Advertising
Advertising

12 Effective Time Management Skills for Managers

12 Effective Time Management Skills for Managers

Finding an effective and successful manager who doesn’t know how to properly manage their time and their employees is a bit like finding a unicorn. You won’t, because they don’t exist. Everyone is given an equal number of hours in the day to accomplish the tasks that need their attention, how you go about utilizing your time will ultimately determine whether or not you’re successful in completing those tasks.

Whether you’re a first-time manager or simply need a bit of a refresher course, learning and applying proper time management skills will go a long way in your career success.

Before we jump into the effective time management skills for managers, let’s discuss the “why” and “what” in regards to time management. Time management is simply a method of organizing how to best use the 24 hours in a day to accomplish personal and professional tasks.

The Eisenhower Matrix, developed by US President Dwight Eisenhower broke time management into four groups:[1]

Do First, Schedule, Delegate, and Don’t Do.

All time management skills fall somewhere within this matrix. Learning to break up your time and tasks effectively will allow you to accomplish goals and successfully lead your team — without losing your sanity.

1. Know How to Properly Plan out Goals

Benjamin Franklin once said,

“If you fail to plan, you are planning to fail.”

The founding father really hit the nail on the head, and learning how to properly plan out your team’s goals is key. As for goals, you should set daily, weekly, monthly, and even yearly goals that can be broken down into manageable assignments.

For example, if you have a goal of increasing traffic to the company’s website by 10 percent over the course of a year, you’ll need to set measurable milestones weekly, monthly, and at the six-month mark to keep the goal on track.

Take a look at these guides on setting short term and long term goals:

2. Good Communication Will Make a World of Difference

Good communication can make or break any relationship — personal or business – and when a manager is struggling with their time management, communication often suffers. However, if a manager takes the time to listen and clearly communicate with their team and clients, it can make all the difference in a business’ success.

Be sure to communicate regularly with your team members to ensure that they’re working towards milestones that have been clearly laid out. A manager that clearly and regularly communicates with customers is also more likely to grow their business. Be sure to make the most of your time with thoughtful communication.

Learn the 7 Ways to Ensure Effective Communication at Work.

3. Good Organization Is Key

Strong organization involving both delegated duties and your actual workspace are crucial to effective time management for managers. If your team is disorganized and people are unclear of what assignments are on their plate or who they should turn to for help, any set goals will suffer.

Good communication and good organization go hand-in-hand when it comes to making the most of one’s time.

Advertising

As for the organization of your workspace, well, if you like to keep your bedroom messy at home, that’s your business, but messiness has no place in business. Every minute that you’re looking for a misplaced file is a minute wasted that could have been better spent.

Why not take a look at these 15 Best Organizing Tips For Office Organization and Getting More Done?

4. Effective Delegation Is Everything

Effective delegation will help to set up your team members to work confidently and effectively. As a manager, it’s your responsibility to assess who on your staff is best-suited for what task and to assign the responsibilities that go with it. Failure to take the lead and delegate duties will only waste both the time of you and your team members.

By carefully delegating different duties and ensuring your staff have everything they need to complete those duties, team members will be less needy of you when it comes to getting the job done.

Learn the art of delegation in this guide: How to Delegate Work Effectively (The Definitive Guide for Leaders)

5. Schedule the Proper Tasks at the Proper Time

If you were building a car, you wouldn’t start by trying to install the sound system before the frame was in place, would you?

The first block of the Eisenhower Matrix is Do First, meaning decide what the key duties that you need to knock out are before moving on to the next thing. These might be small things like replying to a query from your boss or they could be larger, such as finalizing the plans for a new social media strategy.

The point is, make sure you learn to prioritize the most important tasks of each day, how long you’ll need to complete them and when they should be addressed.

Advertising

Here’s a technique to help you prioritize tasks: How to Prioritize Right in 10 Minutes and Work 10X Faster

6. Learn to Recognize Multitasking Traps

Everyone has multiple things they need to do, but when we try juggling all those things at once, some are bound to hit the floor. It’s far too easy to start working on one assignment and then jump into your email because you got a ping on your phone. This is terrible for breaking your concentration and just forces your brain to play catchup.

Instead, set aside specific time blocks in the day to check and reply to emails. By focusing on one task at a time, you’ll finish the job sooner and give it your brain’s full attention.

Try these 9 Tips on Multitasking Management That Will Improve Your Productivity.

7. Learn to Prioritize Not Only Your Time, but Help Employees Prioritize Theirs

We might think that we devote a solid eight hours a day to the core duties of our jobs, but research shows that’s not us usually the case.[2] You can help your team make the most of their time (and yours) by occasionally doing a time audit. Set aside one day where you have your staff track what they do and how long they spend doing it.

Make sure you’re clear that this exercise is meant to help employees in the long-run and is not a way of weeding out poor workers. Hopefully, with enough data, you and your team will be able to better determine what’s working and how to avoid any work lags or interruptions.

9. Keeping up Appearances Can Go a Long Way

Just as sailors look to their captain for guidance in a storm, your employees need to feel that you’re managing your time well. If every time your employees approach you, you’re frazzled and in a rush, they’re more likely to hold off on coming to you about important issues.

There may be the occasional day when you are struggling to hold it all together, but keeping up the appearance of a manager who is on top of their time management game can really help in impacting others to manage their time effectively as well.

Advertising

10. Know What to Do When Your Plate Is Getting Too Full

A little pressure and a deadline can be a powerful motivator when it comes to hunkering down and getting things done. If you find that your list of “must-do” jobs is getting a little too long, it could be an indicator of two things:

One possibility is that you’re not managing your time as effectively as you could be. If that’s the case, go back to the top and review.

Even the best manager though has their limits and there are only so many minutes in a day. A good manager doesn’t try to do every task that comes their way themselves. They know how to best use their staff to help ensure that goals are met and they know when their workload is at capacity.

11. Understand the 80/20 Rule

According to the Pareto Principle or better known as the 80/20 rule, 80 percent of results come from just 20 percent of actions. The other 20 percent of results come from… you guessed it, 80 percent of actions.

As for how this all factors into the time management of an effective manager, well, the must-be-done, no excuses priorities might only be 20 percent of your job, but they’ll produce the biggest results. The remaining 80 percent of duties can probably be delegated out among the staff on your team.

12. Don’t Be Afraid to Take a Break When Needed

If you’re working like a freight train every second of the day without taking a few minutes to step back and breathe, you’re going to experience burnout. Burnout is that sneaky time management killer that creeps up when you’re trying to make sure not a single minute goes un-devoted to work. The result is that, you’ll soon have less energy and concentration and eventually your work may take a toll on your mental health.

Scheduling downtime for yourself is important. So encourage your employees to take breaks and don’t forget to take them yourself. A few breaks throughout the work day can go a long way in putting you in the right mindset for making the most of your time.

Final Thoughts

It’s easy to get caught up in the “day to day” of the business and find yourself developing unhealthy habits as a manager. Focus on building out the recommendations in this article, and spend time empowering your team. Not only will overall productivity improve, you’ll find yourself fast becoming a stellar and respectable leader.

Advertising

More About Work Productivity

Featured photo credit: Proxyclick Visitor Management System via unsplash.com

Reference

More by this author

Chris Porteous

The CEO of Grey Smoke Media / My SEO Sucks, helping entrepreneurs to grow their businesses.

6 Qualities of a Charismatic Leader Top 15 Management Skills Successful Managers Have 25 Important Investment Books Every Entrepreneur Needs to Read 11 Reasons Why We Fail to Achieve Our Goals 30 Best Business Books for Entrepreneurs Who Want to Make an Impact

Trending in Leadership

1 6 Characteristics of an Effective Leadership 2 15 Must-Have Qualities of a Good Leader 3 Top 15 Management Skills Successful Managers Have 4 5 Collaboration Skills to Bring Your Teams Together 5 14 Principles of Management for Effective Team Management

Read Next

Advertising
Advertising
Advertising

Last Updated on September 24, 2020

17 Ways Learn New Skills Faster and Enjoy the Process

17 Ways Learn New Skills Faster and Enjoy the Process

In the movie The Matrix, everyone was intrigued with the ability that Neo and his friends possessed to learn new skills in a matter of seconds. With the incredible rise in technology today, the rapid learning in the movie is becoming much more of a reality than you realize.

The current generation has access to more knowledge and information than any before it. Through the internet, we are able to access all sorts of knowledge to answer almost every conceivable question. To become smarter, it’s more about the ability to learn faster, rather than being a natural born genius.

Here are 17 ways to kickstart your Matrix-style learning experience in a short amount of time.

1. Deconstruct and Reverse Engineer

Break down the skill that you want to learn into little pieces and learn techniques to master an isolated portion. The small pieces will come together to make up the whole skill.

For example, when you’re learning to play the guitar, learn how to press down a chord pattern with your fingers first without even trying to strum the chord. Once you are able to change between a couple of chord patterns, then add the strumming.

2. Use the Pareto Principle

Use the Pareto Principle, which is also known as the 80 20 rule. Identify the 20% of the work that will give you 80% of the results. Find out more about the 80 20 rule here: What Is the 80 20 Rule (And How to Use It to Boost Productivity)

Take learning a new language for example. It does not take long to realize that some words pop up over and over again as you’re learning. You can do a quick search for “most commonly used French words,” for example, and begin to learn them first before adding on the rest.

3. Make Stakes

Establish some sort of punishment for not learning the skill that you are seeking. There are sites available that allow you to make a donation toward a charity you absolutely hate if you do not meet your goals. Or you can place a bet with a friend to light that fire under you.

Advertising

However, keep in mind that several studies have shown that rewards tend to be more motivating than punishment[1].

4. Record Yourself

Seeing yourself on video is a great way to learn from your mistakes and identify areas that you need to improve. This is very effective for any musicians, actors, speakers, performers, and dancers.

5. Join a Group

There are huge benefits to learning in a group. Not only are you able to learn from others but you’ll be encouraged to make progress together. Whether it’s a chess club, a mastermind group, or an online meet-up group, get connected with other like-minded individuals.

6. Time Travel

Visit the library. Although everything is moving more and more online, there are still such things called libraries.

Whether it’s a municipal library or your university library, you will be amazed at some of the books available there that are not accessible online. Specifically, look for the hidden treasures and wisdom contained in the really old books.

7. Be a Chameleon

When you want to learn new skills, imitate your biggest idol. Watch a video and learn from seeing someone else do it. Participate in mimicry and copy what you see.

Studies have shown that, apart from learning,[2]

“Mimicry is an effective tool not only to create ties and social relationships, but also for maintaining them.”

Visual learning is a great way to speed up the learning process. YouTube has thousands of videos on almost every topic available.

8. Focus

Follow one course until success! It’s easy to get distracted, to throw in the towel, or to become interested in the next great thing and ditch what you initially set out to do.

Ditch the whole idea of multitasking, as it has been shown to be detrimental and unproductive Simply focus on the one new skill at hand until you get it done.

9. Visualize

The mind has great difficulty distinguishing between what is real and what is imagined. That is why athletes practice mentally seeing their success before attempting the real thing[3].

Visualize yourself achieving your new skill and each step that you need to make to see results. This is an important skill to help when you’re learning the basics or breaking a bad habit.

Take a look at this article to learn how to do so: How to Become a Person Who Can Visualize Results

10. Find a Mentor

Success leaves clues. The best short cut to become an expert is to find an expert and not have to make the mistakes that they have made.

Finding out what NOT to do from the expert will fast-track your learning when you want to learn new skills. It is a huge win to have them personally walk you through what needs to be done. Reach out and send an email to them.

Advertising

If you need help learning how to find a mentor, check out this article.

11. Sleep on It

Practice your new skill within four hours of going to sleep.

Josh Kaufman, author of The Personal MBA, is a noted rapid learning expert. He says that any practice done within this time frame causes your brain to embed the learning more rapidly into its neural pathways. Your memory and motor-mechanics are ingrained at a quicker level.

12. Use the 20-Hour Rule

Along with that tip, Kaufman also suggests 20 as the magic number of hours to dedicate to learning the new skill.

His reasoning is that everyone will hit a wall early on in the rapid learning stage and that “pre-committing” to 20 hours is a sure-fire way to push through that wall and acquire your new skill.[4]

Check out his video to find out more:

13. Learn by Doing

It’s easy to get caught up in reading and gathering information on how to learn new skills and never actually get around to doing those skills. The best way to learn is to do.

Regardless of how unprepared you feel, make sure you are physically engaged continuously. Keep alternating between research and practice.

Advertising

14. Complete Short Sprints

Rather than to force yourself into enduring hours upon hours of dedication, work in short sprints of about 20-30 minutes, then get up and stretch or take a short walk. Your brain’s attention span works best with short breaks, so be sure to give it the little rest it needs.

One study found that, between two groups of students, the students who took two short breaks when studying actually performed better than those who didn’t take breaks[5].

15. Ditch the Distractions

Make sure the environment you are in is perfect for your rapid-learning progress. That means ditching any social media, and the temptation to check any email. As the saying goes, “Out of sight, out of mind.”

Before you sit down to learn new skills, make sure that potential distractions are far from sight.

16. Use Nootropics

Otherwise known as brain enhancers, these cognitive boosters are available in natural herbal forms and in supplements.

Many students will swear by the increased focus that nootropics will provide[6], particularly as they get set for some serious cramming. Natural herbal nootropics have been used for thousands of years in Ayurvedic traditions to improve the mind and learning.

Find out more about brain supplements in this article.

17. Celebrate

For every single small win that you experience during the learning process, be sure to celebrate. Your brain will release endorphins and serotonin as you raise your hands in victory and pump your fits. Have a piece of chocolate and give yourself a pat on the back. This positive reinforcement will help you keep pushing forward as you learn new skills.

Advertising

The Bottom Line

Learning a new skill should be exciting and fun. Whether you use online courses, real world experience, YouTube videos, or free online resources, take time to learn in the long term. Keep picturing the joy of reaching the end goal and being a better version of yourself as continual motivation.

More Tips on How to Learn New Skills

Featured photo credit: Elijah M. Henderson via unsplash.com

Reference

Read Next