5 Time Management Tips for Busy Managers
Get the Right Things Done
One thing every manager can agree on – there is not enough time in the day. We like to blame others (and sometimes they deserve it), but we also need to take some accountability. There is an element of thinking that busy is a badge of honor.
Here are 5 things that every busy manager can do to save time and be more productive.
1. Daily planning and reviews
Spend 15 minutes at the beginning of each day reviewing what you need to get accomplished and then 15 minutes at the end of every day reviewing how you did. At first glance, this looks like I’m adding 30 minutes of work to your already busy day. Using this time accurately will save you hours.
The goal of the morning planning is to decide what MUST get done today and what can wait. I like to limit my “musts” to 3 items, but you will have to decide what works for you. The magic in this process is that it requires you to prioritize (after all – not everything is urgent) and it also puts it top of mind. Then when that inevitable request comes in, you can quickly determine if you can do both that request and your MUST list.
The review at the end of the day serves 2 key purposes. First, it gives you a sense of how you did. If you managed to get your 3 musts done and some other things, that can be seen as a successful day. Second, it lets you review the day to see what things were added to your to-do list, what things you did well, and what you want to do differently next time.
The beauty of these two times is that at first it will take 15 minutes, but as you do them consistently, you’ll see it takes less time. They will build on each other. The review you do at night will make the morning planning session easier.
2. Accept Meeting Invites Cautiously
Anybody working in any organization complains about meetings. This seems like a general complaint, but it really isn’t. People are complaining about meetings that aren’t beneficial. Few people complain about productive meetings, we only complain about the ones that take too long, don’t get things done, or that we didn’t derive any value from.
I hate to say it – but it is your own fault.
For every meeting request, you should be asking 1 key question – why do I need to be there? If the meeting organizer can’t say why you need to be there – either in terms of contributing or learning – then do not accept the meeting request. The amount of people invited because someone thinks “it would be good if there were there”, with no logic or reasoning behind it is mind-boggling.
Own your time – demand that if people want it, that they justify the use of your time. If they can’t, then you going to that meeting and wasting your time is totally your fault.
3. Set a goal for unscheduled time each day
I don’t care how strict you are with your calendar, things will pop up during the day that need your attention. It may be a problem that you hadn’t anticipated, a co-worker who needs your help, or simply your brain needing a few minutes to reboot. That is the purpose of unscheduled time.
I used to plan every 30-minute block of my day with something to get done. My intention was that it would keep me on track. The instant one of those little issues popped up, my day was shot. Now, I set a goal (as suggested by the great Tom Peters) of having 50% of my day unscheduled. That way, when things do pop up, I’m not scrambling. It also creates flexibility because if I schedule 60 minutes of report work in the morning, but an issue arises in the morning, I can move that to the afternoon quickly.
This unscheduled time is also the perfect time for managers to do a little MBWA (management by walking around). Say hi to people and check in on things. Not in a “I’m checking on you” manner, but just a casual relationship-building vibe.
4. Schedule Deep Work Time
Deep work is a concept that I first heard from Cal Newport. He used it to refer to tasks that require sustained, isolated thinking. For example, editing a chapter from the book you are publishing. Most people can’t do that is 5 and 10 minute chunks. You need a solid, uninterrupted 1 to 2 hour block.
I hear many managers say something like “I just need a good chunk of time to get X done”. Yet, they don’t block the time they need to do it. Deep work time doesn’t have to be scheduled every day, but it has to be scheduled or it just won’t get done.
My method is to focus on tasks that I know require my deep work – writing, strategizing, etc. When I have those tasks, I estimate how long they will take and put it on my calendar so no one can accidently book that time. I label it deep work. If I get a meeting request for that time, I can decide which is more important. If I do decide to move the deep work, I may sure to schedule it again.
Sidenote: this is also a great way to avoid procrastination. Book the time and hold yourself accountable.
5. Write Everything Down
This isn’t technically a time management tip, yet I can tell you that it has saved me hundreds of hours per year. I am constantly writing down little notes – thoughts, tasks, ideas, etc. David Allen discusses that your head is a great place to do thinking, it is a horrible place to keep track of things. By writing down everything, you can easily do that evening review and figure out what you need to address tomorrow, this week, or just someday.
I love using my moleskin notebook, but anything works. The key is to get into the habit of writing everything down. The moment you think “I’ll remember that”, write it down. You may remember it, but not at the time you want. You can use any method you like – I’ve pretty much tried them all. The important thing is that you find a system that works for you.
Conclusion
The fact is, there will never be enough time in the day to get all the things done we want to. Using these tips will make things a little bit better, which is all you can hope for sometimes.