TIME MANAGEMENT AND STRESS CONTROL REPORT

DOCTOR OF BUSINESS ADMINISTRATION

Risk Management and Stress Control
Professor: DR. JANINE MONEDA-DELA CRUZ
Submitted by: CATHERINE KRIS R. CIPRIANO

Introduction
Benefit of time management
Time management techniques
Time management in corporate
Role of managers in inculcating time management skills in employees
Practicing time management at workplace
Time management tips
Ideal task plan

Time management is a critical skill that involves effectively organizing and

prioritizing tasks to make the most of the limited time available. In today's fast-paced
world, where demands on our time are constantly increasing, mastering time
management is essential for achieving personal and professional goals, reducing
stress, and improving overall productivity and efficiency.

Effective time management allows individuals to allocate their time wisely, focus on
important tasks, and avoid procrastination and distractions. By setting clear goals,
establishing priorities, and creating a structured plan of action, individuals can maximize
their productivity and accomplish more in less time.
Time management refers to;
Managing time effectively, so that the right time is allocated to the right activity.

Making the best use of time, as time is always limited.

Effective time management allows individuals to assign specific time to activities as per
their importance.
Ask yourself “which activity is more important? How much time should be allocated to?”
Know which work should be done earlier and which can be done a little later.

Time Management includes

Time Management plays a very important role, not only in organizations, but also in our
personal lives.

1.Effective Planning - Plan your day well in advance.

Prepare a To Do List or a “TASK PLAN”.
Order activities according to their priority.
Allocate suitable time to each activity.

2.Complete pending tasks one by one. - Do not begin fresh work unless you have
finished your previous task.
Tick the ones you have already completed.
Ensure you finish tasks within the stipulated time frame.

3. Setting goals and objectives - Working without goals and targets in an organization
would be similar to a situation where the captain of the ship loses his way in the sea.
Set targets for yourself and make sure they are realistic and achievable.

4.Setting deadlines - Ask yourself “how much time needs to be devoted to a particular
task?” . Set deadlines for every task, and be committed to.
Do not wait for your superiors to ask you every time.
Learn to be self driven.
4. Delegation of responsibilities - Don’t do everything on your own, there are other
people as well.
Roles and responsibilities should be delegated to employees according to their interest
and specialization to ensure they would finish within deadlines.
An employee who does not have enough knowledge needs more time than someone
who knows the work well.
5. Prioritizing activities as per their importance - Prioritize tasks as per their importance
and urgency.
Know the difference between important and urgent work.
Identify which tasks should be done along the day, and during the month.
6. Spending the right time on the right activity -Develop the habit of doing the right thing
at the right time.
Work done at the wrong time is not of much use.
Keep some time separate for your personal calls or checking updates on Face book or
Twitter. After all human being is not a machine.

Benefits of Time Management

Time Management refers to making the best possible use of available time.
Managing time well enables an individual to do the right thing at the right time.
Time Management plays a pivotal role in one’s personal as well as professional life.
Let us go through some benefits of Time Management:

1. Makes you punctual and Disciplined

To make the judicious use of time;
Prepare a “TASK PLAN“ or a “TO DO“ List at the start of the day .
Then, sort activities which need to be done in a particular day as per their importance
and urgency.
Allocate specific time to each activity.
2. Make you more organized
Keeping things at their proper places minimizes time wasted on unnecessary search for
documents, files, folders, stationery items.
Keep your workstation, study zones, cubicles, meeting areas clean and organized.
3. Boost your Morale and Confidence
Accomplishing tasks within the stipulated time frame makes you popular in the
organization as well as amongst your peers.
People who understand the value of time are the ones who manage to stand apart from
the crowd.
Individuals who finish off work on time are looked up to by others and are always the
centre of attention everywhere.
4. Reduces Time to Reach Goal and Objectives
Managing time effectively helps employees to meet targets way ahead of deadlines.
Effective time management plays a pivotal role in increasing an individual’s productivity.
Effective Time Management helps employees to reach the pinnacle of success quickly
and stay firm at the top for a longer duration.
An employee who works just for the sake of working fails to create an impression and is
never taken seriously at work.
5. Makes you Plan Better
You have to learn how to plan things well, and know where exactly they stand five years
from now.
Reduces Stress and Anxiety - Remember, there is no point in wasting time and cribbing
later.
Finish off pending work on time and then you would have lot of time for your friends,
relatives and family members.

Time Management Techniques

Time management refers to the judicious use of time for achieving success in life. Time
Management helps an individual to make the best possible use of time. It is essential for
individuals to value time and allocate the right time to the right activity.

Let us go through some Time Management Techniques:

1.Set your Priorities

Prepare a “TO DO” List or a “Task Plan” to jot down tasks you need to complete against
the time slot assigned to each activity.
High priority tasks must be written on top followed by tasks which can be done a little
later.
Make sure you stick to your task list.
2. Finish your assignment on Time
Tick the tasks you have already finished.
3. Differentiate between Urgent and Important
Important “ … of great significance or value”
Urgent “ …. requiring immediate action or attention”
First, finish off what all is urgent and important.
Do not begin your day with something which is not so important and can be done a little
later.
Do not wait for your Boss’s reminders.
4. Stay Focused
While doing an urgent job, do not leave your work station.
Going for strolls in the middle of an urgent work breaks continuity and makes you loose
focus.

5. Add life to Work

In your daily schedule, you should include time for:
Tea breaks
Net surfing
Personal calls
Human being is not a machine who can work at a stretch for eight to nine hours.
Assign 30:45 minutes to check updates on social networking sites, call your friends or
family or go for smoke breaks etc.

6. Set Realistic Targets

Know what you need to achieve and in what duration?
Do not lie to yourself.
Assigning one hour to a task which you yourself know would require much more time
does not make sense.

7. Don’t Overload yourself

Say a firm “no” to your boss if you feel you would not be able to complete a certain
assignment within the assigned deadline.
Don’t worry, he will not feel bad.
Probably he can assign the same to any of your fellow workers.
Accept tasks which you are really confident about.
8. Be Disciplined and Punctual
Avoid taking unnecessary leaves from work.
Reach work on time as it helps you to plan your day better.

9.Be Organized - Keep things at their proper places.

Files must be kept at their respective drawers.
Staple important documents and put them in a proper folder.
Learn to be a little more organized, this will save your time which goes on unnecessary
searching.

10.Develop the habit of using an organizer

It helps you plan things better.
Keep a notepad and a pen handy.
Do not write contact numbers or email IDs on loose papers. You will waste half of your
time searching them.
Manage your emails, create separate folders for each client.
Do not clutter your desktop.

11. Keep things at their proper places.

Files must be kept at their respective drawers.
Staple important documents and put them in a proper folder.
Learn to be a little more organized, this will save your time which goes on unnecessary
searching.

12. Develop the habit of using an organizer

It helps you plan things better.
Keep a notepad and a pen handy.
Do not write contact numbers or email IDs on loose papers. You will waste half of your
time searching them.
Manage your emails, create separate folders for each client.
Do not clutter your desktop.

13. Enjoy your Work

Do not treat your organization as a mere source of money, change your attitude.
Avoid playing games on computer or cell phones during office hours, it is
unprofessional.
Do not work only when your boss is around, taking ownership of work pays you in the
long run.

Time Management In Corporate

Why its important?

Time Management refers to making the best possible use of time and doing the
right thing at the right time.
Managing time well plays a pivotal role in finishing off tasks within the stipulated time
frame and also increases productivity of an individual. Employees must learn to manage
time well at the workplace to achieve targets ahead of deadline and make a mark of
their own. One who understands the value of time is never overburdened and enjoys
each and every moment to the fullest.

1. Working Deadlines- Time Management helps individuals to:

Finish work within the assigned time.
Stay stress free and relaxed through out the day.
Plan specific time slots for all your day to day tasks at workplace.
2. Prioritizing Activities - It is important for an employee to understand what is important
and what is urgent.
Pick up all that is important and urgent at the start of the day, and finish it off first before
starting with something which can be done a little later.

3. Identifying Superior Employees - Do not keep work pending from your end, finish off
tasks as and when required.
Ignoring critical issues is pointless, you have to do it in any case.

4. Effective Employee Pathway Planning - Doing things on time helps you reach the top
of your career within the shortest possible time frame. Employees who just work for the
sake of doing work and do not pay attention to deadlines are never taken seriously at
the workplace. They are the ones who always crib and complain of excessive work load.

5. Organizing Work Place - You have to keep things at their respective places. Avoid
keeping heaps of paper and stacks of files on your desk. Not only it gives a cluttered
look to your workstation but also wastes half of your time in searching important
documents, files, folders and so on.

6. Identify Time Wastes and Workplace - It is foolish to waste time on unproductive

things which yield no results.
Your office does not pay you for gossiping and loitering around. No one expects you to
work at a stretch for the whole day.
Assign some time in your daily schedule to check updates on social networking sites or
calling up your friends but do know where to draw the line.

7. Disciplined and Punctual Employees - One gets in the habit of reaching work on time
as a result of effective time management.
Character of Good Time Manager

Organized
Avoid keeping stacks of file and heaps of paper at your workstation.
Throw what all you don’t need.
Put important documents in folders.
Keep the files in their respective drawers with labels on top of each file.
It saves time which goes on unnecessary searching.

Don’t misuse time

Concentrate and finish assignments on time.
Don’t wait till the last moment.
Do not kill time by loitering or gossiping around.
Remember your organization is not paying you for playing games on computer or
peeping into other’s cubicles.
First complete your work and then do whatever you feel like doing.

Be Focused
Develop the habit of using planners, organizers, tables calendars for better time
management.
Set reminders on phones or your personal computers.

Role of Managers in Time Management Skills in Employees

Do you find it difficult to complete assignments on time ? Doing the right thing at the
right time is an art and comes with planning and understanding. Time Management is
nothing but making the best possible use of time. Managers and superiors play an
important role in inculcating time management skills in employees.
The role of superiors is not only to sit in closed cabins but also to monitor subordinates.

Managers must lead by example

The best way to finish work on time is to be punctual at workplace.
If you expect your team members to reach office on time, you yourself have to be
disciplined.
Almost everywhere superiors are given some liberty but one should not misuse his
power.
The rules and regulations of an organization are not only meant for subordinates but
also for team leaders and superiors.
Managers must adhere to guidelines of the organization for their team members to
respect company’s policies.

2. Ask Employees to keep work station Organized

Go to each of their desks and check whether files and folders have been arranged
properly or not?
Make sure there are no heaps of paper on their desks.
Instruct your employees to clean their drawers at least once in a week.

3. Ask employees to have notepads, pens folders at workstations.

Point them out if they write on loose papers.
As managers it is your responsibility to tell them their mistakes so that they manage
things well.
Personally check their drawers once in a while.
4. Delegate Some responsibilities to Employees

Delegation should be done according to employee specialization, education,

qualification and background.
Convey them their targets and deadlines from the very beginning.
Make them aware of the goals and objectives of the organization.
Monitor their performance.

Give them deadlines and ensure they finish work within the stipulated time frame.
Appreciate employees who finish their work on time in the presence of all.
It is essential for the superiors to know what their employees are up to.
Try to find out what they do the whole day.

5. Let them Make “ To Do List”

Motivate them to prepare a TO DO List.
Check their task plan and make sure they do important and urgent tasks first.

6. Training
Promote various training programs to instill time management skills in
employees.
Conduct various workshops where employees can be given certain tasks apart from
their daily work.

7. Be a good Listener
Employees must have an easy access to their Boss’s cabin.
Proper coordination between employees and their team leaders is essential for effective
time management.
Do not keep tasks pending at your end.
Give approvals on time and make sure your team members do not be involved in
unproductive tasks.

Time Management Tips

Time Management helps individuals assign correct time slots to activities as per
their importance. The right allocation of time to the right task in order to make the best
possible use of time refers to time management. Time is limited and one can’t afford to
waste it. Time once lost never comes back, no matter how much efforts you put in.An
individual who wastes time at workplace is liked by none and finds it difficult to achieve
targets within the stipulated time frame. His work is never finished on time and is often
criticized by fellow workers and superiors.

Let us go through some time management tips for professionals;

1. Reach Office on time - Avoid taking frequent leaves from work.

It is important to be punctual for effective time management.
Do not roam here and there.

2. Prepare task Plan - The first thing an employee should do in the morning is to
prepare a Task Plan.
Write down what all needs to be done in a single day against the time slots you wish to
assign to particular tasks as per their importance.
Urgent assignments must be completed first followed by low priority tasks.
Once the task is complete, tick it off, you will feel relieved.

3. Manage yourself Well - Keep your workstation clean and organized.

Files and important documents must be kept at their proper places.
Avoid keeping stacks of files and heaps of paper at the desk. Throw whatever you don’t
need.

Never write on loose papers as you would definitely loose them after some time.
Keep all your personal belongings at one place.

4. Do not Clutter your Desktop - Create separate folders to organize your documents.
Delete whatever files and folders you don’t need.
Manage your emails well.

5. Use a Planner or Organizer - Use a planner or organizer to plan your day well.
A calendar never lets you forget important dates and meetings.
Leave a little early for meetings outside office.
Do keep margin of time for traffic jams, diversions or other unavoidable conditions on
road.

Example of Task Plan

Goals for Time Management

S – Specific
M- Measurable
A – Achievable
R – Realistic
T- Time Bound

Date -………………
Day -………………
9 AM - Day Begins.
9.15 - 10 AM - Reply urgent emails.

10 AM - 12 noon - Work on client A’s proposal, prepare reports and necessary data.
(Most Urgent). Also work on comparative analysis of competitors. (Urgent)
12 Noon - 12.30 PM - Sit and discuss with team members on pending issues (Have to
clear all pending work by end of the day).
12.30 - 1.30 PM - Lunch Break (Enjoy with fellow workers).
1.30 - 1.40 PM - Call up spouse.
1.40 - 3 PM - Work on Client B’s Proposal (Still have two days).
3 PM - 4 PM - Sit with Boss for approvals and other critical issues.
4 PM - 5 PM - Call up existing and potential clients.
5 PM - 5.15 PM - Check personal mails.
5.15 - 6 PM - Collate reports and send to immediate reporting Boss.
6 PM - 6.15 PM - Organize Work Station.
Day Ends

Conclusion

By implementing time management principles and techniques, individuals can take

control of their time, reduce stress, and achieve greater balance and fulfillment in their
personal and professional lives. Time management is not just about managing time; it's
about managing priorities, making conscious choices, and ultimately, living a more
purposeful and fulfilling life