Time Management Skills Creating an Efficient Environment - Example

Time Management Name Institution Date Time Management Introduction Time management is an import aspect that is useful in terms of planning activities to be performed at a particular occasion. During time management process, several skills as well as techniques are put in place for the purposes of achieving a targeted objective. The process requires the aid of several tools, skills and techniques. It may be complicated as it entails a lot of enthusiasm and dedication in terms of the activities performed and the time allocated to it. Personal activities may also have an impact on the process of time management (Morgenstern, 2004). It is for this reason that the personal activities have to be considered when planning for the time management process. On the other hand, it is also important to note that the time management system can be used with an aim of ensuring that time is managed effectively. Time management should also result to increased efficiency and productivity. The productivity in this case being an increased study time which is has many benefits. A due date has to be met during the time management process. A strict timetable has to be followed in order to achieve the time management. The paper therefore discusses the skills, tools and techniques of time management together with the outcome of time management that was achieved during a time management process. Part 1 Time management skills Creating an efficient environment Creating an effective environment for time management is a vital process for time management which was applied during the study. The process of creating an effective environment requires one to be organized so as to create an effective time management timetable. This requires a lot of paperwork which outlines the activities that are usually carried out. The isolation and delegation of duties has to be clearly laid down when creating conducive environment. The delegation of duties should be dependant on the activity being performed because some of the activities requires more time than others. Focusing on the goals that needs to be achieved is also an important process of ensuring that an effective environment is created (Allen, 2001). The process of managing the goals should also be put in place so as to ensure that the focus is kept intact. On the other hand, motivation is also an important process of ensuring that the environment created is efficient. The process of creating an efficient environment is also important in terms of reducing the problems that are associated with the time management process as noted during the first week of the study. This also ensures that starting up the activities is made easy. Bad-time habits should also be eliminated for the purposes of creating an efficient environment. The bad time management practices may involve actions like the psychological problems. The psychological problems hinder the individuals from concentrating on the planned activities. An effective environment is thus considered as an important skill that is required for time management process (Eerde, 2003). Setting out priorities Setting out of personal priorities and goals is an important step towards achieving the process of time management and it had to be done during the first week. Personal goals should be set in accordance to prescribed priorities because different activities have different levels of importance. This should thus guide the allocation of the time for the activities. On the other hand, it is also important to ensure that gravitational goals are set. The gravitational goals are goals that automatically generate actions that are aimed at attaining the goals and objectives of the time management (Claessens, et al, 2007). An action plan is also required when setting out the priorities. This is for the purposes of providing guidance on how the activities will be conducted. A list of tasks is also required when setting out the goals for the purposes of determining the goals that should be given the first priority. Deadlines are also required when setting out the goals. This is also for the purposes of measuring the results in relation to the objectives that has to be made. A task list together with a schedule is also required when setting out the goals. This also assists in ensuring that the process meets the required goals and objectives. The use of a calendar of activities also plays an important role in terms of ensuring that each of the activity has been allocated the time that it deserves. The setting out of the goals also varies as it may be set depending on the day, week or a monthly basis. This is also dependant on the goals and objectives that have to be met (Fiore, 2006). Methods and Techniques ABC analysis The ABC analysis is a technique that is usually applied during time management process and it was explored during the study. This process is for the purposes of ensuring that the activities are allocated time in relation to their importance. It therefore provides an important step towards ensuring that all the activities are well planned and prioritized. Tasks that are urgent and important are usually given the first priority and it is ranked in the A group (Reveliotis, 2005). The tasks that are important but not urgent are usually ranked in the B group. Some of the tasks that are important may be delayed a little bit as they are not urgent. This is also for the purposes of allocating enough time for the urgent activities. Some tasks may not be important but they have to be performed. Such tasks may also be urgent. Theses tasks are thus considered to be less urgent and not important and they are ranked in the C group. The use of this method of analysis also plays an important part in terms of ensuring that the tasks are completed on time and that the goals and objectives are met within the deadline (Le Blanc, 2008). The success of using this method is however dependant on the time frames and the amount of tasks in the different groups. This method can also be used for the purposes of solving complex tasks or activities within the required deadline. It is also highly recommended for individuals who aim at achieving different tasks within a short period. Eisenhower method The Eisenhower method is also an important technique that is used in the time management process. This method also recognizes the fact that some tasks are urgent and important while other tasks are not urgent but important. Tasks that are not urgent and less important are also recognized in the Eisenhower method. The method groups the tasks into various squares for the purposes of prioritizing them. Using this technique, the tasks which are not urgent and are unimportant are usually dropped. However the tasks that are urgent and important are usually carried out immediately. These tasks are usually carried personally due to their nature. The tasks that are not urgent but are important are given the last priority according to this technique and are carried out personally. On the other hand this method also suggests that some of tasks can be delegated so as to save time and achieve the objectives within the required deadline (Mackenzie, 2009). The tasks that are not important but are urgent can be delegated as such tasks cannot affect the general performance. This method also puts in place a concept that suggest that what is important is seldom urgent and what is urgent is seldom important. This method was named after Dwight Eisenhower who was a president of the United States of America and frequently used the techniques for the purposes of time management (Zulauf, 2000). This method has also been efficient in terms of achieving goals and objectives. POSEC Prioritizing through organizing, streamlining, economizing and contributing is also a time management technique that has been known to produce good results. This method recognizes that the personal commitments have an impact on the performance of other activities by an individual. It therefore emphasizes the need to start by performing the personal activities so as to give ample time for the allocation of time to other activities. The process of prioritizing involves the defining the goals as well as ensuring that the time allocated to it is clearly done. On the other hand, the organization process involves outlining the activities that needs to be performed regularly. The tasks that involve streamlining on the other hands are those that are not important but have to be done. Such tasks play an important role in terms of creating an environment that enables the development of the goals and objectives of time management. Some tasks are interesting to perform and they may not be urgent. Such tasks should be economized according to this technique. Contributing on the other hand means that time should also be allocated for other social functions like volunteer work which is also important and it is usually done from time to time although it is not a must. The management of time is thus important for the purposes of meeting the goals and objectives. On the other hand, the process done while using this technique is has the ability to solve the problems related to the time management process (Zampetakis, et al, 2010). Time management system The use of technology also plays an important role in time management. This method was also analyzed during the study although it was not applied due to its complexity. Various software has been designed for the purposes of enabling individuals to manage their time effectively and accomplish their tasks. The use of technology also enables the individuals to allocate tasks to others and hence save time for the activities that are more important. A personal information manager plays an important role in time management when using the software (Kleinmann, 2002). A time clock or a web based application can be used for the purposes of managing time which is also an important technological method. When using this method, an individual is given an in sight of the tasks that they are supposed to perform. This therefore acts as a reminder for the individual and hence providing guidance to the individuals concerning what they are supposed to do (Kerzner, 2013). One of the important feature of time management systems is the automation of the features and hence eliminating the paperwork. The efficiency of the time management is also dependant on the personal commitments to the process. This is because the lack of commitment hinders the process as it interferes with the tasks and the time allocated to them. It is thus important for the user to choose the most appropriate method depending on the goals and objectives that have to be met. It thus important to note that time management plays an important role in the operations of individuals in a bid to meet deadlines. Part 2 Action plan outcomes and achievements Own story Due to the effective time management, time was available for other social activities without causing any inconveniences. The time management enabled the availability of time to perform other leisure activities like playing computer games. However, during the first week, the temptation to visit the pubs many times was a factor that almost had a negative impact on following the laid out schedule. It was also possible to engage in physical fitness activities which are beneficial to health. Without time management practices, such tasks could not be performed. The levels of stress were also reduced through the time management practices during the first week. This is because the most difficult tasks were allocated adequate time and hence reducing the stress that are associated with tackling difficult tasks within a shorter time. This was mainly applicable when dealing with the complex academic work that required a lot of time as well as concentration. Action plan outcomes In the second week, time management process also had an important outcome which impacted positively on the academic deadlines. Through time management, the urgent tasks were dealt with first and hence ensuring the compliance with the deadline. This is also considering that meeting the deadlines is important during studies. On the other hand, the time management concepts impacted positively on the performance of different types of tasks. The time management concepts also played an important role in terms of ensuring that flexibility was achieved. This is due to accomplishment of each task within the allocated time during the third week. It is also evident that post college life will be impacted positively by the application of time management concepts (Rubia, 2004). Through the time management concepts, the issues of attending late to the classes as well as handing the assignments late were eliminated and it is thus had a positive outcome. It was evident that the use of time management concepts had positive outcomes on its aims and objectives. The achievements made also indicate that the process was beneficial. The increase in efficiency of conducting the studies as noted in the fourth week is an indication that the time management process is beneficial. On the other hand, the improvement in performance was also an indication that showed that time management has a positive impact. On the other hand, the process of time management also simplified the methods of dealing with different tasks. Solving the problems encountered during the studies was also an important achievement of time management. During the fifth week, time management also enabled the interaction with other colleagues as well as the family members which was not possible in the past. This was due to the availability of time after all the tasks have been allocated the required time. The completion of all the tasks is also an achievement that had positive results on the studies. This eliminated the inconveniences caused by time wastage during the studies which have negative results on the performance as well as the process of acquiring knowledge. The concepts of prioritizing the tasks was also an achievement as it helped in the identification of tasks that requires the allocation of more time. This therefore provides direction on how the tasks should be done. The experience with time management skills was thus remarkable in terms of ensuring that the academic work is carried out effectively and in an orderly manner. It is also important to note that the benefits are not only academic but also have applications in other activities that are not related to academics (Tambe, et al, 2007). The outcome of time management was quite beneficial in terms of achieving the goals and objectives as noted in the final week. Effective time management led to the reduction in time wastage. This is in line with the objective of the time management. This in turn created more time for carrying out the studies which as the main objective of time management. On the other hand, time management enabled proper preparation for the activities to be performed in advance. This is also a factor that leads to efficiency of performing the required tasks. The concepts of time management involve the allocation of time to certain tasks as well as prioritizing the tasks. This had a positive outcome in the learning process. This is because it ensured that adequate time was allocated to the tasks that requires more time for completion. On the other hand the prioritizing the tasks enabled the identification of the tasks that were urgent and required more time as well as the first priority. This therefore ensures that appropriate amount of time is allocated for each of the activity. The time management impacted positively on the learning process as it enables the tasks to be carried out more efficiently. On the other hand, the use of time management concepts ensures that tasks are performed in an orderly manner (Srivastava, 2004). This is because the time management concepts enabled the organization of tasks in an orderly manner that ensures that each of the tasks is outlined and performed at the allocated time and date. Lessons Learned The time management concepts led to learning of various lessons that are useful in terms of carrying out studies. Time management skills require a lot of personal commitment in order for it to be successful. A lot of temptations are also factors that can affect the time management process as some of the activities requires a lot of time. This is because one has to follow the laid out time table that provides guidelines on how and when each of the tasks should be carried out. Monitoring of the process is also an important aspect that should be practices when using the time management skills. Monitoring the process also plays an important role in terms of ensuring that the aims and objectives of the time management are achieved. Efficient planning should also be made so as to ensure that the tasks are allocated adequate time depending on the days that the tasks have to be performed. The activities to be performed are also supposed to be known in advance for the purposes of carrying out the planning in advance. The process of time management also requires a lot of planning before allocating the time to each of the tasks. The plans should also be realistic so as to ensure that it meets the goals and objectives. This should be done so as to ensure that each of the tasks can be comple3ted within the allocated time. It is important to note that inconveniences can be caused if the tasks are not completed within the allocated time. The planning process can also be done in consultation with the experts so as to solve any complications that may arise when solving different tasks. Conclusion In conclusion, it is evident that the time management concept requires the use of various skills, tools as well as techniques. Time management skills are important in the academic work due to the benefits that it has on the academic work. It is evident that the time management process ensures that the academic tasks are carried out in an orderly manner. The goals and objectives of using the time management concept are aimed at benefiting the individual. On the other hand various theories on time management have also been put forward proposing how the time management process should be carried out. The theories are for the purposes of outlining the methods that can be used. It is also evident that the time management process was beneficial in terms of ensuring that the academic tasks are well performed. It is also evident that the achievements led to attaining of goals and objectives of the studies. It is also apparent that various lessons were learnt when dealing with the concepts of time management. The lessons can also be used for enhancing the process in future. References Morgenstern, J. (2004). Time Management from the Inside Out: The Foolproof System for Taking Control of Your Schedule and Your Life (2nd ed.). New York: Henry Holt. Allen, D. (2001). Getting things done: the Art of Stress-Free Productivity. New York: Viking Fiore, N. (2006). The Now Habit: A Strategic Program for Overcoming Procrastination and Enjoying Guilt- Free Play. New York: Penguin Group. Le Blanc, R. (2008). Achieving Objectives Made Easy! Practical goal setting tools & proven time management techniques. Maarheeze: Cranendonck Coaching. Mackenzie, A. (2009). The time trap: The classic book on time management. Amacom. Zampetakis, L. et al. (2010). On the relationship between individual creativity and time management. Thinking Skills and Creativity, 5(1), 23-32. Kerzner, H. (2013). Project management: a systems approach to planning, scheduling, and controlling. London: Wiley. Srivastava, U. (2004). Flexible time management in data stream systems. In Proceedings of the twenty-third ACM SIGMOD-SIGACT-SIGART symposium on Principles of database systems (pp. 263-274). ACM. Rubia, K. (2004). The neural correlates of cognitive time management: a review. Acta neurobiologiae experimentalis, 64(3), 329-340. Tambe, M. et al. (2007). An intelligent personal assistant for task and time management. AI Magazine, 28(2), 47. Eerde, W. (2003). Procrastination at work and time management training. The Journal of psychology, 137(5), 421-434. Claessens, B. et al. (2007). A review of the time management literature. Personnel Review, 36(2), 255-276. Reveliotis, S. (2005). Real-time management of resource allocation systems: A discrete event systems approach (Vol. 79). Springer. Zulauf, C. (2000). Factors associated with academic time use and academic performance of college students: A recursive approach. Journal of College Student Development. Kleinmann, M. (2002). A stitch in time saves nine: Behavioural decision-making explanations for time management problems. European Journal of Work and Organizational Psychology, 11(2), 199-217. Read More