Do you feel like there is never enough time to get things done? You must have occasionally heard people say “Sorry, I just don’t have the time”. Let’s face it! Despite the fact that time is one of the scarcest yet most available resources, most of us struggle with effective time management.
Figuring out what we need to do is not the challenge. The challenge is figuring out when to do it – Peter Turla
However, good time management is within everyone’s reach. It requires some basic skills, time management tools, and plenty of dedication. Some of these skills include setting clear goals – breaking your goals down into doable steps and tracking your progress.
Other skills include focusing on urgent and important tasks, organizing your work schedule, and making lists of what you need to do and when. We have put together seven key time management tips that can help your agency set targets and achieve its goals:
Be patient and start scheduling tasks
Every time you decide to work on a project or set a deadline, it is essential to review its progress. Many of us are still in the habit of getting things done at the very last minute! You may succeed in doing so temporarily, but eventually it will drain your energy and result in a burnout.
Achieving deadlines in this manner also gives you the false impression that you are managing your time well. However, it could not be any further from the truth. So take it easy, be patient, and pace yourself one-step at a time.
Start by listing down all your tasks. Then, simplify task management by prioritizing which ones require urgent attention and schedule them accordingly, in a descending order of importance. Using the right software can be a handy time management tool for your agency.
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Track your work time efficiently
Once you schedule the workflow, it is important to know how much time it takes to complete a task. This way you get to understand the amount of time any particular task will take, giving you the option to decide how much time an employee should spend on it.
For effective time management, it is not enough to know what time your staff arrives at work and what time they leave. To develop an efficient and effective team, you need to know how much time each individual takes to complete his/her task and also create a good agency work culture.
Share the workload smartly
Dividing tasks among your agency’s team is one of the best ways to get positive outcomes. Most importantly, you can track how a task progresses through each stage of the work process and make adjustments accordingly.
Using management software like Agentcis can give you the option to keep track of assignments your team member is involved in so that you would know who is involved with which clients and tasks. This sort of flexibility in working environment can boost your organization’s efficiency immensely and also help for better client management that saves time and effort.
Once you set your workflows, you can add a service to each client and track their progress across various stages. At each stage, you can add notes, send emails, post comments, set due dates or upload related documents. Improving efficiency is a major way to enhance your agency’s time management skills.
Try the 45-minute time management rule
No human can function non-stop! Thus, it is imperative to understand that time management is not just about scheduling tasks, but also knowing when to work and when to take a break. Time management without a sense of wellness can lead to serious cases of anxiety in the long-term.
The idea of the Break Zone says that the human brain can only take in up to 45 minutes of information at a time. Beyond that, its capacity to absorb information decreases. Thus, the idea is to encourage staff to take more frequent, yet meaningful breaks of 10 – 15 minutes every 45 minutes.
Keep the billing organized
This is the lifeblood of your agency. However, it also takes up the most amounts of time and attention. Instead of spending hours handling bills and invoices, you can make the process more efficient and accurate using effective ways for easy invoicing and follow ups.
Agentcis invoicing system creates and customizes invoices, as per your agency needs. You can also set date triggers for each stage of the invoicing cycle, so you will never miss where and when to send invoices or receive payments.
Get real time notifications
In this age of technology, there is no need to go around telling people what to do. Simply use notifications to get the job done! Equally important is to get those notices in real time, as late notifications become almost meaningless or simply “too late”.
Use software that notifies you about every single activity that occurs in your organization. Alternatively, select only a few specific ones that you feel are important. These notifications will take you directly to the page or task that requires your attention.
Keep brainstorming and strategy as separate entities
‘Brainstorming’ or ideation and ‘strategy’ require very different approaches, even though they might be happening in the same workspace. In any organization, both are equally important. Ideation and strategy help bring new ideas and develop efficiency for your agency.
Set time aside for both activities. For instance, if your agency is looking for new ideas, it is good to have a brainstorming session that includes all the right people. At the same time, arrange a separate time for developing strategies. Whatever you do, don’t mix the two!
Managing your time well gives you the freedom to do everything you need to do! Moreover, it gives your agency credibility, boosts employee motivation, and helps achieve your business goals.