Time Management

Time management is an important aspect in a person’s life, knowing how to effectively manage your time so that it will not be wasted and can obtain maximum use of it. University of Illinois (2007) states that successful time management means “accomplishing what is most important for you”. In order to accomplish your goals successfully, one must have ways of managing time. University of Illinois (2007) further states that many people try to maintain methods that are not suitable or adaptable for them. Techniques used can differ from person to person and it is important that one should identify a suitable time management technique for themselves.

The students were asked to state the various methods that are used by them to save time in doing their daily activities and the following is a list of items that was revealed.

Ø  Having phone reminders

Ø  Creating a to-do list

Ø  Making timetables

Ø  Roughly allocating times for the tasks due on a particular day

Ø  Prioritizing work

   Apart from the above ways given by the students the lecturer too added some methods of saving time such as;

Ø  Delegating work when possible

Ø  Start the day with the hardest task and work towards the easiest or vice versa

Ø  Not accommodating unscheduled tasks (sudden parties, meetings etc.) unless it’s absolutely necessary

Ø  Multitasking

Ø  Doing urgent matters rather than important matters

University of Pennsylvania (n. d) states that a major reason for poor time management is procrastination. They propose a framework that can be used for effective time management when doing tasks such as projects. It consists of the following 4 steps;

1. 1.      Preview – get an idea of the task at hand, what should be done etc.
2. 2.      Plan – make an orderly list of things that should be done in order to accomplish the task
3. 3.      Schedule –allocate rough time slots for various parts of the task
4. 4.      Get started – start the task in accordance with the first item needed to be completed
5. 5.      Get it done – when each step is done successfully congratulate yourself so that you will be motivated to continue effectively

There are many techniques available to manage time effectively. Out of those, the Eisenhower Matrix is a popular method of prioritizing the tasks to be completed. According to Michalakidis (2013), the Eisenhower principle is defined as “what is important is seldom urgent and what is urgent is seldom important”.  An important task helps to achieve personal goals while an urgent task is often concerned about another’s goal and needs immediate attention.

The following figure displays how an Eisenhower matrix is drawn as stated by Michalakidis (2013)

Figure 1 - Eisenhower matrix (Michalakidis, 2013)

The students were asked to draw an Eisenhower matrix in accordance with the activities that is scheduled to be done on the particular day. The author’s Eisenhower matrix is shown below

	Urgent	Not Urgent
Important	·         Do BDT home work ·         Attending lectures	·         Help a friend with the project ·         Make ARMPD blog ·         Find a FYP ·         Do chores at home
Not important		·         Watch a movie

Mind Mapping is another way of managing time by evaluating the tasks at hand. According to MindTools (2013), mind maps helps in effective learning, summarizing, brainstorming, improving information recording methods, solving problems creatively and to study/memorize information. It was popularized by Tony Buzan and can help to simplify difficult tasks so that it can be easily understood and accomplished. Mind maps can be hand drawn or computerized. There are various software such as CMAP Tools, FreeMind etc. that can be used.

Illumine Training (2013) has developed a basic structure for a mind map based on Tony Buzan’s concept which uses images, colors and catch phrases/words.

Figure 2 - Mind Map structure (Illumine Training, 2013)

The students were grouped into teams of four and were instructed to create a mind map based on the activities of an Eisenhower matrix of a member of the group depicting various activities to be done, the challenges that should be faced when accomplishing the tasks and ways of overcoming them. The following diagram is the mind map created by the author’s group

Figure 3 - Mind Map (Author, 2013)

Learning about effective time management is important to students when engaging projects, assignments, studying for exams etc. In future it is largely useful when working in the industry, to achieve targets and objectives set by the organization effectively. The author believes that it is important to learn about time management techniques and compare and contrast them in order to determine the best applicable technique to one’s life and the ability to effectively manage time determines the success of the goals that is achieved by a person. 

References

Illumine Training. 2013. How to Make a Mind Map. [online] Available at: http://www.mind-mapping.co.uk/make-mind-map.htm [Accessed: 30 Oct 2013].

Michalakidis, G. 2013. The urgency/importance matrix – Focus on good time management. [online] Available at: http://www.clininf.eu/practicemanagement/managers-mentorship/134.html [Accessed: 30 Oct 2013].

Mindtools. 2013. Mind Maps - Mind Mapping Training from MindTools.com. [online] Available at: http://www.mindtools.com/pages/article/newISS_01.htm [Accessed: 30 Oct 2013].

University Of Illinois. 2007. Counseling Center » Time Management. [online] Available at: http://www.counselingcenter.illinois.edu/self-help-brochures/academic-difficulties/time-management/ [Accessed: 30 Oct 2013].

University Of Pennsylvania. n.d. One of These Days I’ll Stop Procrastinating. [e-book] Spruce Street: University of Pennsylvania. Available through: http://www.vpul.upenn.edu/lrc/lr/PDF/procrastination%20%28W%29.pdf [Accessed: 30 Oct 2013].