2.6 Use of ICT in Time Management

By: Momina

Back to Contents

What is Time Management?

¥ Finding + using the most efficient way to complete tasks, in the MOST acceptable periods of time with HIGH quality.

Back to Contents

In simple words:

If you don’t plan, you WILL fail.

Keep in mind that wasted time cannot

be replaced

Back to Contents

2- Identify Your Targets

Gantt charts

Sequential Acitivites

Approaches to good time

management

Click for more>>> Using Software

Packages

3- Prioritising

4-Planning

5-Decision Making

6- Use of ICT

1-Hire or Full time Employee

Parallel Acitivites

Construction Project

Management

Back to Contents

Approaches to Good Time Management

• The more organised a company is time wise -> the more profitable they will be. How can organisations manage their time effectively?

(Answered on the following slides)

Back to Contents

1- Hire or have a Full time Employee

• The organisation can either hire consultants or they could hire full time employees to work in the specific department that manages time.

Back to Contents

2- Targets Identified

• The person then needs to identify the organisations long term and short term targets.

• The steps that need to be taken in order to reach these long term or short term goals.

Back to Contents

3- Prioritising

• It is vital that the targets for an organisation are prioritised.

• And the appropriate resources must be available in order to meet the target.

For example: you can’t put in the windows if u haven’t put in the walls.

Back to Contents

4- Planning

• This is essential so that you know what are actually doing when you start creating the final product.

• In the long run it saves you time and money.

Back to Contents

5- Decision Making

• It is SOOOO important to make the right decision.

• It greatly affects the time taken at each stage

For example:Buy windows before the walls are up, you need to find a storage

place for those windows, or if they break, you will have a loss of money

Back to Contents

6- Use of ICT

• This is important especially for organisations that need to communicate with each other.

• Use of faxes and telephones make life a lot easier.

Back to Contents

Use of Software Packages in Time Management

Organising Meeting TimesArranging Workload

Research and Development

Back to Contents

Organising Meeting Times • Organiser packages have a the following

functions: Organizing e-mails Contacts Tasks Calendar function

• The calendar function: allows users to keep track of their appointments/meeting times.

1. Public Calendar: All employees can have access to it to know who is free, when?

2. Private Calendar: Personal and may include things like a dentist appointment

Back to Use of

software packages

Back to Contents

Arranging Workload• There are software packages (called predictors) that

have a stopwatch function, this allows the user complete specific tasks within a given time period.

• This way the user can track how much time they have spent on a specific task.

• This is especially useful for managers as they can then see how much time is being spent on a task by one employee

Back to Use of

software packages

Back to Contents

Research and Development Projects

• This is where business software's come in. they all the organisation/company to create:a) Calendarsb) Timescalesc) Gantt charts

• There are two types of activity.1. Sequential2. ParallelBack to

Use of software packages

Back to Contents

Gantt Charts

• These charts are very useful when planning out tasks that are involved in a process.

• For example the manufacture of a car.

• Tasks are arranged in order so that the parallel tasks finish at the same time.

Back to Contents

Sequential Activities

• These are the activities that CANNOT take place until others have happened.

• For example: putting on the roof before the walls are up.

Back to Contents

Parallel Activities

• These are activities that are independent of each other.

• For example: one set of employees could be painting the house and the other set could be mowing the lawn

Back to Contents

Construction Project Management

• This does not specifically refer to the construction of a building.

• “It involves a critical path method of finding the optimum time to be spent on individual tasks.”

• Meaning: A time in which the tasks can be completed quickly, efficiently and are of high quality.

Back to Contents

Construction Project Management

• Software used for this branch of work helps to identify the progress being made with specific sub-projects.

• It also helps in daily and weekly planning• Since the employees and more importantly the

manager knows where and how time is being spent, future plans can be made accordingly.