KEDM broadcast - Time Management

Time Management Tips

Small business owners all face the one common challenge.  That is how to manage the one resource that cannot be changed -- time.  Everyone gets the same amount, 24 hours each and every day.  How well a business owner manages that time can mark the difference between a focused, smooth-running operation and one that seems to react and jump from crisis to crisis.  If you, like many others, are constantly wishing there were a few more hours in the day, here are some tips to help you get better control over your day. 

First, harness the power of technology to your advantage.  Adopt an electronic scheduling system that works for you.  Create one electronic calendar that you can access from anywhere and put all of your commitments there including ‘to do’ lists and occasional reminders.  Also, look online for ‘business productivity’ apps that can integrate into your daily work.  There are literally thousands of apps to improve efficiency with routine tasks, find what works for you.

 

Another way to regain some of the day is to limit the number of meetings you schedule.  Hold them only when necessary and keep them as brief as possible.  You might even consider having everyone stand during the meeting to encourage brevity.  Always start the meetings on time; people who are habitually late will quickly learn to show up on time.  

Next, delegate some of the work.  Trying to do everything limits the potential to grow the business, stunts the development of employees, and distracts the owner from focusing on more critical elements of the business.  The owner’s time is valuable, so, determine which tasks you must perform and train your employees to take over the rest.

Get control over email.  Try limiting the number of times each day you check email.  Checking in the morning, at lunch, and late afternoon may be enough.  Unsubscribe from email lists that clutter your inbox and provide little or no useful information.  Also, avoid using and train your staff to avoid using “reply all” when answering an email. More often than not, it just creates clutter.

Next, make regular appointments with yourself and keep those appointments.  Important but non-urgent tasks often get pushed aside while efforts are directed toward urgent events like dealing with a customer crisis.  Making a 15 or 30 minutes appointment with yourself creates a dedicated window of time to work on the long-term issues facing your business.

Finally, focus on yourself. While it may not seem like a time management tip, be sure you get enough rest and exercise.  This simple step will give you more energy to get through your day more effectively and more productively.  

Almost a century ago, the quality anagement pioneer, Dr. Joseph Juran, observed a universal principle he called the "vital few and trivial many".  Commonly  referred to as the Pareto Principle or the 80/20 rule, it is widely applied to a variety of management situations. With regard to time management it suggests that 20% of the things you do, those activities we’ll call the “vital few” will produce  80% of your results. It stands to reason that you need to make sure your focus is on the right 20% of your tasks and that you allocate enough time to do them.  The success of your business depends on it.