In a team, time management is the key to reaching goals. Without proper time management, it is easy for the team to become sidetracked by unimportant tasks that do not help them reach their goals. By encouraging your team to follow the following strategies, you will be helping your team navigate their time wisely.
Determine the Difference Between Urgent and Important Tasks
In order to manage time effectively, your team needs to determine the difference between urgent and important tasks. Urgent tasks are tasks that need to be done quickly, and important tasks are related to specific goals. Most tasks will be a combination of the two, such as urgent/important or urgent/unimportant. Your team needs to place priority on important tasks, completing tasks that are both urgent and important first.
The key to time management is not to become trapped performing urgent tasks that are not important. They may be important to other people, but they are distractions and interruptions that do nothing to help the team meet their goals. Important tasks should take priority because they focus on specific goals.
The 80/20 Rule
The 80/20 rule states that only 20 percent of our actions are responsible for 80 percent of our successes. This means that it is necessary to discover the 20 percent of our actions that are the most effective. Get your team to focus on these actions and make them priorities. The 80/20 Rule should be linked to the goals of the team. Once you prioritize goals, the team should spend most of their time working on the 20 percent of activities that they know will move them forward.
Utilize a Calendar
Calendars are essential to effective time management. Calendars are familiar tools, but they are not always used effectively. When using a calendar to manage time, it is important that you only use one. Given the different calendar options, it is easy to try to integrate different calendars, but you risk scheduling mistakes. You can choose from physical calendars, mid tech options like day-timer, and high tech apps for your phone. Find the calendar that works for you and stick with it.
- Keep the calendar with you: Leaving the calendar behind means that you may forget to list something on it.
- Only list appointments and day events: Appointments require specific times. Events include birthdays, anniversaries, etc.
- Avoid notes: Do not clutter your calendar. Have a separate section for notes.
- Include phone numbers: While you should avoid clutter, phone numbers and addresses may be useful.
Create Rituals to Improve Time Management
Rituals can help improve time management in your team. Rituals are repetitive actions, which do not need to be scheduled. For example, you do not think about brushing and flossing before bed or making coffee with breakfast. By creating rituals that connect with the team goals, the team members will not have to schedule certain tasks. These rituals will become habits over time.