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Published on September 2, 2019

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.

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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.

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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.

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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.

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More About Work Productivity

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

Reference

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Chris Porteous

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

11 Organizational Skills That Every Smart Leader Needs How to Be a Good Manager and Effective Leader Effective vs Efficient: What’s the Difference Regarding Productivity? Effective Employee Onboarding (The Complete Guide) 12 Effective Time Management Skills for Managers

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Last Updated on April 6, 2020

15 Best Productivity Hacks for Procrastinators

15 Best Productivity Hacks for Procrastinators

Let me guess.

You should be doing something else rather than reading this article. But due to some unknown force of nature, you decided to procrastinate by reading an article about how to hack procrastination. You deserve a pat on the back.

Fortunately, procrastination is not a disease. It’s just a mindset that can be changed, however, here are some productivity tips you need to start getting work done:

First, you need to acknowledge that procrastinating is an unhealthy habit. Not only you’re prioritizing unimportant things, basically, nothing gets done. Still unsure if you’re a procrastinator? Check out this article: Types of Procrastination (And How To Fix Procrastination And Start Doing)

Second, your commitment to change is very important. You should be physically, emotionally, and mentally determined to change this habit. If not, then you’ll just succumb to the tempting lure of doing other things rather than your tasks or chores.

Here are sthe best productivity hacks to improve productivity and keep yourself from procrastinating at work:

1. Give (10+2)*5 a Try

Let’s start with a classic but very effective hack called (10+2)*5 created by Merlin Mann,[1] author of 43Folders.com. Don’t worry. This is not a complicated Mathematical formula you need to solve.

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The (10+2)*5 simply means 10 minutes work + 2 minutes break multiplied by 5, completing 1 hour. It is crucial to stick with the time limits and not skipping work and break schedules. The point of this is for you to create a jam-packed routine of work and break schedules. The result? You will eventually skip your break schedules.

2. Use Red and Blue More Often

Clean your desk and remove things that might distract you. According to a Science Daily study[2] about which colors improve brain performance, red was found out to increase attention to details while blue sparks creativity. Surrounding your workplace with these colors not only benefits your brain, it’s also pleasing to the eye.

3. Create a Break Agenda

List all the things you want to do on your break, be it surfing the web, checking your emails, snack time, taking selfies, Facebook/Twitter—everything.

Like the (10+2)*5 hack, squeeze these in between work time but the difference is you schedule these activities for ONLY 20 minutes. Eventually, you’ll take your break minutes wisely. You’re finishing tasks while sidetracking to doing the things you enjoy.

4. Set a Timetable for Your Tasks

Like any other habits, procrastinating is a tough wall to break. Replace this habit with another habit. When you’re assigned a task, set a timetable for each step. Let’s say you have a big research task. Here’s a sample timetable:

9:00 – 9:10 am – Set up all your tools, browser tabs, emails, coffee, etc..
9:10 – 10:00 am – Internet research
10:00 – 10:45 am – Look through existing files
10:45 – 11:00 am – Break time!
11:00 – 12:00 pm – Outline the research report

Deadlines are the best hack for getting things done. Setting a specific time to finish a task creates time pressure even if the deadline has passed.

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5. Take It Outside!

Do yourself a favor and don’t ruin the comfy vibe of your home. If you need to work on a stressful project, do it in a library or coffee shop. You’ll never finish it anyway. Your cozy sofa and toasty bed will just lure you into napping yourself to doom.

6. Become Productively Lazy

Instead of finding all sorts of ways to unproductively procrastinate, use your habit to look for shortcuts and new ways to finish your tasks. Staple multiple papers at a time or master the 3-second t-shirt folding technique. A strong drive combined with laziness sometimes bring out the productive and creative side you never knew you have!

7. Assign a ‘Task Deputy’

It could be your colleague, your supervisor, or your significant other, anyone who has the unforgiving guts to reprimand you when you procrastinate. You could go the extra mile by paying up unfinished tasks or times you open your Facebook or watch a funny cat video on YouTube. Let’s see how five bucks every time you procrastinate will change you.

8. Consider a Gadget-Free Desk

According to a study by Kleiner Perkins Caufield and Byers, average users check on their phones 150 times per day and having your phone just an elbow away just creates sizzle to this habit.[3]

Removing mobile devices and gadgets allows you to focus on your work without the constant interruption from notifications, calls, and text messages. It eliminates the very distracting ambiance and the urge to unlock your phone just because.

9. Prepping the Night

Before hitting the sack to oblivion, prepare everything you’ll need the next day. This will probably take you 15 minutes tops, saving you more time for coffee in the morning.

Spin class at am? Pack up your gym clothes, shoes, socks, etc. or better, create a checklist so you don’t miss anything. You can also prep your food into containers and just grab one before leaving.

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10. Do a 7-Minute Workout in the Morning

Exercising is proven to increase productivity and stimulate release of endorphin or “Happy Hormones”.

Take a jog outdoors and get warmed up for the day. Don’t feel like running outside? Hop on a treadmilli. It’s a great investment and there are a lot of ways you can use a treadmill like endurance running and metabolism training. On a budget? Here’s a 7 minute, no-equipment needed workout you can do at home:

11. Set-up Mini Tasks

If you’re given a big project, break it down into mini tasks. Create a checklist and start with the easy ones until you finish. Got an article to write? Just start with the title and the first sentence. Or perhaps you have a visual presentation to make?

Spend 15 minutes on your outline, take five minutes coffee break, then finish the first two slides. Accomplishing something, no matter how tiny, still gives you that sense of fulfillment.

12. Create an Inspirational Board or Reminder

I found these mini desk chalkboards from Etsy you can use to write motivating quotes.

Or you know what? Simply write “Do it now!” and stare at it for 10 seconds every time you feel like dropping by on Reddit.

13. Redecorate Your Room

Redecorating my room motivates me to maintain that ‘new’ look for some time until I get use to it and eventually stop. So I redecorate again and again, it became a monthly habit really. Here are some DIY ideas you can do to any room without spending much.

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14. Ready Your Nibbles

You know that trip to the pantry? It’s just seconds away but it took you several minutes just to get your fruit snacks in the fridge. Before starting a task, prepare your nibbles on your desk to avoid zoning out and losing yourself on the way to the pantry.

Bonus productivity hacks you can do at home:

15. Schedule Your Chores

Write down your chores in a weekly basis with matching day and time when you should be doing these.

For the artsy folks, you can create fun chore charts like these or simply stick the list somewhere visibly annoying e.g. mirrors, doors, TV. The trick is listing as many chores as you can for the week and including unfinished chores the following week. Who likes seeing a long list of chores first thing in the morning?

More Tips to Overcome Procrastination

Featured photo credit: Glenn Carstens-Peters via unsplash.com

Reference

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