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14 Time Management Templates to Help You Get Organised

14 Time Management Templates to Help You Get Organised

Time Management is the skill that unlocks all other skills. Plus, if you want to get ahead better, time management will help. If you want a better work or life balance, time management is the answer. If you want to feel less overwhelmed and more in control, managing your time better is the answer. At the heart of more effective time management is a time management system and supporting that is a set of lists. These time management templates can help you to create those lists.

If your best friend were to use your time management system, what would she/he say?

Reading this article you are likely to fall into one of 3 groups;

  • Those in Denial – ‘I am so busy there’s no way I’ve got time to improve my time management.’
  • Those in Ignorance – ‘My time management system has been working fine for 15 years.’
  • Those in Need – ‘If this can help I’ll give it a go because I’m sure I can make some improvements.’

Appealing to the ‘Those in Need’ group, these time management templates will help. They are simple, practical and you can use them straight away. If you had the time you would have created similar templates. It’s hard when you are in the trenches.

My passion is to help others and being an avid student and trainer of time management for 14 years I wanted to share some of what I had learnt. Learnt the hard way so you don’t need to.

How to Use Each of The 14 Time Management Templates

The templates are designed in order of how they need to be used. The first is the toughest, Key Result Areas (KRA) and then they get progressively easier. For example, the ‘Daily To Do List’, the ‘Projects List’ and the ‘Weekly Evaluation’.

1. Key Result Areas Time Management Template

Imagine the football team you support, or if you don’t have one, a team that a friend supports, or just one that you’ve heard of. Mine is Oxford United (Cue the gentle abuse!). Oxford United’s KPI (Key Performance Indicator) is likely to be to win the league. This a team target that everyone in the team aims to achieve. This target is not for an individual. Oxford United might win the league, but did every player ‘pull their weight’? This is where KRA’s are important. A Key Result Area (KRA) is an individual target. The idea is that if each person works towards achieving their KRA, the team should achieve their KPI. Coming back to our football team, the goalie’s KRA might be a ‘clean sheet’. The Striker’s KRA is to score one goal per game, and the Defender’s KRA is to win 80% of they tackles. What is your KRA?

Action: Complete your KRA’s using time management template #1 so that you now why you are on the payroll – KRA’s.

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2. Daily To Do List Time Management Template

This time management template is the easiest to understand because it just requires a list of what you are going to do each day. The challenge is that many people write a continuous to do list and not a to do list for each day. Having a to do list each day focuses the mind. If you don’t have a to do list each day two things tend to happen. First, you’ll be stuck in your email inbox because that makes us think that we are working hard and therefore ‘busy’. Second, someone else will fill your day with tasks if you haven’t chosen the tasks yourself. These tasks might come in the form of emails, a bosses’ request, or actions that you receive in a meeting. ‘Have a plan each day or someone will have one for you’. A Daily To Do List is the foundation of every time management system. Use this template each day.

Action: Complete a list of what you will do tomorrow using time management template #2 so that you have your plan – The Daily To Do List.

3. Projects List Time Management Template

Very few people have a ‘living and breathing’ Projects List. Some have one, but it was written once and has not been updated since. A Projects List is a means of knowing what the big stuff is. Those things that will make the biggest positive impact on our KRA’s. It is the connection between the Daily To Do List and the reason that you are on the payroll, which is the Key Result Areas. By having a Projects List you have transparency of the big and important stuff. Research tells us that each person has between 50 and 70 projects on the go at any one time (Home and work). This template just asks for 14.

Action: Complete a list of projects that you are working on by using time management template #3 to keep track of the ‘big stuff’ – The Projects List.

4. Meeting Actions Time Management Template

Meetings are the necessary evil of any knowledge worker. We cannot get away from them. They seem to be where the hours are lost and nothing is achieved. One of the key reasons for this is that the actions are either not captured, or not captured well enough to make anything substantial happen. Of course meeting objectives, the right attendees, focus, etc., are all valid reasons too. This template starts with getting the actions captured. This is because by having clear actions captured, people will have no room to wriggle by saying, ‘I thought he was doing that’, ‘Or what did that action mean?’, or ‘I only got the actions yesterday. The meeting 2 weeks ago’.

Action: Complete time management template #4 so that you can increase the likelihood of actions being completed – Meeting Actions.

5. Waiting for List Time Management Template

You delegate to people. People above. People Below. People to the side. How do you keep track of who you have asked to do what by when? A Waiting For List helps you to keep track. This template provides a place to park what you have asked to be done so that you don’t keep hounding the person and so that they were clear when you wanted the task completed by. And so that, of course, you don’t forget. The key to a successful Waiting For List is to assess it. This might be every day whilst it is a new piece in your time management system. ‘Further down the road’ it might only be at the start and at the end of the week as you become comfortable using this template.

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Action: Complete a Waiting For using time management template #5 so that you are in control of what you have delegated – Waiting For List.

6. Distraction List Time Management Template

One of the biggest challenges of time management, and especially in an open plan office, is starting a task and completing it. Learners on our time management training course tell us that this is the reason that they feel like they get nothing done. Part of the reason for this is that knowledge workers have to juggle so many balls. Partly it is because we procrastinate because we don’t ‘like a task’. Mainly it is because they do not having a structured way of deal with wandering thoughts. A ‘Distraction List’ is a simple template that you would keep on your desk. Then, as you focus on one task and then thoughts come into your mind you write them down, get them out of your head, enabling you to get back to the task in hand. Over 50% time is added to a task by not starting and completing it in one go. Print and keep this template on your desk or keep it open on your screen.

Action: Complete Distraction List time management template #6 so that you can stay focused on completing one task from start to finish – Distraction List.

7. Weekly Goals Time Management Template

Imagine a sales team with no sales target, or Oxford United’s football team going out to play each Saturday ‘just for a kick about’. It’s the same with time management. You probably have targets (KPI’s and KRA’s) for the year or the quarter. These templates challenge you to have goals for the week. At the start of the week this templates asks, ‘If you were to look back at this week, what would you be pleased to have achieved?’. By writing down our goals for the week it helps us to focus on what is important as we get ‘stuck in the trenches’ of emails, phone calls, and meetings. Ideally the weekly goals would make a positive impact on the priority projects, which in turn make an impact on your KRA’s, which make an impact on the KPI’s. If this happens you have a steel chain of links running right through your time management keeping it connected and strong.

Action: Complete your Weekly Goals for this week so that you have identified what you want to achieve using time management template #7 – Weekly Goals.

8. Weekly Evaluation Time Management Template

At the start of the week you have completed the ‘Weekly Goals’ template with the 7 things that you want to achieve that week. At the end of the week it makes sense to see how you did. The Weekly Evaluation template asks whether you achieved those weekly goals with a simple tool called, ‘PMI’ – Positive, Minus, and Interesting. At the end of the week you write 3 things that were positive about the week, 3 things that were minus, or not so good about the week, and 3 things that were interesting about the week. For example, ‘P: Great meeting with new client ABC’, ‘M: Only achieved 4 out of 7 goals’, and ‘I: Two of my team off sick’. The last box asks you to then take one time management action having evaluated your week, e.g. ‘I will schedule into my diary 1 hour per week for the XYZ project.’

Action: Complete the Weekly Evaluation so that you know if you achieved your Weekly Goals using time management template #8 – Weekly Evaluation.

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9. Monthly Goals Time Management Template

Similar to ‘Weekly Goals’. This template prompts you to write the big things that you want to achieve that month.

10. Monthly Evaluation Time Management Template

The ‘Monthly Evaluation’ time management template asks you to evaluate the goals that you wrote on the ‘Monthly Goals’ template.

11. Annual Goals Time Management Template

The ‘Annual Goals’ template completes the series of Goals; Weekly, Monthly, and then Annual. The challenge with setting annual goals is to make them big enough to warrant being an annual goal, yet not too big that they might be ‘life goals’. Life goals are not discussed within these templates.

12. Annual Evaluation Time Management Template

Completed in January, the ‘Annual Evaluation’ is about looking back at the year gone. Identifying what worked, what didn’t work, and the lesson learnt for writing the next year’s annual goals.

13. Some Day Maybe List Time Management Template

This template is essential to achieve one of the key mindsets of an effective time manager. The mindset is summed up best by the phrase, ‘The most successful people are the ones with the empties heads’. The Daily To Do List and the Projects List are great templates for managing our immediate and big tasks. The Some Day May Be List is a place to put all those things that you want to do, but they’re just not urgent or important now. Some examples might be, ‘Filing all the home documents’, ‘Get a pension’, ‘Write a succession plan for the company’.

Action: Complete the Some Day Maybe List so that you have a place to put ‘everything else’ using time management template #13 – Some Day Maybe List.

14. Project Time Management Template

The average knowledge worker manages projects and if they are honest with themselves their experience of managing projects is just what they have self-taught. They may have heard of big IT projects managed with Gantt charts or qualifications like Prince2. Yet, they yearn for something simple that gives them control without being too cumbersome to use. This one page template helps you to manage your important projects better by preparing better and avoiding the main reasons why projects fail.

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Action: Complete the Project Time Management Template #14 to prepare better for important projects and to keep them on track – Project Template.

Download and Use These Time Management Templates

Download these 14 Time Management Templates to use with a pen and paper.

Download these 14 Time Management Templates to complete on-screen.

Begin by incorporating one of these templates into your time management system. Then another a week later, until you are using the template habitually. It takes 21 times to form a habit. You can now get more organised. Good luck!

Featured photo credit: Sonovate via sonovate.com

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Darren A. Smith

Founder of Making Business Matter - Training Provider to the UK Grocery Industry

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Last Updated on January 6, 2021

14 Ideas on How to Measure Productivity to Make Progress

14 Ideas on How to Measure Productivity to Make Progress

Everyone has heard the term productivity, and people talk about it in terms of how high it is and how to improve it. But fewer know how to measure productivity, or even what exactly we are talking about when using the term “productivity.”

In its simplest form, the productivity formula looks like this: Output ÷ Input = Productivity.

For example, you have two salespeople each making 10 calls to customers per week. The first one averages 2 sales per week and the second one averages 3 sales per week. By plugging in the numbers we get the following productivity levels for each sales person.

For salesperson one, the output is 2 sales and the input is 10 sales: 2 ÷ 10 = .2 or 20% productivity. For salesperson two, the output is 3 sales and the input is 10 sales: 3 ÷ 10 = .3 or 30% productivity.

Knowing how to measure and interpret productivity is an invaluable asset for any manager or business owner in today’s world. As an example, in the above scenario, salesperson #1 is clearly not doing as well as salesperson #2.

Knowing this information we can now better determine what course of action to take with salesperson #1.

Some possible outcomes might be to require more in-house training for that salesperson, or to have them accompany the more productive salesperson to learn a better technique. It might be that salesperson #1 just isn’t suited for sales and would do a better job in a different position.

How to Measure Productivity With Management Techniques

Knowing how to measure productivity allows you to fine tune your business by minimizing costs and maximizing profits:

1. Identify Long and Short-Term Goals

Having a good understanding of what you (or your company’s) goals are is key to measuring productivity.

For example, if your company’s goal is to maximize market share, you’ll want to measure your team’s productivity by their ability to acquire new customers, not necessarily on actual sales made.

2. Break Down Goals Into Smaller Weekly Objectives

Your long-term goal might be to get 1,000 new customers in a year. That’s going to be 20 new customers per week. If you have 5 people on your team, then each one needs to bring in 4 new customers per week.

Now that you’ve broken it down, you can track each person’s productivity week-by-week just by plugging in the numbers:

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Productivity = number of new customers ÷ number of sales calls made

3. Create a System

Have you ever noticed that whenever you walk into a McDonald’s, the French fry machine is always to your left? 

This is because McDonald’s created a system. They have determined that the most efficient way to set up a kitchen is to always have the French fry machine on the left when you walk in.

You can do the same thing and just adapt it to your business.

Let’s say that you know that your most productive salespeople are making the most sales between the hours of 3 and 7 pm. If the other salespeople are working from 9 am to 4 pm, you can potentially increase productivity through something as simple as adjusting the workday.

Knowing how to measure productivity allows you to set up, monitor, and fine tune systems to maximize output.

4. Evaluate, Evaluate, Evaluate!

We’ve already touched on using these productivity numbers to evaluate and monitor your employees, but don’t forget to evaluate yourself using these same measurements.

If you have set up a system to track and measure employees’ performance, but you’re still not meeting goals, it may be time to look at your management style. After all, your management is a big part of the input side of our equation.

Are you more of a carrot or a stick type of manager? Maybe you can try being more of the opposite type to see if that changes productivity. Are you managing your employees as a group? Perhaps taking a more one-on-one approach would be a better way to utilize each individual’s strengths and weaknesses.

Just remember that you and your management style contribute directly to your employees’ productivity.

5. Use a Ratings Scale

Having clear and concise objectives for individual employees is a crucial part of any attempt to increase workplace productivity. Once you have set the goals or objectives, it’s important that your employees are given regular feedback regarding their progress.

Using a ratings scale is a good way to provide a standardized visual representation of progress. Using a scale of 1-5 or 1-10 is a good way to give clear and concise feedback on an individual basis.

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It’s also a good way to track long-term progress and growth in areas that need improvement.

6. Hire “Mystery Shoppers”

This is especially helpful in retail operations where customer service is critical. A mystery shopper can give feedback based on what a typical customer is likely to experience.

You can hire your own shopper, or there are firms that will provide them for you. No matter which route you choose, it’s important that the mystery shoppers have a standardized checklist for their evaluation.

You can request evaluations for your employees friendliness, how long it took to greet the shopper, employees’ knowledge of the products or services, and just about anything else that’s important to a retail operation.

7. Offer Feedback Forms

Using a feedback form is a great way to get direct input from existing customers. There are just a couple of things to keep in mind when using feedback forms.

First, keep the form short, 2-3 questions max with a space for any additional comments. Asking people to fill out a long form with lots of questions will significantly reduce the amount of information you receive.

Secondly, be aware that customers are much more likely to submit feedback forms when they are unhappy or have a complaint than when they are satisfied.

You can offset this tendency by asking everyone to take the survey at the end of their interaction. This will increase compliance and give you a broader range of customer experiences, which will help as you’re learning how to measure productivity.

8. Track Cost Effectiveness

This is a great metric to have, especially if your employees have some discretion over their budgets. You can track how much each person spends and how they spend it against their productivity.

Again, this one is easy to plug into the equation: Productivity = amount of money brought in ÷ amount of money spent.

Having this information is very useful in forecasting expenses and estimating budgets.

9. Use Self-Evaluations

Asking your staff to do self evaluations can be a win-win for everyone. Studies have shown that when employees feel that they are involved and their input is taken seriously, morale improves. And as we all know, high employee morale translates into higher productivity.

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Using self-evaluations is also a good way to make sure that the employees and employers goals are in alignment.

10. Monitor Time Management

This is the number one killer of productivity in the workplace. Time spent browsing the internet, playing games, checking email, and making personal calls all contribute to lower productivity[1].

Time Management Tips to Improve Productivity

    The trick is to limit these activities without becoming overbearing and affecting morale. Studies have shown that most people will adhere to rules that they feel are fair and applied to everyone equally.

    While ideally, we may think that none of these activities should be done on company time, employees will almost certainly have a different opinion. From a productivity standpoint, it is best to have policies and rules that are seen as fair to both sides as you’re learning how to measure productivity.

    11. Analyze New Customer Acquisition

    We’ve all heard the phrase that “It’s more expensive to get a new customer than it is to keep an existing one.” And while that is very true, in order for your business to keep growing, you will need to continually add new customers.

    Knowing how to measure productivity via new customer acquisition will make sure that your marketing dollars are being spent in the most efficient way possible. This is another metric that’s easy to plug into the formula: Productivity = number of new customers ÷ amount of money spent to acquire those customers.

    For example, if you run any kind of advertising campaign, you can compare results and base your future spending accordingly.

    Let’s say that your total advertising budget is $3,000. You put $2,000 into television ads, $700 into radio ads, and $300 into print ads. When you track the results, you find that your television ad produced 50 new customers, your radio ad produced 15 new customers, and your print ad produced 9 new customers.

    Let’s plug those numbers into our equation. Television produced 50 new customers at a cost of $2,000 (50 ÷ 2000 = .025, or a productivity rate of 2.5%). The radio ads produced 15 new customers and cost $700 (15 ÷ 700 = .022, or a 2.2% productivity rate). Print ads brought in 9 new customers and cost $300 (9 ÷ 300 = .03, or a 3% return on productivity).

    From this analysis, it is clear that you would be getting the biggest bang for your advertising dollar using print ads.

    12. Utilize Peer Feedback

    This is especially useful when people who work in teams or groups. While self-assessments can be very useful, the average person is notoriously bad at assessing their own abilities.

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    Just ask a room full of people how many consider themselves to be an above average driver and you’ll see 70% of the hands go up[2]! Now we clearly know that in reality about 25% of drivers are below average, 25% are above average, and 50% are average.

    Are all these people lying? No, they just don’t have an accurate assessment of their own abilities.

    It’s the same in the workplace. Using peer feedback will often provide a more accurate assessment of a person’s ability than a self-assessment would.

    13. Encourage Innovation and Don’t Penalize Failure

    When it comes to productivity, encouraging employee input and adopting their ideas can be a great way to boost productivity. Just make sure that any changes you adopt translate into higher productivity.

    Let’s say that someone comes to you requesting an entertainment budget so that they can take potential customers golfing or out to dinner. By utilizing simple productivity metrics, you can easily produce a cost benefit analysis and either expand the program to the rest of the sales team, or terminate it completely.

    Either way, you have gained valuable knowledge and boosted morale by including employees in the decision-making process.

    14. Use an External Evaluator

    Using an external evaluator is the pinnacle of objective evaluations. Firms that provide professional evaluations use highly trained personnel that even specialize in specific industries.

    They will design a complete analysis of your business’ productivity level. In their final report, they will offer suggestions and recommendations on how to improve productivity.

    While the benefits of a professional evaluation are many, their costs make them prohibitive for most businesses.

    Final Thoughts

    These are just a few of the things you can do when learning how to measure productivity. Some may work for your particular situation, and some may not.

    The most important thing to remember when deciding how to track productivity is to choose a method consistent with your goals. Once you’ve decided on that, it’s just a matter of continuously monitoring your progress, making minor adjustments, and analyzing the results of those adjustments.

    The business world is changing fast, and having the right tools to track and monitor your productivity can give you the edge over your competition.

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    Featured photo credit: William Iven via unsplash.com

    Reference

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