SCHOOL OF POSTGRADUATE

STUDIES

MASTERS IN PROJECT MANAGEMENT

FACULTY OF ENVIRONMENTAL SCIENCES

BUILDING DEPARTMENT

UNIVERSITY OF LAGOS

TIME MANAGEMENT (MPM 827)

A CASE STUDY OF TIME ROBBERS IN MY ORGANISATION.

PRESENTED BY

EKWUBIRI CHIDOZIE. E (099052083)

JANUARY 2011
ABSTACT
This paper presents a case study of the development and application of a
time management study model in a telecommunication service provider.
The organisation provides service on radio frequency planning and
optimization to major network operators and the issue of time robber is a
peculiar problem that affects performance and productivity.

It has been observed that the things that matters most often get pushed
aside by less important concerns at times, it seems like everyone and
everything conspires against us and prevents us from accomplishing what
we really want to. Events we never anticipated catch us blind side,
demand our attention, and distract us from what matters most. These
events control us, and when that happens, our productivity drops and so
does our self-esteem. Because these events deflect us from what we
really ought to be doing, they are very costly.

1.0 INTRODUCTION

There are only 24 hours in our day, just the same as everybody else's. So
how do you end up frustrated, angry, behind in your work, and dead on
your feet? This feeling maybe because you are unable to utilize 24 hours
to your advantage. There is nothing magical about getting the most from
these hours; it just takes planning.

Managing your time successfully implies accomplishing what is most

important for you. When you don’t accomplish what you truly want, you
may feel confused, compromised, and frustrated. Many people try to use
time management techniques that work for others, only to be
disappointed. Often this is because they don’t also identify the goals most
important to them and gear the techniques toward those goals. Effective
time management must include techniques for good prioritizing.

In our places of work, we can effectively manage our time by identifying

the time robbers that eat up part of our productive time. We find out that
most of our working hours (i.e. 8 hours / day) are not optimally used.

ESSENTIALS OF TIME MANAGEMENT:

1) Value of time: Time is like an arrow, which has left the bow and
does not come back. Time once lost cannot be replaced or gained.
 It cannot be substituted. Time is valueless. Value of time depends
on person consuming it, how effectively time at his disposal.

2) Time and Money: It is commonly said, “Time is Money”. But time

is more powerful and valuable than money. Money lost can be re-
gained but not time. Time once lost is lost forever.
3) Time Budgeting: More than money, time is to be budgeted. It is
necessary because we are all going to spend the rest of our life
only in the future. Draw up plans annually, quarterly, monthly,
weekly, and every day. Create your own format’s regarding
drawing up of plans. Planning should be writing in paper, as this
would solve worries and tensions temporarily. When thing’s in the
paper are implemented your worries and tensions are actually
solved forever.
4) Concentration: All great successful men have shown one
common characteristics. i.e., concentration. Every person is aware
of the fact that if proper concentration is given to a work, the work
can definitely be finished in time or much earlier.

2.0 AIMS AND OBJECTIVES

o To identify time robbers during my work schedule

o To provide effective methods and instrument that can be used to

control time robbers

o To analyse how effective the control measures used was able to

improve my performance and productivity at work.

3.0 RESEARCH METHODOLOGY

During my case study i was able to identify and clarify the following;

o Ability to identify the time lost at work due to time robbers for the
first week without time waver

o Ability to identify the effects of my productivity due to time robbers

for the same week
 o Ability to introduce the mechanism used to curtail the time robbers
for the second week with time waver

o Ability to identify the effects of the mechanism introduced to my

performance at work for the same week

4.0 WORK DESCRIPTION

I’m an Electrical / Computer Engineer by profession who works with an

indigenous Telecommunication Service Provider. We provide services to
major network operators and my job schedule is always on the field
conducting tests on the performance of the network for voice call, video
call, short message service and internet services.

4.1.0 DATA ANALYSIS AND FINDINGS FOR FIRST WEEK

The following time robbers were identified as factors that affected my

performance and productivity during the first week.

1) Drivers

2) Vehicle related problems

3) Line Manager

4) Client

5) Customers

6) Emergency Cases

Drivers

In this case, i observed that the drivers assigned to me usually resume

work late and it in turn affects the task to be completed for the day, in
most cases we have to put more time on the task to make for the lost
time.

Vehicle related problems

We also wasted much time in some cases on the following

o buying fuel for the vehicle,

o fixing unanticipated problems such as punctured tyres, road

accidents, bad roads, traffic on the road, etc

o vehicle licence and local government task force particulars

o vehicle servicing
Line Manager

Sometimes my line manager usually affects my performance by taking

actions such as poor decision making, poor job scheduling and
specification, delay in disbursement of funds, etc.

Client

My client most times alters the task that is to be carried out on a

particular day by subjecting himself to pressure from the management
and customers as well. He also requests specifically for favoured tasks to
be carried out which does not have to do with the job for the day.

Customers

Most times some customers would want to make request not pertaining
to the problem earlier identified by them. They would also want to be
more enlightened on problems that sometimes take time before they
could assimilate.

Emergency Cases

In this situation, there is absolutely nothing I could do with regards to this

since the network could just stop working in some areas to subscribers
(including VIP’s) who use the services of the network operator.

In the first week, the table below shows how the time was spent for
factors associated to time robbers;

Percentage
Time Robbers Hours (%)
Drivers 4 10
Vehicle Related Problems 16 40
Line Manager 2 5
Client 8 20
Customers 5 12.5
Emergency cases 5 12.5

The graphical representation of the above table on time robbers are shown
below
 A. PIE CHART

B. BAR CHART

4.1.1 DATA ANALYSIS AND FINDINGS FOR SECOND WEEK

After the first week, I introduced a mechanism to reduce the factors of

time robbers for the second week. The use of a daily, weekly and monthly
job spread sheet which indicated the starting and ending time of any
given task; to do list and a checklist were introduced.

The job schedule spreadsheet also indicated period (or time) to attend to
specific job task such as client special request, vehicle servicing and
repairs, customers and drivers.

Drivers
In this case the drivers were made to fill a time sheet that indicated the
time they resumed and closed from work.

Vehicles Related Problem

I ensured that the service dates of the vehicles were strictly adhered to
and an alternative vehicle was made available. I also ensured that the
vehicle particulars were complete and up to date.

In cases of traffic, i was able to reduce it by knowing the days and time to
visit some areas especially in the city of Lagos.

Line Manager

I ensured he was able to identify the resources that would be needful for
him before the close of business in order not to affect the activities of the
next day.

Client

I ensured he was involved in the creating of the spreadsheet and we both

agreed to adhere to it strictly.

Customers

Problems emanating from these category of people was given a special

day, only for exceptional cases that this could be attended to.

Emergency Cases

There was absolutely nothing we could do about this but to manage it.

The table below shows the results of the mechanism used to curtail the
time robbers experienced in the first week

Percentage
Time Robbers Hours (%)
Drivers 1.5 6
Vehicle Related Problems 10 40
Line Manager 1.5 6
Client 5 20
Customers 2 8
Emergency cases 5 20

The graphical representation of the above table on time robbers are shown
below

A. PIE CHART
 B. BAR CHART

5.0 RECOMMENDATION AND CONCLUSION

Effective and Personal Time Management is a systematic application of

common sense strategies that requires little monitor solutions. It enables
us to take control of our own time, it promotes efficient work practices by
highlighting wastage and it leads to effective use of time by focusing on
our chosen activities. Personal Time Management does not solve your
problems; it reveals them, and provides a structure to implement and up
to you.

The case study has been able to identify that effective time management
could reduce the negative effects caused by factors associated as time
robbers. This could be achieved by carefully identifying the time robber
and providing adequate mechanism to check the excesses and harm
caused by it.

This would in turn improve performance and increase productivity both for
the individual discharging his/her duty and the organisation at large.

REFERENCES
Rajkumar Adukia, A Handbook on More Time for Chartered Accountants