SMS Time Management
Safety management system (SMS) time management is the systematic and proactive approach taken to ensure compliance within various processes, procedures, and acceptable work practices. SMS time management involves the identification, assessment, and mitigation of identified risks and hazards to remove opportunities for accidents, injuries, or damage to structures or aircraft. The primary goal is to establish and maintain a behavioral friendly working environment.
A behavioral friendly environment refers to environments, products, or practices that are designed with an understanding and consideration of human behavior. This can apply to various fields, such as design, technology, education, or psychology. The goal is to create spaces, products, or systems that align with human tendencies, preferences, and cognitive processes, making them more user-friendly and effective.
In design and technology, for example, a behavioral-friendly approach might involve creating interfaces that are intuitive and easy to navigate based on how users naturally interact. In education, it could refer to teaching methods that take into account the ways people learn best, considering cognitive and behavioral aspects to enhance the learning experience. In a safety management system, it is defined in the aviation industry acceptable SHELL model.
Ultimately, being behavioral-friendly means acknowledging and incorporating insights from behavioral science and psychology to create solutions that are more in tune with human nature, making them more accessible, user-friendly, and effective.
Key aspects of successful SMS safety time management include a variety of tasks.
Risk Assessment: Identifying and evaluating potential hazards associated with a particular task, project, or process. This involves analyzing the likelihood and severity of risks.
Preventive Measures: Implementing measures to prevent or minimize identified risks. This involves the use of established processes, procedures and acceptable work practices, suitable equipment, training programs, and airside operation plans.
Documented and establish processes may not always produce an acceptable outcome but makes the foundation for improvement and changes to more positive outcome. An undocumented process may work quite well, but there is no links or ties to the SMS policy for performance assessment. In that case, document and implement an undocumented process that works well.
Training and Education: Ensuring that individuals involved in their workplace and assigned work responsibilities are adequately trained and educated on processes, procedures and acceptable work practices.
Continuous Monitoring: Regularly monitoring and reviewing processes, procedures, and acceptable work practices to identify areas for improvement or changes in the work environment.
When implementing changes to processes it is vital for success that an accountable executive (AE) does not overcontrol the current process. Overcontrolling processes can lead to a less desired outcome compared to allowing for some imperfections due to several reasons.
OVERCONTROLLING
Overcontrolling often involves strict adherence to predefined rules and procedures. This can lead to a lack of flexibility and resilience when unexpected situations, or special cause variation arise. An imperfect process, on the other hand, may allow for adaptations and creative problem-solving.
Overcontrolling processes can stifle innovation and creativity because it leaves little room for experimentation and learning from mistakes. An imperfect process may encourage a culture of trial and error, fostering continuous improvement and innovation. The global aviation industry is currently operating in a trial and error system, with a purpose of an SMS to learn from mistakes.
Overly controlling processes may require excessive resources, both in terms of time and money, to maintain strict adherence to guidelines. Imperfect processes may be more resource-efficient, allowing for a focus on critical areas and the allocation of resources where they are most needed.
In a rapidly changing environment, overcontrolled processes may struggle to adapt to new circumstances. An imperfect process, while not ideal, may possess a degree of adaptability that enables it to evolve and respond to changing conditions.
Overcontrolling processes can lead to unnecessary complexity and bureaucratic hurdles. An imperfect process may be simpler and easier to navigate, reducing the burden on individuals involved in the process.
Overcontrolled processes may prioritize adherence to rules over the customer experience. An imperfect process that allows for flexibility can better accommodate the unique needs of customers, leading to higher satisfaction.
Imperfect processes may be more conducive to a culture of continuous improvement. When mistakes occur, they can be analyzed, learned from, and used as a basis for refining and enhancing the overall process.
While it's important to have control and structure in processes, an excessive focus on control have negative consequences. Balancing control with flexibility, adaptability, and a culture of continuous improvement can lead to more resilient and effective processes in the long run.
SMS TIME MANAGEMENT
Emergency Preparedness: Developing and implementing plans for responding to emergencies or accidents, including evacuation procedures and first aid protocols.
Compliance: Adhering to relevant regulations, standards and SMS policy established are time management tools.
Safety Culture: Fostering a culture of safety and just-culture within an SMS enterprise where all members are actively engaged in promoting and prioritizing safety.
In the context of time management, safety considerations are integrated into the planning and scheduling of tasks to ensure that adequate time is allocated for safety measures. This may involve allowing extra time for safety inspections, training sessions, and the implementation of safety protocols, contributing to a more comprehensive and effective safety program.
TIME MANAGEMENT AND PROCRASTINATION
Time management is the process of planning, organizing, and controlling how you allocate your time to specific tasks and activities. It involves setting priorities, creating schedules, and efficiently using the available time to achieve goals and objectives. Effective time management helps individuals make the most of their time, reduce stress, and enhance productivity.
Procrastination is the habit of unnecessarily delaying an important task, usually by focusing on less urgent, more enjoyable, and easier activities instead. It is different from laziness, which is the unwillingness to act. Procrastination can restrict and undermine an effective safety management system (SMS).
TIME MANAGEMENT
Setting Goals: Clearly define short-term and long-term goals to guide activities. The 14-points Goals Setting Plan is an excellent tool.
Prioritization: Identify tasks based on their urgency and importance. Focus on high-priority items to ensure essential activities are completed.
PARETO PRINCIPLE
The Pareto Principle, also known as the 80/20 rule, states that roughly 80% of the effects come from 20% of the causes. Prioritization is to focus on the vital few as opposed to the trivial many.
Time Management:
80% of results come from 20% of tasks.
80% of interruptions come from 20% of people or sources.
Project Management:
80% of project success is due to 20% of the tasks.
80% of project delays are caused by 20% of the issues.
Customer Relations:
80% of customer complaints come from 20% of the issues.
80% of customer satisfaction may result from 20% of the efforts.
Finance:
80% of financial gains come from 20% of investments.
80% of financial losses may result from 20% of decisions.
Education:
80% of learning may come from 20% of the study material.
80% of academic success may result from 20% of the effort.
Sales:
80% of sales revenue may come from 20% of the sales team.
80% of deals may be closed by 20% of the salespeople.
Quality Control:
80% of defects may come from 20% of processes.
80% of incidents may result from 20% of organizational factors.
Communication:
80% of effective communication may come from 20% of key messages.
80% of misunderstandings may result from 20% of unclear communication.
Planning: Create a schedule or to-do list to allocate specific time blocks for different tasks. This helps in organizing your day and staying on track.
Time Allocation: Allocate appropriate amounts of time to each task based on its importance and complexity. Lost time cannot be regained.
Procrastination: Avoid delaying tasks. Procrastination lead to stress, reduced productivity and occurrences.
Delegation: Delegate tasks to others.
Eliminating Time Wasters: Identify and minimize activities that do not contribute to goals and objectives or are not beneficial to operations.
Flexibility: Be adaptable to changes and unexpected events. Build in buffer times in your schedule to handle unforeseen circumstances.
Avoiding Multitasking: While it may seem like a time-saver, multitasking lead to decreased efficiency. Focusing on one task at a time improves overall productivity.
MULTITASKING
Human nature is to focus on and execute one task at a time. The time it takes to complete a task may only be a few seconds, but each 7-seconds task has its own focus and completion process.
Airside maintainers may attempt multitasking by driving their vehicle along the runway centerline when performing their daily inspection of runway edge lights. While this process may cut the time in half, none of the lights are checked since details of the inspection are ignored and eliminated.
A pilot may run a pre-takeoff checklist while taxiing to the runway. While this may shave of time to the runway hold line, none of the processes are completed. The pilot must be focused on inside tasks while performing the checklist, and the outside tasks are ignored. Some years ago, a pilot crashed into another aircraft by multitasking taxiing and checklist processes.
Multitasking is for autonomous and artificial intelligence (AI) systems. Multitasking refers to the ability of a system to handle and execute multiple tasks or processes simultaneously. In computing, it often refers to the concurrent execution of multiple tasks by a computer's operating system. This allows users to run multiple applications or processes at the same time, switching between them seamlessly.
Preemptive Multitasking: In preemptive multitasking, the operating system has the ability to interrupt and suspend a currently running task to start or resume another. The system allocates time slices to each task, and it switches between them rapidly, giving the appearance of simultaneous execution. This is commonly used in modern operating systems like Windows, Linux, and macOS.
Cooperative Multitasking: In cooperative multitasking, tasks voluntarily yield control to the operating system, allowing other tasks to run. Each task must explicitly release control, and if a task fails to do so, it can impact the overall system performance. Cooperative multitasking is less common today but was more prevalent in early operating systems.
Studies suggest that human multitasking can be less efficient than focusing on one task at a time, as constant switching between tasks is not multitasking but individual tasking and may lead to reduced productivity and increased errors.
The global aviation industry, trucking industry and personal vehicle operations have all accepted the fact that human are incapable of multitasking. Taking on a handheld mobile telephone is not allowed when taxiing or driving. The aviation industry went a step further in multitask behavior with the sterile cockpit concept where unnecessary communication while flying at an altitude below 10,000 feet is a regulatory violation.
Self-Care: Include breaks and downtime in your schedule to recharge and maintain overall well-being.
Effective time management is a skill that can be developed over time through self-awareness, practice, and a commitment to improving productivity and efficiency. It is a valuable skill in both personal and professional settings.
Procrastination is the act of delaying or postponing tasks, often despite knowing that it may lead to negative consequences. It involves a voluntary delay in taking action or completing a task, even when one is aware of the potential negative outcomes associated with the delay. Procrastination is a common human behavior and can manifest in various aspects of life, including work, academics, personal goals, and daily responsibilities.
Several factors contribute to procrastination, including a lack of motivation, fear of failure, perfectionism, poor time management skills, and difficulty in prioritizing tasks. People who procrastinate may experience stress, anxiety, guilt, and a sense of unfulfillment as a result of not meeting deadlines or achieving their goals in a timely manner.
While occasional procrastination is a normal part of the human experience, chronic procrastination can have detrimental effects on one's well-being and success. Overcoming procrastination often involves developing effective time management strategies, setting realistic goals, breaking tasks into smaller, more manageable parts, and addressing underlying psychological factors that may contribute to the behavior.
SELF DISCIPLINE
Self discipline refers to the ability to control oneself, make decisions, and take actions in accordance with one's goals and values. It involves the practice of restraining impulses, overcoming procrastination, and staying focused on tasks even in the face of distractions or difficulties. Self discipline is an essential quality for achieving long-term success, as it helps individuals develop good habits, persevere through challenges, and make consistent progress towards their objectives.
Delayed Gratification: The ability to resist the temptation of immediate rewards in favor of achieving more significant, long-term goals.
Consistency: Developing and maintaining positive habits and behaviors on a regular basis, regardless of external circumstances.
Time Management: Efficiently organizing and prioritizing tasks to maximize productivity and accomplish goals.
Resilience: Bouncing back from setbacks and failures, learning from them, and using them as opportunities for growth.
Accountability: Taking responsibility for actions and decisions and being proactive in addressing any challenges or obstacles that may arise. Accountability is forward-looking accountability to assess and mitigate upcoming hazards.
Cultivating Self discipline requires conscious effort, practice, and the development of a strong sense of purpose. It is a valuable skill that can contribute to personal and professional success in various aspects of life.
Conventional wisdom is that time must be managed. However, time is not something that anyone has control over. If it cannot be controlled, it cannot be managed. Time does not stop but keeps on going without anyone noticing. Time management is actually time adaptability, or time resilience to bounce back to be on task.
We don’t manage Time. We adapt to time by leading personnel, manage equipment and validate operational design for improved performance within an established start and end time.
In the global aviation industry, SMS is a time management system. Operating with an SMS is to operate with a time management system. Included in a successful SMS and time management system are key performance indicators (KPI)for statistical process control (SPC) analyses. SPC and control chart analyses are crucial for a successful time management system.
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