Time Management

ARYZTA

Graduate Development Programme

Learning Log (1, 2 etc.)

Name:                KAREN HEAVEY

Word Count:        1151

This is my own work. Any material taken from other sources has

been fully references in the text of the work. All sources used in the

preparation of this work have been listed in the bibliography.

I have read the IMI’s guidelines on plagiarism and understand

that plagiarism is a serious offence.

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Joanna.Groenland@imi.ie 

STEP 1

In the space below brief summarise a specific concept, framework, tool or technique introduced in class during the last module which interests you.

(Approximately 333 words)

Time Management is using the working hours in a day effectively and efficiently to complete essential tasks. It is vital to allocate a sufficient amount of time to each project in progress in order to be successful. During module 1 at the IMI we discussed several factors supporting an effective time management technique and I have chosen to elaborate on this.

Before I look at the reasons why time management is a vital ingredient of a successful company let us examine the consequences of an employee managing their time inefficiently. The most common issue faced is procrastination; when an employee for one reason or another has decided to delay completing a task. As a result of this procrastination deadlines for projects are not met, punctuality for meetings and appointments suffers, and in turn this can affect other members of the company. Another reason for ineffective time management may be as a result of striving to be a perfectionist and spending excessive amounts of time on one single project, therefore neglecting others.

On the positive side employees should be encouraged to engage in effectively managing their time and productivity as it can highly benefit the company. Planning and controlling time demonstrates flexibility to change. This is an essential quality for an Aryzta employee as we are working in a fast-paced environment in which we are constantly working on new as well as existing projects. For example, if an important, unexpected meeting was planned, a flexible and dynamic employee will effectively alter their schedule in order to attend.

Organisation is a key element of time management which can eliminate poor time management. Organisation can lead to increased productivity by having a clear list of tasks to be done and having the correct resources to complete the necessary tasks. The simple organisation of documents and desk can improve working conditions.

To illustrate an effective matrix during module 1 at the IMI, we studied the urgent and important matrix for successful time management which encourages employees to ask themselves if tasks are important and if they are urgent. Following this evaluation, their tasks are divided into the four quadrants given in the matrix according to their importance or urgency that day. Following the words of Eisenhower “What is important is seldom urgent and what is urgent is seldom important” we learn that the ‘important and not urgent' quadrant is the quadrant on which an employee should focus on and allocate sufficient energy to.

STEP 2

Over the period of a couple of weeks, consciously apply the concept, framework, tool or technique in your day-to-day work. In the space below briefly describe and evaluate how this experience went for you.

 (Approximately 333 words)

Within the first week of starting my graduate position with ARYZTA France I identified signs of procrastination. Having previously worked in the company for several months certain tasks were delegated to me from the outset. I began attending meetings with my manager for brand launches, writing e-mails on her behalf and running tests for large internal projects such as CRM. On one particular occasion my manager, Delphine, gave me a briefing for the day which included writing important e-mails and attending a meeting with her. I had begun to write my first e-mail to an international Aryzta colleague regarding the CRM project when I reached a detail I was unsure about and I decided to wait to verify this with Delphine before sending the e-mail. When she returned from her meeting the topic had slipped my mind and the e-mail was left unsent. It was not until the following morning that I found that very e-mail in my drafts folder as I had not made a check list of my tasks the previous day. I was disappointed and embarrassed I had not completed my priority of the day.

Following this, I set out solutions to improve my time management technique and to avoid any further mishaps. I have been actively using these supports since.

The first thing I do when I arrive at my desk in the morning before I turn on my laptop is make a to-do list for the day and a space beside each task for a tick when it is completed. This allows me to keep track of which tasks have been completed throughout the day. Following this I read any new e-mails, adding to my to-do list if necessary, and I always allocate twenty minutes each morning to read up on the Aryzta intranet to keep up with international projects. This gives me a summary of the majority of my planned responsibilities for the day.

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