Managing your time is about being effective (doing the right things) as well as being efficient (doing things right). To ensure that you are doing the right things, you need to have clear goals:

• Identify your ‘key result areas’ ie the main aspects of your job where you should achieve measurable results eg sales levels, performance against budget, productivity, market share etc.
• Identify specific objectives and targets for each key result area, for the forthcoming year/quarter/month eg increase market share by 1% per quarter, grow sales by 10% by the year end.
• Ensure that your goals and objectives reflect the needs of your customers.
• Decide how to track and measure your performance.
• Set review dates, to check that your goals and objectives are being tracked.

Use the goals and objectives worksheet below to help you.

For each objective, identify the activities or tasks to be done. It is important to prioritise these, so that the most important and urgent tasks get done first. Determine the priority of an activity in terms of importance (contribution to your overall success or achievement of an objective) and its urgency (how soon it needs to be done).

Plan to do the tasks in the following order:

1. Plan to do tasks which are both important and urgent first.
2. Fit the urgent but not important tasks in quickly after.
3. Put time aside when you will do the important but not urgent things.
4. Identify time wasters and resolve to ignore them.

• From Step 2, develop your ‘to do’ list – daily/weekly/monthly.
• Decide how much time to spend on each activity, considering the time-benefit ratio. How much time is it worth, considering its value?
• Set time limits and deadlines for everything you do.
• Consider who should complete the task. Is it the best use of your time, or should it be delegated to a member of your team?

• It is not possible to plan everything, as there will be problems to sort out, ad hoc requests etc. However, take control of your time with the help of an appropriate system.
• Here are a few examples, most of which are available in electronic and paper-based versions. Use the one (or combination) that best suits your needs.

 


Diary	Use it to plan ahead. Allocate time for your ‘to do’s’. Use it for reminders. Diarise review dates. Allocate time for your customer/s and your team. Allocate time for thinking and planning. Leave ‘buffer’ time between tasks.
Monthly/weekly planner	Set your short term goals and objectives. Plan the month/week ahead. Leave time for unforeseen circumstances.
Daily planner	For each day, list: results to achieve actions to take people to see/speak to meetings to attend
Charts	Use wall charts for targets and information relevant to the whole team.
'Speak to' lists	Make a note, under the name of each individual with whom you have key contact, of what you need to speak about.
Voice and email	Use to: brief others answer queries seek information Don’t fall into the trap of overuse! It can be damaging to working relationships.

• Your time management system will help you to determine what you should be doing now.
• Avoid distractions and try to manage time wasters.
• Identify the root causes of what wastes your time.
• Remove time wasters, if possible, or at least minimise their impact.
• Review whether or not you are delegating enough.
• Discourage others from keeping you informed of too much detail.
• Anticipate what information you need to share with your team and find a ime-effective way of doing it eg a short meeting, an email.
• Only hold a meeting if it’s necessary and be disciplined in sticking to a timed agenda.
• Avoid interruptions by letting others know when you would prefer not to be interrupted.
• Learn how and when to say no, to avoid always being led by the priorities of others.
• Before making phone calls, make a list of points to cover.
• Insist on brief memos and reports which show recommendations first.

• The 80/20 rule usually applies to time – 80% of your results will be generated by 20% of your time. Keep your eye on the ‘vital few’.
• Continually re-evaluate your activities in the light of your goals and priorities.
• Develop the habit of finishing what you start and avoid flitting from task to task.
• Take time to do it right first time. That way, you won’t waste time doing it again.
• As a manager you are paid to plan, organise, think and provide leadership. Ensure that you are spending enough time on these activities.
• Many managers work excessively long hours because they are badly organised. Don’t be a busy fool.
• Take your full holiday entitlement and get enough rest to keep healthy.