Workplace Time Management: How to Structure Your Day

Managing tasks within the workplace between individuals and teams effectively is not possible when the leader’s roles and responsibilities are unclear. An easy solution is to arrange for the tasks to be established, agreed upon, clarified and communicated to everyone involved.

This is usually a great starting point, read on to find out how we suggest you can keep your time in check more effectively.

The next step is the degree of authority which can be often more difficult to establish. A Manager that takes responsibility for tasks but has no authority to make the required changes will find it difficult to implement effective time management. Examples such as being flexible for budgets, rewarding good performance, or disciplining poor performance, may experience complications that will ultimately delay progress, consume unnecessary time and generally undermine the Managers’ status. In this case, the best way forward is to employ a rigid system of prioritising, planning and forecasting.

Prioritisation can be established through negotiations between Senior Management, and then communicated to the operational employees. Undertakings should be considered taking into account the desired outcomes, objectives, and deadlines, so all team members are clear about the purpose of the activity. This process involves Management communicating the plans and priorities to all involved. Like this, the Manager will have full control over activities, be prepared for any difficulties, as well as having the support of key colleagues.

It is extremely difficult for Management to manage efficiently if employees are overburdened with additional work. Even worse, they can sometimes be the wrong employee for the position, in terms of knowledge, expertise, experience etc. to carry out such activities to a high standard. If the wrong team members are selected to perform tasks, the result can be damaging, as the Manager loses control in important areas, and consequently loses respect as a result of their team’s inability to perform to a high standard with the inappropriate work that should not have been assigned.

Holding regular meetings is definitely important to establish the above points; however meetings can also be one of the biggest office related time traps! Make sure they are productive meetings that don’t go on for too long, wasting everyone’s time. As a Manager, there are two types of meetings to conduct. The first is when the Manager chairs and leads the meeting. With this type, the solution to ensuring they are productive is to mirror them to the established best practice. The second is meetings when the Manager attends purely as a participant. Here, the meeting should be about making use of the opportunity to obtain and present new information, contribute to decision making, and maintain healthy relationships within the team.

Successfully managing time in a workplace setting as well as to a high standard is not always an easy task. However, by implementing the above suggestions, the Manager will be able to effectively accomplish their responsibilities and workload quickly and to a high standard as well. Using help from everyone in the team, and the application of a regular, encouraging, considerate approach, Management will find that this task (with time and practice!) will become much more beneficial.