Time management has become a massive source of distress for business managers, leading to very unconventional and deliberate strategies, such as removing chairs from the front of their desks.
It’s true that many business managers have recurred to this method, which, though it may initially seem absurd, has proven to be highly effective.
Straightforward questions can quickly turn into a twenty-minute conversation when chairs are around, and keeping them as far from the desk as possible seems like a reasonable solution to discourage lengthy conversations.
Human interactions are valuable, but when every day brings hundreds, if not thousands, of interactions, you might find yourself less inclined to engage in prolonged discussions, choosing instead to stick to professional conversations.
The pressure of a burdensome workload and limitless access to email messages through smartphones has become the equivalent of many business managers working additional hours in moments that are supposedly assigned for rest.
We know that must be exhausting, so we’ve crafted this article for those whose phones are constantly ringing, leaving them wondering when they last had a moment of free time.
Let’s explore the practical steps that you can take to simplify and streamline your work life.
Define a clear vision for yourself and your company
You might have wondered for a very long time, seeking an effective business schedule that not only seamlessly fits into personal workflow but is also adaptable to individual employees or multiple teams. The trick stands in setting real goals, clear priorities, and realistic deadlines:
- Mornings can be for high-priority work tasks that do not permit delays or procrastination. Rank them based on urgency and impact. Moreover, the 80/20 rule is an impactful time management principle that has shown significant results for many companies and can work for your enterprise as well. This rule is also known as the Pareto principle and is undoubtedly one of the most influential business time-management techniques, stating that approximately 80% of your business outputs come from 20% of the inputs. This rule helps you consciously invest your time, money, and resources toward actions that deliver the most significant returns. The Pareto principle must be approached with a fresh perspective and renewed energy, so mornings offer the best opportunities to tackle this task, as well as other time-blocking methods, such as task batching, time boxing, and the Pomodoro technique.
- Mid-mornings can be for meetings, as employees have had time to settle in, are more vigilant, and their minds haven’t still dealt with the stress. For optimal efficiency, you might want to avoid scheduling meetings on Mondays, as employees are typically still in the mood for the weekend. Fridays are also less ideal, as everyone tends to be more focused on how many hours remain until 5 o’clock.
- Middays are for lunch and breaks, which are necessary to stay productive and healthy in the long run.
- Late afternoons can be reserved for administrative tasks and emails.
Delegate effectively
Delegation is a crucial management skill, but generally, it’s the hardest to implement, as a considerable amount of business managers fear that the project’s direction and quality will be compromised if left in the wrong hands, thinking they are the only ones qualified of ensuring the final result meets the required standards, and refusing to acknowledge the countless benefits of enforcing this strategy:
- It allows you to focus on high-impact activities that move the business forward.
- It helps to speed up decisions.
- It improves the performance of the company.
- It prepares junior members of the team for the day when they’ll encounter more experienced worker tasks.
The truth is, not every task can be delegated; for example, you should handle performance surveys exclusively or any staff matter. However, as for the other daily activities that don’t require your supervision, you can delegate them to your employees after you precisely define the desired outcome and provide the right resources and level of authority. Make sure the person you’re delegating to feels at ease seeking clarifications and providing progress updates.
Invest in necessary business tools
If you’re not leveraging technology within your business operations, what are you even doing? Digital solutions such as project management software and scheduling apps can boost the efficiency of your business operations without you having to waste time trawling through old text messages, emails, and paper calendars. For scheduling specifically, some teams may explore a Chili Piper alternative when evaluating tools that better align with their workflows or offer simpler integration options.
How about a comprehensive time-tracking software that covers expense claims, client billing, document storage, management, and signing? How does it sound? Don’t forget that AI is at your disposal 24/7 and comes with efficient task managers, such as Taskade, Asana, and Todoist.
Moreover, the process of market research can be tough if performed without professional help. Instead of staring at your computer for hours to analyse algorithms that sometimes change overnight, you can choose efficiency and get in contact with experts such as those from Savanta Netherlands. Remember that market research companies provide your business with insights that cannot be acquired through simple data analysis or other quantitative techniques.
Be ruthless about email
In the fast-paced world of business, emails can easily become a distraction, leaving you feeling exhausted and, ultimately, very disappointed. If you frequently stop what you’re doing to check your inbox, it’s not surprising at all that, at some point, your focus will be disrupted, and stress will find its way into your thoughts.
Many business administrators allow email to consume 75% of their workday, forgetting about boundaries and time limits. It’s time to concede that not all emails are worthy of a response, and that some messages or requests belong to the trash.
Moreover, suppose there are people who have set unrealistic expectations, such as you sitting in front of your computer and flinching every time they send something.
In that case, you can politely tell them that the only person in this world carrying this responsibility is their mother. Or you can let them dream on. As for emergencies, make sure your colleagues feel comfortable calling you or coming to see you in person.
Final Thoughts
In short, what you need to do is:
- Review your last week.
- Set goals for this week.
- Prioritise.
- Review.
- Adjust.
The conventional wisdom “time is money” holds particularly true in the business world, where every wasted minute can turn into burnout, lost revenue, missed opportunity, or decreased proficiency.
It’s time to work smarter, not harder.
