Time Management

QUESTION:

I run a small business, employing just three other full-time team members. My workload has increased quite significantly in the past six months but not to the extent that I can justify taking on an additional Team member. Nevertheless, I am finding that I am now rarely at home before 10pm in the evening, that my quality of life has dipped significantly and that my stress levels are becoming almost unmanageable. Do you have any suggestions?

ANSWER:

Your situation is typical of the many owners of small/medium businesses that work with Action International’s Business Coaches. The first thing I would say to you is to STOP and take some time to understand what is happening in your business and the subsequent impact it is having on your life. You should ask yourself the following questions:

Why has your work load increased?
Is it as a result of an increase in new business or does it result from other areas?
Is the work you are doing profitable or is it costing you money as well as time?
Can you delegate any of the workload to your Team?

It appears that you need to focus on your time management and following are some tips to help you do this:

Prepare a daily time sheet for each day over the next week or two. This will help you record how each hour of your day is spent and will also highlight where it may be possible for you to save time. Ensure you include all meetings, telephone calls or emails you make and receive.
Prepare a list of ALL the tasks that you have to complete over the next few weeks, including cleaning the office or doing the month end accounts.
It is important that you involve your Team in this entire process and that you also get them to also complete daily time sheets and lists. The key to reducing time spent in the office is to have and develop a championship Team.

When your list is complete, grade the tasks into four categories as follows……I call it the ABCD Class principle:

A Class: These are really important tasks which should be completed by you before anything else is done.

B Class: These are not so important and should only be completed when the A Class list has been completed.

C Class: These are tasks YOU do not need to complete but which are important. These tasks should be delegated to your team.

D Class: These are tasks which are not important at all and therefore you should dump them in the trash!

You should now be able to see quite clearly where you have been spending your time and consequently how you can reduce your workload and stress levels.

Also, have you ever found that just as you are getting through an important piece of work your phone rings or someone arrives at your office without an appointment? These are unwelcome distractions and are the cause of many time management problems. Here are some simple ideas for you to practice:

Only take phone calls which are relevant and important to your current task. Get messages from the other callers and return their calls when you have completed what you set out to do.
Do not encourage the practice of people from outside the company arriving uninvited or without an appointment. Internally, set aside specific times during the day to meet with your Team.
Only check your email three times a day. In this way you will not be interrupted or distracted.

None of my advice will be of any use unless you make a decision to do something about your problem. So START tomorrow morning and stick to the task. I guarantee it will work.

For more information on managing your time more effectively and how Business Coaching in South Florida will work for you, contact John Layzell Today (CLICK HERE) or Call 305-899-9963 for a complimentary coaching session or diagnostic of your business.

My vision is success and prosperity in South Florida through business re-education.

Call me now at 305-899-9963 to schedule your complimentary coaching session.

John Layzell
Synergis Business Solutions, Inc.
2235 Magnolia Drive
North Miami, FL 33181
Ph: 305.899.9963
Fax: 305.893.3165
Email: Click Here