Developing Time Management - Coursework Example

Management Skills Name Institution Tutor Date TABLE OF CONTENTS 1. Executive summary…………………………………………………………………..3 2. Introduction…………………………………………………………………………..3 3. Theoretical concepts…………………………………………………………………..4 3.1. Pareto Principle: 80-20 Rule……………………………………………………..4 3.2. Pickle Jar Theory…………………………………………………………………5 3.3. Maslow's Theory…………………………………………………………………6 3.4. Theory of time quadrant…………………………………………………………7 3.5. Parkinson’s theory……………………………………………………………….8 4. Analysis Of Theoretical Frame Works………………………………………………9 4.1. Pareto Principle: 80-20 Rule…………………………………………………….9 4.2. Pickle Jar Theory………………………………………………………………..10 4.3. Maslow's Theory……………………………………………………………….11 4.4. Theory of time quadrant…………..……………………………………………11 4.5. Parkinson’s theory……………………………………………………………..12 5. Conclusion…………………………………………………………………………13 6. References…………………………………………………………………………14 1. Executive summary Time management is very fundamental in every sphere of life. Individuals need time management skills to execute their tasks correctly. Several theoretical concepts exist to facilitate the development and understanding of time management. The concepts can be analyzed to identify the best framework that can lead to effective understanding time management skills. The effective application of the theoretical frameworks should result to the proper fulfillment of the expected outcomes after implementation. This paper propagates that time management is very vital for managers. As a result, aspiring managers should develop proper understanding of the theoretic frameworks and apply them in developing their time management skills. 2. Introduction Proper understanding of time management enables different people to divide their priorities and set time deadlines for various activities. Thus, they can complete the task within the set time limit. Time management is possible through an understanding of various principles, theories and techniques proposed by philosophers and scholars who conceptualized the significance of time management. A Proper understanding of time management theoretical concepts helps individuals to organize, plan and schedule their activities, responsibilities and goals in the right manner. Thus, individuals can channel their energy towards one direction to increase their productivity. This paper explores different theoretical concepts that can be used in understanding time management. The scope of the paper analyzes every concept to identify the most useful concept in developing time management. 3. Theoretical concepts 3.1. Pareto Principle: 80-20 Rule The 80-20 rule was discovered by Vilfredo Pareto an Italian philosopher and economist. Pareto’s observation was based on the fact that 80% of the Italian land was owned by 20% of the Italian population. Pareto’s theory has then been applied in every aspect of the modern life. The principle became the rule of thumb for several business firms where 80% of the company’s productivity came from 20% of the employed workers. The 20% comprised of the most efficient employees who performed their work within the specified time span, hence leading to a high rate of productivity (Koch, 2008). Pareto’s 80-20 rule states that the relationship between output and input is rarely balanced. Applied to work, it means that 20% of human effort should yield 80% of the results. Learning to recognize and focusing on the 20% is the key to effective time management. There are two quick tips for developing the 80-20 rule. The first tip is to take a good look at the people around. 20% of people around individuals give them 80% of the support and satisfaction that they need. They are true advocates. Individuals should have maximum considerations of those surrounding them since they are behind their success. The second time is for individuals to examine their work. They should ask themselves what they want to do with their time and life. They should identify the 20% of the work they should focus on (Zeller & Hayes, 2009). It is essential for managers to acknowledge that the Pareto rule can be applied in uplifting the productivity and success of business organizations. The primary element of the theory is that the 20% proportion is very crucial. If individuals consider all that they do the whole day, they will realize that it is 20 percent of their work that produces the net results. Thus, they should try various options that can assist o effectively and efficiently manage the minor portion. Within the limited time, individuals should categorize their activities and work for achieving different goals in life (Koch, 2008). Managers should also realize that they need other individuals to achieve success. As a result, they should organize 20% of the input to produce 80% productivity within the organization. 3.2. Pickle Jar Theory The Pickle Jar theoretical concept is simple to understand and to execute. The theory is a time management model that can help individuals to prioritize their work and attain their objectives. To understand the theory effectively, an individual needs to apply it practically. When individuals fill a pickle jar with rocks, they observe that there are some spaces in between the rocks. The spaces can be filled with pebbles. After filling the jar with pebbles, it becomes more compact, but still, there exist some inconspicuous spaces left. After that, the water is poured into the jar and the lid closed (Andr, 2013). The jar is a replica of individual life. The primary responsibilities of personal life or their goals are represented by the rocks that take a lot of space. Thus, individuals should dedicate much of their time to such important objectives. The pebbles or the chipped stones symbolize individual’s hobbies. The hobbies require lesser time than goals. Finally, the daily chores of individual’s life are the sand particles that are perfectly placed between the goals and the hobbies. Water represents various distractive forces in individual’s life that always take away their attention from the path of success. The theory not only teaches individuals to manage their time, but it also makes them aware that there exist several distractions that can hinder them from managing their time well. The distractions should, therefore, be avoided entirely for them to be successful in managing their time (Andr, 2013). Managers can use the theory to learn that there exist several hindrances that can prevent them from managing their time effectively. Additionally, the obstacles can affect the productivity of the workforce. It is essential for managers to find possible ways of overcoming such obstacles and be successful in their time management strategies. 3.3. Maslow's Theory Maslow’s theory is also known as the theory of the hierarchy of needs. Abraham Maslow is an American professor of psychology. He effectively combined time management with individual needs. Maslow built a hypothetical pyramid where individual’s physiological level of needs (water, food and shelter) was put at the bottom of the pyramid while self-actualization was at the top of the pyramid. In between physiological needs and self-actualization, human bonding, safety and self-esteem were positioned. The five levels of the pyramid were examples of various strata in human life (Rakowski, 2008). Maslow’s theory primary focus is on understanding individual needs, differentiating the needs and setting time limits of getting each done so that one does not encroach on other crucial areas of their life. The theory does not specify the time needed to attain the needs, but it helps individuals to understand the importance of needs element in their life. Once individuals have understood their needs, then they can differentiate between them and provide each need a period to fulfill them. For instance, the key motive behind earning money is to satisfy the physical needs of the body, and then individuals become capable of taking care of their families and other concerns. A greater portion of human life and most time is dedicated to improving living standards by satisfying themselves and all the ways possible. Once individuals have plenty of resources to spare, they knock at the door of self-actualization that needs minimum time. Individuals can plan their roadmap by referring to the Maslow theory with the incorporation of effective time management strategy (Montana & Charnov, 2008). The managers can use the theory in determining the needs of the organization and providing time schedule of meeting every need. 3.4. Theory of time quadrant Stephen Covey developed the theory of time quadrant. The theory is an excellent method of setting priorities by examining every task with its level of urgency and importance. One practical and simple way to implement time quadrant approach is to write all goals on index cards. The cards are then separated by urgency. The cards describe which activities are supposed to be done now and which activities need to wait. The next step is to divide the activities into the ones that are more important and the ones that are less important. This results into four different cards, representing four different goals. The goals are categorized as urgent and important, urgent but not important, not urgent but crucial and not urgent and not very important (Covey and Merrill, 2005). Thus, Covey refers to quadrant one to be urgent and significant goals. This is a quadrant of necessity. These are activities that are crucial and must be done now; they include the crisis in workplaces or completion of a class assignment in time. He refers to quadrant three as a quadrant of deception. The activities within the quadrant are not necessary but they are urgent. Such activities include phone calls and emails. It is a quadrant of deception since the urgency of the operation or the matter makes individuals feel it is important. Quadrant four is the quadrant of waste. These are activities that are neither important nor urgent. Such activities include watching movies and chatting on social media (Covey and Merrill, 2005). Quadrant two is the most important quadrant. This is the quadrant of opportunity. In this quadrant, individuals categorize activities that are important but are not urgent such as planning, recreation, and relaxation. Individuals are also able to perform essential task before they become very urgent . The theory is important for the manager to understand since he can apply it to categorize various important and urgent activities within the organization. The theory also enables a manager to perform an important task before it becomes urgent (Covey and Merrill, 2005). 3.5. Parkinson’s theory The theory is simple and straight forward. Time needed to complete a given activity is likely to expand depending on the amount of time it is allocated. When individuals give themselves lesser time to complete a task, then they are likely to complete the work faster. Individuals and managers should slowly reduce the amount of time allotted for a given task, as a result they are likely to complete the task without feeling rushed. Just like other time management theories, Parkinson theory changes the way individuals approach using their time illustrating that less time leads to efficient completion of work (Leo, 2011). It is essential for managers to acknowledge that assigning three hours to complete an activity that could as well be completed in two hours will result to three hours being consumed. Individuals are likely to fill all the allocated hours, but they are likely to fill it with changes if they have excess time. Managers should try to assign half the time they allocate to various activities within the organization. They are likely to realize that the tasks are performed faster than before. By cutting down time, the managers will be focusing on those events that matter. This theory helps individuals to pave away unnecessary planning, worrying and frivolousness and finding the task that should be completed (Leo, 2011). The managers should use Parkinson’s theory to help them maintain awareness of the necessary time needed to complete any project or task. The managers should allocate little time than they need, the result will be excellent. 4. Analysis Of Theoretical Frame Works 4.1. Pareto Principle: 80-20 Rule The principle was effective in promoting my time management skills. The principle provided me with adequate information on how to manage my time more effective. I realized the importance of 20% effort in producing 80% of the results. I realize that all the work I do constitute 20%. Thus, I should try various options that can make me more productive. Consequently, I realized that individuals around me are crucial to my success. 20% of individuals around me give me 80% support and satisfaction that I need. Also, I learned that within the limited time, I should categorize my activities and work for achieving my goals in life (Koch, 2008) From the Learning Contract/Action Plan, my expectation was to evaluate and prioritize my objectives according to the findings of the past five weeks. The theory was effective in attaining this learning outcome. I can prioritize my goals and work towards achieving my goals. From pre and post-test measures, I was able to draw my time tables and categorize my objectives and prioritize. The theory made me reach my overall aim of time management since I was able to demonstrate proper time management. I feel like using the theory over and over again to boost my time management skills. 4.2. Pickle Jar Theory The theoretical concept was very easy to understand and to execute. The theory also influenced me to prioritize my work and reach the milestone of my life. I was able to try out the steps of the theory step by step and to apply it to real life situation. I realized that I have many important goals that I need to focus on. Consequently, I should dedicate less time for my hobbies. Also, the theory made me understand that I have daily chores that fall in between my goals and hobbies. In addition, there are several distractions that can hinder me from effectively managing my time. I learnt that I should avoid these distractions in order for me to be successful in my time management objectives (Andr, 2013). From the Learning Contract/Action Plan, my expectation is to attend all my classes, finish all assignments and studies within time, participate in the daily training session in the gym, attend all my group discussion meetings. I was able to locate my important goals, my hobbies, my daily chores and distractions that could easily distract me from performing my daily activities. I dedicated much time to my important goals such attending my group meetings and finishing my assignments. I devoted less time for my gym training sessions. From the post-test measurements, I realized that I should record my accomplishments and failures in the timetable. Through this, I would be able to evaluate my progress more efficiently. The theory was a success in improving my time management strategy. It was simple to understand and to execute. I recommend it for future use in time management. 4.3. Maslow theory Maslow’s theory of the hierarchy of needs was effective in promoting my time management skills. I used the Maslow’s pyramid to realize those needs that were of great importance and those that I needed to allocate more time. The first thing was to identify and differentiate my needs and set time limits for every need, so as not to encroach on other areas. I was able to fulfill my needs within a specified time frame. I realized that the main motive of money is to satisfy myself, and then be able to care of family and other concerns. Once I have plenty of resources to spare, then I can self-actualize. I need minimum time for self-actualization (Rakowski, 2008). From the Learning Contract/Action Plan, my expectation is that within the first two weeks I should be able to have a comprehensive assessment of the time utilized in all my classes, daily training, group discussions, and other errands at school. This was possible using the Maslow theoretical concept. I planned for the activities and devoted each time frame to every activity. The most significant activity I gave much time while less important activities I allocated fewer time frames. By the end, I was successful in budgeting for the time I used in my classes, training group discussions and other activities within the school compound. In post-test measurements, I arranged every important activity in the timetable with the allocated time frame. The theory was effective in promoting my time management skill. 4.4. Theory of time quadrant The theory was important in promoting my time management skills. It enabled me to settle down my priorities by examining every task with their level of urgency and importance. I realized that there are activities that are urgent and significant, with some being urgent but not important, some are not urgent but are important while others are neither urgent nor important. I realized that I should group my priorities using these four groups into four quadrants. I should devote more time to activities that are urgent and important and less time to activities that are less important and not urgent. The theory equipped me with the knowledge that, I can perform important and less urgent tasks before they become urgent (Covey and Merrill, 2005). From the Learning Contract/Action Plan, my expectation is to attend all my classes, finish all assignments and studies within time, participate in the daily training session in the gym, attend all my group discussion meetings. I achieved all my expectations. I grouped the expectations into urgent and important, not urgent but important, urgent but not important and not urgent and not important. I allocated time frame to every quadrant depending on their agency. In the end, I was able to perform all tasks effectively. From the post-test measurement, I was successful in my strategy. I was able to record my recommendations and observations made on the table. I reached my overall aim using the theoretical framework. 4.5. Parkinson’s theory I also used the Parkinson’s theory in developing my time management skill. However, the theory was not that successful in developing this skills. From the theory, I learned that when I devote less time to a given activity, then I would be able to complete the task faster (Leo, 2011).The theory suggested that I should slowly reduce the amount of time I allocated for every task, and I would finish the task without rushing. In my attempt to implement the theory, I failed since I could not complete the task within the short period, but if I did finish the tasks,with the quality of the task being very poor. From the Learning Contract/Action Plan, my expectations are to attend all my classes, finish all assignments and studies within time, participate in the daily training session in the gym, attend all my group discussion meetings. When I applied the theory to achieving these learning expectations, I failed since reducing the time for every activity made me not do quality work; I was not able to produce quality assignment. In post-test measurement, I should record my failures so as to find ways of improving on them. I cannot recommend the theory for future improvement of time management skills. 5. Conclusion Time management is a vital skill that every individual should aspire to have in their daily operations. The theoretical concepts provided me with a proper understanding of time management. From the theories, I can apply it in every aspect or task that I undertake. Managers can also benefit significantly when they use time management in their activities. They should develop a proper understanding of various theories and use them in developing this vital skill. 6. References Andr I.(2013). Time Management: Getting More Things Done in Less Time. Washington, D.C: Iland business Covey S, and Merrill R. (2005). First Things First. Toronto: Simon and Schuster Press. Koch, R. (2008). The 80/20 principle: The secrets of achieving more with less. New York: Doubleday. Leo G.(2011). C. Northcote Parkinson's Parkinson's Law: A modern-day interpretation of a true classic. U.K: Infinite Ideas Montana, P. J., & Charnov, B. H. (2008). Management. Hauppauge, NY: Barron's Educational Series. Rakowski, N. (2008). Maslow's hierarchy of needs model: The difference between the Chinese and the Western pyramid on the example of purchasing luxurious products. Norderstedt: Grin Verla,g. Zeller, D., & Hayes, A. (2009). Successful time management for dummies. Hoboken, N.J: Wiley Pub Read More