Work-life balance is the crux of time management
D. Murali & A. Paari
Time management is life-management, says Mr Ramesh K. Arora. "Managing
time better, therefore, implies a philosophy and a strategy, to
apportion equitable time for physical, mental, emotional, spiritual,
familial, social and professional demands and responsibilities of
life, and to get the best value of time through proper planning and
prioritising," he explains, in a recent e-mail interaction with
Business Line.
Mr Arora, an MPA and Ph.D. from the University of Kansas, Lawrence,
US, is chairman, Management Development Academy, Jaipur. He has been a
consultant and trainer in the fields of management, government systems
and behavioural sciences for the past three decades. He is the author
of 'Time Management: For Happiness and Success'
(www.paragonintpub.com).
Excerpts from the interview.
With the increasing use of new and user-friendly technologies, is
there more time at the disposal of the executive? Alongside, has work
expanded beyond the time saved?
User-friendly technologies save time on routine and repetitive
activities and thus generate additional time for more creative and
crucial assignments. Newer opportunities for organisational growth
motivate executives to initiate additional ventures and resultantly,
work expands beyond the time saved. In fact, that is the hallmark of a
dynamic organisation.
Is it a normal human tendency to pack into the hours more than can be achieved?
Yes, it is normally true. Man's ambitions are reflected in one's style
of time management. Little wonder, the to-do lists are rarely executed
fully. A lighter work schedule leads to low output, and a heavier
schedule produces enhanced results. But one should be cautious while
planning a day; for, too many unattended tasks create a sense of
stress and un-fulfilment.
Do you advise against the use of the phrase, 'I am busy'? Aren't
people 'busy' when focused on a task, so much so they can't spare time
for any other activity?
General Cariappa said, "I have never used the words 'I Am busy'." The
sentiment of his proclamation was whatever he was doing at any point
of time, it was in fact the most natural pursuit for him though he
could be construed as 'being busy' by other people,. When focused on a
task, people are "busy" but that "busy-ness" is more with the sense of
inclusion of one's objectives and priorities than exclusion of other
activities of less priority and importance.
On a different note I would certainly and humbly caution people
against using the phrase "I am busy" for creating an artificial aura
of importance and un-approachability specially when coupled with power
and authority. Instead, it would be better to say, "Currently, I am
focused on this activity, and that would engage my total attention
until next week."
Are there differences between time-perception in India compared to
other countries? Does Indian philosophy (of eternity?) come in the way
of effective time management?
The question has both philosophical and psychological shades. There
are certainly differences in time-perceptions of the South Asian
people as compared to those of other regions like Europe and the US in
the realms of long term vs short term orientation, respect for
punctuality, commitment and sensitivity of others' time, and reverence
of time as a character building value. Indian philosophy of eternity
does affect our orientation towards time management. The notion of
eternity dilutes the reference point of time, resulting in weakening
of a sense of urgency in goal-achievement. But in the urban-educated
India, this approach is being replaced with a more down-to-earth
orientation towards efficiency and effectiveness.
What, according to you, are the indicators/metrics of proper time management?
A few indications/ metrics of proper time management are:
Rational work-life balance.
Planning and prioritising the tasks and assigning deadlines to
"important but not urgent" obligations.
Focus on results, not activities.
Maintaining a dairy for time-logging and for recording reflections on
the day spent.
Avoiding procrastination.
Controlling interruptions.
Punctuality.
Mitigating personal and official time-wasters.
Having "quiet hour" for reflection, sound introspection, evaluation
and creative work.
Self-management and systems improvement.
Proper delegation and supervision.
Working with enthusiasm and avoiding stress.
Should employers disable the Net, mail, games, chat and other such
facilities on the desktop computers to ensure that employees don't
spend time on things other than work? How effective are such controls?
Do mobile phones contribute to time leak?
In professional organisations, these are used mainly as
stress-busters. Self-regulation is more effective than controls
imposed from above. In any case, an over-use of recreational
facilities will tell upon the overall productivity and invite closer
supervision by the seniors. In workstation kind of setting, nothing
remains hidden and secret. Hence, unless casualness becomes endemic,
there is no serious cause of concern.
On work-life balance – its importance and the how of it.
This is the crux of time management. We should be able lead a "Rainbow
Life", apportioning "optimal" time for physical fitness, pranayam,
reading, reflection, meditation, prayer, family, social relationship
and professional obligation. As far as possible, there should be an
inclusive and integrated approach to effecting a work-life balance,
not sacrificing any essential facet of happiness and growth.
Can time management add to stress when one is obsessed with sticking
to schedules?
Experiences say that only appointments should be scheduled. Time
schedules and excessive obsession with sticking to these does breed
stress. Some generic practices like scheduling most creative work for
the most biologically appropriate time helps. In a multi-role, multi-
expectation and dynamic contextual setting, time schedules serving
singular convenience will only complicate life. Somebody very rightly
said, its not the time that needs to be managed, it's the activities
that should be managed. Whenever time-schedules create moderate
stress, it is termed as useful stress or "eustress".
What are the typical problems that arise when implementing the
urgency-importance matrix?
Some of the typical problems confronted in this regard are:
Categorising what is urgent and important" or "important but not
urgent" or "urgent but not important." Subjectivism can make the
classification topsy-turvy. Hence it should be revised whenever a need
arises.
Focusing an "urgent" at the cost of "important".
Prioritising within the categories of "urgent" and important activities".
Your top 5 tips for managers, staff, housewives and students. Tips
that can immediately show results!
Tips for managers:
Be a total person. Strike a work-life balance.
Follow the 80/20 principle.
Prepare properly for appointments and meetings. Be punctual. Have cushion time.
Improve the system and follow the canons of self-management.
Mitigate time-wasters. Avoid procrastination.
Tips for housewives:
Plan your day, keeping in view the needs of your family and your own
well-being.
Once a week, shopping is ideal. Use a shopping list. Keep your kitchen
well-organised.
Ration time for friends, TV and light reading.
Train your husband, children and assistants to be effective,
self-reliant and helpful.
Avoid arguments, anger and unnecessary criticisms.
Tips for students:
Have regular hours for meals, sleep, study, play and recreation.
Listen most attentively to lectures in the classroom and complete your
school/ homework regularly.
Upgrade your knowledge, language, and expression power constantly. Do
as many written assignments as possible.
Control gossips, TV time, laziness and mobile talk time.
Always prepare a daily to-do list and implement it with sincerity.
