Use Effective Time Management to Keep Your Workforce Productive

March 8th, 2012 by

At 2 a.m. this Sunday, we will set our clocks forward one hour for Daylight Saving Time. The practice first used in World War 1 adds daylight to our afternoons and evenings. Many activities benefit from the spring time change, but many people don’t forget the fact that we lose an hour to keep some sunlight. Depending on your organization and the work your employees complete, this loss of an hour could have a negative effect on your company’s productivity. Utilizing effective time management strategies will help you and your staff avoid unfavorable results from the lost hour.

Successful time management comes easy to some, but for most people, it is a skill that takes time to learn and perfect. Being more efficient with time has several workplace advantages. Here are a few: deadlines and expected results are met because they were realistic, fewer errors occur in projects because staff members allot appropriate time to complete them and last-minute panicking to address pertinent assignments decreases.

Some managers and members of senior leadership think the answer to solving time management issues is to eliminate all time wasters. Examples of time wasters include chatting with coworkers, surfing the internet, taking personal phones calls, checking personal emails and running errands. Yes, these activities take away time from completing projects, but they shouldn’t be eliminated all together. If employees work straight through their 8 a.m. to 5 p.m. shifts, they will most likely burn out. Breaks, downtime and socializing should be practiced in the workplace because they help create a positive atmosphere for everyone. Instead of eliminating these activities, limiting the amount of time spent on them is encouraged.

Here are a few more time management strategies to share with your workforce:

  • Plan your day
    • Whether you make a to-do list or setup tasks in your Microsoft Outlook, specify the assignments you want to complete for the day. You can also go one step further and specify the amount of time you’d like to spend on each project. Make sure your list is manageable so this method is helpful not overwhelming.
  • Practice prioritizing projects
    • Finishing all of your easy assignments in a day does feel good, but dragging out the length of a high-priority assignment is never fun. Build time in your daily schedule to work on an important project. Break it down into smaller parts or take breaks to avoid a burn out. Getting these assignments finished before or by deadline will make more of an impact on your company than the easy projects.
  • Delegate when you can
    • If you have tasks that can be completed quicker with the help of additional team members, ask for their support. Delegation is a great business tool because it helps free up some of your time while also empowering the employees who receive the additional assignments.
  • Know when to say no
    •  Sometimes employees take on more work than they can handle for various reasons such as, wanting a raise or proving they can take on more responsibility. Overworking creates stress and lowers employee morale and job satisfaction. Instead of volunteering for projects that come your way, evaluate the core assignments that you have to finish. If a new project will cause a missed deadline for another project, politely decline and give the reason why you are declining.
  • Maintain a healthy lifestyle
    • Loss of concentration can often be attributed to an unhealthy lifestyle. Eating nutritious food, exercising multiple times per week and adapting a routine sleep schedule will give you plenty of energy to stay focused throughout your work day. Your ability to stay focused will help you complete tasks more efficiently and with fewer errors.

For additional tips to effectively manage time and increase productivity for your company, consider participating in CAI’s Time Mastery: Taking Control of Your Time course.

Photo Source: Victor1558

One Response to “Use Effective Time Management to Keep Your Workforce Productive”

  1. [...] reports, implement strategies from senior management and work to complete their own projects. Learning to effectively manage time is an essential skill that managers should try to achieve. When leaders practice good time [...]

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