Category: TIME MGMT ARTICLES – JPOP

Businesses are accepting outsourcing as a means to leverage tasks and help with gaps in skills and personnel. In fact, entire business functions are offloaded to companies specializing in those functions. However, the efforts of these groups still need to be managed. They also have their own set of challenges that can be helped by time management.
When you outsource certain aspects of your business, you become a project manager. The ideal situation would be to funnel off work to the outsourcers, and they produce the agreed upon work on time and within the budget. The reality is it never works out exactly as you planned. You need to get involved with the groups you are using to perform the work.
As a newly-labeled project manager, you will need to make sure the sum of the parts fits together, so to speak. You will need to deal with dependencies, to ensure that each group has what they need. Don’t assume that the groups will communicate with each other. They are separate units and require someone to coordinate all the necessary components. In the project management world, this is known as the critical path. One path cannot continue until something before it gets completed. You have to make sure that happens.
Even if the functions required of your outsourcers are not complex, you still need to manage their time. Too many managers or business owners have let outsourcers go off on their own, only to find the job is not complete or has not been done exactly as agreed. It’s too big a risk to leave things to chance. Be proactive and insist on progress reports.
It’s important to remember that you don’t want to start managing your outsourcers at a granular level. The whole point of outsourcing is to let them take tasks off your to-do list. You have to strike a balance between keep chasing them and letting them get their work done. The great news about outsourcing is that you can choose an alternative company if one is not good at managing their time.
When using outsourcers, you have to fit what they produce within your organization. That means you need to get other internal people involved with the specifications of the work you are offloading. If you don’t get this correct, you will tell the outsourcers to do the wrong tasks. However, they did what they were told to do, so you will still need to pay them, and then have them do the work over and pay them for that, as well.

– Scott Blessing

Working remotely gives workers the freedom to earn a living, and avoid commuting at the same time. Some employees switch between working from home and heading into the office. For others, they work completely from their home. Technology has made it much easier for this to happen.
This does present new challenges for managers. When workers are present at the office, managers can simply head over to their desks if they have questions or want to see the employees’ progress. When someone is not on site, managers have to call them and hope they answer the phone.
Not all employees are good at managing their own time, and it is no different for those who work at home. In fact, being out-of-sight can give the impression that they get less done. Some employees do a great job of managing their time no matter where they are. Many others will need some help.
When dealing with remote employees, you should consider frequent updates of at least twice a week. Require employees to answer the phone when it rings during agreed periods. Unless it’s an emergency, the employee shouldn’t constantly be stating he or she had to go pick up milk at the grocery store.
Come to an agreement before allowing employees to work from home. Make sure both the employees and the managers know exactly what is to be expected from each. This requires ways to measure the work of the telecommuting personnel.
If you work at home, go above and beyond what is expected of you. This will prevent colleagues from complaining that you are getting paid to sit at home and watch television. If you give them any reason whatsoever, the entire group can lose faith in your ability to work from home. Colleagues often think it’s unfair that a few people get to work at home while everyone else has to truck into the office. They will be on the lookout for anything that gives them an excuse to bust you.
Some people find they are not cut out to work remotely. It can get lonely and the expectations for doing more can cause more stress than it’s worth. Others are quite capable of managing their time and don’t need a manager watching over them. Most people fall somewhere in between, where they need a bit of a push, but can get it done in the end.

– Scott Blessing

Don’t Have a Time Management System? Try the Pomodoro Technique
Most people know they need time management to help them accomplish their goals. However, most people also either fail to use time management, or they simply don’t get around to implementing anything. Part of the problem is they don’t know how to do this. It seems simple enough, in theory, to list out some goals you want to accomplish, and then create tasks that will satisfy those goals. So, why don’t more people get their goals accomplished?
A technique that has been developed in the 1980s and is still viable today is the Pomodoro technique. It got its name from Francesco Cirillo who used a tomato-shaped timer or the technique. Pomodoro is Italian for tomato.
In a nutshell, the technique suggests you set a timer for a predetermined number of minutes, and you get as much work as you can get done in that period. Then, you rest for another predetermined number of minutes. As an example, you work for ten minutes, and you take a five-minute break. You can choose whatever intervals you want. Just be consistent with them.
You could use your computer as a timer, but this is less effective than using an actual timer. The problem with using your computer is there are too many temptations with the computer. For instance, suppose you download a timer or use one on a website. You set it for ten minutes and then get some work done. Then, you receive an email from a friend, that shows pictures from his vacation that he just returned from. You log onto Facebook to let him know how cool the images are. While on Facebook, another friend messages you and you start chatting. The timer gets lost in the shuffle.
Having a physical timer on your desk will be a constant reminder that you have work to do. You could use a smart device to set up the timer, but this has a similar drawback to using a timer on your computer. There are simply too many temptations with smart devices. A physical timer won’t prevent you from wasting time, but its existence near your work area will get you to remember that you have more to do.
What’s great about the Pomodoro technique is that you are working in small chunks, which gives you a higher chance of getting things done. It also allows for breaks, which helps you to realign your mindset for the next interval of work.

– Scott Blessing

It’s great to volunteer. Whether it be for a charitable organization or your local community, pitching in can feel good by helping others. However, just because an organization exists doesn’t mean it is run efficiently. In fact, most volunteer organizations are run by average people in the community. Many of them are not adept at time management.
Here is an interesting idea. Try becoming good at time management yourself and offer to assist organizations with this skill. It’s a known fact that funders and foundations look for organizations that are run well. Time management can make the difference in getting an organization to that point. This could mean more funding for that organization. If the organization does not receive funding, it may help them start.
The wrong approach would be to join an organization and pitch this concept while new. It’s better to get to know the people first. This will require you to spend some time with the organization. But, you would have to do that when organizing a time management program anyway. Start by offering to do the tasks that no one else wants to do. This shows them your willingness to be a team player.
As you do a good job on these tasks, you can begin to volunteer for leadership positions. You can use your stealth time management skills at this point to show that it works. When you are successful with this, the organization may be more receptive to implementing it throughout. You will be looked upon at that point as the one responsible for overseeing this task. It’s a good idea to have a grasp on these techniques before making your pitch.
There will be some organization who resist for one reason or another. People don’t like change, and when you come in as the new kid on the block, recommending a different way of doing things, people get threatened. Sometimes, they come around to what you want to accomplish. When you pitch the idea that they have a better chance of receiving funding with a good time management program, this could be what brings them around.
There are going to be a few organizations that won’t change no matter how hard you try. If this is the case, it’s best to simply move on and work for organizations with a more open-minded leadership style. You will eventually find the right place, and they will appreciate your efforts to make them more efficient.

– Scott Blessing

Most people look forward to retirement. They no longer have to be slaves to an alarm clock, and they don’t have to deal with incompetent people each day. Their time is their own, and they can come and go as they please.
This euphoria tends to last a couple of months and then boredom sets in. There is only so much of nothing people can do. Retirees should consider employing time management skills into their lives. This can give them a purpose, and have something to look forward to every day.
The great news is if they find something they don’t like to do, they can move onto something different. But, retirees should set up goals for what they want to accomplish. This will prevent them from bouncing from one activity to another, with little to show for any activity. By setting up goals, and by extension using time management to accomplish the goals, they will live a more satisfying life during their retirement.
If you are a retiree yourself, consider working with a family member when coming up with your time management plan. You can do this by yourself, but you want to have some accountability in the process. Write down your process, and agree to review it with family members at set periods. An even better idea is to come up with milestones. Have a discussion with your family members whenever you reach these milestones.
It’s widely believed that people who are active during retirement live more fulfilling lives. Some studies point to people who are active will have less chance of dementia or other debilitating ailments.
Some activities that retirees may want to consider are volunteering, community events, and even part-time work. These can be great ways to contribute while staying active. Other activities can include helping family members with raising their children, or helping on home improvement projects, etc.
People in retirement can also reach out to neighbors to see if there is anything they need help with. Unless they live in retirement communities, many neighbors may still be working full time. Retirees can step in and perform tasks that neighbors cannot get done due to being away during working hours.
Exercise should always be part of any time management for retirees. It doesn’t have to be strenuous, but it should be activities that incorporate the whole body. It’s easy for retirees to become complacent in this area.

– Scott Blessing

Think back to when you were a child. Did your parents set up a schedule with a set of tasks? It’s likely they told you that you needed to do some chores, and make sure your homework was complete. But, most kids didn’t have a rigid schedule. They did what they were supposed to do and they were free to do whatever they wanted after that.
Habits form early in life. Getting kids to learn how to manage their time will go a long way for them later. If they learn how to adhere to the tasks given to them now, with predefined time frames, it will become part of their routines. It will seem natural for them to do the same when they are adults.
This is not to say parents should load up their kids’ schedules with nothing but boring tasks and chores. Kids need to have fun. Let them have fun, but include it as part of the schedule. This can be a great way to get them to go outside more, and use video games less.
The schedule for kids should be created in a collaborative manner. Of course, kids will try to add as many fun activities as possible, while parents will likely focus more on the not-so-fun activities. This can be a great way to teach kids how to negotiate. It’s all about compromises, and the final schedule will be something both the parents and kids will be happy with, more or less.
You can reward your kids who stick with the time management approach, by adding extra leisure time. This time should still be negotiated. If some kids are not as successful, it’s your call if you want to add more of the not-so-fun activities. It’s unclear whether this will be effective. It may be best just not to give them more leisure activities, and try to work with them to do better going forward.
The process of setting up time management for kids is likely to change as you work with it. Your kids will let you know what they like about it or which parts need improvement. Again, this is a give-and-take process and teaches kids valuable skills that they can use for the rest of their lives. It will help them when they get to college as well as when they begin their careers. It can also help in their day-to-day personal lives by accomplishing their goals outside of work.

– Scott Blessing

Believe it or not, there are managers who require employees to keep track of every minute while at work. If they talk on the phone, that time needs to go on the activity report. When they go to the bathroom, this too gets recorded on the report. Do you think you could handle such a rigorous approach for your time management?
While this may work in the short-term, you have to question the manager who is going to review these hours. Perhaps if they only have a few employees, it could work to some degree. However, what happens if they have fifty employees? Are they going to scrutinize each of those reports every day? If this is the case, a company should consider whether this is the most productive use of a manager’s time.
Some jobs require accountability for every minute an employee works. When you work on an assembly line, you will need to fulfill a quota, and others depend on you to get your work done. But, even here, employees are probably not recording each minute they work in a log book or journal. They are measured by the number of units they produce within a certain period, i.e., hourly, etc.
Another problem with tracking employees at this granularity is employees start to fudge the numbers. For instance, instead of writing down when they were on the phone for thirty minutes, they will shave five or ten minutes off and record the rest as some other work-related activity. There will always be busy work-related items that can be used as fillers. A manager may be able to pick up on this when there are only a few employees. But, it’s impossible to do when there are many.
If managers use this form of micromanagement to penalize employees, this will bring down morale and will likely increase turnover. There’s no indication that working in these conditions makes people more productive. Intuitively, the opposite is probably true.
On the other hand, if managers are going to use this time management technique, will they reward employees whose journals are exemplary? What measures would they use to determine that, and would they broadcast the criteria to the employees? This also sets the stage for abuse with employees doctoring their entries.
It is okay for managers to track what their employees are doing. However, it doesn’t need to be minute-by-minute. In most jobs, it is counterproductive and causes stress among the employees.

– Scott Blessing

Most people recognize time management as an important activity. It helps people to focus and gives them the ability to measure what is working and change what is not. But, there are many different aspects of time management, different ways to accomplish it. With all these diverse systems in play, it can be challenging to get one implemented in your organization.
To counter these opposing systems, you need to present techniques that are proven to work. It will be much tougher to sell techniques if you don’t have this working in your favor. The best way around this is to present what has worked for you. If you haven’t implemented something yourself, try to find a key player in your organization who has. Verifiable results go a long way in helping to get the ball rolling.
Set up a way to measure success. Many time management systems have this built in, but don’t assume this is the case. If you have techniques that you want to implement in your organization, get management to agree on what success means for your system. Be proactive in showing both successes and failures. If there are failures, have alternative actions in place before implementing the plan. Try to anticipate these failures, and be ready with the alternatives.
Don’t assume management will give you unlimited funds to implement your program. Come up with estimates and add a buffer for unforeseen circumstances. If you are running into budget constraints, make that known early and give management the reasons why it happened and how you intend to rectify the situation.
People don’t like change. When you get approval for your time management system, change will be inevitable. You will get resistance in the beginning. If you are not careful, you could have some players who could derail the entire initiative, right from the start. If this happens, your reputation will be tarnished, which will make it difficult for management to adopt any more of your ideas. This is not a favorable position for anyone
The key to successfully implementing a time management program is to show its benefits. The main benefit is increased productivity from the employees. Perhaps you want to start out with small test groups and document what worked along with improvements before implementing company-wide. This will cost less initially, and give you and your team the opportunity to work out the kinks.

– Scott Blessing

Time management is an activity. Therefore, why can’t you offload this responsibility to a group that knows how to handle this activity. It’s a business function, just like any other. Therefore, it’s a viable approach to outsource this function to time management consultants. There are several advantages to doing this, as well as a few pitfalls. Both are discussed here.
One big advantage is you can choose a company that has experience in this function. You can get references and check out any complaints others may have placed. It’s difficult to hide on the internet. If a company has produced poor-quality work in the past, that information will be available.
Time management companies specialize in this function. They will have qualified specialists who can help you create the right plan for your company. Too many businesses think time management is simply listing a bunch of tasks on to-do lists and then letting that take care of itself. It is much more involved than this.
When you meet with time management consultants, they will analyze your current business processes. They will point out where there are weaknesses and most likely keep what is working. This is a great function for them to take over. However, make sure that your needs are met. They don’t know your company as well as you do. They are outsiders and will approach the solution from that perspective. It’s up to you to provide an internal perspective.
If you decide to use time management consultants, you want to hold them accountable. You and the company you choose will need to determine what it means to be successful with this function. If you don’t get this agreement, you are at the mercy of the company to produce whatever they feel is the solution. You won’t have a say, at that point.
A good analytic is increased productivity. However, measuring this is often easier said than done. Hopefully, you can rely on the experience of the time management consultants to come up with appropriate measures. Again, don’t just let them throw a number at you at the end of the project. Press them for this measurement at the beginning and make sure you understand it fully.
The time management consultants will be responsible for any training that is required for your employees. However, be aware they will charge extra for this. It can be worth it as they are the experts and they will know how to do this properly.

– Scott Blessing

Is Your Business Coach Practicing Good Time Management Skills?

If you were choosing a personal trainer, would you choose one who was overweight or not in shape? How would you feel about your doctor telling you to stop smoking even after you saw her smoking earlier while waiting for your visit? If your kids want to learn how to play the piano, would you choose a teacher who has never played before?
When we pay for services, we expect people in the professions to practice what they preach. After all, they are supposed to know what they are doing. How can they possibly show us the right way when they aren’t even doing it themselves?
This is no different for the business coaches you may select to help you with your business. First, you should reasonably expect they have run a successful business before. There are many tricky circumstances business owners find themselves in, and coaches need to help these owners navigate those situations.
Time management is an important aspect for many (if not all) businesses. If you have a business coach who cannot explain their time management process, it may be time to move on to someone else. In fact, this can be a first “line of defense” to check for qualified people. Their time management program should not only exist, but it should be above average. A coach should be able to show you how the plan was implemented and how it can apply to your business.
Of course, when you find a coach who has a solid plan, you better be prepared to let them implement one for you. This can be easier said than done. Your coach will hold you accountable for the process they help you come up with. While this is a positive aspect of running a business, it takes a bit of time to get used to, especially if you are one not to use time management.
When you find a good coach who lays out a great time management process, it could make all the difference in making your business successful. Make sure you have input in the process, however. Otherwise, you are less likely to make it work towards your success. Hopefully, your coach will already understand this and get you involved right from the start. When you review the plan, don’t assume anything and ask questions. Good business coaches are worth what you pay, but they don’t come cheap.

– Scott Blessing