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How to Make a Difference as a Time Management Coach

How to Make a Difference as a Time Management Coach

    Many managers and coaches feel an immediate burden when they review an employee or client’s performance and think to themselves, “They need some better time management skills.” As they review their limited options, they quickly conclude that none of them fits their needs and none of them are likely to work. The fact is, in order to make a lasting difference, they need to go beyond the options that currently exist and create a much larger context for the employee to succeed.

    Let’s start by looking at the options that you have as a time management coach.

    Toss Them a Bunch of Tips

    This approach is the simplest. Just observe the employee closely, and when you can find a pearl of wisdom that applies to an observed shortcoming, toss it their way. For example, “Hey Andrea, ever hear of a To-Do list?” Some look for websites like Lifehack with lots of relevant tips and forward posts in the hope that the employee/client will be able to go ahead and “just do it.”

    This rarely works because the skill of “time management” is a complex one that’s made up of a number of intricate habits, practices and rituals assembled over several years. It isn’t the kind of skill that’s improved much by shortcuts, tips and tricks; there are no miraculous, instantaneous results. Instead, successful improvements come from shifting ingrained patterns of behavior in a systematic way over time. It helps to know this before you attempt the first coaching session.

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    Buy Them a Book

    A better option than “tossing tips” is to buy them a good time management book. At the moment however, all the well-known authors say essentially the same thing:

    “Follow the methods in this book exactly as I have laid them out and you’ll be successful.”

    The problem is that very few professionals are actually able to achieve this goal. If you compare notes with others who have read the same time management book, you quickly realize that you both have cherry-picked ideas from here and there, to the point where your individual systems may bear little resemblance to each other. This is actually a good thing, but it means that when you buy your employee your favorite productivity book, don’t expect him/her to end up doing things the way you do.

    This is due, in part, to human nature. There can never be any one-size-fits-all approach to anything but the most simple of habit patterns. When it comes to complex patterns, we are just too different from each other in too many ways to use a single approach effectively. Instead, we all need custom methods that suit our individual goals and idiosyncrasies.

    Furthermore, when you consider the impact of new technology, it’s hard to imagine how an author could claim to have stumbled upon the ultimate solution.

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    Dezhi Wu’s research also shows that we have different needs at different points in our careers. In her book, “Temporal Structures in Individual Time Management”, she has found that college students manage their time better than their professors and administrators. One reason might be that they are forced to deal with more information and therefore develop fresh systems that are able to cope with more inputs. Unfortunately, her research implies that once today’s students become tomorrow’s professors and administrators, they too will be surpassed in time management skill by their students – probably because they, like the rest of us, rest on their laurels and stop coming up with fresh new methods to deal with technology shifts and life changes.

    In short, don’t expect your employee or client to use the book the way you did.

    Send Them to a Program

    In my first year of employment at AT&T, some of my colleagues attended a time management program based on a popular daily planner. They all came away with shiny new 3-ring binders with custom refills and I remember what one attendee told me:

    “The binder was the best part. All the other stuff they tried to teach us was nonsense.”

    Most programs take the same one-size-fits-all approach that books take, which is a drawback, but the benefit comes when participants learn the truth from each other – they aren’t going to be doing “all this stuff” anytime soon. While this may run contrary to the expectations of the time management coach, participants take comfort in confirming their suspicion that each person plans to do their own thing. It reinforces the fact that what professionals need is not another prescription to be blindly followed, but skilled training in how to put together their own custom system.

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    What’s annoying is that the time management coaches seem oblivious to this fact. They might mention that “no-one actually uses all this stuff”, but they give little help in assisting trainees in learning the more challenging skill of self-designing a custom system. They are on their own.

    They also ignore the most recent research on habit change, which regular readers of Stepcase Lifehack will recognize readily. Changing habits, practices and rituals is often slow, painstaking work that requires setting up a savvy set of supports. The best approach is to take small steps, focusing on a few at a time.

    In the program, what’s inevitable is that your employee will be handed a slew of great ideas to implement…all at once, with no hint of the fact that they need a support system.

    The lack of help in focusing on a few habits within a good support system dooms most participants to failure, It’s no accident that many graduates of these programs revert to their old, familiar practices after only a few days.

    A New Mentality

    As a manager, you can make up for these shortcomings. Knowing that they exist is a big plus and they can be introduced into conversations quite early in the game with a time management coach. Understanding the bigger picture frees you both to narrow your focus down to a handful of habits or practices to work on. You should also show clients or employees how to upgrade whenever the need arises and teach them to expect this to happen several times in their careers.

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    Fortunately, recent research shows that your unique relationship with your trainee is often the best form of support and you can leverage this fact to hold the employee or client accountable for taking the small steps that can eventually add up to a huge improvement.

    Employees and clients who are armed with these insights are then free to find ideas from the Internet, books and programs in order to discover the latest improvement opportunities. Instead of struggling, they can take charge of driving their own improvements, using you as their guide.

    (Photo credit: Silver Whistle Next to Play via Shutterstock)

    More by this author

    Francis Wade

    Author, Management Consultant

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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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