Time Management
Before analyzing time management need to know how time is currently being used. Two questions to ask: First, the amount of time I have? Secondly, how is my time being used? The first question is easier to answer as most people work eight hours day that may vary times and locations depending on type of work. The second question can be more challenging to identify where time is being used. For example, is most of one’s time speaking on the phone, answering e-mails, writing reports, or waiting for others to finish their job before starting their task? To assist with identifying these it is recommended to keep a time log that details where the hours in the workday are used. Below is a sample of a time log that can be used for tracking in a day, week, or month.

Using a time log effectively will help assess where time is actually being used and if it is on high priority items. Benefits of putting the activities on paper include empowering yourself to make changes if needed. Furthermore, by being empowered it reduces stress, increases relaxation, which translates to being more productive and motivated energy.
In using your time log it is important to: 1. Keep a daily log: ideally want at least a week of data. Small tasks should be recorded such as breaks, cleaning desk, responding to emails, etc. 2. Categorize activities: Place a label for specific meetings such as “e-mail,” break,” “meeting,” or “discussion.”

3. Prioritize activities: Put levels on the tasks based on urgency and importance of main goals and responsibilities. For example, use “1” or “high” for urgent and important tasks, “2” or “medium” for medium value and high urgency, and “3” or “low” for low priority and urgent or non-urgent task relating to goals and responsibilities.

4. Summarize activities: At the end of the measured period you should summarize the data and tally the amount of time on each specific category and priority for analyzing. Below is an example:

After summarizing the data you can determine what the main time wasters are and what changes are needed to minimize or eliminate those. Some common time wasters are: doing a wrong task, underestimating the time it takes to do a task, not delegating tasks appropriately, delaying/procrastinating, and letting conversations go too long.
Improving Time Management Habits
We know time is very valuable and there is a lot to be done in limited hours. The first exercise discussed above involved using a time log and identifying how time is currently being used. Once certain tasks are identified as time wasters, there are three steps one can do to improve his or her time management: 1. Controlling environment, which includes physical items surrounding as well as mental environment with things we watch and think about. 2. Using technology when practical to be more efficient. For example, e-mail allows responding to many more people at once than phone or mailing; however, it can be less personable and have less of a response than other communication methods. 3. Avoid time stealers, which include time wasters, television, and social networking websites. While some jobs can benefit from social networking, majority of the time people find time passing by when utilizing social media.
Finally, managing paperwork is another area where time management habits can be improved. One tip is to not keep any hard copies of digital documents such as pdf’s and e-mails. Since these are readily accessible and backed up in cloud-computing, it is unnecessary to keep printed files that require filing and cataloging. Another tip is categorizing paperwork that comes in when receiving a document. It is best to make a decision to file, pass it on, throw away, or put for later as it needs to be read. Making this decision up front avoids clutter and having to clean a mess later, which is a time stealer.
References
Skillssoft modules. (2014). Time Management: Analyzing Your Use of Time
Skillssoft modules. (2014). Developing Excellent Time Management Habits
Seneca, Annaeus. (1996). http://www.studygs.net/timman.htm
Aby. (2013). Project Paperwork Made Simple. http://www.simplify101.com/paper-organizing/project- paperwork-made-simple/