5 Time Management Tips for Managers
5 ways to improve your Time Management
Time-box Goals
Batch Activities
Make time for you
Get organized
Be Realistic
Project Managers need many skills to be successful. Process and technical knowledge, Leadership skills, but a key one we will cover today is time management.
Time Management is a capability needed by every manager. Time is our most limited resource. Managing your time effectively and efficiently will help you be more productive and successful.
I will cover five tips to help you control your time and complete work tasks more quickly.
Set Achievable, time-boxed Goals
Setting smaller short-term goals throughout your workday is an effective time management strategy. Short-term goals and helps you to ring-fence work.
This connects short blocks of time with a specific task. Studies have shown that focused concentration to complete a single task is more productive. Maybe you have experienced the frustration of multi-tasking for hours and not getting anything done. Or completing work but finding quality errors afterward that require fixing.
And this kind of frustration can zap your energy and motivation.
Schedule your day. Each morning, set out the takes you want to complete for the day. If any of these tasks require more than 45 mins, break them into smaller tasks to create blocks and breaks of time.
Prioritize your tasks. Do the most important things first while you are fresh and rested—plan for more operational activities for later in the day when you are more likely to be tired.
Update your To-Do list often. As you complete these smaller tasks, complete the full cycle of work required. This includes sending emails or filing documents. This allows you to complete the task and check it off of your list of action items. Don't be distracted by other activities until you can complete this work.
“Short-term goals provide a solution. When properly formulated, they offer a series of milestones – a step-by-step system that paves a path towards your long-term goal.”
Batch your key activities
Managers often have many meetings, reports to review or write, and a full email box to address each day. To be effective with your time, try batching your activities.
Key work in the morning
Meetings before lunch
Administrative activities after lunch
Assess your work for tasks that are high priority and demand concentration. Each morning, focus on one of these tasks first. You are likely to complete the work faster with higher quality by giving your attention during your most productive working hours.
Meetings aren't always in your control, but when they are, arrange for them before lunch. In contrast, you don't want to make difficult decisions when tired or hungry. Mid-morning is a good time to plan meetings for a few reasons.
You still have energy for problem-solving
There is time in the day left to action issues by the team
With lunchtime looming - meetings are more likely to end on time
Get off the meeting treadmill by making good habits:
Plan your meetings on a specific day. Grouping meetings allow you to create a rhythm to your week.
Day 1 - prepare for each meeting, pre-read meeting materials.
Day 2 - hold the meetings and handle related follow up tasks
Day 3 - have open-door hours for ad hoc working sessions
Day 4 - follow up on meeting actions and project status updates
Day 5 - write your end of week reports
Don't fill your calendar with meetings. Limit formal meeting times to the prioritized activities. Instead of regular meeting times, make ad hoc working sessions where you can work with team members. This way you only use time needed to work through issues, problem-solve, or manage escalations.
If you can minimize the interruptions, you will work more effectively and, therefore, be more present for the meetings you do attend.
This may take discipline, but you will find that the increase in productivity and reduction in stress is significant. Not just for you but also your team. The structure will set expectations about time management within the team.
Make time for Yourself
It is easy to get caught up in work and forget to take breaks. You may think that 'being in the working flow' means intensive work, hours on end, is more productive. But often, it is counterproductive in multiple ways.
You can manage others if you can’t manage yourself.
Your energy decreases when you don't eat, drink or move.
So be sure to drink water often, and use lunch to eat and get outside if possible.
Your concentration is reduced.
When your mind starts to wander, it is time for a break. This is your brain letting you know you are done with work mode for now. So give yourself 15 mins to relax, fill your water bottle or look out the window.
You have an Emotional Intelligence dip.
Struggling to cope with a people problem or another challenge may be a sign that you are emotionally on a low point. Like hunger, EQ can dip during the day. When it does, you need to take a break. This allows you to maintain self-discipline. When you don't recharge, you may have a blowout when the next problem comes up - not the kind of reaction anyone wants from a leader.
You may need to take some deep breaths, close your eyes and meditate. Slow down your heart and redirect your thoughts for a few minutes. Or if you need to blow off steam, rant on paper. Write a page on what upsets you and why, and what you can do about it. If you cannot change the situation, your rant lets off steam. Note page goes into the trash. If you can address the issue, you now have an action you can add to your list. Either way, your EQ should be restored.
Organize Your Tasks and Space
So many people unknowingly waste time by simply having a messy space. You don't want to waste time trying to find supplies on a messy desk, sorting through scattered sticky notes, and figuring out where you wrote down that important number. Keeping your space organized is an essential time management tip.
It's also important to keep your tasks organized and always at hand. If you are a more tactile person, you could manage your tasks by creating a daily checklist on sticky notes. There are also fun virtual options to help you keep track of tasks, such as Trello. Find a way that works for you and use it every day.
Source (simplified model based on): HBR.org
Don’t just accept work, assess and prioritize it. This keeps your time focused on your focus and value add to the outcome.
Be Realistic
Get to know yourself and how much work you can handle in one day. It's also important for you to be mindful of any workplace bad habits you may have formed that prevent you from efficient time management.
It's Okay to Say "No"
It may sound a little harsh at first. However, it's for the betterment of your overall workflow and balance! Sometimes, when working on a team, it can be difficult to prioritize the tasks on our plate over what others want us to do for them.
Many of us struggle with wanting to be a "yes" person in the workplace. We all want to be good leaders and teammates. When others are overwhelmed, their first impulse may be to ask for help. This is natural, but you may be of better service to help them manage their time better. Coach team members on time management (see my coaching blog to get help with this process).
However, if you have time and the issue demands your attention, consider how it fits among your other tasks. Don't let someone highjack your calendar.
Review what’s true for you:
Do you need to include more breaks within your day to prevent burnout?
Are you taking too many breaks and not accomplishing your daily goals?
Do you prioritize the tasks of others over your own?
Are the goals you set for yourself short-term enough to feel satisfied and motivated throughout the day?
You can begin setting great time management boundaries by reflecting on these questions and being honest with your answers!
Give yourself the gift of time through managing your expectations and actions every day. This will allow you to be more productive and show your team the power of good time management.
What is your best time management tip? Please share with the rest of us in the comments below. Thanks!
