Time management is a crucial skill for any administrative manager and their team. It helps you plan, prioritize, and execute tasks efficiently and effectively. However, not everyone has the same level of time management skills or habits. As a manager, you need to coach your team on how to manage their time better and achieve their goals. Here are some tips on how to do that.
Before you can coach your team on time management, you need to understand their strengths and weaknesses. You can use various methods to assess their time management skills, such as surveys, feedback, observation, or self-evaluation. The purpose is to identify the areas where they need improvement, such as setting SMART goals, prioritizing tasks, avoiding distractions, delegating, or using tools. You can also ask them what challenges or obstacles they face when managing their time and what support they need from you.
It always helps to actually be around to see how your team works together. Do they share tasks, do they split up the job and work independently? Sometimes a project is best suited to a certain worker instead of your lead. Knowing your coworkers is definitely a must to be a good manager..
Be wary of tools that help you judge your team's performance. Most of these are general application, and the majority of their metrics probably don't apply to your specific industry, project, or team. The desire to measure performance is so strong that we often try to make these tools 'fit' our unique situation. This outputs zero-value data that we decide to accept, thinking - "its a general indicator". This can lead to disastrous decisions. "No metric" is better than the wrong metric.
1. Use self-assessments and tools to understand each team member's time management strengths and weaknesses. Provide feedback based on observations of how they manage their time. 2. Offer feedback based on observations of how the team manages their time. 3. Use performance indicators and productivity data to gauge the impact of time management on outcomes. 4. Gather feedback through surveys or interviews to understand their perceptions and challenges. 5. Look for changes in meeting deadlines and reduced stress as signs of improved time management. 6. Identify areas needing improvement and provide targeted training or workshops. 7. Foster an environment of ongoing improvement and reflection on time management strategies.
One of the most important aspects of coaching your team on time management is to set clear and realistic expectations for their work. You need to communicate the objectives, deadlines, and standards of each task or project. You also need to align their individual goals with the team and organizational goals. This way, you can help them focus on the most important and urgent tasks and avoid confusion or conflict. You can also monitor their progress and provide feedback or guidance along the way.
There's often too much focus on 'what to do' and too little on 'how to do.' It's not enough to assign tasks; your attitude, tone, and directness convey expectations. Avoid soft language that risks ambiguity. Be clear and honest, even if it means tough conversations. It transforms "realistic expectations" into "honest assessments" and turns promises into deliverables. How you conduct meetings communicates priorities - Six minutes late? Could have been an email? These choices show a lack of emphasis on mission-critical goals, and a disregard for focus and efficiency. Short one-on-ones instead of team meetings foster individual growth. 'Realistic Expectations' should be 'Honest Assessments,' reflecting a commitment to integrity and efficiency.
A goal setting meeting in the morning with the team or you may call it a Daily Scrum is a good strategy to keep your team intact with time management.
I utilized staff meeting time for training on policy and procedures. Our office motto was "Work Smart Not Hard". We practiced prioritizing and time management skills. Employees were trained on time standards that were expected for various tasks. Round table discussions were used to help employees pick fellow employee's "brains" for best practices. My Supervisors and I had an open-door policy for any employee to discuss issues they were encountering without pressure. Leads were also utilized to help with training which benefited both employees and assisted Leads in learning supervisory skills on the job to prepare them for advancement. That in turn gave me as the office manager three lines of communication on how employees were progressing.
Clear and realistic expectations lay the foundation for effective time management within a team, guiding everyone toward success while maintaining a healthy work environment.
Another way to coach your team on time management is to provide them with training and resources that can help them develop their skills and habits. You can organize workshops, webinars, or courses on time management topics, such as goal setting, prioritization, planning, scheduling, or productivity. You can also share best practices, tips, or tools that you or other successful managers use to manage your time. For example, you can recommend using a calendar, a to-do list, or a time tracker to organize and track your tasks.
I'm a fan of apps like Asana or ClickUp (there are many other similar offerings). With a small amount of training on the app, team members develop their time management skills through experience. Goals and targets are set by the Project Lead, and the team is notified of the expectations. There might be some growing pains as team members struggle to find their own approach, but the long-term gains in planning, prioritizing, scheduling, and productivity are fruitful. I'm a firm believer that the best learning comes from doing.
Investing in comprehensive training and resources for a team has wide-reaching benefits. Not only does it boost skills and performance, but it also shows a commitment to employee growth, fostering motivation and a positive work environment. This investment promotes adaptability and problem-solving, sparking innovation and collaboration within the team. It also plays a role in retaining top talent and attracting new hires seeking continuous learning opportunities. Beyond immediate skill enhancement, it ensures adherence to industry standards, contributing to overall organizational excellence. Ultimately, it cultivates a culture of ongoing development and innovation, impacting not just the team but the entire organization.
As a manager, you also need to model good time management behavior for your team. You need to show them that you respect your own and their time by being punctual, organized, and focused. You need to avoid micromanaging, procrastinating, or multitasking. You need to demonstrate how you set, prioritize, and achieve your goals. You need to balance your workload and avoid burnout. By doing so, you can inspire and motivate your team to follow your example and improve their time management skills.
You should always treat your team like a family and team always follow the leader/manager. If you listen and understand them them they listen to you and give you a better productivity in work.
Modeling good time management behavior is a powerful teaching tool. When managers exemplify effective time management, setting priorities, meeting deadlines, and maintaining work-life balance, it sets a standard for the team to follow. Actions speak louder than words, and when team members observe these habits in practice, it reinforces the importance of managing time effectively. This modeling not only inspires but also sets a practical example for the team to emulate, creating a culture where efficient time management becomes a norm rather than an exception. Also treating your team like a family can foster a strong sense of support. It often builds trust, loyalty, and a sense of belonging among team members.
Finally, you need to coach your team on time management by encouraging accountability and collaboration. You need to empower your team to take ownership of their tasks and results. You need to hold them accountable for meeting their deadlines and quality standards. You need to recognize and reward their achievements and improvement. You also need to foster a culture of collaboration and support among your team. You need to encourage them to help each other, share ideas, or solve problems together. This way, you can create a high-performing and efficient team.
Balancing both accountability and collaboration creates a harmonious environment where individuals take responsibility for their work while working together to achieve common goals. This approach not only enhances productivity but also cultivates a cohesive and high-functioning team.
To encourage time management in my team, we use priority quadrants for any tasks/projects we are working on (high priority/now, high priority/later, low priority/now, low priority/later). Each week the team codes there own tasks in one of the four categories, then during the 1:1 we talk through the list and about the priority level they assigned, especially if I have a different opinion on it. Sometimes they change there mind, sometimes I change my mind. Nonetheless, we all grow in time management skills and the important things of the week get done.