PROPOSAL OF AN EFFECTIVE TIME
MANAGEMENT SYSTEM
Marta Dmytryshyn*
Tetyana Goran**
Received: 4. 9. 2022 Professional paper
Accepted: 8. 9. 2022 UDC 005.962
DOI [Link]
Abstract
In this study, we review studies on time ma- Possible applications of this system include a
nagement and propose an effective time manage- preliminary description of one’s time use during
ment system. We introduce an algorithm for iden- the day, tracking spent time, analysis of results,
tifying time management problems in the form of “bottlenecks” identification, setting rating po-
a decision support system, which allows a consi- ints, repeating the study, and summarizing. The
stent review of problems in this area and can be presented effective time management system has
used by individuals and teams. We have proposed a theoretical basis and practical application in
and described a series of actions and measures to personal and working time organization.
address each of the five identified problems, i.e.,
procrastination, inability to achieve long-term, Keywords: time management, time manage-
medium-term and short-term goals, and a per- ment problems, procrastination, effective time
manent lack of time (personal or professional). management system
1. INTRODUCTION
Time has become a valuable asset and Regardless of the activity’s field, every
a limited resource in a volatile world that personnel manager looks at the employee’s
never sleeps. Thus, the issue of effective professionalism, qualifications, stress resist-
time management is of particular impor- ance, and ability to work effectively as part
tance. Thomas (2020, p. 4) explains that of a team. However, it is essential to distrib-
“time management is about managing your ute responsibilities and organize the work
time with a focus on achievement: of do- properly once the right person is found. At
ing and completing those things which you this point, we want to emphasize that time
want to do, and which need doing.” management is not a rigid daily routine or a
* Marta Dmytryshyn, West Ukrainian National University, Ivano-Frankivsk Educational and Research Insti-
tute of Management, Department of Management and Administration, vul. Dnistrovska, 32, Ivano-Frankivsk,
Ukraine, Phone: +38 099 503 70 86, E-mail: [Link]@[Link]
** Tetyana Goran, West Ukrainian National University, Ivano-Frankivsk Educational and Research Institute of
Management, Department of International Trade, Marketing and Management, vul. Dnistrovska, 32, Ivano-
Frankivsk, Ukraine, E-mail: [Link]@[Link]
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Journal of Contemporary Management Issues
narrow framework into which a person fits of automated time management enablers
but rather a set of practical techniques that could help to improve self-regulated learn-
can optimize time and achieve significant ing; Wright & Lee (2022) investigated the
results in their activities. characteristics of time management and its
influence on students’ baccalaureate work.
Excessive work overload leads to inef-
ficient task completion, an accumulation Lifelong learning requires managers at
of unfinished work, and a general decrease different levels to constantly improve their
in quality. At the same time, skilled work- knowledge and skills related to organiza-
ers frequently do not know how to manage tional work and human resource manage-
time wisely and put off important tasks until ment skills and to increase their resilience,
the last moment. critical thinking, and time management.
Davison (2020), based on his personal ex-
periences as a researcher, teacher, admin-
istrator, and editor, researched disruptions
2. LITERATURE REVIEW in this context. The author examines the
In modern times, the ideas of effective nature of these disruptions and looks for
time management have gained popularity. ways to deal with them. Wang (2020) ex-
In recent years, in particular, sought-after plores school administrators’ perceptions
works on management have been published of their work intensity in British Columbia
for a broad audience, including Daft & to develop this idea. The author exudes job
Marcic (2019), Shove et al. (Eds.) (2020), challenges and obstacles that need to be
Helms (2021), and Griffin (2021). overcome.
The problem of proper time manage- The global coronavirus pandemic has
ment often arises in both general and higher changed everyone’s lives and radically al-
education. After all, teachers and students tered the organization of personal and work
have to process large amounts of educa- time. The compulsion to study and work
tional data on a daily basis, which must be remotely simultaneously has opened up ad-
organized in such a way as to maximize ditional opportunities. However, quarantine
understanding, processing, and assimila- restrictions against the backdrop of severe
tion in secondary long-term memory. In this disease in various countries worldwide
regard, some papers should be pointed out. have significantly increased stress, negative
Wang (2019) studied leisure time manage- emotions, and foreboding and have added
ment in the context of Internet addiction to the need for quality time management.
among undergraduate students in Taiwan; Some characteristics of recovery from the
Agranovich et al. (2019) studied the self- COVID-19 pandemic were investigated by
organized academic activity of future teach- Morrow-Howell et al. (2020). In this paper,
ers of elementary schools in Kazakhstan the authors emphasized the opportunity to
based on time management technology; improve one’s time management in an ag-
Huang et al. (2020) showed the relationship ing society. Naujoks et al. (2021) formu-
between school context, principal time use, lated a concept of self-regulated resource
school climate, and student achievement; management in the COVID-19 pandemic
Wolters & Brady (2020) evaluated a self- distant learning. Von Keyserlingk et al.
regulated learning perspective for college (2022) compared students’ stress before and
students; Khiat (2022) showed how the use after campus closure due to the COVID-19
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M. Dmytryshyn, T. Goran: PROPOSAL OF AN EFFECTIVE TIME MANAGEMENT ...
pandemic. Their study emphasized the need close relationship with the time manage-
to improve self-regulation and time man- ment concept.
agement skills. Aldhahi et al. (2022) con-
ducted research from a different perspec- We can conclude that time management
tive. The authors examined the relationship is on the agenda of scientists worldwide;
between students’ learning satisfaction and building effective time management pro-
their self-efficiency during the pandemic. vides opportunities for work and personal
In this context, time management was high- life.
lighted as a critical feature.
Malaysian scholar Samaden (2021)
3. METHODS
identifies the effectiveness of leading
through efficient time management, as the The need for a detailed study of the
leader must perform the appropriate task principles and features of building an effec-
management to allocate their time. In addi- tive time management system arose from
tion, today, some factors affect time man- the study of the sociological and statistical
agement - they lead to direct time savings reviews of the problems in this area among
in the performance of various activities. various countries. This specifically applies
These include informatization, digitaliza- to:
tion, and electronic public services. These
issues were mainly studied by Van Tonder • work-life balance,
• time spent on social media and
et al. (2020) and Danyliuk et al. (2021).
YouTube
Another group of studies was dedicated • setting goals and achieving them,
to time management strategy. For example, • wasting time on inefficient tasks at
Ahmad Uzir et al. (2020), Oyarzun et al. the office,
(2020), Pérez‐Sanagustín et al. (2021), and • daily interruptions and “time
Andrade et al. (2019) use actual project eaters,”
schedule data to compare the time fore- • procrastination,
casting capabilities of earned schedule and • lockdown time-wasting,
earned duration management and Aguinis & • using time audits,
Bakker (2021) improve the conceptualiza- • general use of time management
tion and measurement of time. system.
Scientific interest has been devoted to This helped us formulate the study’s
the subject of procrastination. Here, the goal: to develop the concept of an effective
most exciting papers include Zhang & Wu time management system considering mod-
(2020) – investigating the impact of the ern realities and needs. In addition to scien-
smartphone on bedtime procrastination; tific literature, statistical and sociological
Hooshyar et al. (2020) and Limone et al. information, and personal practical and em-
(2020) – studying procrastination behavior; pirical experience, we used various general
Hong et al. (2021) – answering the ques- and industry-specific research methods.
tion of how procrastination predicts self-
regulated learning; and finally, Hailikari et In our study, we used the method of al-
al. (2021) and Pinke et al. (2022) placing gorithm construction in the form of a de-
the understanding of procrastination in its cision support system, which was used,
285
Journal of Contemporary Management Issues
for example, in Danyliuk & Dmytryshyn desire, and the ability to complete them.
(2021). The algorithm was also developed The employee’s efficiency largely depends
based on the system approach method, on their ability to maintain a work-life bal-
which allows studying the object as a spe- ance. Finally, recreation, family, sports,
cific system consisting of interdependent health, nutrition, and the ability to focus the
and interconnected elements. In identifying attention on individual intellectual or cul-
time management problems, we used the tural development. In addition, the global
method of comparison, induction, deduc- COVID-19 pandemic has further compli-
tion, and scientific dialectics. We also used cated the separation of personal and pro-
graphical and tabular methods to create fig- fessional spheres during remote work. For
ures and tables. example, 60% of employees reported expe-
riencing a disrupted balance during the first
wave of the coronavirus (Pellikaan, 2020).
The overall time management concept (see
4. RESULTS AND DISCUSSION Figure 1) is based on the well-known prin-
The time management concept is based ciples of Adair (2011).
on the goal, namely focusing on its achieve-
ment. Furthermore, it depends, in turn, on
the tasks (priority and non-priority), the
Figure 1. Adair’s ten time management principles
Source: Authors, based on Adair (2011)
We provide an algorithm (Figure 2) management and increase the productive
to identify the time management prob- activities of the team.
lem, which can improve personal time
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M. Dmytryshyn, T. Goran: PROPOSAL OF AN EFFECTIVE TIME MANAGEMENT ...
Figure 2. Time management algorithm
Source: Authors
The following points indicate problems • frequent distractions from impor-
with time management: tant matters that need immediate at-
tention, etc.
• lack of goals,
• lack of case planning for the day, The algorithm includes the selection
week, month, of the alternatives “yes” and “no” and the
• work in multitasking mode, usual transition to the next stage. Thus, an
alternative diagnosis of a particular problem
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Journal of Contemporary Management Issues
is proposed. The first stage is procrastina- management (2021) show that 88% of peo-
tion. Procrastination as a conceptual cat- ple who do not set goals do not achieve
egory is defined as “the voluntary delay of better academic results. At the same time,
an intended and necessary or important ac- two out of ten people who set goals notice
tivity, despite expecting potential negative an improvement (College students struggle
consequences that outweigh the positive with organizational skills, 2021).
consequences of the delay” by Klingsieck
(2013, p. 26). In an unstable economy, with uncertain-
ty about the future and other psychologi-
The survey conducted across the UK in cal aspects, many people may find them-
2020 (How much time are your employees selves in a situation where most goals are
spending procrastinating?, 2020) showed not achieved. Furthermore, this is possible
that average full-time employees spend an not only in the long run but also in every-
average of 2 hours and 11 minutes each day day life. In such conditions, it is essential
procrastinating, costing them over GBP 21 to formulate goals clearly and correctly and
billion each year. A closer look at the sec- to set priorities. Each goal must be specific,
tor shows that employees in the beauty in- relevant, and correspond to real-time condi-
dustry procrastinate the most (4 hours 57 tions because only then will time manage-
minutes), while employees in the agricul- ment bring a positive result.
ture and environmental sectors procrastinate
the least (57 minutes). On the other hand, Thus, the user of the algorithm (Figure
child care and education, law, politics, and 2) goes through three successive stages of
administration employees were relatively non-fulfillment of long-term, medium-term,
productive and still procrastinated for 1 and current plans. The decision support
hour, 16 minutes, and 1 hour 34 minutes, system allows us to consider all the above
respectively. problems or go directly to the right one.
Popular ways to procrastinate at work The last problem we highlighted is the
were (How much time are your employees lack of time. Time is a limited resource
spending procrastinating? 2020): in its essence. Everyone has many plans
and wishes, and not all can be realized.
• texting, which takes up 28 minutes However, suppose one constantly has the
per day, feeling of not being able to keep up with
• daydreaming, which takes up 20 what has been planned or even the impres-
minutes, sion of having no time. In that case, this can
• gossiping, which takes up to 18 be a significant psychological and physical
minutes. burden for the person concerned and signifi-
cantly limit their productive activities.
If a person feels the presence of this
problem, then there is a transition to the
arrow “yes” to the list of actions that will
identify the sources of the problem and
eliminate them in the future.
The next problem of effective time
management is related to achieving the
planned goals. The latest statistics on time
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Management, Vol. 27, 2022, No. 2, pp. 283-298
M. Dmytryshyn, T. Goran: PROPOSAL OF AN EFFECTIVE TIME MANAGEMENT ...
In this context, a survey of college stu- Office workers and managers at all lev-
dents found that (College students strug-gle els also often find that they waste consider-
with organizational skills, 2021): able time on small tasks. Moreover, in the
context of globalization, large companies
• 48.4% say they lack time to com- that want to remain competitive in the re-
plete their coursework; cruitment process pay attention to the mul-
• 87% believe better time manage- titasking of potential employees. However,
ment and organizational skills psychologists have shown that multitasking
would help them achieve better is not a panacea but is detrimental to pro-
grades; ductivity and efficiency, forcing a person
• 88% want to improve their ability to switch between tasks or leave unfinished
to manage their time. tasks. In other words, the human mind and
brain can perform only one task (Madore &
Wagner, 2019). Available research suggests
The problem of time scarcity is divided
that the consequence of switching between
into two subcomponents related to personal
tasks is a decrease in the speed of their
time and working time. Accordingly, vari-
ous optimization methods are proposed for completion.
them. One of the leading causes are the so- Executives spend up to 23 hours per
called chronophages (“time eaters”), which week on meetings, which is over 1,000
people often ignore because they do not hours per year. In a survey of one hundred
see any danger in them. It should be noted eighty executives, 72% said the meetings
that the main “time eaters” are psychologi- they attended were unproductive and inef-
cal addictions. In the rapid pace of infor- ficient. In addition, 40% of working pro-
matization and digitalization, a person of fessionals said they are interrupted by chat
the 21st century cannot imagine life without messages, emails, and conversations more
a phone. US researchers have called the than ten or more times per day (6 scary
smartphone a “pacifier for adults,” high- facts about time wasting (and how to fix
lighting the psychological comfort it pro-
them), 2021).
vides. Studies have also shown that peo-
ple always look for their phones during On average, 26% of an employee’s day
stressful times, making them feel secure is wasted on avoidable administrative tasks,
(Melumad & Pham, 2020). unnecessary tasks, and outdated work meth-
ods (How inefficient processes waste nearly
A lack of personal time is often asso- a third of employees’ time, 2019) :
ciated with excessive time spent on un-
productive entertainment, such as social • 42 minutes are spent on unneces-
networking or YouTube browsing. For ex- sary administrative tasks,
ample, an average user spent 2 hours and • 36 minutes engaged in unproduc-
24 minutes daily on social media in 2020; tive work conversations,
YouTube takes an average of 40 minutes • 28 minutes spent unnecessarily at-
daily (Deyan, 2020). Due to the COVID-19 tending meetings,
pandemic, the average time spent watching • 26 minutes spent on outdated tech-
videos increased to six and a half hours per nology tasks.
day (Media Nations 2020, 2020).
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Journal of Contemporary Management Issues
Once the user has gone through the al- particularly in Dmytryshyn et al. (2021)
gorithm for all four problems and found and Dmytryshyn (2022). Indeed, the goal of
none, we propose to examine the time proper time management is not necessarily
consumption (Figure 3). It will reveal the to do more and create an excessive burden,
“bottlenecks” and reserves to improve as to create a lightning-fast world. On the
time management efficiency, even in suc- contrary, the goal may be to find peace of
cessful people. The methodology of public mind and have more time for enjoyable ac-
opinion polls and their analysis were used, tivities, hobbies, and family.
Figure 3. Time spent per day structure example
Source: Authors
If the monitoring has been done, and Only 20% (1 in 5) of people carry out
no problems have been found, it can be a monthly time audit to review how they
assumed that at this stage, the person has spend their time. Moreover, 49% of peo-
achieved sufficient efficiency in their time ple have never conducted a time audit
management and can lead a well-organized (Richardson, 2021). It is suggested to plan
life. However, for some successful people, the next day to the smallest detail and re-
it is crucial to understand this at the stage of cord the time spent on each category in the
excessive stress resulting from the desire to next stage, which can be done in any form
have time for everything. convenient to the person: notepad, phone,
or computer program. It is also appropriate
Everyone has ideas about how they to note here the periods of higher and lower
want to spend their time. At the same time, activity (see example in Table 1). It is es-
even without ever having done any re- sential to leave time for spontaneous mat-
search, we all know what we spend it on. ters that may occur even with perfect plan-
Therefore, in the first stage of the study, ning. It should also be considered that the
we propose to describe the components of actual time spent may differ considerably
the “time spent” category and define the from the imaginary one.
amount of time spent on these activities
for each category. For example, the dataset
could be structured as follows (Figure 4).
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M. Dmytryshyn, T. Goran: PROPOSAL OF AN EFFECTIVE TIME MANAGEMENT ...
Table 1. Daily time check
Period Activity Time Pace
Night Sleep 00:00-07:00 Minimum
Sports (exercises) 07:00-07:15 High
Housework 07:15-07:30 Middle
Morning Breakfast 07:30-07:45 Low
Going to work (driving) 07:45-08:30 Middle
Work (with documents) 08:30-10:30 Middle
Rest (coffee, watching the news) 10:30-10:45 Low
Work (meetings, conferences) 10:45-13:00 High
Lunch 13:00-13:30 Low
Day Rest (social media) 13:30-14:00 Low
Work (communication) 14:00-17:30 High
Going home (driving) 17:30-18:15 Middle
Dinner 18:15-19:00 Low
Housework 19:00-19:30 Middle
Rest (jogging in the park) 19:30-20:00 High
Evening Household chores 20:00-20:30 Low
Rest (phone calls) 20:30-21:30 Low
Watching a film 21:30-23:30 Low
Rest (social media) 23:30-24:00 Low
Source: Authors
In the next step, the Eisenhower matrix to make difficult decisions about which of
can be applied to divide the cases by sig- the many tasks he should focus on each day,
nificant degrees. However, it is only effec- eventually leading him to invent the world-
tive if it is very detailed. The Eisenhower famous Eisenhower Method, which helps
Matrix is named after Dwight David us prioritize urgency and importance (The
Eisenhower – the 34th President of the Eisenhower Matrix, 2022.
United States (from 1953 to 1961). He had
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Journal of Contemporary Management Issues
Figure 4. Time consumption study
Source: Authors, based on The Eisenhower Matrix (2022)
Next, the person determines the catego- On the other hand, browsing social net-
ries on which they want to spend more time works may be considered a waste of time.
and which they consider a waste. There will However, there can be no universal evalua-
be detailed categories to optimize - for ex- tion criteria for these categories, as they are
ample, the workday length (although the very subjective and individual.
work can be changed if desired). In addi-
tion, depending on the health condition, the It will also be helpful to break down the
person may need more sleep or exercise. work done by category. Then you can grade
it and evaluate it by performance and waste
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M. Dmytryshyn, T. Goran: PROPOSAL OF AN EFFECTIVE TIME MANAGEMENT ...
of time. Everyone prioritizes the use of their unnecessary work that another em-
time. Finally, the occupation and position ployee can do effectively,
characteristics should be considered, as • performing unproductive and inef-
well as the list of functions and activities. fective activities,
Nevertheless, specific patterns lead to wast- • spending personal time at work or
ing time: vice versa.
• duplicating the functions of another Understanding the priorities requires
employee’s tasks, performing some- setting specific goals. However, long-term
one else’s work, goals will be pushed out to 3, 5, or 7 years.
• unwillingness to delegate author- Therefore, we propose compiling goals by
ity and to burden oneself with categories (Figure 5).
Figure 5. Goal categorization example
Source: Authors
We believe such a plan gives a person a on the other hand, time management ena-
vision of the future. It also helps to remem- bles us to complete tasks, identify and elim-
ber the essentials. Nevertheless, unfortu- inate “time-eaters,” synchronize teamwork,
nately, long-term plans usually require a lot and much more.
of money, time, and effort to be spent over
the years. The idea of time management is based
on Aidar’s well-known principles, the prac-
tical application of which enables effective
time organization. In turn, the Eisenhower
5. CONCLUSION matrix allows us to divide tasks by the de-
The modern concept of building an ef- gree of importance and urgency and iden-
fective time management system is a global tify those that can be delegated or rejected
trend. Its application allows one to improve and those that should be emphasized.
productivity, successfully organize time,
and achieve short- and long-term goals. A Our time management algorithm is suit-
well-thought-out personal time manage- able for personal purposes as well as for
ment helps to avoid postponing important managing working hours. It is designed to
matters until tomorrow, to control the peri- identify a problem step by step and includes
ods of different activities, and to maintain ways to eliminate or solve it. In addition to
the necessary balance between activities identifying previously unknown problems,
and rest periods. In the professional context, the algorithm user can formulate their goals
293
Journal of Contemporary Management Issues
and set priorities more clearly. Our decision 4. Aguinis, H., & Bakker, R. M. (2021).
support system takes into account the im- Time is of the essence: Improving the
possibility of achieving goals. An obligato- conceptualization and measurement of
ry element in each of the three stages is the time. Human Resource Management
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Baattaiah, B. A., & Al-Mohammed,
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H. I. (2022). Exploring the relation-
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PRIJEDLOG SUSTAVA ZA UPRAVLJANJE VREMENOM
Sažetak
U ovom radu dajemo pregled studija o uprav- opis korištenja vremena tijekom dana, praćenje
ljanju vremenom te predlažemo algoritam za utroška vremena tijekom dana, analizu rezultata,
identificiranje problema upravljanja vremenom identifikaciju „uskih grla“, postavljanje bodova
u obliku sustava za potporu odlučivanju, koji za ocjenjivanje, ponovnu analizu i sažetu prezen-
omogućuje dosljednu provjeru problema, a kojeg taciju rezultata. U radu se također daje primjer
mogu koristiti pojedinci i timovi. U radu također strukture utrošenog vremena po danu, dnevna
donosimo prijedlog i opis aktivnosti i mjera za provjera vremena (uključujući tempo aktivnosti)
rješavanje pet identificiranih problema, a koji se i primjer kategorizacije ciljeva. Predstavljeni su-
odnose na: odugovlačenje, nemogućnost posti- stav upravljanja vremenom ima teorijsku osnovu
zanja dugoročnih, srednjoročnih i kratkoročnih i praktičnu primjenu, kako u organizaciji osob-
ciljeva te stalni nedostatak vremena (osobnog nog, tako i radnog vremena.
ili poslovnog). Ukoliko korisnik algoritma među
predloženim problemima ne može pronaći onog Ključne riječi: upravljanje vremenom, pro-
koji je specifičan za njega, predlažemo praćenje blemi upravljanja vremenom, odugovlačenje,
vremena prema opisanom postupku. Mogućnosti učinkovit sustav upravljanja vremenom
korištenja ovog sustava uključuju: preliminarni
298
