Don’t worry, it won’t take long to read this!
Michelangelo and Steve Jobs were given the same amount of minutes as us in the day, but it all depends on how you use them.
Here are some tips to help you become a time wizard and manage your team more efficiently:
- Make time strategic
In the workplace some issues are of more strategic value than others. It is up to the time- canny wizards to decide what is the most important to be dealt with first. Michael Mankins found that 80 per cent of a manager’s time is devoted to less than 20 per cent of a company’s long term value. Thus a manager needs to be focused on decisions, not always non-strategic discussion.
A good way to address decision making is through…
- Structured team meetings
Online engagement tools can help structure and inform team meetings. Employees can reflect on the past week by looking at what they have achieved, and similarly what they have found difficult. By doing this they can consolidate their focus, and self-manage what their goals are for the next week. As a manager you can use this information to amplify discussion and create a structured pathway for team meetings.
Online engagement tools also allow employees to express how they feel right away, preventing issues within the organisation being dragged out from quarter to quarter. Similarly engaged and structured team meetings can show managers that teams are acting on what’s been agreed to in meetings.
- Keep meetings short and punchy
Planning meetings beforehand, and keeping a time limit on them, allows people to be focused and stay attentive. Be firm and address the key issues at the beginning of the meeting. Be engaged and don’t allow yourself, or your employees, to be distracted from work by other work.
- Keeping focus
Many employees and managers admit to doing emails or other work during meetings which can cause them to drag on and lose focus. As the common saying goes: better to do something well or not at all.
Often we attempt to do 1000x tasks at once but at times the quality of our work is not always tiptop, meaning that more time has to be spent later correcting the work we do. In light of this we should prioritise what is most important and do it first.
- Make little changes to make your life easier
A common myth is that in order to manage time more efficiently you need to change yourself drastically. Little steps towards better time management can help in exponential ways. For example, you can use online personal assistant tools to go through emails; highlighting the most important ones and push the less important ones to the back. Use mechanisms to track emails sent by you, schedule emails for particular times and then follow those emails with automated canned responses to save your time and much needed brain power.
- Be kind to yourself
Sometimes you just can’t do everything. With an increasing workload, taking more breaks can help with efficiency. Exercise and practicing mindfulness can help you step away from work and re-calibrate. Learn how to say no and to delegate. Often we take on too much because we want to do the best job, but as a manager or an employee there are people in our team who can help us.
In summary, we can’t do it all, but as William Penn said
“Time is what we want most, but what we use worst”
So take a minute to think how you can make use of your valuable time better.