One of the most common complaints of employees and bosses is that there always seem to be too much work and too little time to accomplish everything. In modern times where companies try to maximize profit through productivity, being effective and efficient is necessary. Time is a resource that is limited but by taking the right steps, business owners and leaders will be able to manage this precious resource.
The Problem: Poor Time Management
While some people like to boast that they spend so-and-so number of hours of overtime during the week, this behavior is actually a sign of poor time management. The reality is, the amount of work landing on most people’s desks is increasing and thus, some people feel the need to stay longer at the office. This does not mean, though, that there are no tricks to finish all of the day’s work and still have enough time for personal things or to spend time with family and friends.
Up to 38% of employees and managers stay longer at work due to poor time management, while 26% of overtime is due to technology distractions. On the other hand, poor communication between employees and bosses is the reason for 20% of instances people needed to go on overtime.
The Solution: Efficient Work Practices And Tools
The way to avoid having to stay extra hours at the office sounds so simple, but actually applying it into your business can be a bit trickier. To begin with, a proper time management system is necessary. Creating a schedule, delegating tasks, and prioritizing the most important things are the basic steps. They will improve the productivity of everyone in the organization so that they can, in a timely fashion, turn in their work without any overlooked details or errors. This also impacts the organization’s performance, as production improves and profit rises.
Adopting a proper and successful time management system is the most important step. In order to achieve this, everyone in the organization can follow these simple tips.
Eight Ways To Improve Time Management And Attendance
Invest In A Good Time And Attendance System
Business owners lose a lot when employees fail to show up on time, or at all. Every single member of the organization plays a role and when they are late or are often absent, then some important aspects of work is either unfinished or delayed. Checking employee attendance is simple in a small enterprise, but in a bigger organization, adopting tools to manage time and attendance makes it easy for payroll processing and at the same time, ensures that everyone is at their stations during working hours. It also allows managers to focus on other tasks.
Utilize Productivity Tools
Managers and employees with a lot on their plate will find it impossible to remember all the tiny details and tasks they need to accomplish. With all the tools available nowadays, both on your smartphone and on the computer, there is also no need to burden your memory. Beyond storing agendas, notes, and calendar appointments, you can also set up alarms and reminders.
Finish Small Tasks During Spare Moments
Whether you are aware of it or not, there are some moments where you can quickly tick off a few tasks by making use of free time. For example, try to finish those short email replies in between meetings or organize your paper files while on hold over the telephone. This way, you accomplish the very small tasks in the most efficient way.
Limit Time Wasted On Meetings
While meetings can be very productive and necessary, they can also be very useless when people do not plan well. In some cases, it is possible to simply write an email or make a quick phone call. Or, if meetings are cannot be avoided, involve only those who need to be present. The others can simply receive the minutes or can be given an update afterward. A meeting is always better when something is to be discussed or when questions and feedback are expected. Even then, limit the time when people can give out their ideas and suggestions so that the meeting does not take too much time from everyone.
Even if you have the most highly-qualified and trained staff, there will always be times when they have questions. On one hand, encouraging questions and clarifications prevents mistakes but on the other hand, they can be a distraction as well. Manage these situations by allocating time for quick follow-ups or questions or delegate someone who can handle these inquiries.
Identify Your Goals
One of the tricks in prioritizing tasks is to be clear with your goals. Every company has a long-term goal, but this should be divided into sub-goals and shorter-term objectives that can guide everyone in managing their time. For example, a task or a project might seem like a good idea, but is it worthwhile to spend so much time and effort if it is not aligned with the organization’s goals? Make sure that visuals of the goals are posted in your work station to keep you focused at all times.
Disconnect If Necessary
One of the biggest enemies of productivity is connectivity. You are focused on a task and suddenly, someone sends an email or calls your phone. No matter how simple or short the interruption may be, it can cost you because it might take you time to get back to what to your doing.
While some people might think that staying longer at the office means more work done, the strain and the extended hours of work can make people less productive. Taking breaks can refresh the brain, so do not skip your break times. Take some time as well during the day to take stock in what has been accomplished and what needs to be done, so you can refocus and review your task list.
While most people spend the majority of their days at the office, it does not mean that they spend their lives only working. With the right time management and attendance tricks, there can be enough time for other things without compromising productivity.