This article has been accepted for publication in the May 2005 issue of Executive Branch, the newsletter for the Maryland Society of Association Executives

5 Time-Management Techniques That Save Time
By Barbara Brown, PhD

As managers you have probably heard (or maybe uttered) that hewn “time deficit” cry. But guess what! We already have all the time there is. So what’s a manager to do? You show your employee how to maximize the time they already have. And believe me there are many ways to do that. Just consider the following:

• Create a "not to do" list that includes things others should be doing or things that impede performance
• Write out a weekly workload management plan which includes time estimates for specific tasks
• Break down larger projects into smaller projects or mini-jobs
• Group similar items together and handles several things in one visit or call

· Don’t put off unpleasant or difficult tasks in favor of tasks that are easier or more desirable

Of course, these strategies don’t work unless your employees use them. You can make that happen by showing your employees how such strategies positively impact them and others in your organization. Start by using the following dialogue techniques:

1. “You have said that you want to improve your ability to keep track of minor and major assignment details (how desired time management behavior impacts the individual). One way to do that is to begin writing out a weekly workload management plan that includes your specific tasks and time estimates for each (your desired time management behavior).”

2. “Our primary goal this year is to exceed our customers’ delivery expectations (how desired time management behavior impacts the organization). We can only do that if we remain flexible and allow time in our daily schedules for the ‘unexpected’ (your desired time management behavior).”

3. “You always look for easier, faster ways of handling assignments (your desired time management behavior). This demonstrates to me that you have the kind of problem-solving skills needed to handle greater responsibilities (how desired time management behavior impacts the individual).”

4. “When faced with difficult tasks, you do not put them off in favor of tasks that are easier or more desirable (your desired time management behavior). That kind of behavior helps our team achieve critical priorities (how desired time management behavior impacts the organization).”

5. “You always anticipate problems and develop contingency plans to solve them (your desired time management behavior). This time management approach decreases the negative impact that such problems will have on the timely delivery of products (how desired time management behavior impacts the organization). It also helps you be more productive (how desired time management behavior impacts the individual).”

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