Methods To Improve Time Management Commerce Essay

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The job done by any manager in an institution is complicated and there are a collective set of skill that are essential to perform the duties of a manager successfully. Skills that are associated with technical efficiency, skills of conception, and human skills etc are the most important set of skills that a successful manager should possess. By the use of such skills there would a perception of the organization as whole from the part of the manager and he can also plan ways to properly guide the organization to a higher level. This report deals with the essential skill sets like personal and professional managerial/leadership skills including time management, running meetings, making presentations and stress management that a upcoming manager should possess so that he can climb the ladder of success. Also included in the assignment is the personal audit plan and a subsequent personal development plan that helps to implement the practical methods of developing the managerial skills (Articlebase, 2009).

The concept of managing time involves something more than time management itself as it involves the efficient use of the most precious but at the same time least respected resource. It involves the management of oneself in association with the available time. It involves the proper allotment of the specific priorities of a person by the taking of the proper circumstances as well as the ideal using of the time. It also involves the altering of the habit or activities in an individual which leads to time waste. The management of time also involves the adoption of habits as well practical aspects that leads to the optimal utilization of time. There are certain factors that lead to poor time management.

Poor Planning:

Mohanty, the general as well as executive director of the centre for good governance states that "to get something done are the causes of poor planning. Absence of a plan of action is likely to trigger off a false start, resulting in failure to see the value of planning and getting impatient to get something done are the causes of poor planning. ductive time utilization on the critical path of the task being undertaken. Consequently, the managers might not find enough time for completing the task"(Mohanthy).

Crisis Management: this has also been implicated as a factor that is an obstacle in time management and regarding this issue the authors of the handbook of time management state that "Most often, crisis management is an offspring of lack of prioritization of tasks. As a result of the inability to distinguish between the urgent, the important and the unnecessary tasks, unimportant tasks are likely to get done first at the cost of important tasks. Consequently, the managers are not likely to find enough time to get around to the important things." (Mohanthy)

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Methods to improve time management:

There some effective steps to manage time properly that are stated as follows

"How good is Your Time Management? - "Zero in" on the time management skills that will help you most.

Beating Procrastination - Manage your time. Get it all done.

Activity Logs - Know where your time goes.

Prioritized To Do List - Taking control of your time.

Action Programs - Becoming exceptionally well organized.

Prioritization - Making best use of your time and resources.

Effective Scheduling - Bringing your workload under control.

Personal Goal Setting - Planning to live your life your way.

Locke's Goal Setting Theory - Understanding SMART goal setting.

The Golden Rules of Goal Setting

Backward Goal Setting - Using backward planning to set goals.

In Flow - Maximizing productivity through improved focus.

Leverage - Achieve much more with the same effort."

Running meetings:

The manners in which the board meetings are run decide and also reflect the exact manner in which the firm is run. Successful strategies for the running of a company are created in the board meeting of a good company and this helps eventually in the running of a successful business. Even in the case of small scale businesses successful board meetings would give a helping hand in the setting of good strategies in business.

Practical methods to run effective meetings:

Rebori a specialist in community and organisational development states the important facts about the methods to run a meeting as follows: "First, one needs to decide if a meeting is necessary. Before scheduling or attending your next meeting, clearly define the objectives for yourself or the group if you are the person responsible for the meeting. To help you think through your objectives, ask yourself the following four questions:

• Why am I scheduling or attending this meeting?

• What do I want to accomplish or gain?

• What information will be exchanged or decisions made?

• Who will be attending that I need to meet or gain their support?"

On clarification of the objectives the next step is to decide on the possible ways to clarify the objectives. Rebori further states that "To make sure a meeting will be the best use of

time and energy for all concerned, determine if it will be used for at least one of

the following reasons:

• To convey information to a group

• To solicit information from a group

• To answers questions

• To participate in group decision making

• To brainstorm ideas

• To solve problems

• To network

• To sell an idea, product, or service

• To show or provide support for others" (mind tools .com)

Making presentations:

A presentation should be in such a way that there should be proper application of the strategies of marketing. The importance of a proper presentation can be understood from the fact that there are professional from whom the making of the presentation can be outsourced. There should also be persistence in the way the presentations are made. There are certain things which the person should avoid in order to do a proper presentation.

The presenter should not appear to be unprepared

Question should not be handled improperly

All information on the organization should be familiar

The visuals should not be used unprofessionally

The presentation should be on schedule

There should be sufficient involvement of the participants

A proper rapport should be established with the audience

There should not be disorganization in the summary, review and in the previews.

Management of stress

A challenging career will always bring along stress with it and for the proper management of stress there should be effective management of stress. There are many approaches of managing stress and many ways to identify the sources of stress in the life of a person.

The major steps involved in the management of stress are as follows.

"Stress Management -What you need to know about stress

Stress Diaries - Identifying the short-term stress in your life

Job Analysis - The first step in managing work overload and job stress

Performance Planning - Planning ahead to reduce performance stress

Imagery - Mental stress management

Physical Relaxation Techniques - Deep breathing, PMR and the relaxation response

Thinking On Your Feet - Staying cool and confident under pressure

Rational Positive Thinking

Are You a Positive or Negative Thinker?

Anger Management - Channelling anger productively

How Good is Your Anger Management?

Burnout Self-Test - Testing yourself for burnout

Building Self-Confidence - Developing the self-confidence you deserve

Locus of Control - Finding out who's in charge of your destiny

The Wheel of Life - Finding balance in your life" (mind tools .com)

Personal skills audit:

The method of performing a personal skill audit could be given as follows:


The way of communication is actually formal or an informal way of communication may be used. There are many situations that would help to apply the skills of communication

Team work

The ability to do team work can be performed as follows: "Working with others is a skill highly valued by employers. Suitable evidence for this skill need not be limited to work experience. You should think of all aspects of your work, studies and social life."


The ability to cooperate depends on the "ability to collaborate effectively within a team and you may have developed this skill through your involvement with, group project work during your course, team games etc" (

Skills in solving problems:

Creativity: This refers the capacity to form or get novel ideas or perceive ideas in a different way. This is clearly given in the guide on auditing skills as "Perhaps you have found a new way of approaching your coursework or taken over a project from someone else bringing a fresh approach to achieving a goal. (

Planning in the organisation

This refers to the "ability to set down a systematic sequence of activities and carry them through in an effective manner". An illustration for this particular situation is given as "Perhaps you have organised a group holiday or club event; do you use a diary or action plan for successful study/revision?" (


This refers to the "ability to gather information in a systematic way to establish certain facts or principles" (

Analysis and initiative:

This refers to the "ability to understand and summarise information (Detailed examination of structure and content) and initiative refers to the ability to initiate, take decisions and act resourcefully" (

Management of oneself:

This skill refers to the "ability to identify and reflect on own strengths and weaknesses in relation to:

Personal Development: Are you confident in expressing yourself or is this something you need to work on? Are you fully aware of your core strengths i.e., skills, experience knowledge and attributes that are your 'unique selling points' in the employment market.

Educational Development: Do you regularly review your progress against targets you set yourself? Do you make good use of your time when working on assignments or do you need to be more organized?

Career Development: Do you have a career plan? Do you have an up-to-date, well-organized, concise and accurate CV which clearly sells your strengths? Do you have any par-time jobs, or do voluntary work, that has developed your employability skills?"

Personal development plan:

Swot analysis:

"SWOT is an abbreviation for Strengths, Weaknesses, Opportunities and Threats SWOT analysis is an important tool for auditing the overall strategic position of a business and its environment. Once key strategic issues have been identified, they feed into business objectives, particularly marketing objectives. SWOT analysis can be used in conjunction with other tools for audit and analysis, such as PEST analysis and Porter's Five-Force analysis. It is also a very popular tool with business and marketing students because it is quick and easy to learn."

The swot analysis would be done on the basis of the following table.


Present position


Nature of work done and the duration

Special areas of expertise

Kind of resources possessed

The strengths of my personality

Powerful contacts

Particular interests at work

The status of patents and IPR

Sources of motivation

Happiest moments in career

Valuable contribution in career


My limitations'

The major gaps in qualification and knowledge

The type of pressures in financial terms

Weak aspects of personality

The aspects holding me back

The moments of frustration and unhappiness in work

Is there any vulnerability to financial as well as other legal aspects.

Are there any limitations that have not been listed


"Are there any suitable job vacancies

available or coming up?

Are reorganisations being planned

that might offer openings?

What are the strengths and

weaknesses of my rivals?

Are there any gaps or niches in the

marketplace I could exploit?

Are there any opportunities for


What writing, speaking or media

opportunities are open?

Are any prizes, scholarships or

bursaries available?

Are there sponsorship opportunities?

Do changes in local conditions or gaps in service exist?

Are there inventions or ideas or new ways of working I could put to use?"


"Potential financial problems.

Rivalry or opposition from others.

Changes in the marketplace for what I or my organisation offers.

Legal proceedings.

Physical deterioration of property or assets.

Taxation or benefit changes.

Forthcoming legislation or


Unfavourable changes in national or local economic conditions.


Loss of image or reputation.

Obsolescence of my skills, knowledge or products."

Source: (

Personal development plan:

This would be very helpful to realise the aspirations one has in the field of research. The purpose of the personal development plan is to recognise the goals and skills that would be important for the development of the person as a whole.

The goals can be classified as

Short term

This refers to the needs of the role in a firm or organisation that are immediate

Medium term

These needs are mainly concerned with the requirements that the future of the job demands that would in the long term help to realise the objectives of the career.

Long term

This helps to meet the long term career objectives.

It is said that "In answering these questions you can start to focus on where you want to go in your job / role and what you need to do to get there. Ask yourself what knowledge/skills you will need to develop in order to meet these objectives and add them to the table below under the appropriate timescale". Source: (

Identifying the needs of learning:

To state the objectives of work for oneself and also for the team in the term of short and medium

The way the nature of work would alter in the following years?

To recognise the goals in the career in the long term?

Scale of time

The core skills that are needed to develop

Short term

This refers to the needs of the role in a firm or organisation that are immediate

Medium term

These needs are mainly concerned with the requirements that the future of the job demands that would in the long term help to realise the objectives of the career.

Long term

This helps to meet the long term career objectives.


From the above analysis, it can be concluded that the strengths of the above that the qualities like professional managerial/leadership skills including time management, running meetings, making presentations and stress management are very important and play an integral and important role in the improvisation of the individual as a whole. They also occupy an significant position in the strengths, weakness, threats and opportunities section of the analysis.