Simple Systems for Managing Time

Simple Systems for Time Management

Simple Systems for Managing Time

We all often start the year with the best of intentions. Goals, Plans, new diary. It’s going to be an awesome year. Then … suddenly, remarkably rapidly, our day to day catches up with us again and it’s only February and we’re already feeling the wheels spin out of control again.

Here are a couple of quick tips for keeping it under control.

Ideally use these 3 key areas to work on.

1. Tools – what are you using for managing your time?

  • Do you use a diary/calendar – outlook, phone, hard copy etc? (yes, some people don’t!)
  • Do you CC’s relevant people for meeting invites?
  • Do you have your calendar closed off/blocked out for meals / own work time?
  • Do you have personal and professional time colour coded and key priorities get put in the diary first, ie. walks, team meetings, 1-1’s, doctors, yoga or pilates etc.
  • Are your working your to-do list or does it work you over and you finish the day with a never end list in your head or on 1000 sticky notes?

2. Plan – what’s the plan to keep communication open, clear, specific and timely?

  • Are you pre-setting the agenda, sending a snapshot of dot points for discussions?
  • Is follow-up and delegation to key people specific and known about/communicated?
  • Are goals / task allocation visual and tangible (ie. printed or on a board) not just talked about?
  • Are the goals being tied back to core business values, mission, important outcomes or do you and the team get ‘stuck’ wallowing in the detail and mud too long? Everyone walks out flat, feeling heavy and overloaded.

3. Support – what systems do you have for giving and receiving the support that’s required for a high-performing leader and team?

  • How do you help each other stay accountable?
  • Do you have an ethos of “No and or however, …” is ok? Or do people keep piling the work high and have unrealistic expectations on timelines?
  • Are timelines even discussed and mutually agreed upon?
  • Do you have your weekly and daily meetings that help people stay in touch and communicate, ask for help or brainstorm together for solutions, problem-solving, get coaching or ask for more work, share their availability? Or does everyone seem to run their own show, look after themselves and not communicate too much on how they’re tracking?

Keep an eye on the tools, work the plan and be and ask for support.

You might like to use these to brainstorm with the team to get everyone set up for success in the coming months.

Great leaders and high-performing teams have great communication systems for engagement, accountability and to drive results.

Day by day. Week by week. Month by month. Year by year.

It doesn’t happen by default, it takes a great deal of design.

What’s your favourite takeout from above or additional tip you’d like to share?

Look forward to hearing from you.


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