Chapter 2 Deadlines and Time Management PDF

CHAPTER 2: DEADLINES AND TIME MANAGEMENT Ms. Ainur Farahin Abd Hamid  LEARNING OUTCOME Explain what is time management Explain the benefits of Time Management Describe the Various Elements of Time Management Explain the Principles of Time Management Explain the Various T...

CHAPTER 2: DEADLINES AND TIME MANAGEMENT Ms. Ainur Farahin Abd Hamid  LEARNING OUTCOME Explain what is time management Explain the benefits of Time Management Describe the Various Elements of Time Management Explain the Principles of Time Management Explain the Various Time Management Styles Explain the Steps for Managing Your Time Explain the Tools for Time Management Explain the Role of Technology in Time Management Explain the Role of Biological Clocks in Time Management Explain the Common Time Management Pitfalls List the Tips for Effective Time Management  1.0 What is Time Management? The art of arranging, organizing, scheduling, and budgeting one’s time for the purpose of generating more effective work and productivity is known as Time Management. Hence, time management helps an individual to be more organized and more productive. Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals.  1.2 Why Time Management? Look at the questions given below and try answering them with a ‘Yes’ or ‘No’. Do you feel the need to be more organized and/or more productive?  Do you spend your day feeling very busy and yet wondering why you haven't accomplished much? Do you wish you had a more than 24-hour day to complete all your tasks? Do you feel stressed by an ever busy schedule with no time for yourself? Do you feel you rarely achieve your 100% production capability?  1.2 Why Time Management? If you have answered ‘Yes’ to any of the earlier questions, then the solution to your dilemma lies in ‘time management’. Time management is an effective tool that anyone and everyone can use to pack in more into their 24-hour day and achieve more in the same time than they achieved before. Also, time management is equally efficient for work and study related activities as well as for personal activities. Thus, time management is needed by anyone who performs some task or the other. Did You Know? There are two types of time: CLOCK TIME vs REAL TIME  Clock Time Refers to the actual, measured time shown by a clock (e.g., hours and minutes). It is objective and quantifiable. For example: A lecture scheduled from 10:00 AM to 11:30 AM. The student knows that the class will take exactly 90 minutes.  Real Time Refers to the subjective experience of time as it is felt by an individual. It can feel faster or slower depending on the activity and engagement level. For example: While attending the same 90-minute lecture, the student may feel like time drags on because the topic is dull or feel like it flies by if it's engaging.  ACTIVITY 1: HOW LONG IS A MINUTE?? All students need to close their eyes for 60 seconds, then open them. RULES: Everyone must remove their wristwatches and sit down. No one is allowed to check the clock or measure the time. All students must stand up and open their eyes when they believe 60 seconds have passed. Repeat the activity for 1 minute.  HOW LONG IS A MINUTE?? Conclusions: - Even though everyone has an equal (24 hours a day or 30 seconds for exercise), in fact we experience it and use it in different ways. - Some of us experienced it as a short period other as a long. 1.3 Importance of Time Management Time management is important as it helps to manage your time efficiently. It is beneficial to every individual as proper time management helps us to: Plan efficiently Schedule efficiently Prioritize tasks Be Self-disciplined Have time for ourselves Be Relaxed & less stressed Be Organized Be Efficient  1.4 Who can Use Time Management? Time management has become crucial for everyone in the today’s modern busy world of technology and fast paced lifestyle. Each and every person from different walks of life can use time management techniques and tools for managing their time better and carrying out their daily chores and activities efficiently and in a relaxed manner. 1.5 Who can Use Time Management? Thus, time management is important and can be used by anyone such as:  Business  Leaders  Politicians  Executives  Students  Teachers  Laborers  Writers  Working Professionals  Home Makers  Actors  Freelancers/Consultants  1.6 Need for Time Management Each and every individual needs time management as Time is of essence to everyone, whether a student, a professional, a daily wage laborer or even a home-maker. Every person has only a 24-hour day. Also, there are numerous tasks and a long list of tasks that each person needs to perform on a daily basis. Also, how much a person may achieve in a day will depend on the individual’s energy, motivation, use of resources and skills and capabilities. So, to make best use of all the resources both internal and external that you have at hand, it is crucial that you should learn to use some strategies for more effective time management. Thus, Time Management is a means to help you work smarter to accomplish your work more easily and rapidly  1.7 Need for Time Management  Time management is needed by everyone and is important for various reasons, such as follows:  It helpful in setting goals  It helps to take rapid action when opportunities and crisis arise.  It helps you to give a defined and organized structure to your days and weeks  It helps you to save time  It helps you to perform and fulfil all your important activities.  It helps to plan all your tasks effectively.  It helps you to perform tasks with a planned and thoughtful action.  It helps you to work smart and work hard.  It helps determining priorities.  It gives you a sense of purpose and direction.  It helps you to optimize your use of time to achieve your personal and professional goals.  1.8 Benefits of Time Management There are several benefits of time management, such as follows: Increased productivity Less stress Improved self-esteem Good work-life balance Prevention of panic in times of workload Increased confidence of fulfilling tasks Achievement of goals quickly and easily Increased efficiency in fulfilling tasks Achievement of greater success, dreams and visions Increased energy and competency to achieve success  1.8 Elements of Time Management There are various elements that have to be considered and managed for effective Time Management. It is important that for you to manage your time well, you should learn be aware of and use the elements of Time Management diligently. The following are the various elements of Time Management: Being aware of your Time Being aware of your Time Wasters Priorities Self-management Management of your Personal Resources Goal Setting Measures of your Achievement Planning  Did You Know? No matter what type of work you do, your work will be composed of only three items. So, the only thing that you need to do to manage your time well is to decide the proportion of the distribution of these three items in your work. People can spend their time in only the following three ways: Thoughts Conversations Actions  ACTIVITY 2: RM 86,400 You are given RM86,400 to spend in any way you wish. The only restrictions are: You CANNOT deposit any of the money into a bank. If you do not use the money, you will lose it. You need to list the items you buy along with their prices. Then, write why you chose to buy these items and how you spent the money in the way that you did.  The Meaning of the RM 86,400 Game So, what is the true meaning of 86400 time management activity? We have to see the 86400 number in its name. It represents the number of seconds of a day. If you convert 24 hours into seconds, the result will be 86400 seconds. Because of that, the meaning of this game is how you will use it every second of one day. You can show how each of those seconds can be worth $1 if you use it optimally. Moreover, the no carried over balance rule also shows that the time you have in one day won’t be repeated. Therefore, you should use your time wisely.  1.9 Time Management Styles Different time management styles are used by different people because every individual is different. There are a few tools and techniques that prove to be more effective for one time management style than for the other styles. There are five time management styles that are identified, which are: a. Achievement management b. Casual management c. Crisis management d. Precision management e. Social management  1.9.1 Achievement Management Achievement Management style includes and describes people who measure their success by how much they take on. Such people cannot say “no” to accept more projects and can get overwhelmed. Such people find it difficult to do everything to the best of their ability and may tend to forget a task.  1.9.1 Achievement Management Pros: Others see such people as dependable and helpful. Con: The lack of completion of projects. Tools that help keep track of the over-committed schedule such as:  To-do Lists  Supply Lists  Committee Lists  Event Lists  1.9.2 Casual Management Casual Management style includes and describes people who are the procrastinators of the world. Such people believe that they will get the work done when they have time and as a result easily lose track of time.  1.9.2 Casual Management Pros: Casual managers think with their “right brain” and hence tend to be more creative. Con: A tendency to miss deadlines or to leave things unfinished. Timelines help to remind such people how much time they really have. Timelines also help them to focus on deadlines. Alert systems like alarms or electronic reminders should be used to provide a reminder of the tasks that are put aside.  1.9.3 Crisis Management Crisis Management style includes and describes people who consider each event of their life as if it is the top priority. Such people tend to take on several projects all at once. They have trouble deciding between which one is a priority and which is not. Hence, many projects may get started but don’t get finished.  1.9.3 Crisis Management Pros: Tendency to work well under pressure. Tasks get finished as the deadlines help to drive such people. Con: - Getting easily stressed and distracted. Different types of visual reminders can be used to remind what is coming down the pipeline and to help them be focused.  Visual reminders that can be used are:  Desktop calendar  Alert o PDA.  Block-scheduling can be used to set aside the time that is needed for each task.  1.9.4 Precision Management Precision Management style includes and describes people who are the perfectionists of the world. (quality) Such people tend to work to deliver work that is consistently of high quality. However, the high quality is delivered at the expense of a lot of time.  1.9.4 Precision Management Pros: People are considered detail oriented and highly capable. Con: A waste of time and energy due to spending of an outrageous amount of time and resources on a project. Day planners help such people to keep on track by staying focused on the big picture as it helps to block out time allotments.  1.9.5 Social Management Social Management style includes and describes people who are the social butterflies of the world. Such people would rather “talk” than “do.” Social managers often lose track of time as they busy themselves chitchatting the hours away.  1.9.5 Social Management Pros: Such people tend to have excellent communication skills. Such people are great contributors in brainstorming sessions and can effectively get ideas across to others. Con: Wasting of valuable time in meaningless conversations. Alert systems such as a wristwatch, with an alarm, that provides a reminder of time. This will help to keep conversations short and to finish projects in a timely manner. 1.10 Uses of Time Management for Individual Help overcome Stress & Procrastination Help being Better Organized Help in being total control of the situation  Help balance work & personal priorities  1.10 Uses of Time Management for Organization Improved productivity - improved use of time by the personnel Reduction of stress - crisis management by reducing the incidence of crises through better planning Better performance - on time delivery to customers Increased profitability - better use of resources Improved planning and control. Increased profitability – better use of resources.  1.11 Steps for Managing Your Time Step 1: Set Goals Step 2: Develop a Schedule Step 3: Revisit and Revise Your Plan  Step 1: Set Goals The first step towards managing your time is to ‘Set Goals’. While setting goals, you should always keep in mind that you should set goals that are specific and concrete. Never define vague goals. Also, make sure that you determine and set both long-term goals and short-term ones to support them. Another important thing while setting goals is to also set a deadline for your goals.  Setting goals: Short-term and Long-term Establishing your goals can keep you focused. Establish your priorities and follow to achieve academic goals. Next compare the time you have allotted to various commitments with the priorities you have assigned to those activities. Finally, build a term plan that you will adjust weekly. Short-term planning Daily or weekly schedule Include specific details Classes Meal times Sleep time Regular appointments Travel times Social time  Long-term planning Monthly or yearly schedule Don’t include much detail Note when assignments are due Note examination week Can determine clashes  ACTIVITY 3: ESTABLISHING YOUR GOALS AND PRIORITIES WANT TO DO SHOULD DO 1. Go out with friends 2. Finish the tutorial.  ACTIVITY 4: write a list of 5 goals FIVE GOALS 1. 2. 3. 4. 5.  Step 2: Develop a Schedule The next step after you have set goals for yourself is to develop and plan out a schedule. Initially, planning may seem a hard task, however, with practice it would become the easier and more natural. There are a few considerations that you need to keep in mind while developing a schedule. Hence, while making a schedule, ask yourself these questions: What goals do I expect to accomplish? What approach do I need to adopt to reach these goals? What tasks are more important than others? How much time will each task require? What time of the day is best fitted to do each activity? What provisions do I need to keep my schedule flexible to allow for unexpected things?  Step 3: Revisit and Revise Your Plan Now, you know the goals that you want to reach and you have developed a planned schedule to reach those goals. The next crucial step in time management is to check whether the plan is working and check how you are actually using your time. This step will help you identify the deviance between your planned schedule and your actual followed schedule. You need to then alter your schedule or your actions and revise your plan for better time management.  1.12 Components of Time Management The following are crucial Components of Time Management:  Planning  Organizing  Delegating  Managing Interruptions  Scheduling  Prioritizing  Eisenhower Matrix Where does the name “Eisenhower Matrix” come from? The Eisenhower Decision Matrix got its name from the 34th President of the United States, Dwight D. Eisenhower. In a 1954 speech, Eisenhower famously said, “I have two kinds of problems: the urgent and the important. The urgent are not important, and the important are never urgent.” Many decades later, self-help author Stephen Covey took the former president’s words and used them to develop the popular time management tool we use today. The Eisenhower Matrix is also known as the time management matrix, the Eisenhower Box, and the urgent-important matrix. How to distinguish between urgent and important tasks?  Urgent tasks Urgent tasks require your immediate attention. When something is urgent, it must be done now, and there are clear consequences if you don’t complete these tasks within a certain timeline. These are tasks you can’t avoid, and the longer you delay these tasks, the more stress you’ll likely experience, which can lead to burnout. Examples of urgent tasks may include: Finishing a project with a last-minute due date Handling an urgent client request Fixing a busted pipe in your apartment  Important tasks Important tasks may not require immediate attention, but these tasks help you achieve your long-term goals. Just because these tasks are less urgent doesn’t mean they don’t matter. You’ll need to thoughtfully plan for these tasks so you can use your resources efficiently. Examples of important tasks may include: Planning a long-term project Professional networking to build a client base Regular chores and maintenance projects  URGENT OR IMPORTANT?  Quadrant 1: Do Quadrant 2: Schedule Place any tasks that are both urgent and important. Place any tasks that are not When you see a task on urgent but are still your to-do list that must be important. Because these done now, has clear tasks affect your long-term consequences, and affects goals but don’t need to be your long-term goals, place done right away, you can it in this quadrant. schedule these tasks for later. Quadrant 3: Delegate These tasks must be completed now, but they don’t affect your Quadrant 4: Delete long-term goals. The tasks left over are tasks Delegating tasks is one of the that weren’t urgent or most efficient ways to manage your workload and give your team important. the opportunity to expand their skill set. An Office Executive Eisenhower Box  CLASS ACTIVITY WHAT IS YOUR EISENHOWER BOX RIGHT NOW? 1.13 Tools for Time Management There are various tools that you can use for Time Management, such as: Planner Calendar To-Do Lists Activity Logs Diary  1.14 Technology and Time Management In the modern technological world, there are many modern-day tools that are offered by technology which can be used for time management and save time efficiently. Some such tools offered by modern-day technology are: a) Telephone b) Email c) Teleconferencing d) Chat e) Web Meeting f) Email lists and online groups g) Collaboration applications  A. Telephone Telephone is a great time-saving tool when used correctly. Telephones help you to communicate with the other person without having to waste the time of meeting a person face-to-face. It also helps to save money and time as communication can be carried out without the need to travel. For efficient time management, it is important that you plan your calls in advance before making them. If possible, set aside a block of time for making and receiving calls. While on a call, make sure you keep track of the time and do not waste time on idle chitchat.  B. Email Email or electronic mail is a form of electronic communication. For efficient time management, the best way to handle emails is in batches at regularly scheduled times of the day, just like other routine tasks. Inform and ask your contacts to use specific and meaningful subject lines to help you identify the purpose of the email at a glance. Use specific and meaningful subject lines in your emails. Classify the emails as you view the subject lines as business or personal, urgent or trivial. First of all, make a habit of reading the urgent emails and responding to them as and when you view them  c. Teleconferencing An important tool that you can use for more personal contact than emails is ‘Teleconferencing’. Teleconferencing proves to be greatly useful when realtime sharing is needed. There are various teleconferencing systems available today that you can use as per your needs such as: Adobe’s Acrobat.com, Microsoft Live Meeting, or Citrix’s GoToMeeting.  D. Chat Chat is another modern -day technology tool that proves to be useful for saving time. Usually, while writing through emails, a lot of time may get wasted in to and from emails. On the other hand, the option of using chat saves a lot of such to and fro time that may get wasted in sending emails. In situations where the participants of a meeting are located in different locations, you can use instant messaging applications and chat rooms as a great alternative to meetings.  E. Web Meeting Web meeting is a modern-technology tool that proves to be greatly useful in saving valuable time and at the same time having the same advantages as that of a face-to- face meeting. Web meeting or web conferencing is also known as webinars. Web meeting is usually used for interactive conferences as well as online workshops. Web meeting is a service that is basically an online conference. It allows the conferencing events to be shared with remote locations. Such webinars allow real-time point-to-point communications. F. Email Lists and Online Groups Emails are used by many people for both personal as well as professional purposes. However, another useful technology tool that uses a variation of emails is the email lists and online groups. Email Lists, Forum and Online Groups prove to be greatly useful to share communication with a meeting group that requires ongoing and interactive communication on a regular basis.  G. Collaboration Applications Collaboration Applications are another modern-day technology tool that help in time management. Such various kinds of collaboration tools can be used to save a lot of time that gets wasted in meetings or phone calls. Users can use various systems like Microsoft SharePoint, Wrike, Pelotonics, Google Docs, and Basecamp for interaction and collaboration with each other from any location. Such collaboration tools prove to be most useful for project meetings, or situations where users need to peer review each other’s work. 1.15 Relationship between Stress and Time Management Although it may not be apparent to most people at first, however, there is an important relationship between stress and time management. Almost everyone has at some time or the other in their life felt frustrated, pressurized and overwhelmed by large number of tasks and commitments that they need to fulfil. Thus, it is obvious that such pressures and overloads on an individual causes stress. Such an overload of tasks can lead to stress. So, you can understand now that stress and time management are related to each other. Therefore, the best way to avoid stress is through effective time management.  1.16 Understand Your Biological Clocks The ‘biological clock’ or your ‘body clock’ decides how of your body works and the variance of energy levels for different types of people at different times of the day. Biological clocks are also known as ‘Circadian Rhythms’ or ‘Body Clocks’. Circadian rhythms are internal biological clocks that regulate many functions and activities, including sleep, temperature, metabolism, alertness, blood pressure, heart rate, hormone levels and immunities. 1.16 Understand Your Biological Clocks The sunlight at each morning resets these Circadian Rhythms. Your body cycles through several metabolic and chemical changes in about every 24 hours. It is these cycles that determine whether you are a “Morning Person” or a “Night Owl”. It is a well known fact that to maximize your efficiency you should work with your body cycles and not against them. So, instead of fighting these natural rhythms, you should learn to work with these natural rhythms. Hence, you can make more efficient use of your time by scheduling certain activities at certain times of the day. 1.17 Time Wasters  Stress & Anxiety  Procrastination  Lack of Planning  Perfectionism  Interruptions  Depression  Being unorganized  Not saying ‘no’  Attempting too much  1.19 Challenges of Time Management The following are the major challenges that have to be overcome for effective Time Management: Procrastination: Putting off doing the things that you should be doing at this point! Paralyzing Perfectionism: It is failure to recognize the difference between excellence and perfection. Setting incorrect Objectives: It means setting objectives that are unrealistic / unattainable / unchallenging.  1.20 Overcoming Challenges of Time Management Procrastination List all tasks that you are currently putting off. Then, remove two from the list by doing them now! Plan and set a schedule for dealing with the rest Reward when tasks are completed and punish when tasks are not completed on schedule  1.20 Overcoming Challenges of Time Management Paralyzing Perfectionism Differentiate between Excellence and Perfection Excellence is Achievable, Healthy, Satisfying, Realistic BUT Perfection is Unattainable, Frustrating, and Unrealistic  1.20 Overcoming Challenges of Time Management Setting Incorrect Objectives Use SMARTS criteria where the objectives are: S - Specific, M – Measurable A – Attainable R – Realistic T - Time-bound, and S - Supported by the organization SMART goal in education (example) Specific: I want to improve my GPA to 3.8 so that I can apply to a semester abroad with full-scholarship covered. Measurable: I’ll need to score an A or A+ on all of my tests this semester in order to improve my total GPA to an average of 3.8 in order to qualify for a semester abroad on time. Attainable: In recent months, I have fallen behind with school, but I have a history of improving my grades when I put substantial effort in it, so I can improve my grades once again. I’ll need to work hard, temporarily cut back on extracurricular activities, and focus on each test and quiz as it comes along. Relevant: The school abroad I want to spend a semester at has a great Chemistry program. Passing that program will come in handy when I go to college, where I want to major in Chemistry, in order to become a Chemical Engineer. Time-bound: I want to improve my GPA to 4.0 by the end of this semester, in order to qualify for a position at the college abroad in question.  1.18 Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management:  Not Keeping a To-Do List  Absence of Goals  Not Prioritizing  Getting Distracted  Procrastinating  Overburdening Yourself  Addiction to ‘Busyness’  Multitasking  Avoiding Breaks  Ineffective Scheduling  1.19 Tips for Effective Time Management The following are a few tips for effective time management:  Keep a To-do List  Plan and Organize  Prioritize and put first things first  Estimate time for tasks  Set clear objectives and deadlines  Get clear instructions and be focused  Avoid interruptions and idle-chit chat  Always keep additional time ACTIVITY 5 : TO-DO-LIST