eerde and Christel G. Rutte. “A Review of the Time Management Literature.” Emerald Insight 36.2 (2007): 255-276. Print. This article also attempts to review the literature on Time management thus serving the purpose to offer an overview for interested readers of current research on the topic. This review entails 32empirical studies conducted during the period 1982-2004 on time management. The findings suggest that the behavior attributed to effective time management leads to increased perception of time control, improved health, and increased job satisfaction while decreases the job stress. However the impact of such behavior on academic and work performance is not clearly identified. It has been noticed that time management training enhances time management skills but learning those skills does not immediately leads to enhanced performance. This review helps in the creation of clarified view of expected outcomes of time management. Reviewing various measures, the authors conclude that, “A common feature of the time management measures is that each includes items that refer to planning behavior. The TMBS subscale “setting goals and priorities”, the TSQ factor “structured routine”, the TMQ subscales “short-range planning” and “long-range planning” all refer to planning tasks and activities. A common feature of the time management measures is that each includes items that refer to planning behavior” (Claessens et al. 264). The outcomes of this review include as mentioned in the text, “Results of past studies were consistent in showing evidence of positive effects of time management on perceived control of time, job satisfaction, and negative effects on job-induced and somatic tensions. Additionally, perceived control of time was found to be associated with higher job satisfaction and to mediate the relation between time management and several other outcome variables” (Claessens et al. 272). Clemmer, Jim. “My Approach to Personal Time Management and Organization. Learning Management.” Expert Magazine Mar 11. 2006. Web. 3rd Nov 2012. The article written by Jim Clemmer emphasizes on his personal organization and time management. As mentioned in the first paragraph, “Self-management, like self-improvement is highly personal” (Clemmer). The author basically explains his own formulated theory of managing personal time as he suggests that to be effective in managing time a customized approach is needed. He abbreviates it as PODS where P reflects prioritization, O for organization, D for disciplines and S for systems. He suggests that prioritizing is the initial step in managing time as “This is where goal setting has become the most meaningful for me at the daily, weekly, or monthly level (I am awful at hitting any longer-term goals)” (Clemmer). So the first step involves the setting of objectives for all levels i.e. daily, weekly and monthly. To the next comes the ability to organize and admitting the ability to multitasking is possessed by a few, the author says that, “Very few people can multitask effectively and concentrate on two things at once or flit back and forth from one thing to another” (Clemmer). However since he himself is unable to handle more than one thing at a time, he emphasizes on a clean desk approach to avoid any attention distracting object and improving concentration on each task. The third step involves being disciplined as considered to be the engine of his formulated PODS approach. The last “Systems” here, refers to the systemizing each task in order to avoid cluttering and wastage of time in searching required material. Downs, Lisa J. Time Management Training. American Society for Training and Development, 30 Oct. 2008. Print. This book provides the guidelines for training of managing time to be implemented by time managers for achieving organizational outcomes. Time management as suggested by the author, “generally involves a five-step process: setting priorities, analyzing, filtering, scheduling, and executing” (Downs 1). Defined in the work book as, “effective use of time to achieve desired results” (Downs 1). It proposes designs and trainings that can be applied to various public as well as private sector organizational settings to achieve time management goals. The context of the training as explained by the author includes, “The training materials help participants become aware of their time management behaviors and then develop the skills necessary to be effective time managers” (Downs 1). Though the book is planned to train individuals for personal time management settings, but by adjusting the given principles and approaches, these can be attempted in small and large group settings involving time management issues such as teams or work groups. It entails content on the basic skills required for time management as well as the skills to deal the barriers like procrastination, distractions and interruptions, email management and dealing with paper work. It entails sample agendas for full day, half-day and multi-day sessions to enable the simple and speedy planning along with the entire materials and tools that could be adjusted to serve the individual training situational needs. This work book provides the guidelines that can be used in any organizational setting to implement the time management training sessions to enable employees to manage their time and work in order to achieve organizational goals. Hellsten, Laurie-Ann M. What Do We Know About Time Management? A Review of the Literature and a Psychometric Critique of Instruments Assessing Time Management. Time Management, Prof. Todor Stoilov (Ed.). 2012. Web. 3rd Nov 2012. According to author, despite the extensive use of “time management”, the term lacks any universally accepted definition and the agreement to behaviors and skills supporting time management. So this review addresses these limitations by providing a cross-disciplinary, comprehensive summary, and critiques of prevailing instruments and programs. “According to the review, time management is most commonly defined by: (a) time analysis, (b) planning, (c) goal setting, (d) prioritizing, (e) scheduling, (f) organizing, and (g) establishing new and improved time habits”( Hellsten 21). This review concluded that time management has long been accepted as a vital for success in various fields and hence different practical techniques have been formulated for improving management of time. Although the behaviors reinforcing time management are widely accepted, only a modest amount of research has been done on the topic. Moreover, “research prior to 1990 tended to focus on measuring the effectiveness of time management training as a unidimensional construct” (Hellsten 22). generally the results from studies has revealed that effective time management helps in the productivity and the perception if controlling time is an essential component of time management. People who are able to manage time appear to prefer organization and planning. The individuals who have gone through time management training are more engaged in time managing behaviors. The analysis of time management instruments proposes that even though more empirical research is needed, the TMB and the TMQ scales emerge to have the strongest evidence of reliability and validity in evaluating time management behaviors and skills generally. “Future independent research is needed to confirm the psychometric characteristics of the TMB and TMQ scales with a variety of populations and in a cross-cultural manner in a cross-cultural manner” (Hellsten 22). Additional research is also recommended to extend the time management’s theoretical model as most time management instruments and programs are developed without any theoretical evidence. Lansang, Mary Ann. Time Management. INCLEN Management and Leadership Program Mod 3. July 2003. Web. 3rd Nov 2012. This module provides strategies to help in the development of managerial habits and skills to achieve objectives have fun and improve efficiency. Strategy 1 as identified by the author is the principle of priority. This strategy as identified by author entails “In fact, time management is not actually about “managing” time; rather, it is about setting priorities and planning our lives and time according to these priorities” (Lansang 3). It has been identified in the module that if the priorities are wisely selected, time can be planned to accomplish tasks and goals more effectively. The second priority explained by the author is planning effectively. As mentioned by the author, “Once you have identified priorities based on your values, you can plan your calendar and “to do” list to reflect your priorities” (Lansang 4). Planning process as explained by the author entails prioritizing list on the basis of listing most essential tasks, important tasks and optional tasks. The essential tasks are identified to be one yielding highest return on investing one’s time, if left incomplete such tasks may lead to adverse outcomes. The important tasks are those that if not completed within the provided time frame may not lead to adverse outcomes. The optional tasks are those that need to be completed but are not having defined deadline. The third strategy is to delegate task and work. As identified by the author, “To achieve your agenda of objectives and implement your priority programs, delegation of work and building an effective team are essential skills” (Lansang 8). The fourth strategy, however, is conducting productive meetings to avoid unplanned meetings that may cause time wastage. Macan, Therese Hoff. “Time Management: Test of a Process Model”. Journal of Applied Psychology 79. 3 (1994): 381-391. Print. Though the known time management literature claims that involving in time managing behaviors yields increased job satisfaction, performance and fewer work stress, an empirical examination and theoretical framework are lacking. So this research attempts to provide a process model for time management. The process model suggests that providing training for time management leads to setting priorities and goals, enlisting and scheduling of activities and organization of work, which in combination lead to increased perception of having a control over time and the outcomes of it include increased job satisfaction and performance and reduced tensions induced by job and body. “Examination of the path coefficients suggested that although time management behaviors were somewhat effective, time management training had little influence on whether respondents engaged in these behaviors”( Macan 388). The model suggested by the author was tested with a sample of employees. “Time management behaviors—goal setting and prioritizing and having a preference for organization—appear to have beneficial effects if they give persons the perception that they have control over their time” (Macan 389). The model suggested a theoretical basis as mentioned by the author, “Although questions and issues remain, the proposed process model of time management provides the theoretical framework for further examinations of time management” (Macan 389). The report suggested more theoretical testing of the model to increase its validity as well as reliability and avoid any bias that may have influenced the results. The management of time is an area that lacks empirical testing of claims, the outcomes of this report question the practical worth providing training for time management as well as the effectiveness of few behaviors associated to time management. Mind Tools Ltd. “Overcoming Procrastination: Manage Your Time Get It All Done”. Mind Tools 2012. Web. 3rd Nov 2012. This article is focused on one of the aspects that lead to increased time wastage i.e. procrastination. The word has been defined in the article as “procrastination is occurring when there’s a significant time period between when people intend to do a job, and when they actually do it” (Mind Tools Ltd.). So in order to avoid it steps to be followed are provided. These include the recognition of the fact by an individual that he/she is procrastinating. The indicators include Filling one’s day with less priority tasks in the “to do” list. Reading e-mails various times without initiating working or deciding what needs to be done. Setting to initiate an important work but ending in doing a daily chore. “Leaving an item on your To Do list for a long time, even though you know it's important” (Mind Tools Ltd.). Constantly devoting time to unnecessary activities and avoiding the important work. “Waiting for the “right mood” or the “right time” to tackle the important task at hand” (Mind Tools Ltd.). The second step proposed is to search for the cause of this procrastination behavior. The most common causes suggested in the article include an unpleasant job that makes an individual postponing it for other work that may seem pleasant. One reason is being disorganized that can be overcome by forming a “to do list”. Being overwhelmed by the assigned task may also lead to procrastination. The other factors mentioned to be contributing to an individual’s procrastination include being perfectionist and underdeveloped skills for effective decision making. The third step suggested is the adoption of anti-procrastination strategies like getting organized, formulating an action plan to execute overwhelming tasks and rewarding oneself for doing unpleasant tasks. “PHS Management Training”. Effective Time Management. 2006. Web. 3rd Nov 2012. The author of this source is mentioned to be an institution. In this article the focus is on effective training of managing time. As mentioned in the article it refers to the objectives and activities involved in the training procedure. Moreover the article has been made persuasive by adding motivating quotes like the quote of Carl Sandburg, “Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you” (p.1). The main objectives include recording and analyzing what an individual would have done the previous day. Then to utilize time effectively and then planning time. For each objective there are a set of guidelines provided in the article like for assessing the time expenditure pattern, an individual is needed to assess his activities for the previous day. So in order to effectively utilize time, concentration is suggested to be needed on being effective, from the assessment schedule, the red activities (denoting time wasting activities) are needed to be either minimized or eliminated, involving in other’s work is prohibited unless and until it is something desired by an individual, effective delegation, meetings, being decisive, avoiding procrastination, promising realistically, learning to avoid undue responsibilities, avoiding being perfectionist, avoiding clutter, consolidating time, controlling disruptions and interruptions, orange time activities like relaxation should be wisely utilized as referred in the article, “Remember relaxation and breaks are essential but this time could also be used for thinking and planning”( PHS Management Training 4). Save time and avoid reordering, setting and realizing key goals and setting performance objectives for the achievement of each key goal. And last but not the least plan one’s time and then “Adjust the plan each day, in the light of reality, always remembering your key goals” (PHS Management Training 5). Rupured, Michael & Sue W. Chapman. Time Management. University of Georgia, 2008. Print. In this article, the authors have provided 10 strategies to achieve the goal of attainment of time management skills. According to the authors, “The term Time Management is a misnomer. You cannot manage time; you manage the events in your life in relation to time” (Rupured 1). The importance of time is well reflected by the author as “Much like money, time is both valuable and limited: it must be protected, used wisely and budgeted” (Rupured 1). As mentioned in the prior sources, it also emphasizes on the initial step towards effective time management to be analyzing the time expenditure pattern. Once the time expenditure has been analyzed, an individual becomes able to locate wasted time and the activities leading to the wastage. Once the tasks to be done are identified then they are needed to be prioritized. Then a personal planning tool is recommended like electronic planners, calendars, pocket diaries etc and to be effective the use of appropriate tool is recommended to be consistent. Another strategy to learn time management is by organizing one’s self, organizing each task to be done and thus organizing the life. Appropriate scheduling is recommended in this article too. Delegating the work as a means of seeking other’s help is also recommended, avoiding procrastination and managing external time wasters are also recommended strategies for learning time management skill, avoiding multitasking and staying healthy are also explained as a way of achieving time management. This article provides a good source for the topic under consideration and will be helpful in implementing time management prototype within the organization. Mantha, Sharma S. &. M. Sivaramakrishna. Handbook on Time Management Skills. Center for Good Governance (n.d.). Print. The book “Time Management Skills” is developed by Centre for Good Governance and is intended to basically serve the time management issues of individuals employed in the public administration field. In this book, an overview has been provided of some of the fundamental skills that are important for increasing effectiveness in performance. The description relies seriously upon current literature and existing practices in private and public organizations all around the globe and comprises of various links and references to practicable web resources. It is not a comprehensive guides or booklet addressing “how to” instead, it integrates the perspectives of professional in the particular domains whose insights, knowledge, experiences and advice prove useful in perfecting skills indispensable for strengthening the capability for effectualness of public service at all governmental levels. This handbook is one of the series f handbooks compiled by Centre for Good Governance and focuses on the ways the public administration personnel can develop strategies and approaches that will make them able to effectively handle time management issues and concerns in a varied context. It discusses introduction, misconceptions about time, poor time management symptoms, “the eleven time thieves” (Mantha & Sivaramakrishna 4), “Saboteur Time styles” (Mantha & Sivaramakrishna 7), the polychromic and monochromic views of time, “the ‘five time zone’ concept” (Mantha & Sivaramakrishna 13), time management matrix, constituents of effective time management, getting oriented to organize time and ways to overcome barriers hurdling effective management of time. This book provides a comprehensive source on the topic and may be utilized on individual and organizational level for efficient time management. Shellenbarger, Sue. No Time to Read This? Read This. The Wall Street Journal 18 Nov. 2009. Web. 3 Nov 2012. Shellenbarger has provided in the mentioned article the way to manage time in response of various mails. The selection of method recommended in the article was based upon discussion with executives in order to prescribe the most widely used time management model. The method chosen is not based on high-tech devices or software but requires behavioral changes to accomplish the goal of clarified thinking, increasing output and helps in getting organized. The author has recommended three ways and provided details of these methods. These include “getting things done”, “the pomodoro technique” and the focus of Franklin Covey. Each technique was utilized by the author and the experience has been shared. The first method “GTD” was formulated by David Allen in 1980s. The response of following this method is explained by the author as, “GTD has me clump tasks together by context; phone calls, for example, are grouped so I can run through them quickly during a spare moment”. The pomodora technique is referred to the Francesco Cirillo’s tomato shaped kitchen timer. As mentioned, “The method is based on the idea that time-management tools and techniques should be simple; that frequent breaks can improve mental agility; and that changing the way people think about time can ease anxiety, freeing them to concentrate better” (Shellenbarger). The author response to this technique was that it is less helpful in organizational problems due to narrowed scope but good for easing personal anxiety over the passage of time. The third method “achieving your highest priority” was formulated by Franklin Covey and has been recommended to help workaholics. It aims to aide users to get rid of busy work and time wasting activities, in order to devote it to most valued activities. However, “The essence of good time management is sticking to rituals that make you more productive, and rituals are largely a matter of personal preference” (Shellenbarger). Ward, Susan. Time Management. About. Com. 2012. Web. 3rd Nov 2012. This is a web article written by the professional author Susan Ward. Like the previous source this also offers an insight into time management. The author has defined time management as “generally, time management refers to the development of processes and tools that increase efficiency and productivity” (Ward). Not confining the definition to general time management, the author has attempted to define business time management as “In business, time management has morphed into everything from methodologies such as Enterprise Resource Planning through consultant services such as Professional Organizers” (Ward). The author says that often time management is considered as something to do with personal, on an individual’s own consent. That’s why it is often presented as or considered as a set of specific skills leading to efficient time management and once these skills are mastered, an individual becomes efficient, contented and more organized. As suggested by the author, personal skills leading to time management include setting the objective, then planning the work, prioritizing activities, decision making ability, delegating authority and scheduling. The author says that “Many people find that time management tools, such as PIM software and phone apps, help them manage their time more effectively. For instance, a calendar app can make it easier to schedule and keep track of events and appointments” (Ward). The author says that either by using technology or by using ordinary paper pen for scheduling, the initial step for an effective time management is to analyze the current time spending pattern and then deciding how it needs to be changed. Read More