Tools for Time Management

Tools for Time Management

Time management is a critical skill that needs to be mastered if one is to succeed in the business world or really anywhere. With current technology sharing of information happens quickly. It is easy to get swamped by the influx of emails, voice messages, and memos, not to mention the day-to-day job duties. By implementing some easy strategies to manage the flow of information a manager can gain control over their workflow again. Try these techniques to help manage your time better. We hope that these Tools for Time Management inspire you. 

The Corporate Financial Institute (CFI) defines times management as, 

“Time management is the process of planning and controlling how much time to spend on specific activities. Good time management enables an individual to complete more in a shorter period of time, lowers stress, and leads to career success.”

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Tools for Time Management

Use a Time Management Planner

Many people like to use an online organizer while others are set on the old-fashioned agenda. Whatever works best, use it daily. Plan each hour of the day and indicate on the planner what is to be done. Once a planner is set up it takes very little time at the end of the day to update it. Include all meetings and even personal appointments that may interfere with the work schedule. As we all know, things happen and plans get thrown out the window. However, when an unexpected change does occur the manager simply checks the planner and reschedules the work that was planned. This ensures everything still gets done.

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Email Management

Managers get numerous emails a day and could easily spend most of their time sorting through them. The best way to minimize the risk of getting caught up in email is to set some boundaries. These rules need to be communicated to employees and colleagues. Try the following ideas.

• Pick specific times to be dedicated to reading and responding to emails. For example, 30 minutes in the morning, after lunch, and just before leaving the office at the end of the day. People will soon learn the routine and will know when to expect replies. The amount of time needed will vary depending on the nature of the business.
• Encourage staff to mark time-sensitive emails as urgent. Be careful not to overuse the urgent indicator though.
• Discourage unnecessary emails. For example, people do not always need to reply to all when responding to an email.
• Delegate items that can be handled by someone else. Forward the email and copy the sender. Make a note to follow up at a later date.

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Tools for Time Management

Managing Voice Messages

Voice mail can also take away valuable time. Although it is a necessary evil it can be controlled using many of the same methods that are used with email.

• Dedicate a specific time of day to listen to and return any phone calls.
• Unless the call is urgent most people expect to hear back within 24 hours. If the conversation is going to take time then find time in the next dayís planner to make the call.
• Prioritize. Return important calls first. Time-sensitive items, customers, and of course the boss should all come first.

Time Management Skills to Reduce Interruptions

All the time management in the world can not provide an uninterrupted day. Although there are certainly times when a crisis arises that can only be addressed by the manager much of the interruptions that occur can be controlled. Often interruptions are the result of employees being too dependent on the manager. Set some guidelines on when it is appropriate to interrupt.

• For straightforward questions encourage email. Employees will know when the emails will be read and can work around that schedule.
• Managers need to be accessible. Set aside a specific time during the day for any questions and discussion that may be needed. Perhaps letting the staff know that from 11:00 to 1:00 the manager is available to talk.
• Touch base with the employees at the beginning of the day. Take a walk around the office and ask people how their work is going. Many quick questions will be asked then. If this is made routine employees will look forward to the morning chat to bring something up, instead of knocking at the door.
• Respect other's work time. Set an example and try not to interrupt other peopleís time unless it is truly needed.

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Tools for Time Management

Time management is a valuable skill that can lead to success. Taking the time to carefully plan each day will help keep the work organized. Implementing strategies to manage both email and voice mail flow can keep the focus on day-to-day duties. Lastly, learning to keep interruptions at bay can keep the manager on track. We hope that these Tools for Time Management inspire you. Happy managing!

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