Time Management as a Tool for Higher Productivity in an Organization
Chapter One
OBJECTIVE OF THE STUDY
The major objective of this research is to examine the effect of time management on the production of goods and services, as well as, to determine the lessons, learned from the results data collected through this research. However, in the specification, the study is to address the following issues
- To find out the time-consciousness of the staffs in relations to their productivity.
- To assess the effects of time management on productivity in an organization.
- To ascertain the relationship between time management and organizational productivity
CHAPTER TWO
REVIEW OF RELATED LITERATURE
TIME MANAGEMENT
The practice of time management dates back to the days of the Industrial Revolution of Europe. Prior to the industrial revolution, most people led simple one-dimensional lives as small-scale farmers, artisans etc. (Adebisi, 2013). The concept of time management at this time depended on weathers, seasons, daylight etc., For example, daylight hours determined work hour. The sun and the moon determined time keeping and time management. Adebisi (2013) argued further that the industrial revolution, however, popularized the use of machines in factories and electricity rendering the concept of daylight hour insignificant. The invention of mechanical clocks further made it possible to manage time more effectively. This development was further strengthened as a result of the shift from agrarian to industrial economies, and the popularization of the views of scholars and popular politicians such as Isaac Newton and Thomas Jefferson. Benjamin Franklin’s statements ‘Time is Money’ and ‘time is the stuff of which life is made’ no doubt inspired people to take time more seriously. The Scientific Management Theory as popularized by F.W. Taylor further established the practice of time management. Taylor opined that the cause of inefficiency was due to workers tendencies to work slowly and lack of incentives to work fast. He therefore advocated for the establishment of specific work targets and payment of workers for the tasks and goals met. This mandated better usage of time and became the basis for modern time management approaches (Nayab, 2011). Stephen (1994) in his popular book, ‘First Things First’ identified four generations of time management approaches that are in use since World War II: (i) first generation: the use of traditional and rudimentary approach based on clock-based reminders and alerts; (ii) second generation: the use of planning and preparation of work schedules and events, including setting time-based goals; (iii) third generation: prioritization of various tasks and events, and controlling tasks using schedulers; and (iv) fourth generation: the fourth generation of time management approach is the contemporary approach. This approach, like the third generation approach, aims at prioritizing various tasks and events, but aims at prioritization based on importance of the task rather than the urgency. This approach also concentrates on the efficient and proactive use of the various time management tools. Moreover, time management was introduced as a method for effectively coping with time issues on the job. The method consists of tips and techniques to determine which goals to pursue in the short term, how to translate these goals into tasks and activities to be performed immediately, how to plan and prioritize them on a daily basis, and how to avoid work interruptions that distract from executing these tasks (Claessens, 2004). He argued further that since its introduction, there has been tremendous popular attention for the implementation of time management techniques at work and time management training programs.
TIME AND EFFECTIVE TIME MANAGEMENT
Time is an essential resource; it’s irrecoverable, limited and dynamic. Irrecoverable because every minute spent is gone forever, limited because only 24hours exist in a day and dynamic because it’s never static. According to North (2004), time management is the organization of tasks or events by first estimating how much time a task will take to be completed, when it must be completed, and then adjusting events that would interfere with its completion is reached in the appropriate amount of time. Time management is not about getting more things done in a day. It is about getting the things that matter most done. Time management is the ability to decide what is important in your life both at work, at home and even in our personal life. Time is that quality of nature which keeps all events from happening at once. To manage your time, you need to go through a personal time survey and estimate the way your time is being spent. Time management is a set of principles, practices, skills, tools and system that help you use your time to accomplish what you want. Time management is a skill that many of us seem to learn through necessity. The problem with learning a skill through necessity is that, more often than not, bad habits creep in and, although the skill may be useful in general, we do not use it to its full potential. Time management is a skill that takes time to development and perfection. It also is a skill that is different for everyone. Time management refers to the development of processes and tools that increase efficiency and productivity. Effective time management is the key to high performance levels. Effective time management not only affects the productivity of your employees, but also helps to cope with stress, conflicts and pressure more efficiently. It also helps them maintain a healthy work-life balance and keeps them motivated. Time management training is one of the most effective tools to enhance the productivity of your team. In the time management training, participants are provided with a unique planning and managements systems that help them have greater control over their time as well as their performance. As a manager, sales person, administrative assistant or an executive, time is the most valuable asset.
CHAPTER THREE
RESEARCH METHODOLOGY
Research design
The researcher used descriptive research survey design in building up this project work the choice of this research design was considered appropriate because of its advantages of identifying attributes of a large population from a group of individuals. The design was suitable for the study as the study sought to time management as a tool for higher productivity in an organization
Sources of data collection
Data were collected from two main sources namely:
(i)Primary source and
(ii)Secondary source
Primary source:
These are materials of statistical investigation which were collected by the research for a particular purpose. They can be obtained through a survey, observation questionnaire or as experiment; the researcher has adopted the questionnaire method for this study.
Secondary source:
These are data from textbook Journal handset etc. they arise as byproducts of the same other purposes. Example administration, various other unpublished works and write ups were also used.
Population of the study
Population of a study is a group of persons or aggregate items, things the researcher is interested in getting information on the study time management as a tool for higher productivity in an organization. 200 staff of seven-up (7up) Bottling Company, Kaduna State was selected randomly by the researcher as the population of the study.
Sample and sampling procedure
Sample is the set people or items which constitute part of a given population sampling. Due to large size of the target population, the researcher used the Taro Yamani formula to arrive at the sample population of the study.
CHAPTER FOUR
PRESENTATION ANALYSIS INTERPRETATION OF DATA
Introduction
Efforts will be made at this stage to present, analyze and interpret the data collected during the field survey. This presentation will be based on the responses from the completed questionnaires. The result of this exercise will be summarized in tabular forms for easy references and analysis. It will also show answers to questions relating to the research questions for this research study. The researcher employed simple percentage in the analysis.
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
Introduction
It is important to ascertain that the objective of this study was on time management as a tool for higher productivity in an organization. In the preceding chapter, the relevant data collected for this study were presented, critically analyzed and appropriate interpretation given. In this chapter, certain recommendations made which in the opinion of the researcher will be of benefits in addressing the challenges of time management as a tool for higher productivity in an organization
Summary
This study was on time management as a tool for higher productivity in an organization. Three objectives were raised which included: To find out the time-consciousness of the staffs in relations to their productivity, to assess the effects of time management on productivity in an organization, to ascertain the relationship between time management and organizational productivity. In line with these objectives, two research hypotheses were formulated and two null hypotheses were posited. The total population for the study is 200 staff of seven up bottling company plc, Kaduna state. The researcher used questionnaires as the instrument for the data collection. Descriptive Survey research design was adopted for this study. A total of 133 respondents made plant managers, trade managers, mechanical technicians and utility technicians were used for the study. The data collected were presented in tables and analyzed using simple percentages and frequencies
Conclusion
It is appropriate to conclude that time is a valuable resource available to every organization and the challenge of time management seems to be a missing link in effective public service delivery in Nigeria. The findings of the study have revealed that workers do not really appreciate the process of time management and consequently do not adopt its principles. It was also discovered that there are traces of time wastage by workers during working hours. Government’s ministries, agencies, parastatals and offices should realize the importance of time management to their survival in this modern day of service delivery. In some organizations, especially large corporations, arrival time, services time and waiting time can be measured. This means that managing service delivery also means managing time, as effective time management reduces service failure. Therefore, employees should be encouraged and motivated to stick to their time management practices as a strategy for productivity and survival in a competitive environment.
Recommendation
Based on findings, the following are recommended:
1) Organizational records should be standardized formats to save time, and should include time management tools such as; time log, schedule and Gantt chart which help employees to manage their time effectively. There should be clear policies, rules and regulations for employees to save their time and prevent time wasters. Employees at all levels should realize the time management practices and developed habits such as; setting goals, prioritized activities, using to do lists, delegation and avoid procrastination as a means of outperforming competitors.
2) Proper time management also requires motivation in form of higher remuneration and conducive working environment. Motivation involves setting of time for the accomplishment of all activities by governments at all levels, adequate provisions for the attainment of the organizational goals, mechanism for monitoring the attainment of the time set, objective performance appraisal should be conducted at the expiration of the time, and a commensurate compensation and adequate sanction should be adopted for any employees that meet set target and those that failed.
3) Leaders should also avoid procrastination because it is the most time killer. Whatever that needed to be done that will improve the performance of the organization should not be delayed. This will also reduce stress and last minute rush as people are judged with the manner they handle their services.
4) Organizations should train their employees in systematic time management so that they can achieve productivity results in a progressive period of time. Civil servants should be made to appreciate the process of time management practices and its principles through training and sensitization.
5) Effective time management requires use of certain facilities and equipments such as computers, organizers, calendars and diaries etc. These facilities and equipments should be made available so as to facilitate time management practice in the Nigerian Civil Service. They should minimize waste of time during working hours by avoiding issues leading to time wastage such as procrastination, gossips and prolong meetings etc
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