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The purpose of time management tools and techniques is that they enable individuals to organize, plan, and divide their time between specific tasks and activities. When these tools are effectively utilized individuals work smarter and not harder enabling them to get more done in less time. Applying time management tools within the workplace means individuals can effectively manage the hours of the day. They positively impact the process of work planning as you can effectively utilize them to plan and organize how much time you will require to carry out certain duties and activities. Furthermore, such tools also enable individuals to carry out duties within set deadlines.
One tool that can be used to help prioritize tasks is the Eisenhower Grid. This simple tool was originally developed by President Eisenhower. The tool consists of a 4-box matrix that is based on 3 axes; for example, it allows you to place in one of the boxes tasks that are both important and urgent, (Box 1). You also have a Box 2 for tasks that are not urgent but important and tasks that are not important but urgent (Box 3). The final box is for tasks that are both not urgent and unimportant (Box 4). This is a useful tool for managers as it allows them to stand back and review and analyze the tasks accordingly and either delegate or dismiss unnecessary tasks or requests. For instance, the tasks that are both important and urgent can be immediately worked on, (do now box), tasks that are important but not urgent can be planned and scheduled accordingly (plan to do), tasks in Box 3, can be either delegated or rejected and explained. Finally, the items in Box 4 can be either resisted or ceased as they are time wasters, for example, things such as internet browsing or general chatting and gossiping.
The above tool is useful for managers and team leaders who are often faced with a huge task list each day. It enables managers to prioritize on a daily basis, the important and urgent tasks (ILM 2017).
Another time management technique theory is the Lakein ABC Priority System developed by the American Author Alan Lakein. This tool compares to the Eisenhower Grid as it is simple and utilizes an effective way to manage time and tasks. Like the Eisenhower Grid, you write down everything that you need to do. Once this has been done you break down your daily tasks and prioritize them based on importance and urgency, this compares to the Eisenhower Grid. Each task is then allocated a value: A (high value) for example, high priority and urgent tasks, B (Medium Value), C (low value), and least important tasks which may be distracting. Once again when compared to the Eisenhower Grid it enables managers and team members to manage their time effectively by prioritizing daily tasks. It enables individuals to focus on urgent tasks by not being distracted by the tasks and items in the C section (low-value tasks) (ILM 2017).
The final theory to be compared is the 4 Ds of Time Management which when compared to the aforementioned techniques manages time effectively and boosts productivity. With this technique rather than assigning the ABC system to prioritize tasks, you allocate a letter 'D' to each task. The D's can vary slightly but in the main stand for, Do, Delay, Drop or Defer and Delegate. Once again this compares to the above techniques in that urgent tasks are prioritized by doing them immediately and the 'not so urgent' tasks, such as replying to non-urgent or non-essential emails can be either dealt with later (deferred) or dropped. However, this technique does differ slightly from the aforementioned Eisenhower Grid and ABC Priority System in that it incorporates a section where you can highlight tasks that can be delegated to less senior members of the team.
All three techniques are effective at managing time and prioritizing tasks and can be utilized by managers, in particular the Eisenhower Grid. The Lakein ABC Priority System and the 4 Ds of Time Management can be used by managers and leaders but are also effective for all employees enabling them to make better use of their time during the working day and highlight areas where time is being wasted. These time management tools can be used to manage daily tasks, arrange formal and informal meetings, prioritize and respond to emails, delegate duties, highlight duties that are not productive, deal with time-wasting activities, and also for managers to lead the team more effectively.
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