Time management strategies

Time management is one of the absolute essential business skills. These are the skills that make the difference between a smooth working operation and chaos. If you’re doing sales training, you’ll find that time is a major factor in all aspects of the work. When managing staff, time management is also a major factor in business efficiency.

Time management strategy essentials

Time management strategy is actually based on efficiency. The fact is that real time management can only be based on real time functions. Business operations, in fact, have to be scheduled ahead of deadlines.

The basic time management strategy functions are systematic:

  • Task analysis
  • Planning and coordination
  • Implementation
  • Monitoring

Scheduling must be based on realistic parameters. When a task is required to be completed, time management employs “tactics” to support the strategy. Task analysis is the key to the other operational functions.

For example, a web design contract may include the following tasks:

  • Graphics
  • Information content
  • Templates
  • Database
  • Business functions
  • Data backup
  • Flash
  • Forms
  • Testing

In the planning stage, each of these tasks is assessed in terms of both its physical requirements and timeframes. Tasks are broken down and the website project is coordinated.

At the implementation stage, work is carried out according to the schedule.

Monitoring is a management function, used to ensure that the time frames and work are on schedule.

Operational time management

Operational time management is closely linked to job design and functions. That’s a primary efficiency function, ensuring both cost effective job design and best use of assets and resources.

A job is designed to perform a certain amount of work at a certain value to the business. This value can actually be costed on a dollar basis, with time assessed relative to productivity.

Again, this is based on task analysis relative to timeframes, using costs to establish time/productivity values. The planning and other time management strategies are translated into functional analyses. This methodology routinely saves and makes money for businesses.

For example:

  • Staff member A spends 7 hours a day processing forms. The cost to the business is €1000. The business value of the forms is €10,000.
  • Staff member B is employed as a receptionist. There are 5 customers per day. The cost to the business is €800 per business week.

Neither of these is good operational time management practice.

  • Staff member A is given a higher value job, and customers use online forms.
  • Staff member B is costing the business money, and is moved to a sales job where the work is more cost effective. A security doorbell costing €20 is used to alert staff to customers.

Operational time management is in fact the basis of good job design and business efficiency at its most basic levels. In customer service training, it’s also a primary consideration for conducting business.

Time spent on inquiries and serving customers is critical to real time customer service operations. Good time management achieves measurable high value results for the business and for customers. Inefficient time management invariably means measurable negative values.

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One Comment

  1. 1.

    dominic jackson

    Great ideas. I also see a big issue with Time Management is the person themselves. If they are motivated to do something then they will always find the time to get it done. However if the person is less enthusiastic about the task then it’s like ‘running through treacle!’
    One strategy I use in these cases is to see what the end result will look like and picture how I’ll feel once its finished. This is usually enough motivation to get the task finished.

    I trust this is a benefit
    Dominic Jackson (new thinking coaching)

    Tuesday 8th February 2011, 7:09 pm

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