National University of Modern Languages Lahore

National University of Modern Languages
Lahore
Assignment
M.Com-4(A)
Roll # L-1175
Production Management
Topic: Case study
Submitted to: Sameeulaah
Submitted by: Iqra Butt
Submission Date: 09-06-2020

1. What are the effects of John’s time management for himself? What are the
effects for the company?
The fact is time can not be managed, we manage ourselfs according to the time. In this case
study John is not able to devote time to special projects since his entire day gets occupied in
daily activities. He starts the day with a high note but is dishearted at the end of the day due to
lack of innovation or learning in his job owing. However John is a good manager and works 24
hours for the company growth.
2. Identify the tasks which John should have done himself and those which he
should have delegated. How effective do you feel John’s ‘management by
walking about’ is?
Tasks of John
1. selection of unique and important project which will be cost saving and he
can complete in the given time.Therefore he decided that unit-scheduling was probably the most
important – certainly the most urgent.He had been meaning to give it his attention for the past
three months.
2. With this project he managed their daily routtine but without any creative and special project
3. Manage their work and lead 350 employees.
Many project managers don’t delegate because they believe that they either have no one to
delegate to or they don’t want to lose control of a certain task.You need to think more broadly,
creatively, and strategically. Often team members are perfectly able to perform a task—for
instance, one related to detailed planning and estimation—if they are given the opportunity and
the right amount of support.
To delegate effectively, be conscious about what you delegate, who you delegate to, and how you
delegate.
1. Use Pareto’s Principle
Never delegate the 20 percent of tasks that contribute to 80 percent of your

results. Delegate tasks that are not sensitive or high risk and that you are not particularly attached
to. Choose tasks that someone else could potentially perform better than you can.
2. Delegate tracking and administrative tasks
Delegate tasks such as timesheet approval, financial tracking, taking

minutes, documenting procedures and solutions, weekly reporting, creating newsletters, and
keeping the document repository up-to-date.
3. Engage a project administrator
Get a dedicated project administrator or support person on board on

a part-time or full-time basis. Some organizations have a centralized project management office
(PMO) that might be able to offer additional help and support.
4. Delegate entire roles
Delegate specific roles such as test management, implementation

management, analysis and detailed planning of particular products, work streams, or work
packages. On a small project, you will double up and take on these roles yourself, but on a large
project, it’s essential that you delegate them.
5. Challenge, stretch and motivate
In deciding who to delegate to, ask yourself how much the

particular task will challenge, stretch, and motivate the person to whom you plan to delegate.
3. How could he improve his time planning? Would employing a personal

assistant for John really ‘add value’ or just be another overhead cost on the
company?
John can improve his time planning by following these steps:
1. Delegate Tasks
It is common for all of us to take on more tasks than we are capable of
completing. This can often result in stress and burnout.Delegation does not mean you are running
away from your responsibilities but are instead learning proper management of your tasks. Learn
the art of delegating work to your subordinates as per their skills and abilities and get more done.
This will not only free up time for you but will help your team members feel like an integral
piece of the work puzzle.
2. Prioritize Work
Before the start of the day, make a list of tasks that need your immediate
attention. Unimportant tasks can consume much of your precious time, and we tend to offer these
too much of our energy because they are easier or less stressful.However, identifying urgent
tasks that need to be completed on that day is critical to your productivity. Once you know where
to put your energy, you will start to get things done in an order that works for you and your
schedule.In short, prioritize your important tasks to keep yourself focused.
3. Create a Schedule
Carry a planner or notebook with you and list all the tasks that come to your
mind. Being able to check off items as you complete them will give you a sense of
accomplishment and keep you motivated. Make a simple ‘To Do’ list before the start of the day,
prioritize the tasks, and focus on the essentials. Make sure that these tasks are attainable, too. If
there is a big task you need to complete, make that the only thing on your list. You can push the
others to the next day. To better manage your time management skills, you may think of making
3 lists: work, home and personal.
4. Set up Deadlines
When you have a task at hand, set a realistic deadline and stick to it. Once you
set a deadline, it may be helpful to write it on a sticky note and put it near your workspace. This
will give you a visual cue to keep you on task.Try to set a deadline a few days before the task is
due so that you can complete all those tasks that may get in the way. Challenge yourself and
meet the deadline; reward yourself for meeting a difficult challenge.
5. Overcome Procrastination
Procrastination is one of the things that has a negative effect on productivity.
It can result in wasting essential time and energy. It could be a major problem in both your career
and your personal life. Avoiding procrastination can be difficult for many. We tend to
procrastinate when we feel bored or overwhelmed. Try to schedule in smaller, fun activities
throughout the day to break up the more difficult tasks. This may help you stay on track.
6. Deal With Stress Wisely

Stress often occurs when we accept more work than we are capable of
accomplishing. The result is that our body starts feeling tired, which can affect our productivity.
Stress comes in various forms for different people, but some productive ways to deal with stress
can include:
Getting outside
Exercising
Practicing meditation
Calling up a friend
Participating in your favorite hobby
Listening to music or a podcast
7. Avoid Multitasking
Most of us feel that multitasking is an efficient way of getting things done, but
the truth is that we do better when we focus and concentrate on one thing. Multitasking hampers
productivity and should be avoided to improve time management skills.Make use of to-do lists
and deadlines to help you stay focused! This way you can do better at what you’re doing. Wait
until you finish one before starting another. You’ll be surprised by how much more you’re able to
get done.
8. Start Early
Most successful people have one thing in common — they start their day early as it
gives them time to sit, think, and plan their day.When you get up early, you are more calm,
creative, and clear-headed. As the day progresses, your energy levels start going down, which
affects your productivity, motivation, and focus.If you’re not a morning person, you can just try
waking up thirty minutes earlier than your normal time. You’ll be amazed by how much you can
get done in that bit of time. If you don’t want to use it to work, use it to do a bit of exercise or eat
a healthy breakfast. This kind of routine will also contribute to your productivity during the day.
9. Take Regular Breaks
Whenever you find yourself feeling tired and stressed, take a break for 10
to 15 minutes. Too much stress can take a toll on your body and affect your productivity. And
even better, schedule your break times. It helps you to relax and gets back to work with energy
again later. If you know a break is coming, you’ll likely be able to overcome boredom or a lack
of motivation to push through the task at hand. Take a walk, listen to some music, or do some
quick stretches. The best idea is to take a break from work completely and spend time with your
friends and family.
10. Learn to Say No

Politely refuse to accept additional tasks if you think that you’re already
overloaded with work. Take a look at your to do list before agreeing to take on extra work. Many
people worry that saying no will make them look selfish, but the truth is that saying no is one of
the best ways to take care of yourself and your time. When you take care of this, you’ll find you
have more energy to devote to the important things, which the people around you will ultimately
appreciate.
Final Thoughts
When you get clear about what’s on your plate, you’ll be more focused and get
more done in less time.Good time management requires a daily practice of prioritizing tasks and
organizing them in a way that can save time while achieving more. Use the above strategies for
few weeks and see if they help you. You may be surprised just how much more time you seem to
have.

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National University of Modern Languages

Topic: Case study

Submitted to: Sameeulaah

Submitted by: Iqra Butt

Submission Date: 09-06-2020

3. Manage their work and lead 350 employees.

1. Use Pareto’s Principle

Never delegate the 20 percent of tasks that contribute to 80 percent of your

2. Delegate tracking and administrative tasks

Delegate tasks such as timesheet approval, financial tracking, taking

3. Engage a project administrator

Get a dedicated project administrator or support person on board on

4. Delegate entire roles

Delegate specific roles such as test management, implementation

5. Challenge, stretch and motivate

In deciding who to delegate to, ask yourself how much the

3. How could he improve his time planning? Would employing a personal

6. Deal With Stress Wisely

10. Learn to Say No

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