Smart Managers

Avoid Common Time Traps

Ever notice how some managers seem to handle their workdays in a seemingly effortless manner? They meet deadlines, are always on time for meetings, and spend quality time with staff — without putting in excessive hours. Is it any wonder they enjoy the reputation of being competent and dependable? As an added bonus, these "lucky" managers gain visibility because they volunteer for special projects in addition to handling their regular duties. What’s their secret? It’s not too mysterious. They have discovered valuable methods to avoid "time wasters." The few minutes saved from putting these tidbits into practice add up in a big way!

Let’s explore a few of them.

The five minute rule

Some employees are not blessed with the gift of being succinct. They can make the simplest discussion last far too long. You know who these folks are. When they drop by your office, greet them warmly, but make it clear that you only have five minutes. This will serve two purposes: 1) It will help them sharpen their skills of brevity, and 2) It will allow you to get off the hook when the five minutes are up. What if they are not finished? Invite them to send you a memo outlining pertinent points they were not able to cover.

Establish a quiet time

Even managers with open door policies are allowed to close their doors once in a while. One successful manager uses the first hour of his morning to plan his day and take care of nagging duties. His staff understands he is inaccessible except for true emergencies. Do they resent his quiet time? Hardly! They realize the planning he does in the morning, during his peak "brain power time" pays off in "spades." He is more relaxed, available and communicative the rest of the day because he took care of tasks he would normally procrastinate on.

Allow employees to make decisions

Many managers who struggle with lack of time are "control freaks." They feel uneasy if they are not

in the mist of every decision or business issue that comes up. Perhaps this makes them feel powerful and indispensable, but it makes their staff feel inadequate and overly dependent on them. No wonder they get interrupted constantly. Their staff knows the boss calls the shots. In fact, the boss is likely to get upset if someone else takes initiative. Talk about a no-win situation! Wise managers encourage decision-making, even from the lowest ranking employees. They don’t spend time doing their subordinate’s jobs. They prefer to invest their time in assuring that staff has the tools they need-training, equipment and managerial support to do their work. In other words, they spend their time managing.

Invest time in explaining expectations

Managers who rush through the process of explaining projects and work assignments may save a few minutes up front, but they pay dearly on the back end. Not only are they faced with undoing the confusion that exists, but they also set the stage for a "domino time-wasting" experience as their staff innocently proceeds in the wrong direction. Explaining expectations carefully saves untold interruptions, misunderstandings, frustrations, and yes, time.

Use email when dealing with verbose people

One manager worked with sales people who were gifted communicators. Telephone conversations invariably lasted longer than expected because of the predictable "chit-chat" which accompanies the business aspect of the call. The manager enjoyed these discussions, but found they were sapping away tremendous amounts of her time over the course of the day. She was amazed to discover a windfall of time when she began sending her communication to them via email as much as possible — particularly to those who were especially tempting to talk to. As an added bonus, she had documentation of discussions and decisions that she normally would have to do after the phone call.

Arranging meetings as quitting time

This tip should be reserved for persistent pests who take excessive amounts of your time. When they drop by, expecting your undivided attention, explain you are busy now, but would be happy to talk to them at 5 p.m. (assuming that is the time they normally leave for the day). If that time isn’t convenient, suggest a meeting tomorrow at their lunch hour. This may seem like a harsh technique, but eventually even the most diehard time waster will begin to operate more independently, and find their own answers. After all, why make it easy for them to waste your time?

Get the time hogs out of your office gracefully

Ever have someone in your office who just won’t leave? There are ways to remove them gently without being downright rude. One manager uses a tactic of suggesting they go get a drink of water or coffee. Then, after they get the beverages, he offers to walk them back to their office. At that point, he is in control of making an exit from the discussion. Another method is to take advantage of incoming phone calls by explaining that you really must take this call; it is important. Finally, indicate the conversation is coming to a close by summarizing the points covered, and suggest the employee let you know in a few days how things are progressing.

It’s about time!

Gaining control over your workday is an essential step toward realizing your full potential as a manager. The manner in which you guard your most precious asset — time, is what separates the

professionals from the amateurs. It is something only you can do. Once you enjoy a less stressful, more productive workdays, you will agree it was time well spent.