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As mentioned in Keys to Effective Time Management for Managers and Supervisors – Part 1 effective Time Management is the process of deciding what to do and when. Doing so usually consists of 3 main phases which are:
- Phase 1:
– Identifying what you want/need to accomplish based on the roles and expectations of your position, and your own personal goals.
– Identifying and prioritizing the major tasks and needed time commitments to accomplish these goals.
- Phase 2:
– Analyzing how you’re currently spending your time versus the needs you identified above.
- Phase 3:
– Developing a schedule that better allows you to focus your daily efforts on accomplishing your goals.
In this entry, we’ll look at some of the things you need to do in Phase 1.
IDENTIFYING WHAT YOU WANT TO ACCOMPLISH
Step 1: Responsibilities and expectations
The first step in managing your time effectively is to get a good handle on the major responsibilities of your position, and the expectations of each. This will help you understand what you should be focusing on and the proper priority to place on each of your major roles. To do so, ask the following questions.
- What are my major responsibilities?
- What are the expected results of each?
Examples of some of responsibilities for typical Managers and Supervisors include items such as:
- Designing work schedules and assigning work to staff.
- Checking on the status of the work.
- Answering questions and providing guidance on how to get the work done.
- Keeping your Management informed on work status and key issues.
- Training staff
- Developing procedures
- Handling new projects
Each of these responsibilities has expectations from your Management on what constitutes a successful result. Looking at the first several responsibilities, for example, some of the expected results might include items like:
- The work schedule makes sure the work can be accomplished in time to meet deadlines.
- Work is assigned to staff members with the capability to do it.
- Work is spread out amongst the staff so no one is unnecessarily overburdened.
- You’re providing the proper amount of oversight and guidance to your staff.
You know the status of the work and whether it’s on track or not, and can answer Management’s questions about it.
Step 2: Personal goals
Besides what’s currently expected, you may have your own goals you’d like to achieve in your position. Examples include:
- Making improvements to current processes
- Providing additional services
- Taking on additional responsibilities
- Developing or enhancing skills you’ll need for your next position.
As with your major work responsibilities, you have expectations/objectives for each of these goals. Examples might include objectives such as:
- I want to make a least one very visible improvement in my group’s operations.
I want to learn how to delegate much more effectively so my staff can do a lot more of the work that I’m doing now.
- I want to demonstrate that I can lead a special project.
Step 3: Identify How You Should Be Spending Your Time
After identifying what you’re expected to achieve, and what you want to achieve as a result of your own personal goals, you need to:
- Identify the major steps and amount of your time needed to achieve each result
Prioritize the steps in terms of their importance (like working on improvements to the group’s operational processes) and immediacy (projects with strict deadlines, or important requests from your boss).
Develop a picture of how you should ideally be spending your time on a weekly and/or monthly basis. A good way to do this is to develop a 3 column table that lists the activities required to accomplish your responsibilities and personal goals (column 1), the actions required (column 2), and the desired time you want to spend on each (column 3).
How Do I Get Started Learning How to To Manage My Time Effectively?
Because being able to manage your time is such an important skill, KAW Consulting developed “TIME MANAGEMENT FOR MANAGERS AND SUPERVISORS”, an electronic handbook that will help you learn these vital skills.
You’ll learn how to:
Analyze your job and identify what you should focus your time on to achieve what’s expected and your own personal goals.
- Develop an ideal picture of how to allocate your time between your various activities.
Analyze how you are currently spending your time and identify the gaps from your ideal picture.
Develop weekly and daily schedules so you focus your time on the activities needed to achieve your goals.
Deal with time management challenges such as unexpected interruptions, non critical phone calls, high volumes of e-mail, and unproductive meetings.
Unlike most books on time management that are too complicated and hard to understand, “TIME MANAGEMENT FOR MANAGERS AND SUPERVISORS” is exactly the opposite. It’s written in easy to understand language that walks you step by step through the process of managing your time more effectively. We’ve even included sample forms you can use to identify how you want to spend your time, track how you’re currently spending it versus how you’d like to, and develop the weekly and daily plans to get what you want done.
Available in both Kindle and PDF
To meet the demands of our global users, “TIME MANAGEMENT FOR MANAGERS AND SUPERVISORS” is now available in both Kindle and PDF versions. U.S. purchasers can purchase both. International users eligible to purchase from Amazon can purchase the Kindle Version. Both versions allow you to have it accessible each time you need it.
For information on the Kindle version either click here, or visit your applicable Amazon website and input “TIME MANAGEMENT FOR MANAGERS AND SUPERVISORS” in the search criteria.
For U.S. users, the PDF version allows you to store “TIME MANAGEMENT FOR MANAGERS AND SUPERVISORS“ on your computer so you have it readily accessible. It includes hyperlinks so you can jump right to the page or section you need without having to spend time scrolling through unneeded pages. If you want hard copy you can print what you need.
You can buy single copies for the low price of $15.95.
Sharing with additional users is also easy–just purchase additional licenses at $14.95 per user.
To see how organizations can benefit from this approach to get “TIME MANAGEMENT FOR MANAGERS AND SUPERVISORS” out to multiple users, click here
To view a Sample PDF Version, and instructions on how to purchase online click here.
Note: PDF version available to U.S. customers only at this time.