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time management strategies

9 Proven Time Management Strategies For Great Managers

Managing is a tough job. You have to balance work, family, friends, and the demands of your role as a manager. To make it easier for you to prioritize your time, we’ve created this list of effective ways to practice time management as a manager. But before that, it is important to understand what exactly time management is and why it is important for managers. So let’s get going and unlock top time management strategies that every manager needs.

What is time management?

Time management is the ability to effectively use one’s time and energy to accomplish goals. Time management is the process of organizing and planning how to divide your time between various responsibilities. It is the process of planning and exercising conscious control over time spent on specific activities, particularly to increase effectiveness.

Time management is a term used to describe how to manage time effectively so that the right time is allocated to the right activity. It has a very important role in Business, Career, and Life. Management of time is very much a concern when it comes to accomplishing a goal or task within a limited time.

After understanding what Time management is, managers should also understand its importance based on what it can add to their work-life, which is as follows.

Importance of time management for managers

In work situations, managers need two things – time and people. Managers who are good at maintaining the balance between the two will have better chances of developing an environment that is conducive to growth. Greater productivity, less stress, and more opportunities to do the things that matter are all benefits of good time management.

Improved time management boosts your focus, boosts your confidence, and allows you to better plan your time. Managing your time wisely improves work-life balance while also increasing happiness. Good time management also cuts down on stress and allows you to get things done faster and easier. The way that you manage your time each day often has a direct impact on how much energy and motivation you will have to do the things necessary to reach your personal goals.

Time management by managers at work will improve their efficiency, help them meet deadlines, and produce better quality work. Time management is critical for managers to prioritize all of their work tasks and achieve goals faster.

Problems faced by managers that cause hindrances to time management

It is often that managers are left wondering where did my time go. I spent so many hours today, but my task list is still unfinished. There is always a leak in their time that happens more frequently than they like. In the end, this ends up impacting their own performance and their team’s performance. So what typically disrupts managers’ day?

Random events that come out of the plan

While working as a manager and leading a team, it can’t be possible to spend an entire day without being deviated from the pre-planned schedule. It can be as small as listening to an employee’s complaint about another employee at an urgent board or stakeholder meeting. It is proven that almost all managers face the problem of facing random events outside of the plan. These events need to have special attention within the process of time management to incorporate them effectively into the daily routine.

Firefighting with the team to solve issues

Resolving issues and conflicts is one of the core responsibilities of a manager. Still, the majority of the managers have issues resolving conflicts due to a lack of a systematic approach. They waste a lot of time doing the same. This ultimately causes hindrances to the effective time management of managers.

Team’s dependency on the manager to guide

Due to a lack of clarity in goals and systematic documentation of workload division, employees constantly require managers to guide them now and then. They make it a habit of going to the manager even for the smallest of inconveniences, shortcomings, or mishappenings. This ultimately comes up as a great hindrance to the time management of managers. These unnecessary interruptions leave managers with less time to contribute to what is expected from them.

Stakeholders are difficult to manage and are time taking

It can be seen that stakeholders are not easily manageable, and a huge part of managing them comes on the shoulder of managers. Most of the time, they make demands that, although useful, cannot always be accommodated consistently and efficiently by a manager being overloaded with work. That way, managing stakeholders can also prove as a hindrance to the time management of managers. They end up multitasking while not being able to do justice to any task as they have their next task in hand even before completing the previous one.

Effective time management principles for every manager

Focus on quality over quantity

A fundamental time management principle to keep in mind for effective time management is to focus on quality. As per the Pareto principle, only a tiny part of your efforts contributes significantly to the outcomes. That small part is where you work with a complete focus – free from distractions and with a clear goal in sight. On the other hand, if you try to accomplish multiple tasks at once, you might find yourself repeatedly switching from one activity to another, breaking the workflow in the process. As a result, it would be hard to concentrate and give consistent performance. The key to managing time lies in using the available time effectively.

Set a pragmatic schedule

All of us would love to get everything done in a single day. But that is not possible until we find a genie, which is impossible for its reasons. Hence, the critical time management principle that we always need to remember is pragmatism. Pragmatic scheduling means taking a realistic picture of the time required to complete specific tasks and planning accordingly. But, on the other side, if we try to fit everything into the calendar, we can end up confused and overwhelmed. Hence, practice planning and identifying what needs to be left alone and what needs to be done urgently.

Be prepared to adapt

Planning is a great way to keep your processes fail-proof. But, often, things may not work out as we want them to, which is totally fine! External factors can often derail our planned ideas. Hence, as a manager, you need to be prepared to handle changes in situations and draw adaptable plans for the teams. Adaptability is one of the key skills you need to thrive in any fast-paced environment, and it can help you wonderfully craft an agile team.

You don’t need to do everything yourself

Knowing when not to work is as important as knowing when work needs to be done. Being a manager does not mean taking over every pending task yourself and clogging your calendar. Instead, you need to smartly invest your time to help your team achieve goals by delegating tasks to the right people. By practicing effective delegation, you can save yourself from spending time on routine tasks that your team can attain effectively and utilize that time for high-value activities.

Start with a plan

The key to effective time management lies in planning. As a team manager who understands the crucial role of time management in achieving organizational goals, you must always plan your days. You can also use weekly, monthly, and quarterly plans. In totality, the idea is to be clear on the goal and the direction before starting to move.

Defeat distractions

Effective time management sounds like blocking calendars and practicing meditation to help yourself focus. But there’s more to it! A key time management principle that you need to remember is to focus. To focus properly. You must defeat the distractions that have copiously placed themselves in our environment, such as E-mail notifications, social media, and chaotic workplaces. Ensuring that you are in an organized space physically and mentally is the key to realizing your goals with the right time management strategies.

9 time management strategies for great team managers

These time management tips are tested and proven effective for all kinds of managers.

1. Establish a set and routine for how you will spend your working hours

The first thing to do when practicing time management is to set a specified routine for yourself. You should make sure to do it right, as your routine will directly reflect your time management skills. This can help you to better anticipate what needs to be done and will reduce the amount of time spent reacting to unexpected situations or new tasks that arise. Example – If you have an office and have set working hours each day, then choose a specific time after which no new tasks or meetings can be accepted. Stick to this routine as much as possible. This will allow you to either postpone the unplanned tasks or effectively delegate them.

2. Make sure all of your work processes are properly documented

Documenting work processes enables the proper execution of repetitive tasks. This creates a ready guide for anyone not clear about the different steps to be performed. Your team will be less dependent on you for clarifications. This will help keep everyone accountable and ensure that any changes or updates are quickly reflected.

You can also incorporate features like alert email to the inbox, social media alerts, AI helping tools, automated scheduling, and a knowledge base into the system. It will keep the employees updated and will also provide help when needed. This will prevent you from losing track of tasks and updates since a formal system will ensure that all work is properly documented. This will save you time from unnecessarily guiding employees all the time, as the system will now do the same.

3. Ensure that you have established clear goals for your team or department

Time management strategies highlight the importance of planning repeatedly. This will help to focus energy on the most important tasks and increase efficiency overall. Define clear-cut goals and make sure everyone can clearly understand them. By setting clear goals, you will cut down the risks of misinterpretations and will avoid certain time-wasting happenings which may occur due to them. Secondly, identifying uncertainty as one of your biggest problems will help ensure that you can focus on what needs to be done over time.

This will also save you time from unnecessarily guiding employees all the time, as the goals will now be clear to them. By doing this, you can also avoid conflicts that may arise due to misinterpretations of goals.

4. Create a culture of communication and cooperation among your team members

Communication wears many hats, and it becomes one of the best time management strategies when needed. This will help to prevent conflicts and ensure that everyone is on the same page, which in turn will lead to better decision-making and faster execution. Effective communication and higher cooperation among employees will always save you time as a manager. Under this culture, they will communicate their issues to each other and will cooperate to overcome those issues without wasting the manager’s time. So, by doing this, you will be indirectly delegating the work of being the constant guide and firefighter of your employees. That will save you a lot of time which you can then manage effectively for higher efficiency.

5. Set specific deadlines for task completion

By establishing timelines and deadlines, you can foster a sense of urgency and discipline in your team. It will enable you to identify problems and issues quickly, bringing them up with those responsible for managing them. By setting deadlines, your employees will be motivated to work more efficiently and effectively. In turn, this brings in a lot of free time for the manager to move away from those tasks which add little value or have no real impact on the business objectives. They can then focus on urgent tasks and related tasks to them. So, be sure to plan and fund your tasks by looking at the deadlines.

6. Use time-saving tips and techniques for better time management

This can include using timers or stopwatches to limit the amount of idle time that is available. These also include implementing stress-free workplace policies such as flexible work hours or remote work options or creating an environment that is conducive to productivity by providing a comfortable desk and prompt feedback. These time-saving techniques Increase productivity and break time-wasting habits by prioritizing and organizing tasks to improve time management. You can also avoid procrastinating by using these techniques.

Time management strategies like the Pomodoro technique can also be useful here. The Pomodoro Technique is a time management system that directs and motivates people to use the time they possess rather than against it. You break your workday into 25-minute chunks, separated by five-minute breaks, using this method. After doing it simultaneously for 2-3 hours, you take a longer break for about 15 minutes. Pomodoros are 25 minutes long because it’s the perfect length of time to help you not procrastinate, be productive, create urgency, and stay focused on any task you are tackling.

The Pomodoro technique is effective. After all, it allows you to effectively manage your time and work on a task without distractions. It is also beneficial because it helps you become more disciplined and think about your work.

7. Learn effective delegation for better time management

One of the biggest causes of distraction when working comes from getting overwhelmed. You can reduce this by getting in tune with how you feel and gauging whether or not you need to do more than one task simultaneously. Overall what matters is getting things done, whether you do it yourself or delegate it. Delegation is especially important in businesses where there are multiple departments. There, employees tend to overfill their assigned roles which leads them to needless distractions.

The right delegation strategy allows employees to become more productive while improving interactivity between employers and employees. It also helps reduce costs, as you can better manage your time while lowering the stress of delegating parts of your job to less qualified members. Using delegation and team resources effectively will be among the best time management strategies for you.

The right delegation strategy will be different for every company. The work situation is needed based on what each unique workflow entails or if there are relevant situations that need to be covered by a certain department. That helps in saving further money and unnecessary distractions in particular areas.

8. Effectively prioritize your task

There are numerous distractions at work. One of the most common issues is trying to do so many tasks simultaneously. In many cases, this will simply lead to interruptions that need immediate attention or can overwhelm you with overtaxed schedules. However, using an effective prioritization system based on needs instead of methods to minimize these interruptions and enable productivity without feeling overloaded is one of the best time management strategies.

To achieve that, you should first divide your tasks into urgent and important tasks. Urgent tasks are the ones that require immediate attention. Whereas important tasks are the ones that ultimately lead you to achieve your goals. After diving into the tasks, you should focus on time allocation for each of the two. Urgent tasks here can get priority but for a certain time limit. A specific time should be allocated to the urgent tasks, and the rest should go to the important ones.

9. Don’t multitask

Many people keep multitasking among their top time management strategies. But multitasking cripples people. It prevents them from concentrating on important matters relevant to the work they need to do at any given time. Concentration is a vital factor in being productive. Whereas multitasking only makes things worse by flooding your mind with too much information. That results in the form of tunnel vision. It ends up causing you to miss particular actions that are crucial for the achievement of results. This makes you and your team inefficient and unaware that the entire process is deteriorating.

Conclusion

Managing time is one of the most important responsibilities of a manager. Not only does it help you get things done, but it also helps you stay organized and productive. A good manager knows how to effectively use his or her time to do what’s best for the business and its employees. The nine time management strategies mentioned above in this blog will help you develop your time management skills as a manager.

Dive deeper and learn more about time management with a free toolkit!

The free time management toolkit for managers clarifies essentials and lays down roadmaps to incorporate time management in daily life.

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