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Time Management

  • Writer: Omen Media
    Omen Media
  • Feb 12, 2022
  • 2 min read

Time is a created thing. To say "I don't have time" is to say "I don't want to". - Lao Tzu

What is Time Management?

●The process of setting goals.

●Prioritizing goals.

●Deciding and allocating specified time to specific tasks.

●Tuning plans as they change.

●Revisiting goals and re-prioritizing.

●Observing results.

(Carla Crutsinger, 1994)


The process of setting goals

The first step in time management is setting goals and creating a list.

When setting goals remember to use Peter Drucker's SMART system.

SMART:

(S) Specific

Have a vision that is specific, clear and concise.

(M) Measurable

The goal needs to be measurable (quantifiable).

(A) Achievable

They need to be realistic – physically and financially viable.

(R) Relevant

Will it contribute to the vision – is it appropriate and important.

(T)Time-bound

By setting a due date you are actually prioritizing your goals based on

how relevant and achievable they are and sets your focus for that

target date.


Prioritizing goals

A well known approach to prioritizing goals is Steven Covey's quadrant approach.


The quadrant approach is essentially dividing your goals into daily tasks that fall into

four categories based on relevance and importance i.e. quadrant 1 -4.


Quadrant 1 -Important and urgent

●These tasks need your immediate attention and should be your main focus.

●Neglecting these tasks will result in serious consequences


Quadrant 2 – Important but not urgent

●These tasks are just as important as quadrant 1.

●There is more time to complete these tasks and therefore not urgent

.

Quadrant 3 – Urgent but not important

Tasks are not as important as quadrant 1 or 2.

Time is limited on these tasks and as such are urgent.


Quadrant 4 - Not important and not urgent

These are minor tasks that wont benefit you in any way


Deciding and allocating specified time to specific tasks


The following factors should be considered:

●Importance.

●Urgency.

●Finance.

●Availability.

●Resources.

●Ability and capability.

●Unforeseen circumstances.

●Eating, sleeping and leisure

Once those factors have been considered:

●Decide on when to do the task.

●Allocate a specific amount of time.

●Use the end goal and due date as reference.


Design a schedule that includes all these and other miscellaneous items.


Having balance is key


Tuning plans as they change

●Information should be checked and confirmed regularly to ensure objectives are met.

●Plans should be adjusted accordingly.

●Not confirming details can result in time wasted and due dates not being met.


Revisiting goals and re-prioritizing

Know your work-flow (tasks that make up your main objective).

●Revisit these tasks and re-evaluate them on a daily basis.

●Some tasks may need to be re-prioritized into a different quadrant.

●This is essential in achieving your goals in a timely manor.


Observing results

Ask the following questions:

●What were the results?

●Was the outcome desirable?

●What were the positives?

●What were the negatives?

●What improvements can be made?


Summary

Time management is the process setting goals and managing these

goals in the form of tasks.

●Tasks are prioritized by importance and urgency in quadrants 1-4.

●A time is decided and allocated based on various factors.

●Tasks and goals should be updated daily based on changes.

●Revisiting your goals allows you to adjust and re-prioritize them

accordingly.

●Observing your outcomes enables you to make better decisions going

forward based on the results



Author: Ashley Schultz


References:

Titanium Success.[website]. Time Management – The Secret To Getting Stuff Done.


M.R.Srikumar , Arun, K. 2017.A study on Time Management Challenges Encountered by

Employees in Hotel Industry. [website].

Retrieved from https://bit.ly/3LoyisN

[Accessed 30 September 2020].


Mind Tools Content Team.[website]. SMART GOALS.

[Accessed 30 September 2020].

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