Effectively Planning the Use of Time

Keisha R. Byard
MGMT 2215-Team Project
Perry Barton, Instructor
March 16, 2015

54-1
Effectively Planning the Use of Time
As people get older and they have a greater number of responsibilities, it seems to be that there is
not enough time in the day. In order to still accomplish everything that one wants to needs to
throughout the day, it is essential to be able to effectively plan the use of time. The purpose of
this report is to identify and explain the different techniques that can be used to effectively plan
the use of time. With the various techniques that can be used, a person can select the technique
that is the most appropriate or impactful with his or her lifestyle.
Make a Schedule
The first technique that can be used to effectively plan the use of time is to create a schedule. It
does not matter which medium or device the schedule is kept on, as a person needs to create the
schedule in the way that is most effective and feasible for him or her. This means that some may
prefer to keep a schedule in a date or appointment book. Others may prefer to use their
Smartphone or electronic devices to maintain such a schedule. All that matters is that the
schedule is created and maintained. Whatever plans a person make or deadlines he or she needs
to hit, it must be logged into the schedule (Matthews et al., 2014). This way, with such a
schedule in existence, a person is taking some of the responsibility off of his or her mind of
having to remember all of the dates and deadlines.
Carry the Schedule Around
A second technique that can and should be used is one that goes in conjunction with the
first one. This second technique is for the person to carry around the schedule with him or her
throughout the day. That way, by having the schedule with one at all times, it is much easier to
log or enter in dates, deadlines, and responsibilities into the calendar. This will also enable the
calendar to be updated in real time (Matthews et al., 2014).
The benefit of this is that if a person is told that he or she needs to have a project done by
2pm on Friday, the individual does not have to remember this; he or she only has to place it
immediately into the calendar. Because there is a need to carry around the calendar, it may make
the most sense for a person to keep the schedule in his or her phone, as carrying around a date
book and pen can get a bit uncomfortable (Matthews et al., 2014).
Another benefit of a person carrying his or her schedule around is that whenever he or
she has thoughts of things that he or she would like t0 do, the schedule is readily available to list
such information. This can reduce the amount of thoughts and ideas that go forgotten. For
parents or people who are always on the go, having the schedule log these ideas and thoughts can
be a great way to remember them later. This will maximize a persons ideas, as they are not
being forgotten but are instead being put to good use at a more appropriate time (Matthews et al.,
2014).
Allocate or Pinpoint Time

54-2
A third technique that can be used to effectively plan the use of time is to allocate time or days
for particular tasks. These tasks are those that are perhaps more important, such as
responsibilities for school or ones job. By ensuring that there is a certain amount of time or a
particular day blocked out just so that this responsibility can be fulfilled or task can be
accomplished, it can help a person ensure that there is enough time to finish the task. This will
help reduce or even eliminate the amount of tasks that are forgotten or that have to be rushed
through or have corners cut just so that a deadline can be met (Matthews et al., 2014).
In order to properly and effectively allocate time, a person will need to be able to prioritize the
activities in his or her schedule and daily life. Prioritization means that when there are multiple
tasks to accomplish, certain ones will take precedence over the others. Therefore, a person must
be able to effectively and properly identify which tasks and responsibilities are more important
than others that may need to be done or could arise on a given day (Matthews et al., 2014).
Allow Time for Thinking
A fourth technique that one can use to help effectively plan the use of time is to allow time for
fundamental things such as thinking and coming up with new ideas. In the process of trying to
maximize or optimize ones schedule, people may be guilty of only allowing just enough time for
the actual task to be completed. Particularly for tasks associated with work and/or school, the
thought processes that need to go into the completion of such a task are crucial. Therefore, it is
essential that these thought processes have enough time allocated for them so that they can
happen (Matthews et al., 2014).
Without allowing or allocating any time for thought processes and things such as
brainstorming, a person could find that his or her time was not effectively planned. It is actually
rather unlikely that a person would jump into completing a task without taking any time at all to
think about either what needs to be done or the best way to get done what has to get done. Not
allocating any time for thinking or planning can cause things to become rushed because, all of a
sudden, it seems like there is not enough time for everything that needs to get done. This can
mitigate the entire point of taking the time to effectively plan the use of time (Matthews et al.,
2014).
Allow for Interruptions
A fifth technique that a person should use to effectively plan the use of time is one hat
works in conjunction with the previously described technique. This fifth technique is to allow
time for interruptions. This technique is similar to the fourth one because it pads a persons
schedule with extra time for different tasks. This can help leave enough time for things to get
done even when unforeseen things come up (Matthews et al., 2014). What this can do is reduce
the amount of panicking or rushing a person would engage in if other factors impact his or her
ability to complete a task.
For example, if a college student knows that writing a two-page paper will take him three
hours to complete, he should actually allocate three to four hours for the paper to get done. This

54-3
way, in case something out of the ordinary happens, such as the computer crashes or the Internet
is not working, he can still have enough time to complete the paper without missing the deadline.
Take Time Early
A sixth technique that should be used to plan time effectively is to take time each morning to
plan that days schedule. Even though there are going to be things that arise during the day that
must or should be accomplished in that same day, the morning planning session can served as a
general blueprint or outline for what is going to be done that day. This will help a person have a
general idea of what tasks must be accomplished and approximately how long such
accomplishment will take (Matthews et al., 2014).
Without having a plan in place, a person may improperly prioritize. Such improper
prioritization could be the result of forgetting that certain tasks had to be accomplished in that
day or just not realizing how important other tasks were. Therefore, it is imperative that a person
takes time in the morning to at least tentatively plan out that day (Matthews et al., 2014). Doing
this will help ensure the most important and prioritized tasks are accomplished in that day.
Do Not Disturb
A seventh technique that can be used is one that helps remove possible distractions. For
this technique, a person can place a Do Not Disturb sign outside of his or her desk or room.
This will let others know that the person is very busy and should only be interrupted for pressing
or emergent matters. In addition to hanging such a sign, a person should turn off any devices or
electronics that may be distracting, such as his or her cell phone and/or electronic tablet. This
will help prevent a persons attention from digressing from the task at hand, as numerous
digressions could be very costly in the amount of time taken away from completing the task. If a
person is working near a television or radio, it may be necessary to turn the device off, as even
the sound could be distracting for a person who is trying to get something else, like an important
task, done. For someone who is doing a task on the computer, having certain websites like
Facebook open can be very distracting. Therefore, it may be imperative that such websites be
closed (Matthews et al., 2014).
Know Ones Limitations
This eighth technique can be a very difficult one for some to understand. Essentially,
what this task means is that a person has to be reasonable and sensible about how much can
actually get done in one day. There are personal necessities, such as sleeping and eating, that
cannot be compromised because a person has too many things to do in one day (Matthews et al.,
2014).
Since there is only so much time in a day, it is imperative that a person knows his or her
own limitations. What this will do is allow the individual to be more realistic about how many
things can be accomplished in that day. This will allow the things that are not as pressing or that
are lower on the priority list to be pushed to another day that is not as busy or booked up. In
doing this, it can be hard for some people, as they may feel like they are guilty of procrastination.

54-4
However, it is not procrastinating to be sensible about ones limitations and capabilities within a
day (Matthews et al., 2014).
Learn to Say No
A ninth technique for a person to use when he or she is planning the use of time is to
learn to say no to people or to tasks. This technique correlates to the eighth technique of
knowing ones own limitations. Some people may be hesitant to say no because they do not
want to let others down or they do not want to come across as lazy. It is imperative that people
get these misconceptions out of their heads. There is nothing wrong with staying within ones
own limitations for what can be accomplished in a given day (Chua, 2013).
If a person has difficulty saying no for fear that it will make that person seem lazy, what
he or she needs to do is think about a few different things. The first thing to think about is
whether the individual could actually do that task without compromise the rest of his or her day.
The second thing the person should think about is whether the task is something that is necessary
for his or her work, school, job, or ones family members. Third, the person should think about
how much time that task might or could take up (Chua, 2013).
If after thinking about these key areas the person realizes that the task is impossible for
that day, the person must say no to doing it (Chua, 2013). Now, this does not mean that the
answer is going to be no for each time someone asks the person about this particular task. It just
means that in this moment the task cannot possibly fit into the persons schedule. It could also
be possible for the task to be accomplished the next or another day, and in this case, the person
might be able to do the task.
Be Aware of the Time
The tenth technique for effectively planning the use of time is to be aware of what
the time actually is. This can be done by keeping a clock or something that tells time, like a cell
phone or watch, near ones workstation. By knowing what the time is, a person can better stay
on track. For some, when they work, they become so deeply involved in the task that they do not
realize how much time has even passed. Without knowing what time it is, a person can be much
more likely to run over the allotted timeframe for a given task. This can throw off the rest of the
schedule for that day, through no fault of forgetting or incorrectly prioritizing tasks (Chua, 2013).
Do Not Worry about Unimportant Details
An eleventh technique that can be used to effectively plan the use of time is to not worry
about unimportant or insignificant details. Sometimes, people spend too much time over things
that have no significance to the overall task or goal (Chua, 2013). An example of this would be
spending time worrying about which background theme a person should use for a PowerPoint
presentation. Instead of spending the full three hours that was allocated for this presentation, a
person spends thirty minutes trying to decide on the background. This takes precious time away
from the actual significant and important details of the presentation, such as what text will be
written on each slide.

54-5
Learn to Delegate
The twelfth task for effectively planning the use of time is to learn to delegate. For some,
this may be incredibly difficult to do, particularly if a person is used to doing things on his or her
own or if the individual is a control freak. If there are parts of a task that can be delegated to
others, then the individual should delegate those tasks. This will help maximize the persons
time, thus allowing more to get accomplished in a small amount of time (Chua, 2013).
An example of delegation would be in a group or team project. Instead of having one
person do all of the work, that individual should identify what parts or elements can be done by
other people in the group. In doing this, the group will be able to get the project done more
efficiently and likely at a higher quality.
Keep Any Possible Work Close By
The thirteenth technique that can be used to effectively manage time is to keep ones
work close by. Of course, this is not possible for all work near a person, as sometimes items are
too big or inconvenient to carry or sometimes they must be kept in an office or room. However,
if there are any items that a person is able to carry with him or her during a day, these items
should be carried (CollegeBoard.org, 2015).
By carrying the items that can be carried throughout the day, a person can find ways to
integrate productivity into available time slots (CollegeBoard.org, 2015). For example, if a
person has reading to do for schoolwork and that person takes the bus or train from one location
to the next, that person can get some reading done while riding public transportation.
Perhaps twenty years ago, being able to carry items around may have been more difficult
or even impossible. But, in todays world, having so many technological advancements and
developments helps this be possible. Instead of having to carry around ten different textbooks
for school, a person may be able to use his or her iPad or electronic tablet to access the electronic
version of all of his or her books. Being able to do this exponentially increases how easy it is for
people to increase or enhance their own productivity in periods of downtime during the day
(CollegeBoard.org, 2015).
Find Ones Optimal Productive Time
The fourteenth technique that can be used to effectively plan the use of time is one that
relates to what type of person an individual is. There are some people who consider themselves
not to be morning people, meaning they are not able to maximize their productivity until after
noon. There are others are who the most productive in the morning and then becoming less
productive after work (CollegeBoard.org, 2015).
Whatever type of person an individual is, meaning a morning person or an afternoon
person or an evening person, tasks should be scheduled in accordance with that particular time.
What this will do is optimize how much a person can get done during his or her most productive
hours. However, what is also important about this technique is that it allows or encourages

54-6
individuals to not schedule tasks during their least productive or completely unproductive parts
of the day (CollegeBoard.org, 2015).
Get a Good Nights Sleep
For some who are trying to be as productive as they can each and every day, sleep is
probably one of the greatest things to become compromised. People think that if they can just
stay awake for a few more hours, they can be a few more hours productive in that day
(CollegeBoard.org, 2015). However, research indicates that this is not the case.
This time planning technique of getting a good nights rest is not just an old wives tale.
Instead, it is one that makes complete, logical sense. If a person does not get adequate sleep,
such as the recommended eight hours, that individual may be extra tired for much of the next
day. Therefore, if a person is tired, he or she cannot maximize his or her productiveness. This
could cause errors to be made or for things to take longer than they normally should
(CollegeBoard.org, 2015).
Since it is impossible for people to get at least eight hours of sleep every night, then a
person just needs to be smart and realistic about he or she plans his or her days. For example, if
a student knows that she will be staying up very late one night to study for her final the next day,
then she should take the next days scheduling very lightly. This means that after she takes the
final, she should not have much else scheduled. This way, she can rest up or even take a nap to
compensate for the lost hours of sleep due to the studying she was doing (CollegeBoard.org,
2015).
If an unforeseen event or complication arises during the day to cause a person to
unexpectedly have to stay up late at night, that individual should take a moment the next
morning to reprioritize the days schedule. What this will do is allow anything that is not
immediate or pressing in nature to be moved to either later in the day or to another day entirely
(CollegeBoard.org, 2015).
This type of approach of reallocating a schedule as a result of unexpected events that
transpired the night before can allow a person to regain a sense of control in his or her life. It
will allow the quality of ones work or ability of a person to reach deadlines to not become
compromised (CollegeBoard.org, 2015).
In all things having to do with ensuring that a person gets the right amount of sleep to
maximize his or her productivity the next day, a person just needs to learn how to be flexible.
This, of course, does not refer to physical flexibility of ones body. Instead, it refers to mental
and emotional flexibility with being able to change ones schedule on the fly to be the most
acceptable and appropriate schedule moving forward.
Take Regular Breaks
A sixteenth technique that a person can use to effectively plan the use of time is to take
regular breaks. For some, this type might seem like an oxymoron, as it may seem odd to take

54-7
breaks to use time more wisely. However this technique has been proven to be effective
(Kent.AC.UK, 2015).
Taking regular breaks is key in being able to maximize ones productivity within a given
task or in fulfilling a responsibility. What this does is allow a persons brain, even his or her
body, to recharge. By having time to recharge, it allows the individual to come back from the
break stronger than he or she was before taking the break (Kent.AC.UK, 2015). Essentially,
what this is like is a sprinter who takes a few moments rest to do another sprint. Even though
there is time being lost in the rest that is being taken, it allows the individual time to come back
stronger than he or she was prior to the break.
Be Perseverant
When a person has numerous things to get done, it can sometimes be discouraging to
have to do them on his or her own. If a person is not motivated to do something or really does
not even feel like doing it, it becomes much easier for that person to slack off or to become easily
distracted by anything around the individual (Kent.AC.UK, 2015). When distractions arise or
when a person simply puts off doing something as much as possible, it can throw the remainder
of the days schedule off course. It can also decrease the quality of work being done by that
individual.
When people work on teams, they can use their team members to serve as motivating or
encouraging factors to help push them through mentally or physically difficult moments. But,
when a person is working on his or her own, no such team encouragement exists (Kent.AC.UK,
2015).
Without having encouragement from team or group members, a person has sole
responsibility to motivate himself or herself to stay on track. One of the sources of motivation
that can be used is the quality or characteristic of perseverance. What s mean is that a person is
dedicated to finishing the job at hand, no matter how hard or difficult it seems. When a person is
perseverant, he or she does not give up. This quality can be used to motivate individuals into
putting the best effort and quality forward in completing a given task or also on staying on
schedule (Kent.AC.UK, 2015).
Review Ones Progress
When a person is doing nothing but staying on a schedule all day so that all of the daily
tasks and responsibilities get done, it could become a bit monotonous or even discouraging for
that individual. Life could become boring, and a person can feel like there is always so much
work to be done (Kent.AC.UK, 2015).
If a person feels that there is always more to be done, that individual could become more
likely to forget about all that he or she has accomplished. Therefore, instead of being
discouraged about how much is left to do, a person should take a moment to be proud of all that
has been accomplished. By taking a moment to reflect back on all that has been done thus far, a

54-8
person can gain a sense of pride in oneself. From that pride, the individual can become more
confident and motivated in moving forward (Kent.AC.UK, 2015).
Create Habits
A nineteenth technique that a person can use to more effectively plan the use of time is to
develop habits. Even though planning out and scheduling the day may not be something that a
person likes or is even good at in the beginning, that individual must work to make this part of
his or her daily routine. In doing this, the person can become more comfortable with the process
and can more effectively and efficiently complete it each day (Kent.AC.UK, 2015).
This idea of making habits out of processes to be more effective in planning the use of
time is not something limited to scheduling (Kent.AC.UK, 2015). Instead, a person could make
various techniques habits or part of his or her daily schedule: turning off cell phones or closing
different websites, keeping a clock nearby, prioritizing the most pressing or important tasks to be
completed, learning to say no to things or people, getting good sleep at night, and delegating
tasks or responsibilities to qualified others whenever possible.
Conclusion
Based on the information presented in this report, it is evident that there are several ways
that a person can effectively plan the use of time. Whichever technique a person uses is up to the
individual, as some may be more effective in particular instances or situations than others. Even
though the specific technique that is selected does not matter, the use of at least one technique
does matter. As long as a person is willing to utilize some of these techniques, he or she may
find that his or her time is being planned much more effectively, thus enabling much more to get
done during each day.

54-9
References
Chua, C. (2013). 20 quick tips for better time management. Life Hack. Retrieved from
http://www.lifehack.org/articles/lifehack/20-quick-tips-for-better-time-management.html
CollegeBoard.org. (2015). 8 ways to take control of your time. Big Future: The College Board.
Retrieved from https://bigfuture.collegeboard.org/get-started/inside-the-classroom/8ways-to-take-control-of-your-time
Kent.AC.UK. (2015). How to manage your time effectivey. University of Kentucky. Retrieved
from http://www.kent.ac.uk/careers/sk/time.htm
Matthews, J., Debolt, D., & Percival, D. (2014). How to manage time with 10 tips that work.
Entrepreneur. Retrieved from http://www.entrepreneur.com/article/219553