CA JEETENDRA MISTRY
jeetendram@hotmail.com
SERIES - TIME MANAGEMENT – 6
Time Savers
In last 5 articles on Time Management, we identified Characteristics of Time, concept of Time Management and how it shapes out to be Life Leadership, G-D-P (i.e. Goal, Direction and Process) of Time Management, and we identified six Time Wasters.
Today I would also be providing “Time-savers” as tools, which may help you to have better Time Management. But as we indulge to that subject, let us quickly look over activity cycle, where we have 2 stages – one at time of decision and another at time of action.
Here is an opportunity to save time, by conscious awareness as to any activity. As you like swimming and as your New Year Resolution in January this year, you have decided to learn swimming. In cold season of January, it would be futile to start such learning, as cold would be tempting factor for you to quit it soon. So thinking of “Learning swimming” in January, falls under “NO”, so you are left with solution of “Forget” at that point of time. Remembering such points at inappropriate time, normally takes away more time and leaves dampening effect on such unpleasant decision.
Now second question comes, when in March/April, you decide to “Learn swimming”. At that point of time, you again have 2 options – either to do it yourself or to delegate. Here, question of “delegation” does not arise, as you want to learn swimming, and do not want your wife to learn swimming instead of you!!
“Delegation” is major “Time-saver” tool. It is said that you should do nothing which can be delegated, unless you want to take credit for doing it yourself. But delegation is articulate subject and needs to be handled swiftly, with its principles followed perfectly.
Few guidelines of successful delegation are –
You should hand over job to person who knows best how to do job allotted to him/her
Proper communication may be done as to results expected after execution
Process of handling the task, may be left to person, who does it
No unnecessary interference to be made in process person undertakes
Know the progress made in task delegated as “mile-stones”
Take corrective timely action, if task is not moving as per your expectation
Have full faith in person to whom work is delegated
Let the person have full authority to get task done, as if you do it
Any lapse after execution of “delegated” work remains with you, hence you need to be very cautious and confident about the task to be delegated. Please do not delegate any task to another person, if you have not done it yourself earlier, because you would know intricacies involved in the process only if you have successfully done it yourself.
Another Time-saver is “To do two things simultaneously”. This may not be possible in all the cases and all the time, but you should know which two or more activities may be combined and done together, without affecting end-results. I may cite few examples here.
I used to listen to philosophical/spiritual cassettes/CDs in my car, while driving or riding. This time was best utilized to distract my attention to my favorite activity as it was saving my time. My wife still does ironing of clothes, while watching TV or listening to music. She also cuts vegetables, while watching TV serials. Young students may prefer to roam in terrace in evening with book in hand during days of examination. This would provide then with physical fitness and fresh air, even while studying.
So these were few ideas which you may realize as “time-wasters” if you analyze your diary
of last week as to which tasks could have been avoided, provided you were consciously aware about. Similarly, you may also have saved time, by doing two separate activities at same time, without affecting end results.
Time Management in modern management is considered as of Fourth Generation. Let me brief you with all in tabular format.
As I understand, the above table itself provides so much clarity that elaboration may not be needed. However, what we are supposed to know is that old methods have been replaced by new ideas, which understood properly and implemented impeccably, would definitely drive best results in life.
The latest concept in vogue is Stress-free Time Management, which emphasizes to follow the process, not the planner. This concept also stresses not to focus on goals, but focus on values, in life. Stephen R Covey, renowned author of “Seven Habits of Highly Effective People” has said in his book “Principle Centered Leadership” that any business, even politics may be based on values, which we may not agree fully with him initially. But will discuss that subject sometimes later.
Simple principles-methods to be followed for this are:
Have value-based Objectives
Connect small things together and make it large later
Be flexible with yourself
Let me start a story. Once a professor in class of elite students of management, started one exercise. He took out a big transparent jar and started putting small tennis balls into it. After putting about 9 balls, he asked class “is there any room to put more?” All unanimously said - “No”. He took out small pebbles and started putting in the jar. After filling few, he asked again – “Is there any room to put more?”. Students said – “Maybe”. He took out the sand and poured in jar. He asked again the same question. Students said – “Yes, water.” And he poured in water to make it full.
I would complete the story in next article, but till then you are free to think about probable solution, professor wanted to offer. Please do not miss next part, as is utmost important.
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CA JEETENDRA MISTRY
jeetendram@hotmail.com
