Do you have a hard time when it comes to finding ways to manage your time?
I believe many of you do. Not because you don’t know what you are doing but because there is more pressure than ever for use to perform at work.
To manage your time, you must have a system. This is something Tim Ferriss talks about in, The 4-Hour Workweek.
My goal is to give you a detail and practical way to manage your time.
The better you can manage your time, the more you can accomplish at work. The more quality time you can spend with customers and less work stress you take home. Here are some additional ways to handle work stress.
Manage Your Time
Organization and Scheduling
May goal is to help you schedule your day for maximum productivity. You need an organizer, desk calendars, and/or a calendar that can be synced to your phone or tablet.
I like to keep a desk calendar and have my appointments on my phone. This provides a backup system incase your calendar is lost or your battery dies. The idea is to help manage your time at work and in your personal life.
Today as soon as people wake up they look at their phones and check work emails and voice mails. You can do this but try to keep a balance. The last thing I want for you is to become a slave to your phone and schedule.
May goal is to help you manage your time and not be controlled by it.
If you can wait, I recommend arriving to your place of business 15-20 minutes early. Checking your e-mails, voice mail and calendar to see if you have meetings or appointments scheduled and check if anything has changed.
Depending on your life of work, try not to schedule meetings outside the office for first thing in the morning. This will give you time to go to the office and prepare for the meeting or pick up resources.
When You Get to Work
During the first 15-20 minutes you arrived early, adjust your schedule according to any new emails or phone calls you received. Set aside some time during the day to return phone calls.
When I worked as an insurance agent and underwriter I would call clients at 10am, 2pm and 4pm. This would ensure I get my work done and call clients back on time. You will have to find the time that works best for you.
Now that you have checked your email and phone calls it is time to check your schedule for the day. If you are busy and need to delegate some of the lesser important activates on your schedule, then do so.
To know what to delegate make a list of everything that needs to be completed. Look at what must be completed by you and what can be handled by someone else.
I suggest you devote your time to tasks that will increase sales and customer satisfaction. Remember when you manage your time, you are looking for ways to be effective and efficient. You want all aspects of your business or all departments at your company to work well together.
Four things to consider:
- Work a schedule based on your customers’ needs
- Offer to meet the customer if your company allow you to travel. You can also use Skype to make business calls.
- Once you set your schedule let others know by share it with those who work alongside you.
- Keep your desk, paperwork and filing system organized.
What’s Your Priority
How you manage your time, will allow you to accomplish the important tasks to get the best results.
- Consider when task needs to be complete? (Important)
- Are there tasks on my list that need to be completed before I can tackle other tasks?
- Can you delegate any task to other staff?
- Is there task on your list that would be nice to do but really don’t need to be complete? (Unimportant)
So, how to do you decide what your priority is? Look at these five areas:
- What’s my payoff?
- Will completing the task help you reach your professional goals?
- How will the company you work for benefit?
- Will your boss or management team agree with what you are doing?
- What must be completed by you and no one else?
It is important you develop a success mindset. Your mindset will determine if you will succeed today or tomorrow.
When you are determining your priority, make sure you leave blocks of time open in your schedule as unexpected things can come up during the day.
Saying NO to others is about setting priorities for yourself. It is not about offending others by saying, No. If you are going to say no to others, you should learn to say it by understanding the person you are saying No to. Different personality type need to be handled differently.
If you are going to say no to helping someone at work try to use these four steps to make it easier.
- Tell them why you can’t take on the extra work now.
- Use your empathic voice.
- Look for other ways to help, if you can’t do the task they have requested.
- Give your answer in a timely fashion.
At every place of employment, you find people who are always trying to get away with doing the least amount of work.
Because you are looking to excel at work and in your position, I want to give you a few recommendations based on what I have done or heard others do. The goal here is to avoid time wasters.
- At work, during work hours, keep your socializing to a minimum. This includes talking to people about non-work related items and going on social media.
- During your day, you will get non-important phone calls or phone calls that continue long after the problem at hand has been dealt with. Wrap up the conversation once the problem is resolved and no other issues are left.
- Plan your phone calls before you make them. This is the same concept as pre-planning a sales presentation before you ever give it.
- When you are calling your client, try to anticipate what time is the best time to call them. You want to avoid multiple calls to the same person during the day. This can waste a lot of time during the day not getting ahold of clients.
- Try to reduce the time you spend looking for file, phone numbers or important information. Keep everyday items you use on your desk.
Traveling to Work, Meetings or Back Home
I believe you can use this extra 10-60 minutes a day effectively. Best-selling author, Zig Ziglar used to say, turn your vehicle in to a university on wheels. Here are other Zig Ziglar success principles.
I followed his advice and now listen to podcasts on sales, health, finance and religion in my car.
You can also make important phone calls from your car. Use the phone call to set up meeting. Try not to have detailed conversations when you are driving.
If you travel for work, from city to city, consider booking non-stop flights. Take carry-on luggage and book business class so you have the space to get work done.
Tools to Manage Your Time
There are many phone applications available to help you manage your time effectively. Use calendar and reminders on your phone. You can allow you post-it notes, leave yourself a voice mail reminders or ask your admin assistance to help you manager your time.
Technology allows you to stream line work processes but make sure you understand how to use the technology for the best results.
- Know you audience on the phone or email.
- When using email keep emails short and to the point.
- Use the phone to communicate.
Learning how to manage your time is about becoming an effective leader even when you are not the supervisor, manager or owner of the company.
To become the best at your job you must understand how to handle objections from staff or customers. You also need to learn how to handle and work with angry staff and customers.
If you can find a mentor to keep you focused on your goals I would recommend that. You will learn how to manage your time as well as learn how to excel in different parts of your personal and business life.
Did the information above help you? What do you think is missing?
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