Professional Documents
Culture Documents
Learning Journal
Volume 3 | Issue 1 Article 8
1996
Recommended Citation
Cannon, Robert, 'Time Management': a review of issues and strategies for academic staff, Overview -
University of Wollongong Teaching & Learning Journal, 3(1), 1996, 37-44.
Available at:http://ro.uow.edu.au/overview/vol3/iss1/8
Research Online is the open access institutional repository for the University of Wollongong. For further information contact the UOW Library:
research-pubs@uow.edu.au
'Time Management': a review of issues and strategies for academic staff
Abstract
The title of this paper perpetuates a major misconception, but at least it signals something about the nature of
a problem we all seem to face in academic life.
This journal article is available in Overview - University of Wollongong Teaching & Learning Journal: http://ro.uow.edu.au/overview/
vol3/iss1/8
There are many factors in the social and institutional environment which increase the sense of time pressures on us all.
Because of their tradition of se/fregulation, Academics may have a comparative advantage in managing these pressures if
their focus moves from time and things to relationships and results.
'Time Background
Management':
T
he title of this paper perpetuates a major misconception, but at
least it signals something about the nature of a problem we all
a review of seem to face in academic life.
Time cannot be 'managed' in the same way that other resource can:
issues and human, physical, capital, information. Time is a resource that must be
strategies for used the instant it is received. Time cannot be saved, you cannot get more
of it and it cannot be replaced. Wasted time is time gone for ever. Time
academic staff must be used at the same rate of 60 seconds per minute, 60 minutes per
hour, 24 hours a day and so on. Although philosophers and physicists may
disagree, for most academics time is a finite resource.
All this said, I will nevertheless revert to the conventional 'time management'
label to refer to those related attitudes, skills and abilities which contribute
to the development of 'self-regulation'.
This paper is an attempt to integrate some ideas in the hope that readers
may derive some ideas and strategies to guide them through their academic
careers, to assist their colleagues and students, and to participate in the
shaping of institutional cultures and practices in ways that address the
concerns many of us share. The paper takes the view that issues and
OVERVIEW 37
l
strategies can be structured into three levels of concern: terms purchased - each of which competes with
those that operate at the broad social and economic other items for attention (i. e.) time spent listening
level, institutional issues, and finally personal issues to a new CD is time that is not available for
and strategies. The approach that follows draws on walking, theatre, reading, or talking to one's children}.
work from many disciplines but is integrated around Schor outlines the following strategies to deal with
the major issues. the situation she describes.
OVERVIEW 39
Some further suggestions are identified, some ofwhich research management strategies, or teaching
are derivedfrom the advice provided by staffconsulted. arrangements that will lead to longer-term benefits.
Creative use of area funds could be a strategy to
One way is to reconsider the sensitive matter of the
achieve this.
distribution ofstaffresources in relation to the principal
objectives of the University and of areas. The fact It is expected that better planning in the longer term
that 64 % ofstaffare general staffand that academics and appropriate training in time management will
complain about lack of support for teaching and contribute to resolving the problem"- (The University
research warrants investigation. of Adelaide, 1990)
The matter of time management could also be From a more recent consultancy on quality in teaching
examined. This can be done at various levels. and learning time emerged as an important theme
that required attention from both a staff and student
First, individuals may benefit from formal time
perspective.
management courses or from study of any of the
numerous manuals available on the subject to improve Drucker (1993, p.86) notes the phenomenon of
their personal effectiveness. A difficulty with this 'splintering' in service organisations, including
material is that it is unsuitable for application in universities and hospitals, which is seriously damaging
academic environments. Perhaps, in the context of their effectiveness through the twin effects of a loss of
its new responsibilities for institutional research, the professionals' time in doing a range of sub-professional
ACUE might examine this matter and report on and administrative tasks and the costs of meeting
examples ofbest practice in the use oftime in academic professional and academic salaries.
environments, as well as the scale and dimensions of
Dealing with the avalanche of paperwork and attending
the time problem. Support from the Evaluations
meetings are common complaints in both organisations.
and Investigations Program should be sought.
The cure, according to Drucker, is simple: take the
Second, those responsible for staff supervision and non-professional work away to allow the professionals
the work of committees might benefit by reviewing to their professional work. He suggests that two
their own practices with their staff, particularly questions need to be asked. First, 'What do we pay
where these practices impinge on the time ofothers. for?' and second 'What value is this job supposed to
Strategies might include: delegation and abolishing add?' (p.87)
some local committees or restricting their meeting
3. Personal time management issues and strategies
times to strictly confined limits.
Many academics complain that they cannot manage
Third, recognising that sometimes the most under- their time effectively. Could it be that their skills of
utilised resource in the University is the student, 'expert performance' in time management involving
may be the key to more productive use of time for personal insight and self-regulation (a critical component
teaching staff. Excellent programmes ofteaching based of academic life as noted previously) are lacking in
on principles of self-directed learning and self- some important ways?
assessment are now in wide use in Australia and
Might it be possible that the dominant forms of
bear critical examination for their applicability in
education we have experienced, and continue to provide
a wide range of courses. For such development to
for many of our students, have not given us the
occur, however, additional short-term resources from
appropriate skills and attitudes to manage the difficulties
internally controlled schemes for example, the Teaching
we are confronted with? It is also possible that the
Development Grants Scheme or from funds managed
current wave of teaching and learning innovations in
by DEET will be necessary.
our universities such as peer teaching, problem-based
This leads naturally to the fourth proposal. This is learning, self-assessment may be very relevant changes
to foster more flexible schemes of time allocation by in educational practice in the present context?
arranging work assignments or by seeking external
support to release staffmembers for extended periods Jacobs and Paris (1987) describe the separate but
oftime to develop, for example, new office procedures, related aspects of expert performance as self-appraisal
and self-management.
40 OVERVIEW
Self-appraisal involves: of insight and self-regulation canvassed above.
knowledge of the self as a performer, such as One of the most helpful presentations on this theme
knowing Athat one is a competent tutor or a in the recent past is in the book by Stephen Covey,
time waster, etc; tided The Seven Habits of Highly Effective People
(Simon and Schuster, 1989). There are two reasons
• knowing how to perform the skills required;
why I believe that the book will be helpful to many
knowing when, why and how to use the self- academics. The first is that Covey's approach has an
knowledge and performance skills. This is vital attractive coherence built on principles on human
because it distinguishes mechanical performance effectiveness such as equity and justice, integrity, honesty,
from the capacity to use knowledge flexibly. Covey dignity, excellence, service and personal growth. The
(1989, p.4l) describes these kinds of principles are reflected in the seven habits he describes
understandings and patterns of behaviour as and explains. These are:
'habits'.
• Be proactive
Self-management refers to the use of self-appraisal
• Begin with the end in mind
knowledge in the normal course of our work. Self-
• Put first things first
management involves:
• Think win/win
• planning and goal setting and the selection of
• Seek to understand, then be understood
appropriate strategies to achieve goals;
Synergise
• regulation of strategies and techniques required
• Self-renewal
to achieve goals;
The second reason why I believe Covey's book will
• evaluation of progress and success.
appeal to academics is that it recognises and gives
The time management literature is replete with strategies prominence to the quality of relationships among
and techniques that fit into this framework. The people that are at the core of many of the important
trouble is that much of the presentation of these roles that academics assume: teacher, researcher, mentor,
ideas is neither intellectually coherent nor obviously counsellor, coordinator, head and dean.
relevant to academic contexts. A good example of
The habit of 'putting first things first' is at the heart
this problem is in the popular and practical book by
of Covey's presentation on time management. For
Edwin Bliss titled Getting Things Done, The ABCs of
Covey "the essence of the best thinking about time
Time Management (Macmillan, 1976). Between the
management can be captured in a single phrase: organise
covers there is much useful guidance on topics as
and execute around priorities" (p.149)
diverse as alcohol, indecision and the workaholic, but
little to bring it all together in a coherent fashion. On Covey distinguishes between four generations of time
the other hand, the more recent Getting Things Done management thinking. The first generation centred
by Roger Black Qoseph, 1991) structures strategies on notes and checklists to recognise the demands
and techniques around five major themes: Planning: placed on our time. The second generation was
Directions and Goals; Your Time; Knowing, motivating characterised by calendars and appointment books in
and improving yourself; Dealing with others; Results. an attempt to schedule into the future; the third and
Black's is a much more coherent book, and is generally current generation of thinking emphasises prioritisation,
recommended. clarifying values and comparing the worth of activities
based on their relationship to those values. It also
How can we achieve 'expert performance' in time
involves goal setting and daily planning to ensure
management? The answer is that we need a 'strategy'.
progress is made towards the goals.
The thesaurus embedded in my word processor, provides
these synonyms for strategy: method, plan, procedure, The trouble with the third generation approach,
system, scheme and modus operandi. Whatever term according to Covey, is that efficient scheduling and
one prefers, there are ways of achieving expert control of time can be counterproductive to the
performance in time management involving the skills development of relationships with people and to taking
OVERVIEW 41
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1
42 OVERVIEW
approaches can have significant utility, but I suspect Because much academic work is related to the needs
that not enough thought is given to the life-span or to and interests of other people, especially students,
personal career plans. Covey's notion of 'production particular attention needs to be given to the quality of
capability' is very relevant here and deserves our close relationships in the overall management of self.
consideration. Moreover, the focus needs to shift from simply the
here-and-now to the longer term and to consider the
Chickering and Havighurst (1981) proposed that
balance between career-related goals and other relevant
throughout the adult years we are confronted by
life goals.
qualitatively different 'developmental tasks' which have
important implications for our personal and professional Responsibility for these matters rests with individuals,
lives. Moreover, it is as equally important to consider academic departments, universities and unions.
our students in a similar life-span perspective and to Universities and unions have a special responsibility to
consider appropriate ways of responding to them both ensure opportunities for professional development and
as teachers and in the courses we devised for them. to encourage the development of patterns of work that
reflect different stages of career development in the life
There has been considerable attention to career stages
span. Individuals have a responsibility to exercise their
in the literature, and two works are strongly
obligations to both 'produce' results in the variety of
recommended: Robert Boice The New Faculty Member
roles they assume and to ensure that they take a
and Jack Schuster, Dan Wheeler and Associates,
advantage of the opportunities provided to them for
Enhancing Faculty Careers.
continuing professional growth.
Baldwin (in Wheeler, 1990) argues that attention to
these career stages can help universities develop flexible
policies and working arrangements in light of differing
References
needs and circumstances rather than against rigid Baldwin, RG. "Faculty career stages and implications
standards (of the kind now found in the Academic for professional development", in Schuster, J .H.,
Award). Both individual members of academic staff Wheeler, D.W and Associates (1990) Enhancing Faculty
and the university as a whole stand to benefit if attention Careeers; Strategies for Development and Renewal. San
is given to differences and to individual needs at different Francisco: Josset-Bass, pp.20-40.
stages. Boice's study of new academic staff suggests that Black, R (1987) Getting Things Done. London: Joseph.
new staff who are able to quickly achieve comfort and
acceptance in teaching (through professional Bergquist, W (1993) The Postmodern Organisation.
development support, for example) also achieve higher San Francisco: Jossey-Bass.
levels of scholarly productivity, greater satisfaction and Bliss, E.C. Getting Things Done; The ABC's of Time
greater success in their careers (Boice, p.78). Management. Melbourne, Macmillan.
OVERVIEW 43
l
Chickering, A.W and Havighurst, R.]. "The Life
Cycle", in A.W Chickering and Associates, (1981) TEACHING AND
The Modern American College. San Francisco: Jossey-
Bass. LEARNING I N HIGHER
Covey, S.R. (1989) The Seven Habits ofHighly Effective
People. New York: Simon and Schuster. EDUCATION RES"EARCH
Drucker, P.F. (1992) Managingfor the Future. Oxford: GROUP
Butterworth.
The Teaching and learning in Higher Education Research
Fuller, F.T. (1985) Eliminating complexity from work: Group isa mulJ:i-disciplinary group which aims to promote
improving productivity by enhancing quality. National action research in teaching and learning. Current
Productivity Review, Autumn, 327-344. members are from the Faculties of Law, Health and
Engineering, the Departments of Chemistry, Management
Harman, G. and Wood, F. (1990) Academics and and Applied Statistics, and units within the University
their work under Dawkins: A study of five New
(Academic Development Services, Educational Media
Services, Library, Aboriginal Education Centre, learning
South Wales universities. Australian Educational SuppartServices).
Researcher, 17,2,53-74. Key aim for 1997: the launching of a proiectto
trial different approaches to implementing
Jacobs, J. and Paris, S. (1987) Children's metacognition change in learning and teaching at the
about reading. Educational Psychologist, 22, 255-278. University of WoIlongong and to evaluate the
effectiveness ofthese approaches.
Lewis, D.R. and Dahl, T. (1976) Time management
Members of the group have reached agreement on this
in higher education administration: a case study. Higher project to include:
Education, 5, 49-66. • designingapprooches to educational change
• identifying obstacles to such change
Macan, T.H. et aI., (1990) College students' time • developing strolegies for overcoming theseobstocles
management. Journal of Educational Psychology, 82, • using a set of evaluation methods to assess the impact of
theseapprooches
760-768.
In the first meeting of the year, members will decide on a
McInnis, C. (1992) Changes in the nature of academic particluar project in which they would like to be involved
work. The Australian Universities Review, 35, 9-12. during the year. Examples of educational innavations for
projects include group learning, peer assessment and
Noble, A. (1994) Enhancing the Quality ofAcademic flexible deiivery. Members will form cross-faculty groups
and together design the project and specify methods of
Life: Working with Students. Adelaide, ACUE, The
evaluation. Plans will be discussed at group meetings and
University of Adelaide. reports will be given at suitable intervals. Group funds will
target the administrative supportofthis project.
Schor, ].B. (1991) The Overworked American, The
Guest speakers wiU be invited to present on issues relev~nt
Unexpected Decline ofLeisure. New York: Basic Books. to the pro[ects and to provide guidance and support from
their own experience. Short papers on the project will be
Tanner, c.K. et al, (1991) Effects of the use of
submitted to the editors of Overview for dissemination of
management strategies on stress levels of high school ideas throughout the university community. The aim of
principals in the United States. Educational these activities is to foster reflective practices. This means
Administration Quarterly, 27, 203-224. encouraging critical and systematic thinking on the
leaching and learning process, with a goal of improving
Schuster,J.H., Wheeler, D.W. and Associates (1990) teaching practices. Research students will be encour~
to present on their work and discuss relevant issues.
Enhancing Faculty Careers; Strategies for Development
Members will also be encouraged to write for publication,
and Renewal. San Francisco: Jossey-Bass. seek research funds and present at conferences wherever
passible.
Senge, P.M. (1992) The Fifth Discipline: The Art and
Meetings are held on a regular basis to share ideas and
Practice ofthe Learning Organisation. London: Century experiences across traditional boundaries. The 1997
Business. schedule of meetings will appear in the next edition of
Overview.
The University of Adelaide (1990) Professional
Contoctperson: Orlinda Tapsell
Development at the University ofAdelaide. linda_tapsell@uow.edu.au
44 OVERVIEW