Time Management notes, Non Major Elective Paper, UG Degree 1st Year 1st Semester, University of Madras

 UNIVERSITY OF MADRAS

UG Degree : 1^st Year 1^st Semester

NON-MAJOR ELECTIVE PAPER

TIME MANAGEMENT

Syllabus

UNIT 1: Nature of time management and its importance. Goal setting, goal alignment.

UNIT 2: Prioritizing goal. The urgent versus- important dilemma. From goal to task.

UNIT 3: Four times styles- advantages and limitations.

UNIT 4: Handle demands, schedule of events, control time.

UNIT 5: Manage self, art of delegation and outsource.

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UNIT 1:

Nature of time management and its importance. Goal setting, goal alignment.

What is Time Management?

Time Management refers to managing time effectively so that the right time is allocated to the right activity. Effective time management allows individuals to assign specific time slots to activities as per their importance. Time Management refers to making the best use of time as time is always limited.

Time Management plays a very important role not only in organizations but also in our personal lives.

Characteristics or Nature of Time Management:

The following are the Characteristics or Nature of Time Management:

·        Effective Planning for the Organization.

·        Setting Goals and Objectives.

·        Setting deadlines for work.

·        The delegation of responsibilities for management.

·        Prioritizing activities as per their Opinions, and.

·        Right time on the right activity.

Effective Planning

Plan your day well in advance. Prepare a To Do List or a “TASK PLAN”. Jot down the important activities that need to be done in a single day against the time that should be allocated to each activity. High Priority work should come on top followed by those which do not need much of your importance at the moment. Complete pending tasks one by one. Do not begin fresh work unless you have finished your previous task. Tick the ones you have already completed. Ensure you finish the tasks within the stipulated time frame.

Setting Goals and Objectives

Working without goals and targets in an organization would be similar to a situation where the captain of the ship loses his way in the sea. Yes, you would be lost. Set targets for yourself and make sure they are realistic ones and achievable.

Setting Deadlines

Set deadlines for yourself and strive hard to complete tasks ahead of the deadlines. Do not wait for your superiors to ask you everytime. Learn to take ownership of work. One person who can best set the deadlines is you yourself. Ask yourself how much time needs to be devoted to a particular task and for how many days. Use a planner to mark the important dates against the set deadlines.

Delegation of Responsibilities

Learn to say “NO” at workplace. Don’t do everything on your own. There are other people as well. One should not accept something which he knows is difficult for him. The roles and responsibilities must be delegated as per interest and specialization of employees for them to finish tasks within deadlines. A person who does not have knowledge about something needs more time than someone who knows the work well.

Prioritizing Tasks

Prioritize the tasks as per their importance and urgency. Know the difference between important and urgent work. Identify which tasks should be done within a day, which all should be done within a month and so on. Tasks which are most important should be done earlier.

Spending the right time on right activity

Develop the habit of doing the right thing at the right time. Work done at the wrong time is not of much use. Don’t waste a complete day on something which can be done in an hour or so. Also keep some time separate for your personal calls or checking updates on Facebook or Twitter. After all human being is not a machine.

What is meant by Goal Setting?

‘Goal Setting’ is the process of setting, defining and stating goals toward which individuals, teams, departments, and organizations will strive to achieve.

The importance of the goal-setting process should not go unappreciated, according to Locke (2019) “Every person’s life depends on the process of choosing goals to pursue; if you remain passive you are not going to thrive as a human being.”

Goal setting involves planning for the future. Thinking positively about the future bolsters our ability to create goals and consider the actions required to achieve them.

Key Principles of Goal Setting:

1. Commitment - Commitment refers to the degree to which an individual is attached to the goal and their determination to reach it – even when faced with obstacles.

2. Clarity - Specific goals put you on a direct course. When a goal is vague, it has limited motivational value. Goal clarity was positively related to overall motivation and satisfaction in the workplace.

3. Challenging - Goals must be challenging yet attainable. Challenging goals can improve performance through increased self-satisfaction, and the motivation to find suitable strategies to push our skills to the limit. Conversely, goals that are not within our ability level will not be achieved, leading to feelings of dissatisfaction and frustration.

4. Task Complexity - Complex tasks introduce demands that may mute goal-setting effects. Overly complex goals that lie out of our skill level may become overwhelming and negatively impact morale, productivity, and motivation.

5. Feedback - Goal setting is more effective in the presence of immediate feedback. Feedback – including internal feedback – helps to determine the degree to which a goal is being met and how you are progressing.

Setting Goals, Objectives, and Tasks:

To begin planning, define your goal and objectives. Then devise a series of tasks to accomplish both.

Setting Your Goal

A goal begins with a desire. It may be spawned by curiosity; by an assignment at home, school, or work; or even by a basic need. In each case, a gap exists between the way things are and the way you want them to be. The more clearly you express the desire, the better you will be able to bridge the gap. One way to set a goal is to state the desire and then clarify it by applying the following set of SMART guidelines:

Specific - A goal should aim for a specific target. It is not merely a general direction, but rather a particular location or achievement.

Meaningful - A goal ought to require effort and accomplish something significant. Something that comes naturally doesn’t need a goal.

Attainable - On the other hand, a goal should be realistic. There is little point in setting a goal that clearly requires more resources than you have.

Relevant - A goal should have a legitimate purpose and be relevant to a specific need.

Trackable - Every goal needs a target date, including measurable achievements along the way. A goal should be grounded within a time frame.

What is Goal Alignment and Why is it Important?

Goal alignment is a process in which the goals of employees support the goals of the organization. This process is also known as “cascading goals,” in which the goals of leadership set the goals for the rest of the organization. In the context of the university, cascading goals occur as follows:

·        Mission and Vision 

·        Strategic Plan 

·        President’s goals (approved by the board of curators) 

·        Vice Presidents’ goals 

·        Division goals 

·        Department goals 

·        Manager goals 

·        Employee goals

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UNIT 2:

Prioritizing Goal. The urgent versus- important dilemma. From goal to task.

Prioritizing Goal.

To prioritize is to determine the order for dealing with (a series of items or tasks) according to their relative importance.

Prioritizing can be good for daily tasks, but take some time to prioritize your personal life-goals as well.

Be flexible and relax. Don’t go overboard with prioritizing everything, or it can end up being counterproductive stealing time and spontaneity from actually doing stuff. Use it with common sense as a tool when needed.

Three unique and more comprehensive prioritization methods:

Bubble Prioritizing:

When you have a list of things (goals, for example) and want the important to arise to the top like bubbles.

Compare the two first items on your list. Decide which one is more important and label this your “favorite”.

Now continue and compare the third item on your list with your current favorite and decide which is more important. The one you decide is more important will become (or remain) your current favorite.

Quadrant Prioritizing:

You can see where your tasks fit into the following quadrant.

Urgent and important

Important but not urgent

Urgent but not important

Not important and not Urgent

Grid Analysis Prioritizing

A thorough and comprehensive way of prioritizing a list of items.

List all items in a row from top to bottom.

From left to right list the factors to consider when evaluating each item.

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UNIT 3:

Four times styles- advantages and limitations.

What are the Different Time Management Styles?

The Early Bird - People with this personal time management style have a bird’s eye view of the different tasks and plans they have to perform. They spend the majority of their time planning and strategizing over paying attention to the fine details.

A. Advantages - Since people in this category see the bigger picture, they are quick thinkers and spontaneous problem solvers. They often come up with creative ideas and novel strategies for different problems.

B. Disadvantages - The most significant disadvantage for those who use the big picture style is their inability to pay attention to smaller tasks and details. This might be unable to do high-quality work.

The Multitasker - people who work on multiple things simultaneously. They shuffle from one task to another before either task is completed. Multitaskers love chaos and often find themselves involved in too many personal and professional projects all at once.

A. Advantages - These hustlers like to stay busy and can do several different things at the same time. It’s easy for them to transition between tasks.

B. Disadvantages - Multitasking is not a very productive way of working, despite popular belief. In fact, studies suggest it can even lower your IQ!

The Helper - People with a hyperfocus style of management get deeply involved in the task at hand. Quick to get in the zone, they prefer to focus on one task and follow it through until it’s done.

A. Advantages - Hyperfocus style users are incredibly productive and produce high-quality work with meticulous attention to detail.

B. Disadvantages - Focusing on only one task can lead to failure to meet deadlines and stress for the unfinished tasks, taking the individual’s attention away from important things that need it. They lack flexibility, as it’s challenging for them to move on from one task to another.

The Deliberator - Working best under pressure indicates a cliffhanger personality. The thing that moves such individuals forward is the adrenaline rush they get as the clock ticks closer to the deadline.

A. Advantages - Those who use the Cliffhanger management style thrive in stressful situations and can withstand a lot of pressure.

B. Disadvantages - The work performed under pressure is generally rushed and of low quality. These people are often procrastinators who wait for the last possible second to begin work.

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UNIT 4:

Handle demands, schedule of events, control time.

The Importance of Scheduling:

Scheduling is the art of planning your activities so that you can achieve your goals and priorities in the time you have available. When it's done effectively, it helps you:

·        Understand what you can realistically achieve with your time.

·        Make sure you have enough time for essential tasks.

·        Add contingency time for "the unexpected."

·        Avoid taking on more than you can handle.

·        Work steadily toward your personal and career goals.

·        Have enough time for family and friends, exercise and hobbies.

·        Achieve a good work-life balance.

Time is the one resource that we can't buy, but we often waste it or use it ineffectively. Scheduling helps you think about what you want to achieve in a day, week or month, and it keeps you on track to accomplish your goals.

Key Points

Scheduling is the process by which you plan how you'll use your time. Doing it well can maximize your effectiveness and reduce your stress levels.

Follow this six-step process to prepare your schedule:

Identify the time you have available.

Block in the essential tasks you must carry out to succeed in your job.

Schedule high-priority urgent tasks and vital "housekeeping" activities.

Block in appropriate contingency time to handle unpredictable events and interruptions.

Schedule the activities that address your priorities and personal goals in the time that remains.

Analyze your activities to identify tasks that can be delegated, outsourced or cut altogether.

It's important that your schedule makes time for your professional and personal goals. If you have little or no discretionary time left when you reach step five, revisit your tasks to see if you can do them differently – otherwise, your work-life balance will suffer.

Control Time

Step 1: Understand where your time is going

·        Do a time audit to set your intentions and see where your time currently goes

·        Understand the Planning Fallacy so you can be realistic about what can be done in a day

·        Discover the unseen distractions that are eating up your time

·        Set up systems to track your daily progress and stay on track

Step 2: Set smart goals and prioritize time for meaningful work

·        Set smarter goals

·        Prioritize your tasks ruthlessly using one of these practical methods

·        Separate the urgent from the important work

·        Use the 30X rule to delegate more tasks

·        Protect your priorities by learning to say “no” to your boss, clients, and managers

Step 3: Build an efficient daily schedule

·        Build a morning routine that gives you momentum

·        Use time blocking to create a daily template

·        Make time for interruptions and breaks

·        ‘Batch’ your communication time

·        Give up on multitasking and context switching

·        Work with your body’s natural energy cycle

Step 4: Optimize your work environment

·        Get rid of the clutter (both physical and digital)

·        Reduce noise issues with headphones or (the right) music

·        Bring a bit of nature into your workspace

·        Set up your tools for focus

·        Try the “Workstation Popcorn” method

Step 5: Protect your time (and your focus) from distraction

·        Use strategic laziness to work on the right things

·        Automate non-negotiable focused time throughout the day

·        Use the Ivy Lee Method to end your day properly

·        Don’t forget the benefits of free time

·        Use the right time management tools

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UNIT 5:

Manage self, art of delegation and outsource.

Manage Self:

Self-management involves setting goals and managing your time.  Developing your motivation and concentration skills will help you to overcome the lure of procrastination. Self-management helps you to avoid stress and provide you with more opportunities to get involved in important activities.

Art of delegation:

“Delegation refers to a manager’s ability to share his burden with others. It consists of granting authority or the right to decision making in certain defined areas and charging subordinates with responsibility for carrying through an assigned task.”

Delegation is a Skill

Delegation is an important leadership skill. If you fail to delegate effectively, you’ll be less productive as a leader and be unable to focus on the longer-term issues that need your attention. From the perspective of your subordinates, it will feel like you don’t trust them and they won’t get given the challenging tasks they need to further their development.

Characteristics of Delegation:

Inclination is the assignment of authority to subordinates in a defined area and making them responsible for the results. Delegation has the following characteristics:

1. Delegation takes place when a manager grants some of his powers to subordinates.

2. Delegation occurs only when the person delegating the authority himself has that authority i.e. a manager must possess what he wants to delegate.

3. Only a part of authority is delegated to subordinates.

4. A manager delegating authority can reduce, enhance or take it back. He exercises full control over the activities of the subordinates even after delegation.

5. It is only the authority which is delegated and not the responsibility. A manager cannot abdicate responsibility by delegating authority to subordinates.

Elements of Delegation:

Delegation involves following three elements:

1. Assignment of Responsibility: The first step in delegation is the assignment of work or duty to the subordinate i.e. delegation of authority. The superior asks his subordinate to perform a particular task in a given period of time. It is the description of the role assigned to the subordinate. Duties in terms of functions or tasks to be performed constitute the basis of delegation process.

2. Grant of Authority: The grant of authority is the second element of delegation. The delegator grants authority to the subordinates so that the assigned task is accomplished. The delegation of responsibility with authority is meaningless. The subordinate can only accomplish the work when he has the authority required for completing that task.

Authority is derived from responsibility. It is the power, to order or command, delegated from superior, to enable the subordinate to discharge his responsibility. The superior may transfer it to enable the subordinate to complete his assigned work properly. There should be a balance between authority and responsibility. The superior should delegate sufficient authority to do the assigned work.

3. Creation of Accountability: Accountability is the obligation of a subordinate to perform the duties assigned to him. The delegation creates an obligation on the subordinate to accomplish the task assigned to him by the superior. When a work is assigned and authority is delegated then the accountability is the by-product of this process.

The authority is transferred so that a particular work is completed as desired. This means that delegator has to ensure the completion of assigned work. Authority flows downward whereas accountability flows upward. The downward flow of authority and upward flow of accountability must have parity at each position of management hierarchy. The subordinate should be made accountable to only one superior. Single accountability improves work and discipline.

Three-Stage Delegating:

1. Hand Holding: New or untried people in your organization don’t want to be thrown to the wolves and you would probably be uncomfortable letting them go unsupervised on a newly delegated task. For a time, until you are both comfortable, be a partner in the task, participating in the decisions, checking along the way. Do this in your best participative style, remembering that the purpose of this relationship is to train members of the group to carry the ball on their own.

2. Consulting: When you and they both feel ready, let them go off on their own. Let them feel free to come to you whenever they want help and information. Use your best coaching techniques, but remain outside the project, only responding when called upon. This gives your people the feeling of being supported without constricting their style.

3. Hands Off: This is for employees who feel confident in their abilities and whom you really trust to do the job right. Delegate the total project and step aside. This is your chance to get back to more creative work. Wait for results.

Outsource:

The process of delegation accomplishes two tasks that are essential to becoming a better manager. The first is that it gets your desk clear for you to perform more managerial and fewer clerical or routine tasks. Second, it creates an opportunity for you to interact with your employees on a less structured and routine basis, opening the door for more motivational interactions and training. Needless to say, there is no effective delegation without proper follow-up. You will need to evaluate the improvement in your delegation skills on an ongoing basis.

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