THE "HOW TO" GUIDE FOR TIME MANAGEMENT THAT EVERY MANAGER & EMPLOYEE SHOULD KNOW

 

When working in retail or any other environment, time management can be one of your greatest tools and assets. It shows discipline both as a leader and as an employee. I’ve dedicated this post to the topic of time management to assist you with completing your day to day tasks and give you an idea of the importance of time management as a whole. Have a look and start implementing these points to help you reach your goals and who knows, even get that promotion you know you deserve...

TIME MANAGEMENT: Planning

Set goals for the day
Prioritise tasks
Cross off items as completed / done
End each day by drawing up tomorrows tasking / “to do” list

TIME MANAGEMENT: Delegation

When delegating to save time always remember to:

Pass on the relevant information
Tell others when you change your mind
Agree on deadlines and reasons for deadlines
Use clear, everyday words when giving instructions
Summarise actions to confirm understanding of messages

Now when work is delegated to you, establish the following:

WHY the work needs to be done
WHAT is wanted – precisely
WHEN the work is required
WHAT form the work should take

TIME MANAGEMENT  1: Dealing with Paperwork / Emails

The best way to handle paperwork / emails is to deal with it once and once only. Every time a piece of paper or an email comes your way, take action in one of the following ways:

FILE IT

ACT UPON IT

PASS IT ON / FORWARD IT

BIN IT / DELETE IT

Other tips when dealing with paper effectively:

Always keep your desk clean
Set up clearly labelled files
Sort your mail into priority groups
Answer informal correspondence with a handwritten reply on the item
Develop and standardise routine letters and forms
Set aside specific time to handle all paperwork at once.

Some general Tips to save time:

Keep paper and pen by the telephone
Have an index of important names and detail readily at hand
Have a good retrieval system to find things quickly
Use journey time effectively
Schedule leisure time otherwise you won’t get any.

TIME MANAGEMENT: Meetings

If it’s your responsibility to take charge of meetings, make sure of the following:

Know who should attend & why
Know what topics you will be discussing
Know what you want to achieve
Plan what must be discussed / achieved
Circulate an agenda in advance

If you attend a meeting as a participant, ensure that you:

Prepare
Take your diary or laptop
Arrive on time
Don’t stray – keep to the agenda topics

TIME MANAGEMENT: Procrastination

Be very wary when it come to large tasks, they can seem daunting and often lead to inactivity. Confront ALL large tasks by treating them as you would treat fruit.... cut them into manageable and smaller chunks.

Also the following will definitely assist you:

Set yourself a deadline – make it public
Set short – term deadlines
If you don’t know where to start, start anywhere
Tell your boss because when someone else knows, you’re more likely to complete the task
Do the most difficult job when you have the most energy

TIME MANAGEMENT:  Telephone Interruptions

Suggested ways to reduce the length of calls
Plan the conversation
Stand whilst talking
Minimise “small talk and ‘chit chat”
Stay on topic

Close promptly once you’ve completed business

Should you have difficulty ending calls, give a reason why you have to hang up ( e.g. expecting another call )

Making / Returning Calls

Set aside specific time to return calls
Make calls between meetings or appointments – “waiting´times”
Take and leave timesaving messages

Leave call backs only if no-one else can help you

Organise Phone Contact

Keep phone numbers handy for quick reference

Improve productivity by taking a few simple and concise notes while on the phone

On Hold

Complete minor tasks while “on hold” such as:
Sort / sign routine papers
Read emails / letters, reports etc
Proof read project material

TIME MANAGEMENT: Drop – In Visitors

Reduce the length of interruptions by:

Setting a time limit in the beginning

Go to the other person’s office

Stand whilst talking

Suggest another time for a meeting