DAVID KENGERE SERETI
BA, MBA, CPS (K)
- Time management is concerned with planning time usage so as to carry out planned activities effectively and efficiently to achieve intended objective.
- The purpose of time management is to realise set goals as scheduled.
- Time is money i.e. time not used well translates to loss of important resource since time is a non-renewable resource.
- Time is an important organizational resource which need be used efficiently.
BARRIERS TO EFFECTIVE TIME MANAGEMENT/CAUSES OF TIME LOSS
- Chatting too much on personal matters not related to work.
- Long held and unnecessary meetings i.e. lazy people hide in meeting.
- Too many interruptions during working hours due to unplanned visits.
- Very little or no delegation at all i.e. cannot do everything.
- Indecisiveness and inability to act promptly when faced with alternatives of equal importance.
- Poor employee motivation leading to unproductive work habits e.g. reporting to work late
- Delay or postpone in starting a task e.g. not knowing how to start.
- Fatigue due to physical or mental exhaustion e.g. caused by poor ventilation
- Unnecessary memos
APPROACHES TO IMPROVING ON TIME MANAGEMENT
- List what is to accomplished each day and prioritize by taking important tasks first.
- Set specific and realistic and achievable deadline/SMART objectives (specific, measurable, achievable, realistic and time bound).
- Use notebook/diary to keep record/appointments on things to do and contacts of people to deal.
- Avoid doing everything by delegating where possible.
- Communicate effectively when delegating authority with clear terms, hence save time on consultations later.
- Be punctual as this puts you in command since this can assist in planning.
- Make effective use of peak time such as morning hours when the mind is fresh.
- Develop respect for time as a valuable and also as a non-renewable resource which should not be wasted.
- Be self motivated/committed. This is key a ingredient in accomplishing a task.
- Be assertive and also action oriented. Plan and go ahead to act.
- Plan your work at all times and at the end, look back and examine time wasted.
- Be reflective thinker. This acquired through learning from past experience.
- It is advisable to break work and assign it into blocks i.e. related work.
- Budget the time i.e. identify activity and allocate enough time for critical activities.
- Unless very necessary, avoid absenteeism and personal business during official hours
- Develop routine and habits of effectively and efficiently utilising time. Then review and refine habit only when circumstances warrant change.
- Make use of time log as this enables one keep track of planned and implementation daily tasks through review where necessary.
- It is important that managers consider time as an important asset hence invests wisely in managing time.
- Must concentrate on what is important, recognize that there are time constraints, hence minimize disruptions then get information quickly.
- Time management assist to create time to perform all managerial activities or tasks effectively.