Time Management

Introduction

Supervisors are people who are one’s immediate superior in the work place. Employees report either directly or indirectly to the supervisor in any given organization. Supervisors are always responsible for direct report progress and productivity in the company, which include the basic management skills such as decision-making, planning, problem solving, delegation and meeting arrangement. It also includes the process of organizing teams and noticing the need for designing new duties in the group. In addition, the first level supervisors are also concerned with hiring of new employees, training them on various areas and keeping record on the employee performance management. This is achieved through observation of the employees conduct and giving feedback on the same, in addition to setting goals to be attained by both the management and the employees.  Supervisors also address performance issues and are responsible for the firing of the employees, thus ensuring conformance to the international regulations and the personnel policies. Supervisors in companies are usually characterized by strong working knowledge of the activities that fall in their groups. They usually have the knowledge on how to develop their product and carry out the services. Due to the wide scope of supervisory job, it is important for managers to ensure that they manage their time accurately. This is because time management is a critical skill that can make or break new managers (Bittel and Newstrom, 1992).

Time management is the process of exercising control over the amount of time spent to complete certain tasks, with an aim of increasing efficiency and productivity of an organization. In order for new managers to ensure proper management of time, they need to use a range of skill, tools and techniques in achieving this. These activities include proper planning, setting goals, analysis of time spent, organizing, scheduling and prioritizing. New managers should also monitor and delegate duties in order to avoid time wasting and increase their productivity and efficiency. Time management is a determining factor for the success of a business, and is very necessary for all project managements as it sets the completion time and also the scope of the project. Having defined the terms supervisor, time management, and the general duties of supervisor, it is important to discuss why time management is important for new managers and how they can they can manage their time within an organization to ensure productivity and efficiency.

Just as the office manager, a corporate executive, a governor or a first level supervisor, there is one important resource, which is time, and is equally distributed. For first level supervisors, it is important to attach more value and use time more appropriately. In order for supervisors to avoid wasting time and be productive, they should stop reacting to subordinate staff emergencies and priorities before accomplishing their duties. The supervisors should learn to be strict with his/her word and always be a good example by attaching more value to what they do, as a sure way of being productive. Entry level supervisors attending to other people’s requests and emergencies which are as a result of poor planning and poor time management will encourage the staff to be inefficient in their duties, and this will most likely affect the manager’s time plan. In addition, the first level supervisors should always make the right choice when selecting duties. This is because when they make wrong choices, the result will be undesirable and he/she will be forced to start all over again, but this time round wasting time in making the right choices so that the results are good. The supervisors should always do it right from the start and learn a lot during the process so that when they are faced with the same task next time, they will be in a position to handle it with ease without wasting time (Bittel and Newstrom, 1992).

In addition, it is very important for the new managers to think critically in order to ensure productivity of the company. Simplistic or shallow thinking generally leads to time wastage. New managers should think critically by labeling things and duties so that their retrieval becomes easier. Further, Managers on the entry level should also be in a position to make insignificant decisions hastily but deliberate on the difficult ones. It is very important for the new managers not to table little and insignificant decisions, which may make them to end with wrong choices as this will make them to rush through important decisions that may come along. As a result, they make mistakes that will force them to go back and rectify and at the end of the day, they find that they have wasted a lot of time without achieving much. Without critical thinking, new managers cannot achieve productivity in the organization.

First level supervisors should also be in a position to separate the surface symptoms from the core problem. This will enable them to avoid wasting time on the symptoms and deal with the problems. This is because the symptoms always attracts in such a way that they will distract the managers in realizing the exact causes or the problems. For instance, it is time consuming for the new managers to try to find a cure for problems such as negative attitude and poor performance as curing the problem will just suppress the actual problem making it difficult to be tackled at the end. This leads to the actual problem later re occurring making the managers to spent more time on it that could have been used somewhere else. On the poor performance and the negative attitude, the actual problem could be as a result of poor selection process during the employee recruitment process, unclear expectations, inconsistent sanctions or an underground informal power structure, which can only show up with enough symptoms to occupy the new manager’s time eve n for a year or more thus leads to more lost hours (Imundo, 1993).

It is also important for the new managers to have a list showing what they would like to accomplish within a set frame of time. This to do list will enable the managers not to forget very important priorities for the day and also be in a position to meet deadlines. It is always important for the managers to plan and think about their job priorities by writing them down because they are more likely to be accomplished when they are able to look down at them every now and then and they will not leave their workstation until they have accomplished them. Accomplished work in adherence with allocated time makes the new managers feel a sense of self-satisfaction and pride that will further reinforce the motivation that results into increased productivity that leads to further accomplishments (Imundo, 1993).

Another factor in time management that can lead to increased productivity from the new managers is allocation of some private time. Managers should always be in a position to have time for themselves each day even if it is for one hour. This is important because free uninterrupted time allows the managers mind to have time to identify the activities that can have the biggest pay off and also time to reflect on the days accomplishments (Imundo, 1993). If managers keep themselves busy throughout their minds will  just be focused on themselves and they are likely to find themselves caught up in more business without them seeing what they need to see and doing what they need to do thus leading to time wastage. When managers are in position to have some spontaneity they will be in a position to discover that many useful and important activities are likely to surface during the day. Nevertheless, the managers usually have the choice to react or not to. In addition there is always time for the clients, subordinates and departmental heads to inform the managers on the things they need to know or they will feel free to share various views with the management without any fear as opposed to when the managers appears busy always. Therefore to increase productivity of the company, new managers should manage their time in such a way that they have free time to just walk around and do the listening, looking and learning from the publics of the company. This will enable them to discover useful and valuable information that they have wasted considerable amount of time trying to discover them on their own.

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