Report on "Time Management"

"Yet the timeless in you is aware of life's timelessness and knows that yesterday is but today's memory and tomorrow is today's dream", Gibran, K. "The prophet",  Pg80.  Penguin Books 1992. First published by Gibran, K 1923.

Time management skills are essential to be effective in both one's professional and personal life. People who use time management skills tend to be the  highest achievers in all areas of life, from commercial to recreation and academia. When time management skills are put to use, the user will work more productively and effectively especially during stressful periods when the workload is intense and heavy.

As one  masters time management techniques, there is a better sense of control over the workload at hand and less stress associated with feeling overwhelmed by the tasks requiring attention.

The focus and essence of time management is very clear; concentrate on results, not on being busy. Time management essentially is based on results orientated goals and the goals are personalised and set by the individual user.

It is said that we have all experienced days of business and a flurry of activities but when one reviews  achievements at the end of the day they are disappointed to realise that they are nowhere  nearer their original goal. It is s thought that this is because individuals with ineffective time management skills do not concentrate their efforts on the things that matter the most.

The 80:20 Rule

The  Pareto Principle, or the '80:20 Rule' as it is more commonly known, is neatly summed up by saying that typically "80% of unfocussed effort generates only 20% of results".  Therefore this implies that "80% of results are achieved with 20% of the effort". The ratio may not always be not always be 80:20 and the 80:20 rule is so widely known and accepted that it can be applicable to any area of life. It is basically stating that if workload is managed effectively, 20% of the effort yields 80% of the desired return and results. The 80:20 rule is incredibly simplistic but extremely effective and for one just embarking on learning basic time management skills, it is an easy way to get a first step on the ladder to more effective yields for time invested in specific tasks and projects.

By utilising  the following  time management information, one can effectively optimize  time to ensure that  concentration is on the  high results tasks. This will then ensure that one attains the highest benefits with the  limited amount of time available.

Time Management Tools

There is a vast array of time management tools available for application both in the commercial and personal setting. There are numerous articles written about how one can achieve "work/life balance" which is now more commonly referred to as simply " life balance". In an age where people constantly report on a sense of being " time poor" , society is under increased pressure to put their time to the best use possible whilst managing work and personal life effectively enough to leave  individual time remaining to care for oneself. With many people now juggling more career and life stressors, it is essential to get the most from "time" so that one is not left feeling frazzled, stressed  and exhausted with all the demands placed upon them. By adopting some time management tools for both professional and personal use, one can be more productive, have a better sense of control and be less vunerable to illness and the associated negative implications of chronic stressors.

To-Do Lists

The "To-Do" list sounds overly simple but once used properly,  it can lead to an effective way of allocating one's individual time to the tasks which are most important to them and thus increase productivity and a more personal sense of achievement and efficient time management.

Maintaining a To-Do List and reviewing it frequently, allows one to capture all of the tasks that need completing in one simple document. This ensures that nothing gets left out or is accidentially forgotten about. Prioritizing the to-do list is essential as is the order in which the list is written. Importance must be given to tasks which require immediate attention whilst also noting the tasks which can be put on hold to a later time or date.Without to-do lists, one can appear unfocussed and not in control of their workload. An effective to-do list leads to increased  productivity and  better organisational and planning skills.

Preparing  a To-Do List

One of the major downfalls of individuals who manage their time ineffectively is that they do not allocate or allow themselves the time to plan and complete a to-do list in the first instance. When one has a heavy workload, the temptation is to start the work immediately with no real sense of the goals that need to be achieved in the given timeframe. It is imperative to allow the time to sit down in a relaxed manner and complete the to-do list so that priorities are allocated and goals are achieved.

Start the list simply by  documenting all of  the tasks that  need completing. If some tasks are big, sub-divide them into smaller tasks. If the sub-divided list still appears too big, break it down again until the task is in a simplistic and achievable form. A first to-do list can take several hours to complete which can seem intimidating at first but the dividends will follow if the list is adhered to.

Once the list is completed, allocate importance to the tasks in either numerical or alphabetical format. Number 1 in importance needs urgent attention by the to-do list owner whilst number 20 is unimportant at this moment is time and can be reviewed at a later date or may be  delegated to another person. Then, rewrite the list in order of priority and stick to it. This will allow the user to separate important tasks from time comsuming unimportant tasks.

Using Your To-Do List.

Depending on ones work,  the to-do list will be utilised in different ways and  in different situations. If you work primarily on your own, the list can be written in shorthand and updated as the tasks are completed. In other areas of employment where many other employees are involved in one's list of tasks, the owner may chip away at the individual tasks whilst the other involved employees make their contributions. This is referred to as the  "swiss cheese "approach.

Revise the list regularly and cross off tasks once all associated tasks are completed. The list will never run out as such, as tasks are crossed off, additional tasks will be added and the list needs to be prioritised again. It is a very good habit to revise and re- prioritise the list on a weekly or daily basis depending on your area of work. This allows one to keep focussed and refresh time deadlines.

Key points.

• Allocate the time to complete a comprehensive To-Do list.
• List all tasks that require your attention.
• Prioritise the list in numerical or alphabetical format.
• Rewrite the list in order of priority.
• Start with the highest priority tasks.
• Revise and update the list regularly.

By following these guidelines, one will ensure that all tasks are captured, time is not wasted on trival and unimportant tasks and the user will not get overloaded with a large amount of unimportant tasks. The user will also have a concise and clear guide to follow in order to achieve their goals. Bear in mind the Pareto 80:20 rule, 20% of the tasks will yield 80% of the results so prioritising the list cannot be stressed enough.

Understanding SMART Goal Setting

Settting goals is a great  way of motivating individuals. Goal setting is so well recognized that dedicated management systems for larger organisations have goal setting at their core.

The theory of goal setting  is accepted as  the most valid theory in organisational and industrial  psychology, organisational behaviour and human resource management.

Dr Edwin Locke's  research on goal setting  in the  1960's stated that employees were motivated by clear goals and applicable feedback.

Dr Gary Latham also studied the effect of goal setting and came to the same conclusion as Dr Locke:  there is an inseparable link between goal setting and workplace performance.

Locke and Latham went on to publish their findings. In their publication, they reitterated the need to be specific when setting goals.They also focused on five principles of goal setting which has evolved with the acronym of SMART.

Five Principles of Goal Setting

1. 1.Specific.
   Goals must be specific with a definite time frame for completion. A specific goal is not vague or ambiguous and the user knows exactly what is expected of them.
2. 2.Measurable.

Goals must also be measurable. An example of this would be reviewing one's sales figures if the goal was to  increase sales figures. If the goal is set for one's personal life, an example would be to review if all the Christmas gifts are purchased.

1. 3.Attainable/Achievable.
   The desired result needs to be achievable otherwise, failure will ensue and this will act as a disincentive for the individual.

1. 4.Realistic.

Is it realistic to set a goal to say that in twelve months time one will be a millionaire? Unfortunately for most of us this is not realistic, however, setting a goal that states that "in one months time the assignment will be completed in rough draft", is more likely to be a realistic goal but only the goal setter can determine whether this is realistic or not as the goals are personalised and set by them.

1. 5.Time framed/tracked.

It makes sense that goals are set with a given time frame for completion. The time set will be dependant on the users available time, outside deadlines, the complexity of the goal and the ammount of sub divided tasks within the goal.

All of the SMART acronym can be applied to the to-do list also and this will further define the list ensuring the tasks are fully completed on time.

Additional tips for time management.

• When filing paperwork, handle every paper only once either for filing, intray, outray or disposal.
• Ask oneself at regular intervals, " is this the best use of my time right now?". This will keep the focus on the most important tasks or bring to your attention the need to switch tasks or to take a break if that is what is needed.
• Every evening, review the plan for the following day.
• Get enough rest and sleep to maintain concentration during difficult or demanding projects.
• Take regular breaks and eat a well balanced diet, avoid stimulants such as sugar and caffein. Eat slow release carbohydrates to maintain blood sugar levels on an even keel. Dips in blood sugar can cause drowsiness and an inability to think clearly.
• If working regularly on a computer, take a break every twenty minutes and stand up and stretch. This will help to prevent neck and shoulder aches and pains.
• Have regular eye checks as headaches are very common amoungst computer users as is eye strain. If prescription glasses are required, this will help alleviate headaches.
• Remember to allow time to look after oneself primarily to avoid illness otherwise no goals will be achieved and the time management plan so painstaikingly completed will become an unused dust collector and a complete waste of one's precious time.

In conclusion, time management has become an essential part of life while juggling several projects simultaneously. Increased demmands by changes in society means that time has become something valuable and precious and how one spends ones time can mean the difference between failure and success. In the current ecconomic climate with job uncertainty as the norm, employees are under increased pressure to proove themselves as an asset by increasing performance and productivity. By encorporating the information outlined above, one can better manage their time in both a professional and personal capacity. The to-do list and SMART goals are flexible and can be applied to any area of one's life to ensure time is spent in the best possible way.

Rewards typically increase for more difficult goals. If you believe you'll be well compensated or otherwise rewarded for achieving a challenging goal, that will boost your enthusiasm and your drive to get it done.

Setting SMART goals that are Relevant links closely to the rewards given for achieving challenging goals. Relevant goals will further the aims of your organization, and these are the kinds of  goals that most employers will be happy to reward.

When setting goals, make each goal a challenge. If an assignment is easy and not viewed as very important - and if you or your employee doesn't expect the accomplishment to be significant - then the effort may not be impressive.

Note:
It's important to strike an appropriate balance between a challenging goal and a realistic goal. Setting a goal that you'll fail to achieve is possibly more de-motivating than setting a goal that's too easy. The need for success and achievement is strong, therefore people are best motivated by challenging, but realistic, goals. Ensuring that goals are Achievable or Attainable is one of the elements of SMART.

1. 3.Commitment
   Goals must be understood and agreed upon if they are to be effective. Employees are more likely to "buy into" a goal if they feel they were part of creating that goal. The notion of participative management rests on this idea of involving employees in setting goals and making decisions.
   
   One version of SMART - for use when you are working with someone else to set their goals - has A and R stand for Agreed and Realistic instead of Attainable and Relevant. Agreed goals lead to commitment.
   
   This doesn't mean that every goal has to be negotiated with and approved by employees. It does mean that goals should be consistent and in line with previous expectations and organizational concerns. As long as the employee believes the goal is consistent with the goals of the company, and believes the person assigning the goal is credible, then the commitment should be there.
   
   Interestingly, goal commitment and difficulty often work together. The harder the goal, the more commitment is required. If you have an easy goal, you don't need a lot of motivation to get it done. When you're working on a difficult assignment, you will likely encounter challenges that require a deeper source of inspiration and incentive.
   
   As you use goal setting in your workplace, make an appropriate effort to include people in their own goal setting. Encourage employees to develop their own goals, and keep them informed about what's happening elsewhere in the organization. This way, they can be sure that their goals are consistent with the overall vision and purpose that the company seeks.
2. 4.Feedback
   In addition to selecting the right type of goal, an effective goal program must also include feedback . Feedback provides opportunities to clarify expectations, adjust goal difficulty, and gain recognition. It's important to provide benchmark opportunities or targets, so individuals can determine for themselves how they're doing.
   
   These regular progress reports, which measure specific success along the way, are particularly important where it's going to take a long time to reach a goal. In these cases, break down the goals into smaller chunks, and link feedback to these intermediate milestones.
   
   SMART goals are Measurable, and this ensures that clear feedback is possible.
   
   With all your goal setting efforts, make sure that you build in time for providing formal feedback. Certainly, informal check-ins are important, and they provide a means of giving regular encouragement and recognition. However, taking the time to sit down and discuss goal performance is a necessary factor in long-term performance improvement. See our article on Delegation for more on this.
3. 5.Task Complexity
   The last factor in goal setting theory introduces two more requirements for success. For goals or assignments that are highly complex, take special care to ensure that the work doesn't become too overwhelming.
   
   People who work in complicated and demanding roles probably have a high level of motivation already. However, they can often push themselves too hard if measures aren't built into the goal expectations to account for the complexity of the task. It's therefore important to do the following:

• Give the person sufficient time to meet the goal or improve performance.
• Provide enough time for the person to practice or learn what is expected and required for success.

The whole point of goal setting is to facilitate success. Therefore, you want to make sure that the conditions surrounding the goals don't frustrate or inhibit people from accomplishing their objectives. This reinforces the "Attainable" part of SMART.

Key points:

Goal setting is something most of us recognize as necessary for our success.

By understanding goal setting theory, you can effectively apply the principles to goals that you or your team members set. Locke and Latham's research emphasizes the usefulness of SMART goal setting, and their theory continues to influence the way we set and measure performance today.

Use clear, challenging goals, and commit yourself to achieving them. Provide feedback on goal performance. Take into consideration the complexity of the task. If you follow these simple rules, your goal setting process will be much more successful . and your overall performance will improve.

Nicki Szabo. RN, MBS SHWW, MIOSH.

March 19th, 2010.