Methods of time-use

The methods of using time are multiple: There are traditional methods, such as depending on an office manager and secretary in time management, scheduling work and activities without identifying priorities or any period of time.

As for modern methods used to regulate the time, they include[1]:

First: The calendar method:

Where an administrative sets a special calendar includes the activities that have been previously planned.

This calendar may be daily, weekly, or monthly depending on work conditions and the ability of an administrative to control the time.

People should keep to these times where no other activity can be done during these times. An administrative should keep the process of continuous assessment to make sure that the plans are going according to the set plan as depicted and within the planned time.

We can also divide activities into two types: Constant and changing activities; constant activities are not subject to change regarding their times, whereas the times of changing activities can be changed, depending on the circumstances of the organization.

Figure No. (1) shows the calendar method.

The calendar method

Figure No. (1)

Second: The method of studying systems:

This method emerges from the school of systems that divides an organization into inputs: (human and material resources) and processes which represent: (activities based on decision-making and communications), and outputs, which represent: (goods and services) and analyzing these inputs, processes, and outputs in order to know the activities, then identifying the partial and secondary activities which can be modified, deleted, or simplified in order to reduce time.

Third: The method of biological clock:

This method depend on the research of professor (Vincen Mallardi) who sees that there are three main rhythms inside human bodies, namely: the physical rhythm, emotional rhythm, and mental rhythm. These rhythms run in cycles that show the ability of a human for achievement, which increases or decreases depending on the time by which a person experiences during days or months. This method shows that the peak of human energy, mental, and emotional powers rise when the cycle is at the top of the pyramid, but his enthusiasm and readiness become lower at the bottom of the pyramid. This method aims at identifying the periods in which a person is more vital and active, as it is one of the least commonly used methods because of the difficulty of its application because it needs a specific medical analysis.

Fourth: The method of analyzing time and activity:

This method requires that an administrative should make lists of daily and weekly duties and identifying the activities required to perform work accurately. These lists include the type of activity, objectives, the time it takes, the place of activity, and the number of people who will do it.

By analyzing these lists, an administrative can identify important activities, and activities which are important and necessary in order to do the process of authorization, cancellation, modification, or switch to activities that take much time with no avail.

Figure No. (2) and (3) show this:

List of daily duties in the scope of work

• Employee Name:

• Job Title:

• Management or Department:

• Date:

Figure No. (2)

Weekly list of duties in the scope of work

• Employee Name:

• Job Title:

• Management or Department:

• Date:

Figure No. (3)

Fifth: Reminder systems:

This method include a number of systems that help an administrative to remember appointments and obligations in order to implement them in their specific times, and these systems are:

1– Pocket-note system, which is a small note in which an administrative records tasks, activities, daily, weekly, and monthly schedules, as it also includes phone numbers and personal identification cards.

2- Control-Board system, which is a wallboard on which a person records weekly or monthly activities according to their importance, expected dates for completion, and the most important obstacles and problems encountered, or will face in the case of change or switch.

3- Colored-signals system, which is to use colors or colored papers where each color indicates the importance of activities (important, very important, not important), or (urgent, non-urgent), thus we can identify the priority of achievement and expected date of completion.