Time Management Importance and implementation

Time management help to invest time more productively and efficiently. Time management includes making a list, and then allocating time to each task from to-do list, and then scheduling those tasks in calendar. Time management is the effective use of time that prepares to plan day in such a way that work is finished, and one doesn’t have to make extra effort.

When we’re lacking good time management skills, we are more likely to,

  • Miss project deadlines
  • Produce low-quality work
  • Disrupt our work-life balance
  • Feel more stressed
  • Harm our professional reputation

Why is time Management Important

Time management is important in everyday life because it helps control workday so one can build business with effective work-life balance.

      1. Improve performance

Time management helps to focus on the essential task only. When followed a schedule, it is more likely to spend less time deciding what to work on. And hence can allocate more time to important work.

      1. Produce Better Work

When there is no pressure and one has already made a schedule that how the work shall proceed, the work output shall be more efficiency and consistent. And the end results shall be appreciated by all.

      1. Deliver work on time

Properly managing time involves managing every task on list to a specific block of time. Many people take several days to complete a project or finish it ahead of the due date to provide a buffer for any challenges that might arise. If properly scheduled, the time needed to complete work will be able to hit deadlines every time.

      1. Reduce Your Stress

This is one of the most important reasons to manage time in today’s corporate world. There is a lot of stress because of work. If time is properly managed and you are giving your deliverables on time Prioritizing tasks and giving yourself enough time to accomplish them can help reduce stress levels.

The 4 Ds of Time Management 

  1. Do

One should work on tasks that only take a few minutes to complete like answering a phone call or reverting to a phone call, answering an email, or printing a report.

  1. Defer (Delay)

Avoid wasting time on tasks that are not important as to now prioritize the task that needs to be done first.

  1. Delegate

Reassign important tasks to someone else to check their creditability and check whether they will be able to do these tasks in near future or not.

  1. Delete

Remove unnecessary tasks from schedule and focus on the important ones. This involves conscious call.

What are Time Management skills?

 Time management skills are those skills, when horned can help with time effectiveness and achieve desired results. These can help allocate time properly and complete your task more efficiently in time bound manner. Some of the most important skills related to successful time management include:

  1. Being Organized

Being organized helps you to keep track of your responsibilities and priorities, like what you need to do first and what you can take up to do last. An organized list of tasks acts as a map to guide from morning to evening and helps increase your productivity.

  1. Prioritization

Prioritization is the key to successful time management when you start prioritization your daily task. You will ensure that the most important task should be completed first. 

  1. Planning

Planning is the core of time management. With a proper plan, you can prioritize your tasks accordingly, which can help avoid confusion and unnecessary stress. A planned work schedule helps you complete the tasks in the given time frame.

  1. Delegation

It is an important process to manage multiple tasks. While managing a project/other Important work, you can delegate some of the tasks to your subordinates. This will help in reducing your workload so that you can focus more on important tasks, such as planning, business analysis, and others.

 

How could time management be crucial to your business?

  • It can help in sticking to deadlines.
  • Time management can often improve focus and overall efficiency.
  • Better time management can lead to fewer Problems.
  •  Good time management can lead to less stress and more freedom.
  • Time management is easier now than ever before.

 

Conclusion

Good time management helps to maintain control in life. When one start managing your time, immediate and quantitative impact can be evident. When you have control of your time, you feel more in control of your life — having control of your life gives you power and freedom, and time management helps you maintain this control.

Reference

Planning, Organizing, Directing, Controlling in Office

1. Introduction

Management in the office is very essential for an organized life and necessary to run all types of organizations. Managing an organization is very important and means getting things done with and through other people to achieve its objectives. Management is the art and science of managing people. Knowledge of management is very important as it will help you identify and develop the skills to better manage your career, relationships, and the behavior of others in organizations.

It may be convenient to separate the function of management but practically these functions are overlapping in nature i.e. they are highly inseparable. Each function is connected with each other and any one of them affects the whole chain is affected.

The challenge of a manager is to solve problems creatively. Managing a workplace solving issues and making sure that the work is going on smoothly is very important. So to manage all these activities there are 4 principles of Management.

There are basically 4 primary functions of management.

    1. Planning
    2. Organizing
    3. Directing
    4. Controlling

Planning

Planning is the first and most important function of management, planning is future-oriented. It is a systematic way of making decisions today that will affect the future of the company. Planning bridges the gap between where we are and where we want to go.

Planning is deciding in advance – what to do when to do & how to do it. It is the determination of courses of action to achieve desired goals. Thus, planning is systematic thinking about ways & means for the accomplishment of pre-determined goals. It is all-pervasive, it is an intellectual activity and it also helps in reducing confusion, uncertainties, risks, wastages, etc. Planning is necessary to ensure the proper utilization of  Resources both human & non-human resources.

Organizing

It is the process of bringing together physical, financial, and human resources and developing productive relationships among the employees so that they can work effectively and efficiently.

To organize a business and to make it work one has to provide it with everything useful for its functioning i.e. raw material, tools, capital, and personnel. Organizing a business involves determining & providing all the resources that are required, to work smoothly.

Organizing as a process involves

  • Identification of activities.
  • Classification of a grouping of activities.
  • Assignment of duties.
  • Delegation of authority and creation of responsibility.
  • Coordinating authority and responsibility relationships.

Directing

Directing is the third important function of management. Directing main focus is on instructing, guiding, inspiring, counseling, and leading people toward the accomplishment of the desired goal.  It is a continuous process that goes on, throughout the life of the organization.

Directing is the heart of the management process. As we can say if a supervisor guides his subordinates and tries to clarify his doubts about a task, it will help the employee to achieve work targets given to him as the right direction has been given.

Directing has the following elements:

3.1 Supervision– Supervision means overseeing the work of the employees by their superiors. The act of watching and directing them in case of any difficulty.

3.2 Motivation– This means motivating and encouraging employees to work accordingly. Motivation is important in any workplace as sometimes due to unhealthy work culture.

3.3 Leadership– Leadership may be defined as a process by which a leader guides and influences the work of subordinates in the desired direction. And solve their problems.

3.4 Communication– –  Communication is the process of connecting with someone and passing information, experience, opinion, etc. from one person to another. Communication is a bridge of understanding.

 Controlling

 This is the last important function of management controlling means checking whether proper progress is made toward the objective or goal. Controlling is done to ensure that everything occurs in accordance with the standards. A good controlling system can detect the problems that are going to occur before they actually occur.

It includes monitoring the plan that is implemented and correcting the deviation from that plan.      The main function of controlling is to check errors in order to take corrective actions. Therefore controlling has the following steps:

  1. Establishment of standard performance.
  2. Measurement of actual performance.
  3. Comparison of actual performance with the standards and finding out deviation if any.
  4. Corrective action.

 

Reference

 

 

Maslow Hierarchy Theory

Abraham Maslow’s hierarchy theory of needs is one of the best-known theories of Motivation. Maslow’s theory states that our actions are motivated by certain physiological needs. It is often represented by a pyramid of needs, with the most basic needs at the bottom and more complex needs at the top. The hierarchy states that people are move eager to fulfill basic needs before moving on to other, more advanced needs.

The needs that are at the bottom of Maslow’s pyramid are the basic needs including the need for food, water, and sleep. Once you are met with these lower-level needs people move on to the next level of needs including safety and security.  Maslow believes that these needs play a major role in motivating behavior. There are five different levels of Maslow’s hierarchy of needs, starting with the lowest level known as physiological Needs.

1.    Physiological Needs

The physiological needs are vital and very important for our survival. Some examples of Physiological needs are:

  1. Food
  2. Water
  3. Breathing
  4. Sex
  5. Sleep

If these needs are not satisfied human body will not function optimally in Maslow’s theory Physiological needs are considered as most important needs as all the other needs are secondary until these needs are met.

2.    Security and safety Needs

As now moving toward the second level of Maslow’s hierarchy, now the needs start to become a little more complex, the need for safety and security become primary.

  1. Health and wellness
  2. Safety against accidents and injury
  3. Emotional Security
  4. Financial security

People want control and order in their lives. So, the need for safety and security contributes largely to behaviors at this level. As they want to experience predictability and control in their lives. Finding a good job, obtaining health insurance and health care, contributing some money to a savings account for a better future, and moving into a safer neighborhood are all examples of actions motivated by security and safety needs.

3.    Social Needs (Love and Belonging)

The social needs in the hierarchy include such things as love, acceptance, and belonging. At this level, the need for emotional relationships drives human behavior. Some of the things that satisfy this need include:

  1. Friendships
  2. Romantic Attachments
  3. Family

Social needs are also one of the main factors in Maslow’s theory, as everyone needs love and belonging having social connections is related to better physical health and, conversely, feeling isolated. Importantly, this need encompasses both feeling loved and feeling love towards others.

4.    Esteem Needs

Now in the fourth level in Maslow’s hierarchy is the need for appreciation and respect. Once the need at the bottom three levels has been satisfied, esteem needs play a very important role in motivating behavior.

Maslow classified esteem needs into two categories:

  1. esteem for oneself (dignity, achievement, mastery, independence) and
  2. the desire for reputation or respect from others (e.g., status, prestige).

At this level, it becomes important to gain respect and appreciation for others.  People need to sense that they are valued by others and feel that they are making a contribution to the world.

5.    Self-actualization needs

At the very peak in Maslow’s hierarchy,  there are self-actualization needs. Now people are self-aware, concerned, very well know what’s right what’s wrong, less concerned with the opinions of others, and interested in fulfilling their needs.

“What a man can be, he must be,” Maslow explained, referring to the need people have to achieve their full potential as human beings.

This includes the urge to become what you are capable of becoming / what you have the potential to become. It also includes the desire for gaining more knowledge, social- service, creativity, and being aesthetic. The self-actualization needs are never fully satiable. As an individual grows psychologically, opportunities keep cropping up to continue growing.

6.     Conclusion

In conclusion, Abraham Maslow’s theory is very important and has a connection with the function of human resources. The physiological need is the basic needs that everyone has to perform then will proceed to the other needs which are safety needs that everyone feels safe in doing something and always is careful and then social needs that encourage people to communicate with everyone and supposedly don’t have to feel shy and everyone should have high self-esteem and the last one is self-actualization.

7.    References

 

Tuckman: Forming, Storming, Norming, Performing Model

  1. Introduction

Forming, Storming, Norming, performing model was first developed by Bruce Tuckman in 1965. It is one of the most common team development theories and had formed many ideas since its conception.

Tuckman’s theory focuses on the way how a team tackles a task from an initial stage to throughout to the completion of the project. Tuckman’s theory mainly focuses on Team Building Challenges. One of the most useful concepts of team building activities is that the team has an opportunity to observe their behaviour within a measurable time frame.  Tuckman said that these phases are all necessary and inevitable in order for a team to grow, face up to challenges, tackle problems, find solutions, plan work, and deliver results.

  1. Stages in Tuckman Theory

 2.1. Forming:

During the Forming stage, team members are usually very excited to be part of the team and eager about the work ahead. Members often have high positive expectations and attitudes for the team experience. At the same time, they may also feel some anxiety, wondering how they will fit into the team and if their performance will measure up or not. Forming stage has a lot of questions from team members as they are excited to work with the new team.

The forming stage is to create a team with goal directions and roles to work upon so that members can start building their trust. The energy level is very high in this stage and a good leader can help the members to work accordingly and focus on the goals.

2.2. Storming:

In the second stage as the team begins to move towards its goals member found that they are unable to get their goal due to this they are very frustrated and disappointed by the team’s performance due to these conflicts arises. There is a slight change in the behaviour as compared to stage one. During the Storming stage, team members may argue or become critical of the team’s original mission or goals. Members show their concerns as they are not able to meet their goals.

Now the team needs to refocus on their goals has to keep all the conflicts, disappointments aside and start all over again. The team may need to develop both task-related skills and group process and conflict management skills.

2.3. Norming:

In the third stage, the members start to resolve their issues as soon as they resolve and start again with the same excitement, they will see the team performing again and trying to reach their goal. Behaviours during the Norming stage may include members making a conscious effort to resolve problems and achieve group harmony. Communication is more fluent and meaningful teams may begin to develop their own language (nicknames) or inside jokes. Now they will enjoy working with each other.

Now members shift their energy to the team’s goals and show an increase in productivity, in both individual and collective work. The team may find that this is an appropriate time for an evaluation of team processes and productivity.

2.4. Performing:

In the fourth stage, members now start feeling satisfaction in their work as well as with teams’ performance. Now they are well aware of their strength and weaknesses, and they distribute work accordingly. As now they help each other Members feel confident in their individual abilities and those of their teammates. Roles on the team may have become more fluid, with members taking on various roles and responsibilities as needed. Differences among members are appreciated and used to enhance the team’s performance.

Team members should continue to deepen their knowledge and skills, including working to continuously improve team development. Accomplishments in team processes or progress are measured and celebrated.

Is the “Performing” stage the end of the process?

Working with a high-performing team is a truly pleasurable and growth experience. This is not the end of the process the team should still work and focus on new upcoming goals Changes, such as members coming or going or large-scale changes in the external environment, can lead a team to cycle back to an earlier stage. But if the changes are recognized and addressed directly, teams may successfully remain in the Performing stage indefinitely.

2.5. Adjourning:

Some teams do come to an end, when their work is completed or when the organization’s needs change. While not part of Tuckman’s original model, it is important for any team to pay attention to the end or termination process. Members may feel sad or have a sense of loss about the changes coming to their team relationships. And at the same time, the team will feel a sense of deep satisfaction at the accomplishments of the team.

During the last, some team members may become less focussed on the team’s tasks and their productivity may drop. Alternatively, some team members may be focused on the task and their task productivity may increase.

References:

“5S” Plan in Office

  1. “5S”- An Introduction

The 5S methodology (Sort, Store, Shine, Standardize, Sustain) originated in Japan and was first implemented by The Toyota Motor Corporation. The methodology was developed to make just-in-time (JIT) manufacturing possible. The founder of 5S is a Japanese inventor Sakichi Toyoda. Implementation of 5s helps us know the amount of a product needed when needed. Therefore, having an organized workplace for the smooth running of a business is very important.

5S is an essential tools that can be applied in an organization. It results in a workplace that is clean, uncluttered, safe, and well organized to help reduce waste and optimize productivity. The 5s methodology is easy and understandable, and can be implemented in all types of companies- from manufacturing plants to offices, small businesses to large multinational organizations, and in both private and public sectors.

  1. “5S”- Implementation plan

2.1. Step 1: How Well is Your Business Doing?

The below  diagram helps us to illustrate how 5S can benefit any organization.

The below mentioned points can help in the self testing in any organization. If answer is yes to any of the following questions, it might be useful to implement 5S to benefit form its usefulness and effectiveness. So here are the checklist question:

      1. Do people in workplace struggle to locate documents or files, whether in physical or digital format?
      2. Are there loose, sagging electrical cables in the workplace?
      3. Are there files, drawers, and cabinets that are unlabeled, or do they contain unmarked content that is hard to identify?
      4. Does everybody know how to keep the workplace organized and are fully aware of their roles and responsibilities?

 

2.2 Step 2: The 5S Methodology: Broken Down 

      • Sort (Siri)-

The first step is to sort this means that all the unwanted things should be removed from the workstation. Eliminate all duplicates, unnecessary equipment, infrequently used items, and trash. This saves time, space, and labor costs. 

      • Store (Seiton)-

Now all the equipment that is needed assign a proper place for all equipment, work in progress, and raw materials, keeping ease of reach, identification, and proximity to work surface in mind as you do.

      • Shine (Seiso)-

Clean everything every day. Doing this keeps things ready to be used when needed. A clean workspace is a productive workspace, and Seiso means “to clean or shine.” Floor, walls, and equipment must be cleaned daily one must ensure that all items are restored to their designated place. One must make sure that his workplace is clean. This should be a part of your daily tasks and should not be postponed until it becomes a habit.

      • Standardize (Seiketsu)-

One must ensure the conditions of the work area do not return to the original, Make the above three 5’s part of your daily procedures each day. Implement them in your organization with the help of signs, banners, shadow boards, tool holders, etc. Make sure that all employees understand their roles and responsibilities and are empowered to perform all the tasks. 

      • Sustain (Shitsuke)-

Make a habit of properly maintaining correct procedures to avoid backsliding. Implementing these steps is a continuous process. It is important to ensure that they are done each day to prevent going back into old habits. The previous 4 steps must be Continued over time.

2.3. Step 3: The Action Plan

5s implementation can be done by giving training to employees to understand the system.

Firstly, to start with the top three 5s Requirements.

        • Take a picture of the Current Status of workplace.
        • Now sort the things that are needed and that are not needed.
        • Things should be organized in a proper way so that there is a designated place for everything.
        • Prepare list of items that downt have any use in current scenario and need to be sorted. This could be any items that is of no longer use, and need to be sorted basis donating them, recycling, or throwing them away.
        • Take second picture after the entire day’s work, for review.
        • After two weeks employees should take the third picture and compare it with the previous ones. Organizations must set up audits to check how the 5S principles are being met as well as to ensure the plan is moving forward.
        • After two months, again check how workplace looks and schedule another peer review.

By following above means, any organization can make sure that 5S is implemented successfully and everyone is following the procedure and contributing. This shall lead to a sense of responsibility to keep the place clean.

  1. Reference

Effective Workplace Cleaning

Cleaning at workplace is an important part. It helps control or eliminate workplace Danger. In clean or organise workplace employee feel happy, healthy or does work with dedication. It has a direct effect on employee’s work. Its leave a good impression on Client also, visiting for meetings.

Cleaning just not only about cleanliness, but it also includes keeping work area neat and clean, floor free of slip and maintaining hall and removing all the waste material. This requires paying attention on important detail such as the layout of the workplace, the adequacy of storage facilities and good housekeeping which is also a basic part of danger, incident, and fair prevention.

Effective cleaning is not only for one time or occasionally it’s Included in daily task for everyone on personal. The practice extends from office to industrial workplace, including factories, warehouse, and manufacturing plants that have its own special difficulties or challenges like hazardous materials, combustible dust. Cleaning should have management, commitment so worker realize its importance. 

  • Purpose of workplace cleaning

                   

  • Housekeeping improve productivity because all employee or workers work in fresh mood or stay safe or healthy and help prevent injuries and moral or decrease the illness of workers.
  • It can help make a good impression on visitors, Safety consultant for the workers’ compensation.
  • Every worker should play a role in clean, even if that means keeping his or her own workplace clean.
  • If the Goods place on the right place, then it will not take too much tome to finding them. If any item or goods is out of stock, then we can order on time.

Poor Housekeeping like tripping over loose objects here and there on floors, stairs and platforms, being hit by falling object, misplace material looking disorderly, In factory equipment in poor condition, these can be cause of a variety of incidents.

For avoiding these hazards, it must maintain order throughout a workday. It’s not a single person responsibility It’s a teamwork.

  • How we can do workplace cleaning:

 a. Avoid slips, trips, and falls

  • Report to all and clean-up spills and leaks
  • Keep exits clean of objects.
  • For help with blind sport installing mirrors or warning.
  • Replace as quick as much worn, ripped and damage flooring.
  • Install anti-slip floor and use mats, platform mats

b. Dust Control and Pest Control

  • Vacuuming method or Use Sweeping and water wash for cleaning
  • Blow-Down using compressed air for unreachable or unsafe area.
  • Clean wall, ceiling machinery and other place regularly.
  • Use pest control spray fog every week or month.
  • Don’t throw waste who produce mosquito or other type of pest.

 c. Tracking materials Avoid

  • Work area mats should be clean which help prevent the spread of hazardous.
  • Use different mop for different type of dirt, like for cleaning oil, dust, water.

d. Material Store Properly.

  • Storage should not have an accumulation of material that present hazards, fire, or pests.
  • Maintain manufacturing floor, maintenance area, storage, or warehouse, or that area which create problem with storage.
  • Unused equipment or material stored out of the workers reach or avoid workplace as a storage.

e. Safety falling objects

  • Place all object in proper manner for avowing to falling on employee or workers
  • Keep all big box or object on lower shelves and keel all equipment away from desk or table.
  • Keep clean or empty the area where workers walking regularly.

f. Use and inspect personal protective tool

  • Wear safety summons like safety gloves which is protected by broken glass or other harmful waist, safety clothe and shoes when work with electric equipment or Glass when doing dust’s work.
  • Regular inspect for clean and fix tool, remove as soon as possible if find any damage on work area 

g. Determine Frequency

  • All workers should take participate, at least keeping own workplace clean.
  • If anyone seen anything which create any problem, then informed
  • In the end of shift everyone needs to check or remove unnecessary material from workplace.

 


h. Eliminate Fire Hazards

  • Keep materials in the workplace which is needed for job. Unneeded material moved in relative storage.
  • Quick burning or flammable material put on designated area away from ignition source.
  • Don’t go close in contaminating cloths with flammable liquids.
  • Keep free passageways and fire door for emergency.
  • Don’t store any item on stairwells.
  • If any issue is coming in electrical area, put warning or fix them on priority.

 

  • How we can plane on Workplace

 

  • Use dustbin near Desk and throw Different waste in different Dustbin.
  • Clean desk daily, check all electric equipment on daily basis.
  • If working in Factory, then clean all took or equipment after use.
  • Check all machine before and after use. It reduces the incident.
  • Remove unused material or item instantly, it creates more space.
  • Inform Immediately If notice anything wrong with electrical equipment.

 

  • Reference