The Effect of Time Management on Secretary Efficiency and Effectiveness
CHAPTER ONE
OBJECTIVES OF STUDY
The objectives of this study are numerous among which are:-
- Under-standing the travel meaning of time management with the view of highlighting its various advantages and constraints.
- Bringing into time light the wise principles and techniques of time management.
- Understanding common time waster e.g. procrastinations telephone and human interruption under objectives and priorities in vision and many more.
- Suggestion ways where by problems that arises form lack of understanding and attention to time can be corrected.
- To correct the general myths of time management in the minds of people especially the secretary.
- Creating awareness as to the losses arising from lack of time management.
- Above, all the emphasize the secretaries productivities and efficiency in term of time management.
CHAPTER TWO
REVIEWED OF RELATED LITERATURE
Time management
Reed defined management as the organizational process that includes managing resources, strategic planning, setting; objectives, employing and deploying the financial and human assets needed to achieve objectives, and measuring results [28]. As defined by [31], time management is basically the art of arranging business and personal affairs in such a way that you together with your things show up when, where, and how you have intended them to as effortlessly and ubiquitously, as practicable, and to facilitate getting things done as promptly as practicable with the less amount of resources (money, time, energy and people) necessary. Time management actually represents the tool, skills and abilities required in doing the right thing at the right time, with minimum effort, and resources, effectively and efficiently, leading to the achievement of your goals and the things you personally prioritized and value. Time management according to North [29] is the organization of tasks or events by first estimating and forecasting how much a task would take to be completed, when exactly it must be completed and adjusting events that would interfere with its completion, so thatcompletion is finally reached in the appropriate anticipated amount of time. Time management is not about getting more things done in a day. It is rather about getting the things that matter most done. It is the ability to responsibly decide what is important in life both at work, at home and even one’s personal life. Time management is not and would not ever be distinct and separable from management in general. Its main objective is to prevent dawdling and waste of time and regulate working time. Time management places much emphasis on preventing unnecessary activities, increase of efficiency, organizing and delegating tasks. Effective time management provides employees with a feeling of greater security, independence and the clients with satisfaction with efficient and faster service delivery tailored to the needs. According to Crutsinger [2], time management is about determining what should be done by first and foremost setting goals, deciding which events are considered most important and realizing that other activities or events will have to be scheduled around them (prioritizing), making decisions about how much time one allows for certain tasks (time estimation), flexibly adjusting to cater for the unexpected (problem solving), reconsidering priorities and goals on a regular basis (evaluation), and observing patterns and trends in behavior. There is ongoing debate over exactly what skills and behaviors constitute effective time management. For example, Shipman identified six principles for effective time management. These principles included being aware of self, setting goals and priorities, structuring time appropriately increasing personal effectiveness and efficiency, scheduling time for events or activity, and scheduling relaxation time [41]. Time management behaviors have more recently been characterized as making lists, organizing, evaluating one’s schedule, goal setting, keeping and routinely breaking down tasks and events into simpler parts [10]. An empirical study investigating the effects of time management behavior has identified three broad most important clusters of behaviors.
CHAPTER THREE
RESEARCH METHODOLOGY
INTRODUCTION
In this chapter, we described the research procedure for this study. A research methodology is a research process adopted or employed to systematically and scientifically present the results of a study to the research audience viz. a vis, the study beneficiaries.
RESEARCH DESIGN
Research designs are perceived to be an overall strategy adopted by the researcher whereby different components of the study are integrated in a logical manner to effectively address a research problem. In this study, the researcher employed the survey research design. This is due to the nature of the study whereby the opinion and views of people are sampled. According to Singleton & Straits, (2009), Survey research can use quantitative research strategies (e.g., using questionnaires with numerically rated items), qualitative research strategies (e.g., using open-ended questions), or both strategies (i.e., mixed methods). As it is often used to describe and explore human behaviour, surveys are therefore frequently used in social and psychological research.
CHAPTER FOUR
DATA PRESENTATION AND ANALYSIS
INTRODUCTION
This chapter presents the analysis of data derived through the questionnaire and key informant interview administered on the respondents in the study area. The analysis and interpretation were derived from the findings of the study. The data analysis depicts the simple frequency and percentage of the respondents as well as interpretation of the information gathered. A total of eighty (80) questionnaires were administered to respondents of which only seventy-seven (77) were returned and validated. This was due to irregular, incomplete and inappropriate responses to some questionnaire. For this study a total of 77 was validated for the analysis.
CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
5.1 Introduction
It is important to ascertain that the objective of this study was to ascertain The effect of time management on secretary efficiency and effectiveness. 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 The effect of time management on secretary efficiency and effectiveness.
Summary
This study was on the effect of time management on secretary efficiency and effectiveness. Six objectives were raised which included: Under-standing the travel meaning of time management with the view of highlighting its various advantages and constraints, bringing into time light the wise principles and techniques of time management, understanding common time waster e.g. procrastinations telephone and human interruption under objectives and priorities in vision and many more, Suggestion ways where by problems that arises form lack of understanding and attention to time can be corrected, to correct the general myths of time management in the minds of people especially the secretary, creating awareness as to the losses arising from lack of time management and the emphasize the secretaries productivities and efficiency in term of time management. A total of 77 responses were received and validated from the enrolled participants where all respondents were drawn from first bank in Abuja. Hypothesis was tested using Chi-Square statistical tool (SPSS).
Conclusion
Effect time management is a panacea to organizational effectiveness and not a placebo. Effective time management will improve staff productivity, make scheduling of jobs easier, make staff to perform tasks at their highest skill level, helping staff to prioritize and accomplish important task, recording and guiding the organization towards achieving its set goals. Being well organized in respect of the use of time does not necessary means a fixed state of quality. It can be acquired through learning and developing through consistent practicing and experience. Time will only work if the person is committed fully to it thereby removing any shred of doubts. The most important and crucial ingredient is “confidence”, this is split into two aspects.
Recommendation
There is a positive relationship between the organizational high performance and time management. Thus an increase in proper time management will bring about a corresponding increase in the organization performance, all things been equal. In order to create a time-conscious organization that one will have to become more time efficient, and that the organization itself streamlines it process.
Employees in the organization attempts too much task. Avoiding too much task; make sure you delegate the right task to the right person.
Make use of technology time savers and use the most appropriate form of technology for your purpose. Every person must treat time very carefully, because nothing affects the bottom-line of an organization more than time effectiveness of its people (some executive do nothing serious about it). Laying emphasis on the importance of good time management at regular meetings is a great way of ensuring that all the employees are all aware of it.
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