Time Management is what makes a company productive and profitable, because only when time is managed properly, all employees are able to complete a great number of tasks respecting deadlines. Luckily, now a days software plays an important part in organizing work hours, so that it’s much easier to plan ahead and get things done, with less stress and anxiety.
However, many managers tend to make the same fatal mistakes that cost them more time and effectively more money. Becoming an organized person is not as hard as it seems, because it all comes down to developing some daily habits, which make your routine a lot more productive. The most common time management mistakes managers do are the following:
Not having an agenda
As simple as it sound, a simple “to-do” lists does wonders. Just have a plain old-fashioned notebook to write down lists of everything you have to do monthly, weekly and daily, because it helps you not to forget anything important and it helps your prioritize tasks at the same time. If it’s more comfortable for you, have folders on your computer, notes on your smartphone, whichever helps you more. That way, you’ll be able to see clearly which tasks are important and which task have top priority.
Not knowing your goals
Setting goals helps you work better because they give you the necessary motivation. Company goals are important, but it’s equally important to set personal goals to help you maintain your focus and concentration. Be realistic, thou, because you need to have a reasonable time limit or else, you’ll find yourself more stressed out that you were before.
Not having priorities
This is a Time Management mistake developed from the first one, regarding your checklist. Learn how to prioritize your tasks efficiently, so you don’t find yourself working on a project with a deadline for next month, when another project due the next week, for example, is not yet completed. Assess how much time you need to complete certain tasks and you’ll be able to estimate the correct time limit. Always make sure you leave a window open for last minute situations that unfortunately occur all the time, as much as you try to plan everything ahead.
Emails, phone calls or networking can take a large chunk of your daily time. Allocate daily hours for those activities and don’t let yourself distracted. When you’re working on something and then you take a break to check your email, you lose all your concentration and it takes longer for you to complete the task.
We all are procrastinators, whether we like it or not. It’s so easy to say you’ll have something done tomorrow, rather than today. However, are you really relaxed when work is pilling up on you? It’s better to get a much things done as you can by the end of the day and have a relaxed weekend after a busy week than not knowing how to divide your work hours on the last day to finish your tasks.
Not learning to say no
Many people have the fear of being seen as unproductive or “lazy” because they don’t take on every project that’s being offered to them. Sometimes, you just have to politely say no, because you won’t be able to perform anyway because you don’t have enough time. It’s better to be someone who’s good at their job, than someone who does a lot, but mediocre.
No break time
Every person needs a break now and then. If you strive on having a busy schedule all day long, it’s most likely you’ll feel burn out after a couple of days and you won’t be able to maintain your energy level. When you feel overwhelmed or you just need to relax a little, take a break.
Not knowing when you’re most efficient
It’s no secret each person handles things differently. Perhaps you wake up full of energy in the morning and get tired in the afternoon, or you’re not a morning person and tend to drag things on, but are very efficient in the afternoon hours. Learn when’s the best time for you to be completely focused and schedule the most important and time consuming task in those hours. Leave the “lighter” tasks for those hours you know you’re not able to give it all.
Consider this a simple strategy meant to help you manage your time more efficiently and makes the best out of the tools available, like software. For instance, ExTreM Time Sheet and WorkForce Schedule are great software programs designed to improve Time Management and Human Resource planning in a company, by tracking project progress, working hours and workload calculation. These software programs also enable data collection and analysis, very useful to create a reliable company strategy to improve productivity and efficiency.
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