Time Management As a Tool for Higher Productivity in an Organization

Home , Time management

http://www.inosr.net/inosr-arts-and-management/ Mark INOSR ARTS AND MANAGEMENT 6(1): 38-43, 2020. ©INOSR PUBLICATIONS International Network Organization for Scientific Research ISSN: 2705-1668

Time Management as a Tool for Higher Productivity in an Organization

Mark John

Department of Political Science Simon Fraser University, Canada. Email: [email protected]

ABSTRACT Time is a special/worthy commodity that is given equally to everyone regardless of age, station, whether public or private sector. Time is always ever present to everyone, but no one ever seems to have enough of it. Time management helps in achieving individual and organizational goals in view of the limited amount of time available to man. Effective time management is a set of principles, practices, skills, tools, and systems working together to help organisations get more value out of their time with the aim of improving productivity. Time management helps staff to be proactive and dynamic, prioritizing of their duties, making out list of tasks to be attended to daily, weekly or monthly, identifying personal hours of efficiency and using same to attend to challenging and most complex tasks. It helps to know when to permit interruption and fixing deadline for all jobs, acquiring new ideas and skills; avoiding pressures of deadlines as such may be counter-productive; encouraging team-building and effective delegation of duties. It helps members of the organisation to avoid excessive socialization and too many meetings as they hamper effective time management stride. The article examines the concept of effective time management together with tips and importance of time management. Keywords: Organization, Management, Performance, Productivity, Efficiency, Time.

INTRODUCTION Time is universally static irrespective of is accessible to everybody and geographical location. There are 24 hours simultaneously the way that it can't be in a day all over the world. This has put something aside for later use so it remained constant. However, our must be utilized. Thus, it is an asset activities are numerous; so to achieve all which is restricted and is accessible for our goals within the limited time depends everybody to utilize, and yet not all on how we manage the time available for people will have the information on it on us. Managing one„s time can efficiently the most proficient method to utilize it. and effectively lead to a better Ones who use it the correct way and performance, both at work and at home. utilize it are the best individuals on the Time in an organization is an intangible planet today. factor of production that cannot be Ultimately, the efficiency and reclaimed once lost. Time is our most effectiveness of any organization, precious asset, yet we mismanage it. whether private or public sector, largely Time is a significant asset which is depends on the effective utilization of the accessible to everybody on the planet; a available scarce resources by its few people have short of what others as a employees. It should be noted that one of result of the errands they need or need to the greatest challenges of the Nigerian complete. Be that as it may, the bureaucracy is non-performance of the management of time is the thing that civil service. It seems that there is never draws out its significance characterized enough time in a day. But, since we all time in a quantitative manner which one have 24 hours in a day, a question that can't purchase, lease, or put something comes to mind is, why do some people aside for some other time [1] [2] [3]. This achieve much more with their time than tells how significant time is, just as that it others, especially in the public service?

38 http://www.inosr.net/inosr-arts-and-management/ Mark INOSR ARTS AND MANAGEMENT 6(1): 38-43, 2020. The answer lies in good time obligations they need to do in a limited management. Time management is one of measure of time. Time is one of the most the fundamental fixings to achievement significant assets which managers need so of any business today in the as to achieve the goals, aims and contemporary world. The decisions and objectives they have set of the prospect of the any business organization. Hence we can say that time (organization) on the management, yet management can be depicted as a period, settling on sure that the decisions are it tends to be short or it very well may be made the correct way and the activity is long, which comprises of ways the followed up on punctually relies upon the individual uses this period cautiously to person's time management. One of the make results [7]. Time management has significant investment or resource is time its worth which is in the way that how management today: it aims to get people may need to do loads of various generally out of assets which are there to assignments that are should have been be utilized; it includes esteem or gets done yet time is restricted to do them. most profit. The management of time is This is the place time management comes an issue which is essential to job in to assist the people with pointing out performance. Previously, regard for the which errand can be considered as need connection among time and job and which undertaking can be considered performance was limited to manual as need by underlining on the significance workers and at that point, by methods for of them to the people and assists with organization and strategies to finding the time and extra assets which administrative workers. The thought of may be expected to complete them inside time usage for managerial and the timeframe they have [8]. professional evaluations has not gotten a Time management has gotten lot of consideration up to this point noteworthiness as time goes on as a result current methodologies depend on the of globalization and the nature's area supposition that individual viability at finding a workable pace paced has said work is principally a component of the that life of an individual or life in specific individual management of their time [4] has gotten pace and turn out to be [5]. quicker after some time, people For productivity to be high the wise time developed a propensity for working more use is significant, without the best and dozing less just as the measure of possible use of Time, there will be lower work which has placed people in a productivity inside an organization. As a circumstance in which they even use their manager in an organization one must be noon for doing work [9] [10] [11]. There exceptionally cognizant on the utilization are a few people who couldn't care less or of time, for poor usage of time will understand how significant management influence the whole organization's yield. may be and simultaneously there are On the off chance that a manager utilizes other people who become so great at his time successfully and effectively, the management and will in general make organization will be in a way to generally out of this restricted asset we development and improvement. The call time. Time management can be subordinates will likewise be inspired to known as an aptitude of a person which place in their best for the organization, can assist anybody with utilizing their been that the manager has impeccably time that is restricted and it guarantees exhibited to them the significance of time that their errands are organized just as usage [6]. On the off chance that there is wrapped up inside the breaking point of no time focus on a specific undertaking; period that is there. Procrastination is productivity will be low, which is going to something which can be the reason for antagonistically influence the ailing in time management, which is the organization contrarily. point at which one postponement doing Powerful time management is a major significant work on account of something obstacle that is being confronted by that isn't or is less earnest. This can turn managers because of the quantity of into a propensity for an individual and

39 http://www.inosr.net/inosr-arts-and-management/ Mark INOSR ARTS AND MANAGEMENT 6(1): 38-43, 2020. soon it is difficult for a person to play out save you many hours executing the task. any errand on time, which drives them to When you get up early and plan your day outcomes and disappointment [12]. in advance, you tend to be more calm, Time Management Tips to Increase clear-headed, and creative throughout the Productivity in an Organization day. Advance Preparation: First, prepare your Organisational Skills: Resolve to improve work list for the following day the your organizational skills and use a filing evening or night before. The best exercise system both at home and at work. As is for you to plan your entire next day as much as 30 percent of working time today the last thing you do before coming home is spent looking for misplaced items [19]. from work. When you plan your day the These are things that are lost because night before, your subconscious then they have not been filed correctly. There goes to work on your plans and goals are few activities so frustrating as while you are asleep [13]. Very often you spending your valuable time looking for will wake up in the morning with ideas misplaced materials because no thought and insights that apply to the work of the was given to a filing and retrieval system. day. A major benefit of preparing your The best and simplest of all filing systems daily list the night before is that this is an alphabetical system when using exercise lets you sleep more soundly. A manual filling or generic file management major reason for insomnia is you lying system when using a computer system to awake trying not to forget everything that keep office records. In conjunction with a you have to do the following day. Once filing system, you should have a master you have written down everything you list or record of all your files in a single have to do on your list, it clears your place [20]. This master list gives you the mind and enables you to sleep deeply title of each file and tells you where the [14]. This will help you increase file is located. productivity throughout the next work Prime Time Management: Organize your day. life so that you are doing creative work Time Scheduling: Scheduling your time during your internal „„prime time.‟‟ Your reduces stress and releases energy. The internal prime time is the time of day, very act of using your organizational according to your body clock, when you skills to plan your day, week, and month are the most alert and productive. For gives you a greater feeling of control and most people, this is in the morning. For will help increase productivity throughout some people, however, it is in the evening your day. You‟ll feel in charge of your life. [21] [22] [23]. Occasionally, a writer, an It actually increases your self-esteem and artist, or an entertainer may find that her improves your sense of personal power. prime time is in the early hours of the Start Early: To increase productivity, start morning. It is important that you be aware your day early. The more time you take to of your internal prime time so that you sit, think, and plan, the better organized can schedule your most important you will be in every area of your life [15] projects accordingly to increase [16] [17]. In the biographies and productivity. Your most important work autobiographies of successful men and usually requires that you be at your very women, almost all of them have one thing best, rested, alert, and creative. You must in common. They developed great also be aware of external prime time. This organizational skills and the habit of is the time when your customers or going to bed at a reasonable hour and clients are most readily available. Each rising early. person should give some thought to Many successful people arise early so that structuring their day for both their they can have enough time to think and external and internal prime time‟s [24]. plan for the coming day. As a result, they Time Management and Performance are always more effective than those who There are so many studies that have sleep in until the last possible moment examined the relationship between time [18]. A few minutes of quiet reflection management and performance. In their before you begin any undertaking can pioneering study, for instance, [25]

40 http://www.inosr.net/inosr-arts-and-management/ Mark INOSR ARTS AND MANAGEMENT 6(1): 38-43, 2020. studied the effects of reading a time indicators such as timely project management manual on four university completion and overall performance as faculty and staff members. The manual‟s assessed by supervisors. aim was to help people spend more time [31] used sales as an objective measure of on high-priority tasks and less time on performance in car dealerships and found meetings and interruptions. The authors no direct effect of time management on asked participants to record the time they job performance. Research by [32] spent on meetings and high- and low- showed that using quiet time, a time priority activities and to report their management technique in which people weekly subjective assessment of dedicate uninterrupted time to work on effectiveness at work. The main effect of important tasks (i.e., a form of time the intervention, the authors found, was a protection), actually lowered job marked increase in time spent on high- performance as measured by the number priority tasks. With no control group and of errors in a given task. a sample of only four people, however, Clearly, results concerning time results from this study provided management and performance preliminary evidence only. Subsequent conceptualized as results or outcomes research by [26] [27] demonstrated a (e.g., sales, project completion) are mixed. positive relationship between time However, individual performance can also management and performance but be conceptualized as behaviors rather similarly relied on people‟s self-reported than results [33]; [34]. For instance, [4] performance (i.e., employees were asked study on time management and to assess their own performance organizational citizenship behavior compared to that of colleagues along such concluded that skilled time managers “do dimensions as customer relations, a better job of managing their citizenship communication, and job-related contributions as well as the reciprocal expertise). exchanges that emerge as a consequence Conclusions about the positive effects of of these behaviors.” Another study linked time management on performance have time management to higher levels of not been consistent when studies relied creativity [21]. Last, a handful of on other types of designs and measures. experiments have shown time For example [28] used supervisory ratings management training to reduce (as opposed to self-report) in her quasi- procrastination [11]; [12]. In summary, the experimental study and found that time existing evidences suggest a complex management training failed to boost job relationship between time management performance. More recently, [29] [30] and performance. Time management experimental intervention consisting of a seems to have more consistent effects on one-day training session featuring performance defined as behaviors exercises and practical cases revealed that compared to performance defined as time management had no impact on results or outcomes. CONCLUSION Effective time management is a universal of quality. It can be acquired through remedy to administrative effectiveness learning and developing through and not an excuse. Effective time consistent practicing and experience. management will improve staff Time will only work if the person is productivity, make scheduling of jobs committed fully to it thereby removing easier, make staff to perform tasks at any shred of doubts. In order to create a their highest skill level, helping staff to time-conscious organisation that will have prioritize and accomplish important task, to become more time efficient, the recording and guiding the organization institution must itself streamline its towards achieving its set goals. Being well processes. The benefits an institution will organized in respect of the use of time reap in future depend on what it does does not necessarily means a fixed state with its time now.

41 http://www.inosr.net/inosr-arts-and-management/ Mark INOSR ARTS AND MANAGEMENT 6(1): 38-43, 2020. REFERENCES 1. AMA (2007).―How to Build a High- 10. Eruteyan, J. O. (2008). Effective Performance Organization: A time management for high Global Study Of Current Trend and performance in organizations. Future Possibilities 2007- Journal of Nigerian Institute of 2017‖American Management Management, 44(3): 21 - 26. Association Journal(August 11. Eruteyan, J. O. (2008). Effective 2007)pp 8-19. time management for high 2. Appelbaum, S. H., Marchionni, A. performance in organizations. and Fernadez, A. (2008). Journal of Nigerian Institute of Perceptions, Problems and Management, 44(3): 21 - 26. Strategies. The Multi-tasking 12. Faulkner, K. A., Redfern, M. S., Paradox, 33: 1313-1325. Cauley, J. A., Landsittel, D. P., 3. Arhuidese, J. E. (2004). Target Studenski, S. A., Rosano, C., et al. Setting and Performance (2007). Multitasking: Association Measurement for Public and Between Poorer Performance and a Private Sector. Global Forum for History of Recurrent Falls. 431- Manpower Development, 434. Developing Human Resources Skills 13. Gafni, R. and Geri, N. (2010). Time Held for CBN Directors in Jos pp 1- management: Procrastination 11. Tendency in Individual and 4. Burney, L. and Widener, S. K. Collaborative Tasks. (2007). 'Strategic performance Interdisciplinary Journal of measurement systems, job- Information, Knowledge and relevant information and Management, 5: 33 - 42. managerial behavioral responses. 14. Hisrich, and Peters. (2002). Role and Performance Behavioral', Effective time management for Research in Accounting, 19: 43 - high performance in organizations. 69. Journal of Nigerian Institute of 5. Campbell. L. C. (2014). Time is Management, 44(3): 21 - 26. everything: Teaching Essential 15. Hisrich, P. (2002). Effective time Time Management Skills for “Real management for high performance World” Legal Writing. 22 in organizations. Journal of Perspectives: Teaching legal Res & Nigerian Institute of Management, Writing 125 (2014). 44(3): 21 - 26. 6. Claessens, B., Roe, R. and Rutte, K. 16. Igbokwe-Ibeto, C. J. and Egbon, U. (2009). „Time management: logic, (2012). Enhancing Employee effectiveness & challenges, In: Roe, Performance In Nigeria Through R., Waller, M. & Clegg, S. (Eds), Efficient Time Management Time in organizational Research, Frameworks. Asian Journals of London, Routledge, UK, pp. 23-41. Economics and Financial Review, 7. Claessens, et al. (2007). „A review 2(5): 635 - 647. of the time management 17. Jackson, P. V. (2009). Time literature,‟ Personnel review, 36(2): Management A Realistic Approach. 255 - 276. JAM Coll Radiol, 6:43 -436. 8. Edwin, A. and Marcia, P. (2004). 18. Ojo, L. B. and Olaniyan, D. A. Improving Productivity through (2008). Effective time management More Effective Time Management. in organization Panacea or Placebo. 23(1): 45 - 52. European Journal of Scientific 9. ELsabahy, H. E. et al. (2015). Effect Research, 24(1): 127 - 133. of Time Management Programme 19. Ojo, L. B. and Olaniyan, D. A. on Job Satisfaction for Head (2008). Effective time management Nurses. Journal of Education and in organization Panacea or Placebo. Practice, 12(32): 23 - 34. European Journal of Scientific Research, 24(1): 127 - 133.

42 http://www.inosr.net/inosr-arts-and-management/ Mark INOSR ARTS AND MANAGEMENT 6(1): 38-43, 2020. 20. Ojo, L. B. and Olaniyan, D. A. Organizational Behavior and (2008). Effective time management Human Decision Processes, 110: 1 – in organization: A Panacea or 22. Placebo. European Journal of 29. Van Eerde, W. (2003). Scientific Research, 24(1): 127-133. Procrastination at work and time 21. Oswald, F. L., Hambrick, D. Z. and management training. Journal of Jones, L. A. (2007). Understanding Psychology, 137: 421–434. and Predicting Multitasking 30. Van Eerde, W. (2015). Time Performance. Keeping All the Plates management and procrastination. Spinning, 77-84 In M. D. Mumford &M. Frese (Eds.), 22. Otto, S. C., Wahl, K. R., Lefort, C. C. The psychology of planning in and Frei Wyatt, H. P. (2012). organizations: Research and Journal of Business Studies applications (pp. 312–333). Quarterly Saint Mary s College of London: Routledge. California, Exploring the Impact of 31. Van Hoye, G. and Lootens, H. Multitasking In the Workplace (Vol. (2013). Coping with 3, No. 4, pp. 154-162). unemployment: Personality, role 23. Randall, S. (1979). „Managing Stress demands, and time structure. Means managing time.‟ Personnel Journal of Vocational Behavior, 82: Journal, 58(12): 857 - 865. 85 – 95. 24. Saini, R. and Monga, A. (2008).How 32. Zahra, S. A. and Wright, M. (2011). I decide depends on what I spend: Entrepreneurship‟s next act. Use of heuristics is greater for Academy of Management time than for money. Journal of Perspectives, 25: 67 – 83. Consumer Research, 34: 914–922. 33. Zampetakis, L. A., Bouranta, N. and 25. Salas, E., Kozlowski, S. W. J. and Moustakis, V. S. (2010). On the Chen, G. (2017). A century of relationship between individual progress in industrial and creativity and time management. organizational psychology: Thinking Skills and Creativity, 5: Discoveries and the next century. 23 – 32. Journal of Applied Psychology, 102: 34. Zimbardo, P. G. and Boyd, J. N. 589–598. (1999). Putting time in perspective: 26. Schneider, B., Ehrhart, M. G. and A valid, reliable individual- Macey, W. H. (2011). Perspectives differences metric. Journal of on organizational climate and Personality and Social Psychology, culture. In S. Zedeck (Ed.), APA 77: 1271–1288. handbook of industrial and organizational psychology, Vol. 1: Building and developing the organization (pp. 373–414). Washington, DC: American Psychological Association. 27. Shaffer, M. A., Kraimer, M. L., Chen, Y. P. and Bolino, M. C. (2012). Choices, challenges, and career consequences of global work experiences: A review and future agenda. Journal of Management, 38: 1282–1327. 28. Shipp, A. J., Edwards, J. R. and Lambert, L. S. (2009). Conceptualization and measurement of temporal focus: The subjective experience of the past, present, and future.