Personal organization and time management - Essay Example

PERSONAL ORGANIZATION AND TIME MANAGEMENT The four components of office organization  The components that will be discussed arethe ones that give an office or organization a structure, by outlining the responsibilities of all members. A good structure allows all people in the work place or office to work together in an efficient way, as they develop and practice good ethics and attitudes (Galloway, 1921). The components are:Functional structure-this is where people who have the same responsibilities or have tasks of similar nature, same skills and jobs are grouped.

The benefit of this structure is that members here can communicate easily and also learn from each other faster because of their similarities in the area they are working on.Divisional structure-this structure entails division of labour amongst staff members. The workers can also be divided geographically to meet the needs of individuals in the regions they are placed in.Matrix structure-this structure divides people into two different categories, one category is by the specific task they perform and the other is by the team of product they are working with.

The major advantage of this structure is that productivity is increased and also the members have greater chances to be more creative and innovative because the members are expected to take responsibility for their work (Galloway,1921). This also allows managers and supervisors to make decisions easily to solve problems through interactions with the group. This is the most important element of all to me.Project-organizational structure-here, the members/workers are grouped together according to the number of staff required to produce a product or complete a task.

Each significant task and the number of people it requires is put into consideration while using this structure to ensure that the right people are selected to participate in a particular project.Time management TipsThere are around 18 tips for time management but three tips will be discussed toExpect the unexpected-be ready for anything. Most of the time, things do not go as planned due to unavoidable circumstances, therefore it is important to always be ready for inconveniences (Forsyth, 2010).

An example is in planning for activities by scheduling time for them. In most cases, lateness may occur due to unavoidable reasons. Therefore, allowing 15minutes earlier in the schedule will cover for any time lost.Avoid procrastination-this applies mostly to tasks that one does not like or tasks that are unpleasant. Instead of postponing them, it is important to do them as soon as possible so as to clear your schedule and make time for more important tasks (Limoncelli, 2009). Once you are done, it leaves you more energised to focus on the important ones.

An example is when I did not feel like organising files for every athlete. I pushed the task for so long it ended up piling and I had to use a lot of time to organize and finish the task. Keep track of time-it is important to investigate how your time is spent and where it goes. This can be done by one trying to keep a time log for a short period of time like a week. This will show how much time you loose on less important things. An example is where I used to feel like I have short time to perform a task.

Upon analysing and keeping a time log, I identified a lot of activities that consume my time and I was able to eliminate them.ReferencesForsyth, P. (2010). Successful time management. London: Kogan Page.Galloway, L. (1921). Office management: Its principles and practice ; covering organization, arrangement, and operation with special consideration of the employment, training, and payment of office workers. New York: Ronald Press Co.Limoncelli, T. A. (2009). Time Management for System Administrators.

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