Effective time management

If you're the sort of person who's always in meetings, checks their emails hourly and can barely see over the top of their in-tray then it might be time for your time management overhaul.

According to The British Chambers of Commerce (BCC) the average manager spends about 17 hours a week in meetings, six hours planning for meeting and endless hours following up after meetings. Also only 20% of what you do in the office every day produces 80% of your output. The trick is to identify the 20% and concentrate on it.

Give yourself a time audit

Don't let time run away with you. Try to take responsibility for your day by keeping a log of what you do to help you spot what's throwing you off course. Perhaps you're checking your emails too often, you can't make decisions or you always tackle easy jobs first. Are you allowing yourself regular breaks, or spending too long on one project?

Most people's mood fluctuates during the day so identify when you're at your best. If you're a 'morning person' make a point of calling customers as soon as you get into work. If you think most clearly at the end of the day leave report writing until then.

Prioritise your tasks. The Institute of Directors (loD) recommends giving highest priority to jobs that are 'important and urgent'. Next look at 'important but not urgent' tasks and consider delegating 'urgent but not important' chores. If someone else can do a piece of work faster, more cheaply or effectively let them, Make sure you brief them properly - in writing if possible - and give them a deadline.

Avoid meeting mania

Meetings can be a great time-waster. Before you agree to one ask:

• Is it really necessary?
• Does everyone have to attend?
• Are all it's facilities working (i.e. will I have to sort them out halfway through?)
• Is there a set time for it to end?
• Is there an agenda?

Limit your distractions?

Try to deal with post first thing in the morning as it may be relevant to your tasks that day. Maybe do one of four things with any paper that appears on your desk: take action if it's relevant or important, delegate it, file it or bin it.

Be ruthless about how often you check your emails and don't let your voicemail messages mount up. Make sure you have a good filing system and use it.

Set aside a time every day when you don't answer the phone or emails or go to meetings. This will allow you to clear the decks and avoid feeling overwhelmed. Closing your door should send out the right signal.

Give staff a particular time of day when they are free to visit you. If you don't want people to overstay their welcome ensure there isn't a chair on the opposite side of your desk.

Make telephone calls in batches and draw up a list of the points you want to cover. Keep calls short by ringing people just before lunchtime or at the end of the afternoon. Programme the numbers you call most often into your telephone and use redial.

If you find it difficult to get off the phone stand up - the change in tone will help you to signal the end of the conversation. Perhaps start using a timer with a loud ringer that you can say means a meeting is about to start.

Remember that staying late or coming in early doesn't necessarily mean you're a hard worker. It may be a sign that your time management skills need brushing up.

Useful links:
British Chamber of Commerce
Institute of Directors
Learn Direct

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