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Chapter: Business Science - Managerial Behavior and Effectiveness - Defining The Managerial Job

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Time Dimensions in Managerial Jobs

It must be utilized with the highest degree of effectiveness possible. Time is the scarcest resource, and unless it is managed nothing else can be managed

Time Dimensions in Managerial Jobs

 

      TIME DIMENSIONS IN MANAGERIAL JOB

 

      Bill May, ―President of American Company‖

 

      Time is the most valuable thing we deal with. It cannot be bought; it cannot be recaptured.

 

      It must be utilized with the highest degree of effectiveness possible. Time is the scarcest resource, and unless it is managed nothing else can be managed

 

      The concept has been viewed differently through the ages.

 

      The concept of time is an integral part of one‘s personality and culture

 

The objective of time management is to increase and optimize the use of your discretionary time. Time Management actually relates to:

 

      Getting the best out of your time

 

      Time management is the same as managing your life

 

      Life management

 

      Now management

 

 

 

      Prioritization

 

      Managing your mind

 

      Awareness

 

 

Major areas that help in the management of time

 

      There are five major areas, which are imperative to improving the management of time:

 

1. The way we spend our time is habitual in nature

 

-the way you spend your time determines how you live your life, keep track of it(activity).-

 

Douglass

 

Learn to control time- changing a habit

 

Analysis of time:

 

Payoff time- 50 % of Avg a day

 

Investment time – 25%

 

Org time- 15%

 

Wasted time 10 %

 

2.Setting personal goals

 

plan time by setting goals, about what we want to do – long term, short term goals. SMART

 

3. Priorities- reduces over committed, forces to delegate responsibilities to others to make best use of time

 

4.  Proper communication- planned goals are executed, achieve clarity, understanding, commitment & creativity, proper upward & downward communication

 

5.Procrastination( blocking usage of time)- causes

 

      Unpleasantness

 

      Difficult projects

 

Indecision- avoid unsatisfactory results

 

Principles of Time Management

 

       Establish goals, both long-term and short-term

 

      Principles of habit

 

 

      Principles of proper planning

 

      Principles of prioritization

 

      Principles of effectiveness

 

      Principles of equal distribution

 

      Time estimates

 

      Delegation of authority

 

      Proper implementation

 

      Follow up

 

      Time wasters

 

      Time wasters can be classified as internal time wasters and external time wasters.

 

Internal time wasters:

 

–  Poor communication-written and verbal

 

–  Procrastination

 

–  Inability to say ‗No‘

 

–  Poor prioritizing

 

–  Inadequate planning

 

–  Failure to delegate

 

External time wasters

 

–  Visitors

 

–  Meetings

 

–  Papers and correspondence

 

–  Telephone

 

–  Procedures and systems

 

–  Travel

 

–  Subordinates

 

Time Wasters with regard to Planning

 

       Lack of clarity on objectives

 

 

      Shifting priorities

 

      Unrealistic time estimates

 

Process:

 

      Lack of clarity about the job requirements.

 

       Poor crisis( emergency)  management

 

      Inability to concentrate

 

       Ineffective delegation

 

Effective Time Management Techniques based on task orientation

 

Four kinds of tasks

 

      The various tasks and projects that managers, as well as staff administrators perform can be classified according to the two key dimensions as given

 

      One dimension is degree of difficulty and the second is duration of effort.( time estimation difficult)

 

       Degree of difficulty is broken down into simple tasks

 

      Duration of effort is broken down into short-term tasks which can be completed in less than an hour, and long term tasks which can take days, weeks or even months to finish.

 

The Three Laws of Time and Effort Management

 

The Three Laws of Time and Effort Management provide solution to the above stated problem.

 

–  The Law for Planning our time

 

–  The Law for applying our effort

 

– The Law for Investing our Talent- smart enough to distinguish important & unimportant tasks

 

Certain tips to managers on time management

 

–  Start your day without a plan of action.

 

–  TM is about doing right things faster & quicker

 

–  Get out of balance in your life

 

– Health, family, financial, intellectual(thinker), social, professional, Spiritual  not neglected

 

 

–  Work with a messy desk or work area

 

–  Clean your desk to work better & effective way

 

–  Don‘t get enough sleep.

 

– 75% complain tired, quantity of sleep they get but lack in quality of sleep. Plan your day & work your plan

 

–  Don‘t take a lunch break.

 

–  15 min break  to avoid procrastination

 

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