Office and Time Management

How often does the thought, “if I just had a few more hours in the day, I could get so much more done,” cross your mind? This thought probably crosses most of our minds more often than we would like to admit. This is why time management is so crucial for our daily productivity. Workplaces are full of distractions that can quickly lead us off task, so it is important that we learn how to minimize and work through those distractions to manage our time efficiently. Time management is not a hard skill, but it is one that takes discipline and practice.

Sometimes just discussing the definition of a word can help make the issue clearer. Here we are going to share some simple tips and tricks to further enhance your time management skills. We are by no means the expert in this area, in fact, it is something we have to consciously work on every day. But after sitting through a time management workshop and with a bit of personal experience mixed in, we have learned quite a bit to share with you all.

What is Time Management?

Time management is the allocating of time to task productivity and daily activities. Proper time management allows us to work smarter, not harder and get more done throughout the day. It is very easy to feel like there is just not enough time in the day to get everything done that we need to, but the truth is there really is enough time. We just have to learn how to manage the time we are given effectively and efficiently.

Brad Aeon, a graduate researcher at Concordia University’s John Molson School of Business, states “I believe individuals should see time management as not only a well-being device, but also a personal boundaries device. Through time management, people can become more assertive and establish healthy boundaries that will prevent other people from stealing their most precious resource. Managing time means, first and foremost, becoming aware of how you value your own time.”

Benefits of Good Time Management

• Meet deadlines efficiently
• Greater focus on specific tasks and better prioritization
  • When we are able to fully focus on the task at hand, we often produce higher-quality work.
• Improves mental health
  • Better time management= less stress = better work/life balance
  • We have also come to learn that when we feel less stressed from our workload, we feel more confident in the work we are producing.
• Become an integral team member by showcasing you are dependable, productive and efficient
  • When your employers recognize these qualities in you, it can open up the door for further opportunities for you!

Training

It is said the best and most effective training framework is the 70:20:10 model. When staff members are trained properly, office-wide time management significantly improves. With proper training, staff will gain a deep knowledge of the product or service offered. As employees, it is necessary to have a deep understanding of the product or service and how to utilize that information to fulfill a customer’s needs.

70% Experiential Learning

• Flowcharts for step-by-step visual direction
• Videos
• Roleplay real-life scenarios

20% Social

• Performing jobs with oversight
• Job shadowing

10% Formal

• Pamphlets
• Posters
• Instructor-led training

Soft and Hard Skills

Soft skills are your abilities that relate to how you work and your interpersonal skills. Hard skills are technical abilities that you have learned through job experience or education. There are a few soft and hard skills that are important to have in order to improve time management proficiency.

Soft Skills

• Active Listening
• Clear Communication
• Positive Language
• Empathy
• Adaptability

Hard Skills

• Timely communication
• Follow-up
• Internal Messaging- to aid communication team-wide
• Create an S.O.P for most frequent scenarios

Tips and Tricks

• Make a list, then start with your most important task. If you have bigger tasks break them down into smaller tasks to make them feel less intimidating.
• Block out distractions as best as you can. In our office, we love having noise machines playing in the background to help drown out any outside distractions.
• Do not try to overload your brain with multitasking. Focus on one or two things at a time, get those done then move onto other tasks.
• Taking breaks is okay, in fact, they are essential for our brains to focus optimally.
• Utilize your calendar to best manage your time. This will help you keep track of deadlines and projects to help you delegate designated time to specific tasks.
• Communicate. Communicate. This is essential for fluid teamwork. Share what you are working on or any issues you are having with your team. If you need help from a specific co-worker, communicate with them in order to find a common time that will work for both of you… then put it on your calendar! This will also help your team to be aware of your schedule and have a better understanding of when you are unavailable.

 

Time management is essential to a successful team and business. This is a skill that will assist you in all aspects of your life, not just in the office. We encourage you to utilize these tips and tricks to take control of your time and see the positive impact it will have on a daily basis. If you are interested in learning more about office and time management, be sure to check out our very informative PowerPoint here.