Professional Behaviour - Planningand Time Management

Case study

Jason, a new graduate, has recently started a new job. On his first project, he is made part of a team working on an extensive piece of work. Jason is delighted and is assigned his tasks by the project manager. A few days into the project, Jason starts to feel overwhelmed. He is falling behind on his assigned duties, and his team members are becoming increasingly frustrated with him and the delays he is causing to the project schedule.

Jason realises he is struggling because of poor planning and time management skills. Recognising that his lack of skill in this area could see him removed from the project, Jason sets out to sharpen his skills quickly. He researches ways to improve, using platforms such as Google and YouTube tutorials on planning and time management. Jason identifies that his main problem was trying to do everything himself, which resulted in him finishing nothing. Through his research, Jason learns to pace himself, prioritising his tasks according to what needs to be completed first and planning strategically. Through these small changes, Jason is able to complete his assigned tasks on time.

What are planning skills?

Planning requires thought, which is why it is viewed as a thinking skill. It requires people to think, plan and strategise in order to accomplish their goals.

What are time management skills?

Time management can be defined as the process of allocating and dividing your time between different activities that require your attention. By managing time efficiently, a person is able to get more done in less time. Managing time well can also lead to lower stress levels and greater effectiveness.

Why are planning skills important?

- Planning significantly reduces stress.

- It prepares a person for unexpected situations, through the creation of contingency plans in advance.

- Planning serves as a way to monitor progress at work.

- Planning helps identify the competition and shapes action plans, helping to create a competitive edge for companies.

- Planning improves teamwork.

- Planning helps us use resources wisely.

Why are time management skills important?

- Good time management enables a person to do more in a shorter space of time, leaving more free time to focus on other things.

- More free time allows you to focus on, for example, new learning opportunities.

- Managing time effectively lowers stress and increases focus.

- Good time management enables higher productivity among employees.

- Time management reduces conflict within teams.

- It develops a sense of responsibility in personnel.

- Time management also increases self-confidence.

Ways to improve your planning skills

- Research the subject to build your knowledge and understanding of planning and ways to improve your skills. Tools such as Google and YouTube can provide valuable guidance.

- Identify what you are trying to achieve. Determine the steps needed to reach your goal and the possible setbacks that might arise or affect your progress.

- Decide on a timeline. Setting a timeframe creates focus.

- Decide who forms part of your team. Select team members and assign roles, which creates responsibility and accountability within the team.

- Consider alternative approaches. Look for and weigh up alternative ways of achieving your goal — you may find a faster or cheaper route to the same destination.

- Ensure your plans are adaptable. No plan is set in stone, and it is vital that plans remain adaptable as circumstances change.

- Evaluate your plans. Review plans regularly to identify what didn't work and why. Doing so gives rise to strategies for improvement.

Ways to improve your time management skills

- Tools such as Google, YouTube and various other platforms can provide valuable guidance on improving these skills.

- Delegate tasks. Delegate tasks to team members; however, when delegating, it is important to assign the right tasks to the right people — for example, if you need a budget estimate, assign it to someone with a strong financial or economics background.

- Prioritise your work. At the start of each workday, list the tasks that require your attention. This increases focus and productivity.

- Create a schedule. A to-do list that focuses attention on the most immediate tasks (similar to prioritising work).

- Set deadlines. This encourages the team to focus on, and complete, tasks on time.

- Avoid multi-tasking. As tempting as finishing multiple tasks quickly may sound, multi-tasking draws too much energy and focus away from more pressing issues. It is wiser to devote your full attention to a single task, which results in fewer errors.

Conclusion

It is evident from the above that planning and time management skills are of significant importance. Applying the methods above can help a person strengthen their planning skills, ensuring attention remains focused on the tasks at hand.