The common saying that time is money is true. Wasting time in what can be considered meaningful tasks can be a waste of money. For example, as a small business owner you spend time and energy surfing the net to learn the latest marketing ploys. If you have calls to return or product delivery to complete, then surfing the net is time unwisely spent. Learning and incorporating those skills that assist the owner in accomplishing more within a set period is an essential management tool. Time management tools or systems are essential for the smooth operation of the business as well as the health of its employees.
In order to learn time management skills, it is important for the individual to take a few moments to reflect on some key questions. Ask which system helps the owner recall key information, visual, audio, or kinesthetic? Some people need to write information down while others can hear it once. Others like to use their hands, like inputting data in a computer or palm pilot. Knowing how one cues oneself is key to which time management strategy to use. A colleague diligently recorded all data in a memo book. Despite his efforts, he still needed a verbal reminder. He was an auditory learner who switched to using his cell phone to remind him of key appointments and calls. Time management approaches are not a one size fits all. Find your style and then modify it to fit your needs.
The following strategies are probably best suited for those who rely on visual reminders. These are suggestions intended for the reader to adapt to meet his or her needs.
* Keep a daily log that outlines all tasks, due date, pertinent information. Keep the design simple so that it is clear for all reading it what needs to be done, by when, and for whom. Office supply stores sell these products ready made, but often those made by the owner or time manager serves as well.
* Use a basic color code to highlight the different tasks. Rush jobs due that day can be highlighted in a bright pink. Those long-term projects that require work completed that day can be in green or blue. The idea is that all staff should be able to determine at a glance that Order #12 needs to be delivered by 3pm so that energy is focused on the task.
* Post your task sheet where all staff can view it. Post it by the clock or coffee machine. For those who are reminded best by saying it aloud, point out what needs to be done that day and who should be doing it. Assign staff to work on various projects unless all energies are needed to make a deadline.
* At the end of the day, mark off what has been completed.
This is a relatively low cost approach to time management. By bringing the staff together, the owner clarifies what needs to be done and assigns a priority. This approach also strengthens the owner’s time management skills.
There are a number of time management strategies available on websites. Some offer free assessments for viewers. Provided you are not facing a deadline, owners should invest a few moments to investigate these sites.
David Gass is President of Business Credit Services, Inc. His company publishes a weekly e-newsletter on Small Business Consulting at their web site http://www.smallbusinessconsulting.com You can sign up for their free newsletter by visiting http://www.smallbusinessconsulting.com
