Becoming a first-time manager can be tough. New managers are often pulled in many directions, and it can seem like the to-do list never ends. But if you ask any successful manager how they manage it all, it’s likely they will say the key is this:
Poor time management skills can result in missed deadlines, dissatisfied clients, and even increased overtime costs. Not only do today’s managers today need to focus on ensuring they are managing their time well, but they should also help their employees do the same.
To help improve performance, Chris Rush, Division Vice President of Strategy, ADP® Small Business Services offer these top 10 time-management techniques new managers can share with employees:
- Plan and set goals: Work with employees to set daily, weekly, and monthly goals. For each goal, agree to a timeline for completion and break the goal down into small, manageable assignments. Consider providing employees with task management tools, such as online calendars, project management programs, or a simple to-do list.
- Prioritize: Help employees prioritize their responsibilities based on customer benefit and urgency and encourage them to complete tasks starting with those with the highest priority This process requires effective communication to ensure that priorities are properly aligned with company goals.
- Organize: Every minute lost because of a misplaced tool, or document is a minute that could have been spent completing a task. Emphasize the importance of an organized work space to help maximize efficiency.
- Streamline: Evaluate processes and procedures regularly to ensure efficiency. Managers should have regular discussions with employees to get their insight on more efficient methods for completing their job responsibilities.
- Delegate: Proper delegation can ensure the right tasks are assigned to the right people. But, there is more to delegating than simply assigning a task. Explain job duties thoroughly, work with employees to develop a plan for completing the task, monitor progress, and provide the resources and support necessary to reach assigned goals. Most important, share your own knowledge if you, yourself, have done the job before. They will appreciate that personal “shared learning.”
- Dedicate time for less pleasant work: It’s human nature to sometimes procrastinate, especially when a difficult or undesirable assignment presents itself. To help employees stay focused, break large projects into smaller parts and schedule specific time (such as the beginning of the workday) for the larger or more unpleasant projects.
- Manage communications: For employees on a tight deadline, answering phone calls and emails can be distracting. Consider establishing guidelines for responding to these types of communications. For example, when employees are on a tight deadline, ask them to check voicemail and email at set intervals and respond to urgent communications first. All other communications can be put on hold until after important projects have been completed.
- Avoid interruptions: Whenever possible, schedule important job duties for a part of the day when there are fewer disruptions. For example, if an employee is the first one in the office in the morning, this may be a good time to work on assignments that require more concentration. Also, remind employees that interruptions are inevitable, and for planning purposes, they should allow a little extra time for unexpected interruptions.
- Schedule tasks for peak performance: If possible, physically or mentally demanding work should be scheduled for when workers are at peak performance. This may vary depending on each employee. Encourage employees to consider when they have the most energy and suggest that, if possible, they to focus on bigger or more important projects during those times.
- Help ensure proper balance: No matter how well employees manage their time at work, they are unlikely to perform at their best if they return to work each day stressed or lacking energy. Provide employees with regular rest breaks throughout the day and be aware of applicable state meal and rest break requirements. Consider a wellness program that encourages healthy habits and encourage employees to use their vacation time.
“Effective time management is important for any business and can be especially important for new managers working with employees that often have multiple responsibilities,” says Rush. “As a manager, it is your responsibility to provide your employees with the training and tools they need to optimize their performance.”
Use these ten tips to do just that.
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