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You're in charge of administrative management. How can you make sure your team's time is used efficiently?

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As an administrative manager, you are responsible for overseeing the daily operations of your team and ensuring that they work efficiently and effectively. But how can you optimize your team's time and avoid wasting resources, energy, and opportunities? Here are some tips to help you manage your team's time better and boost their productivity and performance.

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Nolubabalo Mrashula

Commander @ SANDF | Maritime Diplomacy and Strategy
Maia Schneider

Community, team, results
Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es

1 Set clear goals and priorities

One of the first steps to managing your team's time is to define the goals and priorities of your projects and tasks. You need to communicate clearly and consistently what you expect from your team, what the deadlines are, and what the quality standards are. You also need to help your team prioritize their work according to the urgency and importance of each task. This way, you can avoid confusion, duplication, and procrastination, and ensure that your team focuses on the most valuable and relevant activities.

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Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es
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Estabelecer metas e prioridades claras é crucial para gerenciar o tempo da equipe. Isso inclui comunicar de forma clara e consistente as expectativas de resultados, prazos e padr?es de qualidade. Além disso, é importante ajudar a equipe a priorizar o trabalho com base na urgência e importancia, evitando confus?o, duplica??o e procrastina??o. Essas a??es direcionam a equipe para as atividades mais valiosas e relevantes, aumentando a eficiência e o impacto dos resultados.

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2 Delegate and empower

Another way to make sure your team's time is used efficiently is to delegate and empower them to make decisions and solve problems. You don't have to micromanage every detail or do everything yourself. You can trust your team members to use their skills, experience, and creativity to complete their tasks and achieve their goals. You can also give them feedback, recognition, and support to motivate them and help them grow. By delegating and empowering your team, you can free up your own time, reduce stress, and improve collaboration and innovation.

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Nolubabalo Mrashula

Commander @ SANDF | Maritime Diplomacy and Strategy
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Instead of multitasking, delegating tasks helps in completing them on time. It doesn't help taking on everything as a Manager.

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Maia Schneider

Community, team, results
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Offer flexibility to the team: work from home, 4/10 schedule, etc. Productivity goes up when you demonstrate trust. Measure output, not hours.

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Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es
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Delegar e capacitar s?o estratégias essenciais para otimizar o uso do tempo da equipe. Isso envolve confiar aos membros responsabilidades e autoridade para tomar decis?es e resolver desafios, evitando a microgest?o excessiva e permitindo o uso pleno de suas habilidades e criatividade. Oferecer feedback, reconhecimento e apoio é fundamental para motivar e desenvolver a equipe. Essas práticas n?o só liberam o tempo do líder, reduzindo o estresse, mas também fomentam a colabora??o e a inova??o dentro do time.

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3 Use tools and systems

A third tip to manage your team's time better is to use tools and systems that can streamline and automate your workflows and processes. You can use software and apps that can help you plan, organize, track, and report on your projects and tasks. You can also use tools that can facilitate communication, collaboration, and documentation among your team members and stakeholders. Some examples of tools and systems that can help you with administrative management are project management software, calendars, task lists, email, chat, video conferencing, cloud storage, and document management systems.

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Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es
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Para otimizar o tempo da equipe, é crucial utilizar ferramentas e sistemas que automatizem processos e facilitem a comunica??o e colabora??o. Isso inclui softwares de gerenciamento de projetos, calendários, listas de tarefas, e-mail, plataformas de bate-papo e videoconferência, armazenamento em nuvem e sistemas de gerenciamento de documentos. Essas ferramentas aumentam a eficiência operacional, melhoram a comunica??o e reduzem erros, aumentando a produtividade da equipe.

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4 Eliminate distractions and interruptions

A fourth way to optimize your team's time is to eliminate or minimize distractions and interruptions that can disrupt their focus and concentration. You can help your team create a conducive and comfortable work environment, whether they work from home or in the office. You can also encourage them to set boundaries, schedule breaks, and avoid multitasking. You can also respect their time and avoid unnecessary meetings, emails, or phone calls that can distract them from their core tasks. By eliminating distractions and interruptions, you can help your team work more efficiently and effectively.

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Nolubabalo Mrashula

Commander @ SANDF | Maritime Diplomacy and Strategy
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It helps to set boundaries so that you eliminate distatractikns and interruptions. Don't take up too much of your team's time when they have tasks to complete.

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Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es
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Para garantir que o tempo da equipe seja utilizado de forma eficiente, é fundamental adotar uma abordagem estratégica que inclua o estabelecimento de metas claras e prioridades bem definidas. Isso envolve comunicar de forma consistente as expectativas em rela??o aos resultados, prazos e padr?es de qualidade. Além disso, é importante capacitar a equipe por meio da delega??o responsável de tarefas, proporcionando autonomia para tomada de decis?es e resolu??o de problemas.

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5 Monitor and evaluate

A fifth tip to improve your team's time management is to monitor and evaluate their progress and performance regularly. You can use metrics and indicators that can measure the quality, quantity, and timeliness of their work. You can also use feedback and reviews that can identify the strengths, weaknesses, and areas of improvement of your team. You can also use surveys and interviews that can assess the satisfaction, engagement, and morale of your team. By monitoring and evaluating your team's time management, you can identify and address any issues, challenges, or opportunities that can affect their productivity and performance.

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Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es
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Para melhorar a gest?o do tempo da equipe, é essencial monitorar e avaliar regularmente seu progresso e desempenho. Isso pode ser feito por meio de métricas e indicadores que medem a qualidade, quantidade e pontualidade do trabalho realizado. Além disso, é importante utilizar feedback e avalia??es para identificar pontos fortes, áreas de melhoria e oportunidades de desenvolvimento. Pesquisas e entrevistas também podem ser úteis para avaliar a satisfa??o, engajamento e moral da equipe. Ao monitorar e avaliar de forma contínua, é possível identificar e resolver problemas, desafios e oportunidades que impactam a produtividade e o desempenho da equipe.

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6 Train and develop

A sixth and final way to ensure your team's time is used efficiently is to train and develop them to enhance their skills, knowledge, and competencies. You can provide them with learning and development opportunities that can help them improve their administrative, technical, and soft skills. You can also mentor and coach them to help them overcome any difficulties or gaps in their work. You can also encourage them to learn from each other and share best practices and tips. By training and developing your team, you can increase their confidence, motivation, and performance.

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Julio Almeida .°.

Gest?o de Contratos | Facilities | Gerente de Opera??es
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Para otimizar o uso do tempo da equipe, é fundamental investir em treinamento e desenvolvimento. Isso inclui proporcionar oportunidades de aprendizado para aprimorar habilidades técnicas e comportamentais, orientar os membros da equipe para superar desafios e incentivar a troca de conhecimento entre eles. Dessa forma, é possível aumentar a confian?a, motiva??o e desempenho da equipe, contribuindo para uma gest?o eficiente do tempo e melhores resultados no trabalho.

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7 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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You're in charge of administrative management. How can you make sure your team's time is used efficiently?

1

2

3

4

5

6

7

1 Set clear goals and priorities

2 Delegate and empower

3 Use tools and systems

4 Eliminate distractions and interruptions

5 Monitor and evaluate

6 Train and develop

7 Here’s what else to consider

Administrative Management

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You're in charge of administrative management. How can you make sure your team's time is used efficiently?

1

2

3

4

5

6

7

1 Set clear goals and priorities

2 Delegate and empower

3 Use tools and systems

4 Eliminate distractions and interruptions

5 Monitor and evaluate

6 Train and develop

7 Here’s what else to consider

Administrative Management

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