3.03 – Clocking Time-Management Inefficiencies
Addressing Time-Management Issues
As a company grows, time-management becomes increasingly important. The larger the organisation, the greater the need for effective communication, which in turn demands efficient use of time.
Time management is a cultural issue that starts at the top. Your actions set the tone for how your business utilises its time. If you enforce punctuality and discourage time-wasting behaviours, your company will develop a culture of efficient time management. Conversely, neglecting these issues will lead to inefficiencies.
Common Time-Wasting Activities
Here are several ways that a small-business team can waste time:
- Missed Deadlines and Appointments: Not meeting deadlines and missing appointments can severely impact productivity.
- Overlong Meetings: Meetings that last longer than necessary waste valuable time.
- Late Arrivals to Meetings: Tardiness disrupts schedules and wastes the time of those who arrive punctually.
- Unnecessary Meetings: Meetings that could be handled via email or not held at all are a drain on time.
- Long Voice-Mail Messages and Unreturned Calls: Inefficient communication methods waste time.
- Unnecessary or Long-Winded Emails: Emails should be concise and to the point.
- Personal Matters on the Job: Activities such as personal texting, online shopping, and social media use can significantly reduce productivity.
- Prolonged Conversations: Taking too long to convey a message wastes time.
- Waiting: Time spent waiting for others or for equipment to be available is unproductive.
- Equipment and System Failures: Malfunctions and supply shortages disrupt workflows.
Creating a Culture of Effective Time Management
To increase efficiency in your small business, cultivate a culture that values time. Here are some strategies:
- Punctuality: Ensure everyone is on time for the start of the day, meetings, and conferences.
- Eliminate Unnecessary Meetings: Only hold meetings when absolutely necessary and disband those that aren’t productive.
- Time-Management Systems: Encourage the use of time-management tools, whether they are simple to-do lists or sophisticated digital systems.
- Rules for Personal Activities: Implement clear rules about personal web surfing and game playing during work hours.
- Address Talkers and Time Abusers: Deal with employees who monopolise time.
- Efficient Communication: Require that phones be answered promptly, voice-mail messages be concise, and calls returned quickly.
- Respect Visitors’ Time: Ensure that visitors are seen promptly and not kept waiting.
- Thoughtful Delegation: Delegate tasks appropriately to those who can perform them more efficiently.
- Brevity in Communication: Encourage concise meetings, memos, emails, and documentation.
- Employee Accountability: Hold employees accountable for maintaining supply levels, equipment, and internal systems.
- Efficient Use of Technology: Implement and use proven technologies effectively.
Measuring Time Management Success
Time management itself is difficult to measure directly, but you can measure results. Improving results in measurable areas like meeting plans, budgets, and goals often indicate better time management.
As the leader, it’s up to you to make effective time management part of your company’s culture. By setting the right example and hiring the best people, you can foster an environment where efficient time management thrives. If your employees don’t follow suit, it may be time to reconsider your hiring choices.
