These are four fundamental points to design a time management strategy that helps to improve process efficiency. It is highly recommended to periodically evaluate what we have done and how it has turned out, to propose the pertinent improvement actions.
Definition of tasks and jobs.
For this purpose, each job that needs to be done and the time it takes must be identified. Tasks can be grouped by department or level of qualification, with the goal that each job is done by the right people. We must not allow a worker, for example, not to know what to do next hour or not to understand how to perform a task.
It is especially important to avoid, because it is a very harmful element, duplication of tasks. Typically, several departments need to handle the same information or data. It would be a useless waste of time for everyone to do the same job to get them. The information generated by the company must have specific managers and this must be available to all those who need it.
Promote conscious work and a good work environment.
It is essential that the worker has the right environment to carry out the tasks. An orderly and well-lit environment, ergonomics or other similar actions are very useful. The technical means that are needed must also be available to everyone in a comfortable way. At the same time, collaborative actions should be promoted among workers, to improve the flow of information and the times of completion of work.
Many entrepreneurs may believe that they need to supervise all the operations that are carried out. But this is a very complex commitment and can paralyze many jobs until clearance or approval is obtained. Therefore, it is essential that the chain of command has collaborators whom it can trust to delegate responsibilities. Delegating is a good practice because it contributes to generating a model of shared responsibility and involves more people in the objectives set.
The management of time.
We tend to react instinctively and tend to face things as they come to us. Often a worker, faced with a new task, which is presented as urgent, puts it before what he is doing. Not everything is so urgent, in these moments time trackers are useful, pull out your time tracker if you have one settled to give value to what is being done and its impact. In companies, many jobs depend on having others done before, and they are linked. If we stop the chain, without justified reason, we slow down and impair the execution of other processes.
Finally, we recommend recognizing and avoiding all these situations that “steal” our time:
Unexpected visits or too long meetings.
An excessive paperwork or reading of documentation that we do not need.
Inefficient filing systems, which forces us to “eternalize” looking for a document.
Unclear information, which can lead to repeat work due to misunderstanding.
Poor concentration: distractions, interruptions, too many calls or noise.
With these practices, resources can be better optimized and the company more efficient.