Factors of Optimizing Performance - Assignment Example

Time Management Table of Contents Table of Contents 1 1.0Introduction 2 2.0Methods of Managing Time 2 3.0The 4 D’s Rule of managing Tasks 5 4.0Stress and Stress Management 5 5.0Effects of Stress 5 6.0Managing Stress 6 7.0Managing Personal and Group Behaviors 6 8.0Relationship Between Above Factors and Results Achieved At the Workplace 7 9.0Conclusion 8 List of References 9 1.0 Introduction Time management is an essential aspect for both individuals and organizations. Effective time management distinguishes those who will prosper from those who will remain stagnant. It will differentiate those who will make profits from those who will undergo losses. All these come about because of the different ways in which we manage time (Whetten & Kim, 2007, pp.45-201). Time management therefore refers to the ways in which you manage the events in your day to day life in relation to time. It includes self-analysis, planning, evaluation and self-control. The benefits of time management include: an individual or group becomes more productive; feels less stressed, individuals are able to do the things they want, ability to relate more positively with others, individuals and groups get more things done (Chapman & Rupured, 2008). 2.0 Methods of Managing Time In order to be a good time manager, an individual needs to have strategies or understand methods that will help him or her manage time effectively. Different scholars have come up with various principles and methods of effective time management. There are ten methods of effective time management and these include the following: know what you want to achieve, focus on activities that add value, get a life, plan it out, stay focused, work expand to fill allotted time, do similar tasks together, say ‘no’, work in your prime time and lastly prioritize (Cole & Gerald, 2001, pp.56-109). Cole identified these ten principles and said that they act as the basis for an effective time management strategy. In knowing what you want to achieve it is imperative for an individual to set goals so as to be able to work towards the attainment of the set goals. It is important that you set the major goals first because these give your personal and work life a structure and purpose. After setting the major goals it is important to set the minor goals and these are important because they lead to the attainment of the set major goals. For example for my case having begun as an operator of Grade two at ANZ and aspiring to be the operation state manager, my small goals are to be proficient in one job, gain experience, go for further learning before applying for the Job. All these will contribute to my attainment of the position as a state manager. In focusing on activities that add value, an individual has to concentrate on those activities that provide a net return. These activities come before all other activities and therefore in the end help you in achieving your set objectives. For me activities that add value and the ones that will lead to my final attainment of the major goal include reading communication books to further my understanding and relationship with fellow employees. Others include enrolling for a course in banking so that I have the necessary qualifications to get that job that I am aspiring to get. The day to day activities will also make be experienced in other areas that are essential to the operations of the job I want (Whetten & Kim, 2007, pp.45-201). The principles number three and four are related such that you get a life and at the same time you have to plan it. You have to have a demarcation between work life and non-work life so that you get time to cool the pressures at work. In doing that you need to plan so as to know when you can take a break from work. Planning comes at work too such that in the case of complex work or work that requires coordinating groups it is important to have a schedule of what you are going to do that day so as to avoid time wastage (Whetten & Kim, 2007, pp.45-201). Staying focused is essential to the achievement of any goal. You should be able to stick to your plans that will lead you to the attainment of the intended goal. Do not lose focus by engaging in other activities that will waste your time. In line with this therefore is principle number eight of saying ‘no’. Do not take tasks that are not part of what you planned to do and especially those that can be delegated to others. If you do not do that you get derailed, lose focus and this means that you will have more things and issues to handle according to your set out plan (Whetten & Kim, 2007, pp.45-201). Individuals waste time by engaging in activities that can be done together differently. By doing related tasks together it becomes easy to link them and complete them on time. This means that you can constantly review your plans and make adjustments thus filling the remaining allotted space that is not used. This increases your productivity and you can even get time to relax and engage in other tasks as majority of your planned activities will have been completed. Effective time management requires that you prioritize work so that you not caught up with deadlines. Prioritizing tasks in order of their importance will help you maximize your potential. This goes hand in hand with rule number nine that says you should work in your most active time. People are different and have different approaches to work. There are some who work better in the morning others in the evening. Prioritize work so that the most important work comes in your plan when you feel energized to do it. This will make you accomplish the faster and more accurately (Whetten & Kim, 2007, pp.45-201). 3.0 The 4 D’s Rule of managing Tasks The above principles are important in ensuring that you manage time effectively. On the other hand you cannot manage time effectively without considering the tasks you do. It is important to remember that we manage time in relation to how we organize tasks. Cole suggests the ‘4 D’s’ rule for managing tasks. When you get a task you can either do it (deal), refer it to another skilled staff (delegate), schedule it for another time (defer) or don’t do it (dump) if it is not important (Cole & Gerald, 2001, pp.56-109). This rule is especially important when working in a group as more tasks can be accomplished faster instead of waiting on someone who is not able to complete a given task properly. 4.0 Stress and Stress Management Stress can be seen as any response an individual may have when faced with work demands and pressures that are not matched to their knowledge and abilities and which challenges their ability to cope (Leka, Amanda & Cox, 2003, pp.3-24). Work related stress is caused by poor work organization especially in the way the job and work systems are designed and managed. Research findings show that the most stressful work is that where the organization values excessive demands and pressures and these are not matched to workers knowledge and abilities, little or no autonomy and absence of support from others (Leka, Amanda & Cox, 2003, pp.3-24). 5.0 Effects of Stress Stress affects individuals in so many ways such that they may become distressed and irritable, they lose concentration, difficulties in making decisions and critical thinking, there is no commitment and enjoyment of work and they feel tired depressed and anxious. These among other physical, psychological and physiological effects will in the long run affect the productivity of an individual consequently affecting the organization (Subbulaxmi., 2002). Stress can be used to positively in order to put pressure on individuals to work harder and achieve set objectives but the continual exposure to stressful conditions will cost an individual in the long run. 6.0 Managing Stress There are three primary ways of managing work related stress. The first strategy is the primary prevention where stressed can be reduced through ergonomics, work and environmental design and organizational and management development. The second strategy is secondary prevention strategy where the stress is reduced through worker education and training. The third and last strategy is tertiary prevention where stress is reduced through the development of more sensitive and responsive management systems and enhancing occupational provision (Leka, Amanda & Cox, 2003, pp.3-24). 7.0 Managing Personal and Group Behaviors Individuals differ in the way they perceive events and situations. Personal perceptions and biases affect the way we react to issues. Perceptions matter a lot as how a person thinks about a situation affects his/her attitudes behaviors and attributions (McGinnis, 2005). Operating in a group is thus a complex phenomenon that requires an individual to be conscious of the different perceptions that each individual holds.in order to achieve positive outcomes, it is important that each individual realizes their underlying perceptions and assumptions. These should be communicated in an environment that is free from reproach. All group members should be encouraged to offer suggestions to a given problem and encourage equal participation. In doing this and shelving persona differences any individual or group will be on its way to success (Dhenmozhi, 2007). 8.0 Relationship Between Above Factors and Results Achieved At the Workplace I have used every aspect of the above named factors during my fourteen year work at ANZ. Time management as seen in the discussion above cannot be overemphasized. I have managed to accomplish so many tasks on time because of my good time management skills. I always plan what I have to do on a daily basis. I have found the To-Do list an important tool for helping me plan my day especially those days when I have a lot to accomplish in short while. Prioritizing is another strategy that has helped me in realizing my goals and the objectives of the ANZ. I have been able to deliver projects I have been assigned on time thereby earning reputation as a productive worker. Essentially Cole’s approach to managing time has enabled me move from the junior position of an operator to a supervisor. In my supervisory position time management has helped me a lot in dealing with tasks that I allocate to different groups that work under me (Cole & Gerald, 2001, pp.56-109). There are so many instances when I have been stressed because of having to supervise people of holding different opinions. There are times when the stress has helped me complete my work on time because of the pressures it puts on me. ANZ is a big company and therefore sometimes you have to work overtime to complete projects. This puts pressure on you such that you get strained and fatigued. Most of the time I ensure a take breaks from work life especially during weekends to relax out of the busy office life. I have also maintained a healthy lifestyle where I engage in daily exercise to prepare me for the day ahead. I have ensured that I understand what my job entails by going through the job descriptions so that I know what skills are needed to avoid being stressed. Another thing is that I have ensured that the groups I work with have knowledge of what I expected of them at any one time so that they are always prepared, know their responsibilities and are aware of deadlines so that they can avoid unnecessary stress. Working in groups and teams is something that cannot be avoided and therefore understanding each person on a personal basis is very important in ensuring the attainment of group goals. I have always ensured that I seek views of all members of the group before proceeding to make a decision. I take opinions and ensure that all the views are incorporated in my decisions. On the other hand groups cannot survive without communication. Therefore I have made sure that there is proper interpersonal and group communication within all the groups that I deal with in order to prosper. This has made me move from rank to rank thus reaching my present position. 9.0 Conclusion In conclusion all the factors discussed above of optimizing performance are very important for the success of any individual or team. Time management is essential to a person and team as it helps in achieving of the group or personal goals. Stress is as a result of work pressures and without proper mechanisms of managing stress individuals cannot perform to their maximum. They are stressed and this affects their productivity. Understanding group dynamics and personal behaviors is also an important aspect in achieving optimal performance. Realizing that different people have different perceptions and assumptions is one sure way to managing a group in order to ensure success. Therefore I continue working and adhering to all the above discussed factors, I should be able to improve my performance and become the best manager that I can make. List of References Whetten David Allred, & Kim S. (2007),Cameron. Developing management skills. New Jersey, USA: PrenticeHall., pp.45-201 Dhenmozhi, M. (2007), "Group Behaviour," Indian Institute of Technology Madras. Retrieved on 1 October 2011, from . Cole G. A., & Gerald A. Cole. (2001), Organisational Behaviour . London, UK: Cengage Learning, pp.56-109) McGinnis, Sheila K. (2005), "Organization behaviour and Management Thinking." Jones and Barlet learning. Retrieved on 1 October 2011, from . Leka Stavroula, Amanda Griffins, & Cox Tom (2003), Work Organizations and Stress: systematic problem approaches for employees, managers and trade union representatives. London, UK: World Health Organization, pp.3-24 Subbulaxmi., Santha. (2002), "Productivity and Stress." Lions Aravind Institute of Community Ophthalmology. Retrieved on 1 October 2011, from . Chapman Sue W., & Michael Rupured (2008), "10 Strategies for Better Time Management." Family and consumer Services. Retrieved on 1 October 2011, from . Read More