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Attention Managers: Learn How to Improve Time Management

Accountable for both how they spend their own time and the time of those they supervise, managers often face a heavy work load. Having the time to get everything done often seems impossible.

However, a few simple habits or ways of thinking can help you optimize your time.

Have Daily To-Do Lists

Always have a notepad or note-taking app available to record things you have to do as they occur to you. At the end of each day, take the ‘raw list’ and use another paper or document to organize tasks into categories, like “people to contact” or “documents to review.”

Finally, put actionable items into a calendar or calendar app. Include the proper length of time for each task and you’ll actually be much more likely to get things done on or ahead of schedule.

A word of warning: Don’t spend your time making lists when you should be dealing with other obligations.

Do One Thing at a Time

Bouncing from making telephone calls to responding to emails and conducting research is counterproductive. Changing from one task to another calls for your brain to stop, change gears and then start again. In fact, research has shown that multitasking is generally less effective than doing things in sequence.

Instead of trying to be a multitasking superhero, try finishing tasks before moving to the next. You’ll probably see a significant boost in your productivity.

Avoid Distractions

You most likely won’t be capable of eliminating all interruptions in your day. Things always pop up that require your time and attention.

However, you can “condition” others to provide you with the time and space you must have in order to get work done. Don’t be reluctant to set aside “do not disturb time.” During these periods, you should avoid emails and let calls go to voicemail. Unless you have social media responsibilities as a part of your job, avoid it at all costs.

Set Aside Break Time

You might think that taking breaks will cut into your productivity, but research has shown taking brief mental breaks of around 15 minutes or so can do wonders for a person’s productivity.

It’s important to set aside specific times of the day when you can take a break. If you’re a social media junkie, go ahead and check it during these times.

In planning to take a break, try to be flexible with your responsibilities. Set aside non-urgent matters for after your break. When you return, you can then tackle several non-urgent items at once, setting yourself up to take on the big responsibilities of the day.

Stay in the Loop

Don’t forget to check in with your team and other managers from time to time to make sure whatever you’re currently doing is the optimal use of your time. Staying in the loop, you can tackle pressing matters before they become critically urgent. Set aside regular time periods to check in with others on tasks, projects and how the day is generally going.

At Career Concepts, we support managers with custom staffing solutions and managed services. Please contact us today to find out how we can help you achieve your goals.

Blog published date

Feb 15, 2017
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