Learning Time Management

Learning Time Management

Jennifer Simmons

COM/156

9/1/2013

Linda Daley

Time management is a skill that everyone is capable of mastering and yet few take the time to improve. This skill is a crucial part in becoming successful whether it is in completing school, getting everything done at home, or even just completing all the tasks assigned at work. All people are born with a sense of time management; some learn how to use it to aid in getting the most amounts of tasks completed with the least amount of stress possible and still finish with a quality product while others choose not to work on it or improve in any aspect. For those who struggle with time management, it can be really hard to know which techniques will help manage time better and which ones are just going to be a waste of time. According to Peter Bregman (2011) proper time management helps to visualize priorities so that they can be broken into manageable, digestible chunks so that time can be spent where it should be every day. Thankfully there is not guessing as to what to do to improve and there are quite a few proven skills that can be learned with a little practice. Four of the skills that can help manage time no matter where they are applied are; make a plan, maintain a lifestyle that provides the most energy, eliminate the unnecessary, and to reduce interruptions.

One technique that is proven to help learn how to use time more wisely is to make a plan. The ability to manage time is a common struggle for a large percentage of people all over the world and that number grows daily. Meltzer (2010) p.14 states that “It is imperative that 21st-century students learn how to recall previously learned information, how to fluidly shift learning approaches between tasks, and how to monitor their learning progress through self-reflection.” He goes on to further explain that if a student wants to be successful in the workforce then they must be able to learn each of those skills. A plan must be developed to do this. When it comes to making a plan, start by making a calendar. If it is for school then review the syllabus and add in assignments, reading, and tests. When it is concerning work, put deadlines and tasks that need to be completed on the calendar both when they are due and ahead of time. Looking ahead helps to keep a clear understanding of what is expected and when it is to be completed. It also helps when there are changes in work and schedules that make it to where things have to be readjusted. Looking ahead helps in gaining the knowledge of what types of work and problems could come up in the near or far future. It helps because the person looking ahead is less likely to become overwhelmed if something new and difficult comes up. Because the difficulty was foreseen, there was time to look and study more about it and when it came time to do the work there was a better understanding of how it needed to be done because time was taken to prepare for it. A large part of making a plan is to make whatever it is that needs to be accomplished into a daily activity. It is easier to thrive and succeed when following a well-planned routine.

Energy is also a very important factor in the ability to properly manage time. What that means is that in order to fit all of the things needing to be done into a busy schedule and complete them correctly, a routine that builds energy is essential. The best way to get the most work done and to the best of a person’s ability is to listen to their biorhythms. Biorhythms are the times when the body naturally gets tired or has bursts of energy. By paying close attention and keeping track of when the most and least energy is present throughout the day then someone can take advantage and use that time to complete the tasks that require the most energy. Another important thing to pay attention to is the amount of time slept every night and the types of food being digested all day. If someone stays up until 3:00 am every night and wakes up at 6:30 am and also eats nothing but chips, pizza, sodas, and similar foods then they are most likely going to feel tired and sluggish throughout the day. That means the work produced by them will be poorer than if the brain were fully functioning. Time can best be managed by paying attention to biorhythms, getting enough sleep, and eating a healthy diet.

It is impossible to plan time to get things done if unnecessary tasks are being placed higher in order of importance which means that the “unnecessary” needs to be eliminated. One way to do this is to turn down people and things that will get in the way of the priorities that need to come first such as work, school, or work around the home. If there is a deadline for an assignment that is coming up tomorrow and the worker decides that they will do the work later that night because they want to go shopping, chances are that the work they produce will seem hasty or lack in the quality it could have if it were given the full time and attention that it needed. Another thing that is important to have in mind is what goals need to be placed first and which ones can be done later in spare time. The brain is only able to fully concentrate on tasks for short periods of time between thirty minutes to an hour. That means that spending all day on one project is not the best way to manage time or produce the best outcome because the brain will wander off topic often. This also leads back to why it is so important to look ahead and have tasks planned out. That way the mandatory tasks can be done for short periods of time on multiple days to ensure that quality work goes into them. In a study performed to find out what factors go into how well a person will succeed, it showed that it is imperative to plan out specific details of what is to be done. Macan et al. (1990) pg.52 expressed that they “viewed time management as a multi-dimensional construct consisting of four dimensions: goal setting and priorities, preference for organization, mechanics and perceived control over time.” This showed that by doing unnecessary tasks before what is important the quality of the work produced can be greatly reduced.

The last and one of the most important techniques concerning time management is to reduce the amount of interruptions allowed during work or school time. It is an era of advanced games, technologies, androids, and a billion other things. For that reason there have been some huge benefits to society but there also is one huge downfall, they can all be used as distractions. It is extremely easy to lose a train of thought if a phone call or text is received right in the middle of getting a huge project done. The best way to not get off task is to disconnect. That means turning off cell phones until everything is completed. If the Internet is being used for research or to complete a task then only run one tab at a time unless it is ultimately necessary to go back and forth. If more than one tab is up on the screen then be certain that none of them are games, e-mail, or social networking because all of these can become huge distractions and make tasks take a great deal more time than necessary. Planning time each day to be separated from friends and family in a quiet secluded area is another smart way to disconnect. It makes it much less likely that someone will come in and start talking and ruin the train of thought that is being put into the work. On the job, for example, it is extremely important to let others know when something important is being done that way they are not bothered. In school, go to the library or an area where it is least likely for someone to come and bother the work being done. Without being able to disconnect from all possible distraction it is nearly impossible to properly manage time.

In time management there is no easy trick that will make it easier. Hard work and dedication as well as being open to learning new skills are all major factors in whether someone can learn how to better manage it and be able to complete more. Some of the greatest minds throughout the world saw that being able to use time wisely was the essence to success. Just like how Benjamin Franklin dedicated himself to a year worth of practicing the same twelve steps multiple times to change the way he managed time throughout all aspects of his life then so can the average student, worker, or stay-at-home parent. The key to being successful is not only in how one thinks but also in the time that is put into completing each individual task to the best of a person’s capability. If Benjamin Franklin could dedicate himself to changing the way he uses his time and prove just how important it is, then so should anyone else if it helps to reach their full potential. Making a plan, maintaining a lifestyle that provides maximum energy, eliminating the unnecessary, and reducing interruptions are all steps that will set someone in the right course for being able to optimally manage time and get tasks done.

References

International Journal of Learning; 2007, Vol. 13 Issue 10, p41-55, 15p, 19 Charts

Montessori Life; Spring2013, Vol. 25 Issue 1, p14-18

Administrative Professional Today. Aug2011, Vol. 37 Issue 8, p3-3. 1/3p.