Causes of poor time management:
To behave as if time is a cheap commodity. Time is a resource to achieve objectives. It is not to be wasted, but to use it wisely. Time is precious and won’t wait for no one.
Procrastination: Decisions have to be thought out very carefully, and they are to be carried through, not put off. And the unpleasant tasks are not to be avoided at any point.
Lack of Prioritization: This is not a good practice. Unless! something else is of high priority and contributes to the laid down objectives.
Poor or non-existent planning: If one doesn’t plan ahead and allocates his time properly, then things will get on top of him; or high priority tasks will be missed.
Inadequate contingency arrangements: One doesn’t wait for disasters to happen, to plan his procedures and assesses possible problem areas, his priority is to leave time in his plan for unforeseen problem areas.
Making good use of his diary: It happened that at times, one just can’t put every detail or activity in his summary Gantt-Chart, as there is only room for his key activities. But if he does use his diary effectively alongside his plan, he will see how much time he can have for project work.
Tips of excellent ideas: Meetings and key events; such as Christmas planning time, annual leave, etc., to put in the diary as they are still fresh in the mind. And if one has a regular meeting or activity of some sort, monthly one for example, it must be scheduled for the whole year, so that, when one is planning later in the year, he doesn’t forget it. One is to set time limits and allocate the most important tasks to his prime time.
Prioritising the workload: To make a list each day, so that one is aware exactly what he needs to do on a day to day basis. He has to separate the tasks on his list in urgent ( to be done that same day ) and non urgent. Try aim to achieve at least the urgent tasks every-day. To separate the interesting tasks from important goal contributing ones. Treat the interesting tasks as a reward for completing the ones that contributed to his goals. To give himself some time each week to control his in-tray. Separate into action, reading, filling and rubbish.
Delegation: One doesn’t have to limit delegation to people he is managing. He planned ahead, assessing which tasks would be suitable for which individual. To challenge people and develop their skills. He doesn’t have to do everything himself. His team should be capable of doing the tasks for him. If they are not capable of doing so, he trains them. And he brings them to the required standard. And he has to measure their results as part of their development. The team has to be given the opportunity to show results, a chance to excel themselves and a sense of responsibility. He has to make himself grateful and gives recognition distributed tasks equally when due. He has to hold regular meetings, writes memos or notes and uses the telephone to keep everyone up to date on progress and who is responsible for what. He has to avoid resentment. Sometimes, he has to say ‘No’! He has to assess his workload and delegates tasks he was unable to do. And if he says, ‘Yes!’ he would be taken for granted.
Effecting time in meetings: It happened, that very often, a lot of times are wasted in meetings, in the business as a whole. If one had to have them, he needs to try to make them as short and productive as possible. He has to follow the given advice below, which would help him make the most of the meetings.
(a) He has to draw up an agenda to make the purpose of his meeting clear. Always takes minutes, to ensure actions are delegated. (b) Invite only those who are needed. One will achieve results without excess meetings by using the telephone or e-mails to discuss ideas and agreed action. (c) To ensure he has a good chairperson to control the content of the meeting and to keep an eye on the time. (d) He has to start on time always, to avoid interruption and digressions and to a time limit. (e) He has to set a specific time for individual subjects and to keep to them.
Wasting time on the telephone: Always try to keep the conversation to the minimum, going through key objectives and avoiding chit-chat. He has to make himself very assertive. He doesn’t let people go on and on. And nothing can take more than a couple of minutes to resolve. otherwise, make an arrangement to speak to them at a more convenient time.