TIME MANAGEMENT

1. SECTION 3
WORKERS WITH DISABILITIES
UNIT 5
TIME MANAGEMENT

2. What will you learn in Unit 5?
• This Unit is aiming at supporting people with disabilities in learning and
developing Time management skills for improving their performance.
• People with disabilities who want to enter or reintegrate the labour market
and want to improve their working skills will be able to learn how to organise
better and prioritise their daily work.
• This Unit will guide people with disabilities in their daily performance,
providing some practical tips on how to be proactive and manage their time
effectively.

3. 1. Understand the importance of Time Management
2. Understand the importance of task performance and productivity
3. Become familiar with factors affecting Time Management performance within
organisations
4. Explore types of employees and work styles in organisational environments
5. Learn how to prioritize effectively
6. Become familiar with Time Management models and techniques
7. Identify Time Management skills
Key concepts

4. Introduction to Time Management

5. 1. Time Management and productivity
2. Factors influencing employees’
Time Management
3. Division of work and Task
performance
4. Types of employees
5. Work styles
6. Stages of planning
In this Unit
7. Time Management models and
techniques
8. Covey’s Time Management
Grid
9. To-Do List
10. ABC Analysis
11. Time Management skills

6. Time Management is the ability to allocate resources
while using time productively, but it can be considered a
big challenge. Managing time can be described as a
“combination of time assessment, goal setting, planning,
and monitoring activities” (Hafner & Stock, 2010, cited in
Aeon & Aguinis, 2017, p. 311).
1. Time Management

7. 10 Productivity Tips and Tricks That Work
The video provides a number of time management and productivity tips, that people can use at
work to be more efficient and productive.

8. Employee productivity depends on the requirements and characteristics of the
job, the working environment, the provision of feedback, motivation and
engagement, autonomy and responsibility, etc. (Young-Ho et al., 2019).
Employees with disabilities working on their tasks need to take into account the
time and complexity of their work, as well as whether they need to multitask and
switch from one task to another. Some factors that can affect their task
performance and productivity are:
2. Time Management and productivity

9. 4.Self-discipline:
Proactiveness and
productiveness are highly
related to self-discipline.
1.Attention: The more
concentrate an employee is,
the more productive he/she
is and the more the quality
and efficacy he/she will
produce.
2.Emotional and physical
conditioning: It reflects the ways
employees with disabilities react
towards a specific task, meaning to
feel stress, anxiety, depressions or
satisfaction, confidence, etc.
3.Work Attitude: Employees
with disabilities’ attitude
towards a certain task can
positively or negatively affect
their productivity levels and
work outcomes.

10. 5. Multitasking and task switching: Employees with
disabilities may need to multitask and switch from one task
to another in order to complete their deadlines on time.
Some tasks may run in parallel and this is why good
organisation and prioritization are required to complete
deadlines on time.
6. Communication: Employees with disabilities need to keep
constant communication with their managers and peers regarding
their work or any unexpected issues or challenges that may be
experiencing. They can also ask the help of their peers for
completing a task and in case the task they are assigned to do
appears to be hard, they can request for task allocation.

11. The key to increased productivity and well-being, is to be able to
improve self-management skills (Palvalin, Van der Voordt &
Jylhä, 2017). Employees with disabilities can be more proactive
and productive when there is proper office layout, services and
facilities such as indoor energy-efficient lighting and office colors,
proper materials and technology, and quiet environments where
they can work without being distracted.
3. Factors influencing employees’ Time Management

12. 10 Time Management Tips to increase productivity
The video emphasizes on some time management tips that can improve
productivity

13. 4. Division of work and task performance
Employees with disabilities may have their work styles in managing their time within the workplace.
Rühle (cited in B. Panayotova et al., 2015) highlighted four (4) work styles:
Bureaucratic employees focus on
details. They are very well organized
and precise with their tasks, and they
are very confident as they believe they
can perform their tasks better.
Chaotic employees are flexible and
easily adapt in changing
environments and unexpected
tasks. They can overcome crisis
situations, they are flexible and
spontaneous, but they can easily
influence others and feel
inexactness.
Dynamic employees find it
difficult working on many
tasks at the same time and
they can easily get
stressed. This is why they
also indicate high levels of
competitiveness.
Balanced employees tend to
find balance between the job
requirements an their needs.

14. To plan and organize efficiently, they can divide their work into four (4) steps (ibid, 2015, p. 394):
Employees ask themselves “What
should be done?” while defining tasks
in relation with the available
resources and the people involved in
the implementation of the respective
activities
Employees write down their planned
tasks and they defined their schedule.
They asks themselves “When?” they
need to start and complete the
respective tasks
Employees ask themselves “How can
the task be completed?”, focusing the
attention on specific strategies that
can be followed for the successful
completion of the respective tasks
It is the stage of understanding that
tasks prioritization is necessary.
Employees set their strategic plan and
behaviors in regards to their tasks.

15. Priority Matrix
The Matrix can assist you in defining your priorities, according to their importance and
value.

16. Covey’s Time Management Grid: focuses on Urgent and Non-urgent priorities, Important or Not
important (Nongmeikapam & Singh, 2018). Let’s assume that you need to assist on the
induction training of a new colleague joining the Marketing Department:
PARTICULAR
S
URGENT NOT URGENT
Important Here you define your urgent and important
activities/tasks/deadlines
Example: Assist the Marketing Manager to arrange the
induction process
Here you define your important but not urgent
activities/tasks/deadlines
Example: Prepare a draft Plan of the tasks of the
new colleague for the upcoming month
Not
important
Here you define your urgent but not important
activities/tasks/deadlines
Example: Attend meetings of other departments
Here you define your not urgent and not
important activities/tasks/deadlines
Example: Participate in a training webinar the new
5. Time Management models and techniques

17. In order to complete the above table, you can summarize all your
activities/tasks/ deadlines by creating a To-Do List. Following this
approach, you can sort out all your activities and determine the
amount of time for each respective task. To proceed, you can develop
the above table and do a self-evaluation within a week to assess
whether you proceed successfully with the implementation of the task,
following the respective Grid.

18. Eisenhower Matrix
The Matrix focus the attention on important and non important tasks, as
well as urgent and non urgent tasks.

19. A number of tasks to be prioritized and completed. Employees with
disabilities can use this list within their working environments for better time
management, by numbering their most important task at top of the list (A),
and their less important tasks at the bottom (C) to keep track of their tasks
and avoid forgetting anything. Let’s assume that you must develop your
personal Progress Report of the month:
TASK PRIORITY BASED ON IMPORTANCE
Task I A
Example: Develop your To-Do-List (monthly tasks)
Task II
B
Example: Start developing relevant reports, as required by your Manager
Task III C
Example: Make some phone calls to assist a colleague on a research
To-Do List

20. A = Very important tasks, B = Important tasks, C = Not very important tasks.
Based on the model, it is estimated that the time needed for the important
tasks is about 65%, where 20% it is estimated for the important tasks and
15% for the unimportant tasks.
NUMBER OF
TASKS
IMPORTANCE TIME
ALLOCATION
A Very important tasks 65%
B Important tasks 20%
C Not very important
tasks
15%
ABC Analysis:

21. Critical thinking
– Being able to
critically
understand which
task needs to be
completed first
Time-awareness –
Being able to assess
which task needs to
be completed within a
specific timeline,
without facing any
delays
Self-awareness –
Being able to
assess whether
you are in a
position to
complete specific
tasks and
activities
Organising/Planning/
Scheduling – Being
able to plan your future
tasks and organize
your workload
Multitasking and Task
Switching – Being able
to work on more than
one task at the same
time and switch from
one activity to another
when necessary
Communication and Collaboration –
Being able to communicate with the
rest of the team members and
executive staff, especially when you
need to take over a task in collaboration
with another peer. Also, be in a position
to communicate an issue that may arise
and affect your quality of work or
workload
Teamwork –
Being able to
work individually
but also in teams
6. Time Management skills

22. Assessment
Activity

23. You got your new job recently, and as you need to adapt in a new working and demanding environment, you
need to understand the nature of your job and set-up priorities in order to manage your time effectively, be
well-prepared and productive.
These are some steps you need to follow daily, in order to achieve desired results. Provide the correct order
(from 1 to 7) to the following 7 steps, in order to start and master you day successfully and improve your
time management skills.
 Find the most productive time
 Identify goals
 Delegate work
 Complete a To-Do List
 Keep track of time spent on different tasks
 Rank the importance of tasks
 Take breaks

24. Suggested Answer
Starting each day by completing a to-do
list
Ranking the importance of tasks
Finding their most productive time
Keeping track of time spent on different
tasks
Identifying goals
Taking breaks
Delegating work

25. FURTHER READING
1. Covey, S.R. (2013). The 7 Habits of Highly Effective People: Powerful Lessons in Personal Change. Newyork: Simon & Schuster. Retrieved from
https://www.simonandschuster.com/books/The-7-Habits-of-Highly-Effective-People/Stephen-R-Covey/9781982137137
2. Chowdhury, M. (2013). The ABC model of effective time management. Retrieved from https://www.textiletoday.com.bd/the-abc-model-of-effective-time-management/
3. Glassdoor. (2021). Time Management: A Definition. Retrieved 28 June 2021, from https://www.glassdoor.com/blog/guide/time-management-definition/
4. Marks, T. (2020). How To Master Time Management – ADHD Skills Part 1 [Video]. https://www.youtube.com/watch?v=fWRF6BJ1OQk.
5. Myers, K., Berry, P., Blythe, J., Conley, K., Gervasio, M., & McGuinness, D. et al. (2007). An Intelligent Personal Assistant for Task and Time Management [Ebook] (2nd
ed., p. 1). Association for the Advancement of Artificial Intelligence. Retrieved from http://file:///C:/Users/Panagiota/Downloads/2039-Article%20Text-2032-1-10-
20080131.pdf

26. REFERENCES
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Young-Ho, K., Eun Kyoung, C., Bongshin, L., & Jinwook, S. (2019). Understanding Personal Productivity. How Knowledge Workers Define, Evaluate, and Reflect on Their
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