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How can you effectively manage your time as an FM professional?

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Time management is a crucial skill for any professional, but especially for facility managers (FMs) who have to juggle multiple tasks, projects, and stakeholders on a daily basis. How can you effectively manage your time as an FM professional and avoid stress, burnout, and missed deadlines? Here are some tips to help you plan, prioritize, and execute your work more efficiently and effectively.

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Felipe Lima

Fundador da Revista Manuten??o Predial | Palestrante | Youtuber | Especialista em Manuten??o Predial | Professor no…
Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das…
Adelmo Marques

Engenheiro Eletricista/Energia renováveis/Subesta??o/Perito Judicial/Instrutor NR-10

1 Set SMART goals

One of the first steps to better time management is to set clear and realistic goals for yourself and your team. A useful framework to follow is the SMART criteria, which stands for Specific, Measurable, Achievable, Relevant, and Time-bound. SMART goals help you define what you want to accomplish, how you will measure your progress, whether you have the resources and skills to achieve it, why it matters, and when you will complete it. By setting SMART goals, you can avoid ambiguity, confusion, and procrastination, and focus on the most important and urgent tasks.

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Rami AlAttas

PMO Specialist | Performance Monitoring Expert | Driving Operational Excellence | Process Optimization Strategist | Giga Projects Portfolio
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- Identify and prioritize tasks based on urgency, importance, and impact on facility operations. - Create schedule outlining planned activities, meetings, and deadlines, allowing flexability for unexpected events. - Delegate tasks and responsibilities to team members based on their skills, expertise, and availability. - Minimize distractions such as excessive emails, phone calls, or interruptions to focus on critical tasks. In me, taking short breaks between tasks is mandatory,and it can help maintain focus and ultimately enhancing productivity and well-being.

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2 Use a time tracking tool

Another way to improve your time management is to use a time tracking tool that can help you monitor how much time you spend on different activities, tasks, and projects. A time tracking tool can help you identify where you are spending too much or too little time, how you can optimize your workflow, and how you can allocate your resources more efficiently. There are many time tracking tools available, such as Toggl, Harvest, or Clockify, that can integrate with your calendar, email, and project management software. You can use a time tracking tool to generate reports, invoices, and insights that can help you improve your productivity and performance.

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3 Delegate and outsource

As an FM professional, you may have a tendency to take on too much work or micromanage your team. However, this can lead to stress, fatigue, and poor quality of work. To avoid this, you need to learn how to delegate and outsource tasks that are not within your core competencies, or that can be done more efficiently and effectively by someone else. Delegating and outsourcing can help you free up your time for more strategic and creative tasks, as well as reduce your workload and costs. To delegate and outsource successfully, you need to communicate clearly, set expectations, provide feedback, and trust your team and partners.

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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Aprender a delegar é fundamental para o gestor de Facilities. Se o FM for centralizador e tentar resolver tudo sozinho, além de n?o conseguir dar conta, afinal s?o diversas responsabilidades, você n?o terá tempo para resolver as quest?es mais prioritárias, bem como n?o desenvolverá a sua equipe, que é dos seus papéis como líder.

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4 Prioritize and batch

Another technique to enhance your time management is to prioritize and batch your tasks according to their importance and urgency. Prioritizing means ranking your tasks based on their impact and value, and focusing on the ones that are most critical and beneficial. You can use tools like the Eisenhower matrix or the Pareto principle to help you prioritize your tasks. Batching means grouping similar or related tasks together and doing them in one session, rather than switching between different tasks throughout the day. Batching can help you reduce distractions, increase concentration, and save time.

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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Priorizar as atividades é fundamental para que você foque seu tempo nas tarefas mais estratégicas e n?o perca tempo com atividades que podem ser resolvidas por qualquer outra pessoa da sua equipe. Mas além disso é fundamental você se concentrar, n?o procrastinar é fundamental. N?o perca tempo com internet, redes sociais, etc., pois vivemos numa era que tudo gira em torno da internet e isso pode tirar a sua aten??o e foco.

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5 Schedule and block

Finally, one of the best ways to manage your time effectively is to schedule and block your tasks in your calendar. Scheduling means assigning a specific time and date for each task, and sticking to it. Blocking means creating uninterrupted periods of time for focused work, and avoiding any distractions or interruptions. Scheduling and blocking can help you create a realistic and consistent routine, as well as ensure that you have enough time for each task. You can use tools like Google Calendar, Outlook, or Calendly to help you schedule and block your tasks.

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Rodrigo Cesar Ueda da Luz

Facility Manager | Hard Facilities Management | Engenheiro Civil | Especialista em Gest?o de Negócios e Patologias das Edifica??es | Palestrante | PCM
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Use a agenda para controlar o seu dia, nem que seja uma agenda física. O importante é que você tenha o hábito de verificar diariamente. Além da agenda, utilize ferramentas para gest?o de tarefas, como o planner, trello ou monday, isso facilitará a sua gest?o e poderá lhe auxiliar na prioriza??o das tarefas mais importantes.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Felipe Lima

Fundador da Revista Manuten??o Predial | Palestrante | Youtuber | Especialista em Manuten??o Predial | Professor no Síndiconet
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Algo simples e que funciona para mim, é a boa e velha agenda de papel, nela eu separo todas as atividades do dia, da semana e do mês, assim eu nunca perco um compromisso ou passo do prazo de entrega de algo. (o simples que funciona)

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Adelmo Marques

Engenheiro Eletricista/Energia renováveis/Subesta??o/Perito Judicial/Instrutor NR-10
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Estabelecendo metas claras e específicas para o que deseja realizar em determinado período de tempo. Isso ajuda a manter o foco e a dire??o nas atividades diárias

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How can you effectively manage your time as an FM professional?

1

2

3

4

5

6

1 Set SMART goals

2 Use a time tracking tool

3 Delegate and outsource

4 Prioritize and batch

5 Schedule and block

6 Here’s what else to consider

Facility Management (FM)

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How can you effectively manage your time as an FM professional?

1

2

3

4

5

6

1 Set SMART goals

2 Use a time tracking tool

3 Delegate and outsource

4 Prioritize and batch

5 Schedule and block

6 Here’s what else to consider

Facility Management (FM)

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感谢您的反馈

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