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Personal Development Report

Time Management

12/16/2013





Submitted to:
Madam Ayesha Aziz


Submitted By:
Nazia BBS-11-02
Nimra Noor BBS-11-05
Mohsin Najeeb BBS-11-18
Adeel Shahid BBS-11-29
Rozina Tariq BBS-11-55
Shahzeen Khan BBS-11-65


Class:
BBA (hons) 5
th
semester


Bahauddin Zakriyia University Sub Campus, Sahiwal, Pakistan.

TIME MANAGEMENT


Good time management is essential to success at any position. Planning your time allows you to
spread your work over a session, avoid a traffic jam of work, and cope with study stress. You
cannot manage time, you manage the events in your life in relation to time. You may often wish
for more time but you only get 24 hours, 1,440 minutes or 86,400 seconds each day. Much like
money, time is both valuable and limited, it must be protected, used wisely, and budgeted.

What is Time?
Measure of units.
Equal opportunity, Everyone gets the same amount every day.
Unusual commodity.


Time Management:
Time management is the act or process of planning and exercising conscious control over the
amount of time spent on specific activities, especially to increase effectiveness, efficiency or
productivity. Time management may be aided by a range of skills, tools, and techniques used to
manage time when accomplishing specific tasks, projects and goals complying with a due date.
This set encompasses a wide scope of activities, and these include planning, allocating, setting
goals, delegation, analysis of time spend, monitoring organizing, scheduling and prioritizing.

IMPORTANCE OF TIME MANAGEMENT:
The main objective of time management is to impart relevant knowledge, sharpen the necessary
skills and orient attitudes of participants so that they become more efficient with regard to the
time. Being an effective time manager has several benefits:




Reduce Procrastination.
If you schedule specific periods of time to complete activities, you will be less likely to put tasks
off until tomorrow.
Gain More Control, Less Stress.
Good time management means not waiting until the last minute and rushing to complete
assignments. Always feeling increases anxiety.
Complete More Tasks.
Being a good time manager means that you can complete more tasks and be more successful in
what you do. Setting priorities and reassessing your progress can ensure that you spend sufficient
time on your academic activities.
Enjoy Your Free Time.
Knowing that you have completed your assignments and met your deadlines can make you feel
less guilty about taking off some time for yourself.
People who practice good time management techniques often find that they:
Impotance
Reduce
Procrastination
Less Stress
Complete more
task
Enjoy free time
Are more productive.
Have more energy for things they need to accomplish.
Feel less stressed.
Are able to do the things they want.
Get more things done.
Relate more positively to others.
Feel better about themselves.
Characteristics of a Good Time Manager:
Plan for the unplanned.
Follow a schedule that can adapt to changes.
Get the important things done first.
They are productive.
Can do multi tasking.
Have their short and long term goals in mind.
May keep a daily, weekly and a monthly schedule.

WHY MANAGERS FACE TIME MANAGEMENT FAILURE:
There are some cause which explain why manager working in any organization face time
management failure because time is very much important for the manager so its important for
manager to understand the causes behind this:






Procrastination
Poor Delegation
Wasting time
Causes

Reactive mode Acquiring Skills
Organize workplace


1. Procrastination:
The world procrastinate comes from the Latin word for tomorrow. Procrastination can be
defined as intentionally, habitually, and without good reason, putting off things that should be
done now. Procrastination is the worlds number one timewaster.
2. Poor Delegation:
Delegation means entrusting a task to another person, together with the authority to do it.
Delegation is a gift of trust which will generate an answering trust. Both parties will benefit from
good delegation. Poor delegation arises from a lack of trust. If you dont entrust the other person
with enough work to do, or you check everything they do too carefully, you are a poor delegator.
3. Reactive Mode of Working:
Some managers are only concerned about what is happening at present in their organization.
They dont take time to act to events that come their way rather they react and keep complaining.
4. Organized Workplace:
If you dont have a properly organized workplace you can waste time trying to find the
information you need to get your work done. Looking for a missing file is a good example of non
value-added time.
5. Failure to acquire new skills, knowledge and abilities:
Some managers fail to update themselves in terms of attending seminars and lectures that will
increase their horizons instead they feel they know all things and dont need to be updated.
6. Wasting Your Peak Time:
You should do your hardest tasks when you are at your peak energy level. Working without
Goals: If you dont have goals, you cant set priorities. If you cant set priorities you will
mismanage time.
Principles for effective time management:
According to European Journal of scientific research (2008), the following are principles for
effective time management.

PLANNING:
This involves the formulation of goals and definition of practical ways or steps to be taken to
achieving same. If you are committed to bridging the gap between your potential and your
performance, better time management should become your lifestyle choice. There are three types
of plans namely
i. Strategic plan
ii. Intermediate plan
iii. Short term plans.
Guidelines for planning include:
i. Be specific about goals.
ii. Make goals that are attainable.
iii. Set quantity and time targets for same.
iv. Mind the association you keep. Do not relate with dream killers.
v. Start little and with what you have.
vi. Be sincere.
vii. Do not isolate yourself.
viii. Be flexible.

B. ORGANIZING:
Organization means putting all resources you have into plan to achieve personal goals. Listed
below are principles for personal organization at work.
i. Setting your priorities.
ii. Time targets are set for priorities.
iii. Allow time space for the unexpected.
iv. Do not embark on more than one project at a time.
v. Be a productive thinker.
vi. Separate duties properly.
vii. Work according to your temperament.
viii. Dont develop impossible system.
ix. Allow time for idle minute between meetings and major jobs.
x. Focus on results not in activity.

C. RESPONSIBILITY:
The essence of modern management borders on responsibility and accountability. It is common
to find people passing the buck for every iota of failure or irregularity. Winston Churchill said
The price of greatness is responsibility. The steps towards responsibility are:
i. Being responsible for who you are.
ii. Being responsible for what you can do.
iii. Being responsible for what you have received.
iv. Being responsible to those that lead you.

D. ACCOUNTABILITY AND INTEGRITY:
It is one thing to have a goal or dream; it is another thing to achieve that same goal. At the end
of specific periods, it is important for every responsible person to take stock of actual results of
his/her actions and compare same with plans.

Gregs ten Tips for time management:
1. Prioritize.
Feeling overwhelmed by all you have to do? Stop and Think--which item must be
completed today? This does not include items youd like to get done today, but only the
item(s) that must be completed today.
2. Be realistic.
One way to set up you for a panic situation is to plan an unrealistic amount of work for
one day or one week. Use your common sense to recognize when you have over-
scheduled yourself. Enthusiasm is wonderful, but it doesnt add more hours to the day. 18
3. Delegate.
A person who refuses to delegate will very likely be a very busy and frustrated person.
For anyone to personally handle every item is unnecessary and unwise.
4. Work Efficiently.
For example, make sure your electronic calendar does not cost you time. People who
love electronics will shake their heads no at this idea. But sometimes it can take longer to
enter and maintain information in a gadget than to jot it down with a pencil in an old-
fashioned paper planner.
5. Organize Meetings Wisely.
According to a Wall Street Journal survey, meetings account for the greatest amount of
unproductive time--topping telephone calls, paperwork and travel. With a little
preparation, meetings can be transformed into productive assemblies helping you and
your group steam toward, instead of away from, their goals. The key ingredient for a
good meeting is preparation. Ask yourself--Is this meeting really necessary? Can the
information be presented best another way? If there is still a need for a meeting, plan it
well.
6. Learn to Say No.
Many people have a tough time saying no. They allow themselves to become members
of every committee even ones that are outside their particular talent. People, who cant
say no, quickly discover their life is out of balance; it is being pulled in the opposite
direction. No matter how important the obligations maybe, do not allow your family
priorities to suffer.
7. Guideline to handle work.
The best guideline for paperwork is to either file it or toss it. We never use 80% of the
paperwork we keep. Paper, magazines and other forms create clutter and confusion,
which could turn into stress.
Another principle for paperwork is handling it now. Spend 20 seconds filing that
important paper now rather than 30 minutes searching for it later. Take a moment to jot
down that phone number on your permanent list instead of spending ten minutes tracking
it down again later. A third rule for paperwork is organizing it. Use colored folders to
prioritize your work; colors allow you to see at a glance, which jobs need your immediate
attention. Sub-divide files for greater efficiency.
8. Manage Mail.
Answer E-mail immediately. Dont read it and then let it pile up in your in-box; keep
your in-box clutter free. Create a "keeper" folder and transfer the 19 mail you want to
retain. Create another folder for "actions pending." Respect other peoples time and avoid
forwarding all those stories people love to send you. Delete junk E-mail without reading
it and use your filters to eliminate spam.
9. Make Lists.
Making a list can be a legitimate time manager. Keep a pad handy to jot down projects
as they arise, items that come to mind to do later, and even phone calls you need to make.
At the end of the day or week, whichever is best for you, mark off the items handled.
Then, make a fresh list and prioritize the remaining items. This shouldnt take but a few
minutes each day or a little longer if done once a week. Using this process can help you
avoid that familiar sinking feeling when you realize you forgot something important and
also help you feel on top of things on a daily basis while freeing your mind to concentrate
on the job at hand.
10. Allow Time for Fun and Surprises.
Dont carry time management to the point of where everything in your life is plotted,
calculated, and placed on a calendar. Allow some spontaneity and fun in your life. Every
now and then do something nice for someone totally unexpected. Call someone up and
tell him or her how much you appreciate them



Prioroti
ze
Be
Realistic
Delegate
Work Efficiently
Organizing
Learn more
Destroy paper monster
Managment
Make list
Enjoy time
Importance and urgency Matrix:


HOW TO USE THE MATRIX:

The first step is to list all the activities and projects you feel you have to do. Try to
include everything that takes up your time at work, however unimportant. Next, assign
importance to each of the activities you can do this on, say, a scale of 1 to 5: remember,
this is a measure of how important the activity is in helping you meet your goals and
objectives. Try not to worry about urgency at this stage, as this helps get to the true
importance.
Once you have assigned importance to each activity, evaluate the urgency of each
activity. As you do this, you can plot the listed items on the matrix according to the
assigned importance and urgency.
Now study the matrix using the strategies described below to schedule your priorities:

Urgent and Important
There are two distinct types of urgent and important activities: Ones that you could not
foresee, and others that you have left to the last minute.
You can avoid the latter by planning ahead and avoiding procrastination.
Issues and crises, on the other hand, cannot always be foreseen or avoided. Here, the best
approach is to leave some time in your schedule to handle unexpected issues and
unplanned important activities. And if a major crisis arises, some other activity may have
to be rescheduled.
If this happens, identify which of you urgent-important activities could have been
foreseen and think about how you could schedule similar activities ahead of time, so they
do not become urgent.

Urgent and Not Important
Urgent but not important activities are things that stop you achieving your goals, and
prevent you from completing your work. Ask yourself whether these tasks can be
rescheduled, or whether someone else could do them.
A common source of such interruptions is from other people in your office. Sometimes
it's appropriate to say "No" to people, or encourage them to solve the problem
themselves. Alternatively, try allocating time when you are available so that people only
interrupt you at certain times (a good way of doing this is to schedule a regular meeting
so that all issues can be dealt with at the same time.) By doing this, you'll be able to
concentrate on your important activities for longer periods of time.

Not Urgent, but Important
These are the activities that help you achieve your personal and professional goals, and
complete important work. Make sure that you have plenty of time to do these things
properly, so that they do not become urgent. And remember to leave enough time in your
schedule to deal with unforeseen problems. This will maximize your chances of keeping
on schedule, and help you avoid the stress of work becoming more urgent that necessary.
Not Urgent and Not Important
These activities are just a distraction, and should be avoided if possible. Some can simply
be ignored. Others are activities that other people may want you to do, but they do not
contribute to your own desired outcomes. Again, say "No" politely and firmly if you can.
If people see you are clear about your objectives and boundaries, they will often not ask
you to do "not important" activities in the future.

Advantages of Time Management:
Gain time.
Motivates and initiates.
Reduces avoidance.
Promotes review.
Eliminates cramming.
Reduces anxiety.

How you become a Good Time Manager:

Plan for the unplanned.
Follow a schedule that can adapt to changes.
Get the important things done first.
Plan multi tasking.
Time and tasks in your mind.
Keep a daily, weekly and a monthly schedule.
Organize your activities.
Plan your activities.
Remember your responsibilities.





References:
http://www.google.com/advanced_search
http://www.vgcc.edu/CounselingServices/Time-management.pdf
http://www.slideshare.net/BabasabPatil/a-project-report-on-time-management#btnNext
http://www.mercola.com/Downloads/bonus/time-management-guide/report.aspx