Time saving tips for business leaders
30-Apr-2009
Peter Drucker said, “If you cannot manage yourself for effectiveness, you cannot expect to manage others”
Studies show that on average, managers are interrupted every 8 minutes (or about 73 times per day). Interruptions can include telephone calls, email messages, interruptions by colleagues, and crises.
An average interruption time of 5 minutes – equates to about 4 hours - or 50% of your productive time being wasted by interruptions.
Once interrupted, it can take 20 minutes to get back to the level of concentration you were at prior to the disruption.
It is easy to see why “Execution” (the discipline of getting things done) is still the #1 challenge for business leaders.
Here's some tips to help improve your productivity:
Avoid being interrupted by people dropping in to your office:
- An “open door policy” can severely reduce productivity if not well managed
- Let people know what times of the day you are available for them to drop in
- Close your door, or use a “do-not-disturb” sign for at least 2 hours per day
- Beware of “reverse delegation” - train your people; that if they have a problem, they must present options for solutions as well
- Ask people for a brief overview of what they want to discuss
- If it is going to take more than 5 minutes, book a time for it in your calendar
- Booking in your calendar lets people know – that while you are busy right now, you view their issue as important (and it increases the likelihood they will come prepared with solutions when you do meet to discuss it).
- (Chances are they will learn to solve the issue themselves in the meantime)
Avoid wasting time with meetings:
- Ask – do you really need this meeting at all?
- Only invite those who absolutely need to be there
- Avoid last minute meetings
- Create an agenda to define the purpose, and specific topics to be discussed
- Prioritize the agenda so the most important issues are dealt with first
- Send the agenda with a reasonable notice period so people come prepared
- Make a clear decision – even if you only solve 1 issue on the agenda
Avoid being interrupted by phone calls and email:
- Turn off email alerts - and schedule specific times to read and reply to email
- Turn off your phone for 2 hours per day while you complete key priorities
- Ask for your phone calls to be held (making exceptions for key customers)
- Check phone messages and return your calls at a specific time every day
- If you must answer a phone call when you are in the middle of a task, let them know you are busy, and schedule a return call later that day
Chief Operating Officer - Global Operations - RESULTS.com
