The information in today’s Advisor is adapted from BLR’s 10-Minute HR Trainer session, “Time Management for Supervisors.”
One big obstacle to efficient time management is dealing with interruptions, which are inevitable and unpreventable. Remind your supervisors and managers that dealing with people and problems is part of their jobs, so they have to expect interruptions—but how they handle them makes a big difference to their schedules.
Give trainees these tips on how to handle interruptions politely but decisively:
- Set limits on interruptions, asking people politely what they want and how much time they’ll need—and then, lead the conversation directly to the matter at hand.
- Answer questions or comply with requests immediately, if possible. That way, you won’t spend time later getting back to the person.
- Stand up when you’re ready to end a conversation and conclude the conversation firmly—for example, “I’m glad that’s settled. Now we can get back to work.”
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Being able to delegate tasks is a key tool in a supervisor’s time management toolbox. Devote a section of your training time to giving trainees guidance to help them delegate appropriately as often as possible.
First, instruct them to focus on doing the things only they can do and delegate the rest to employees. Each delegated task gives supervisors more time and gives employees the opportunity to take on new responsibilities and develop their confidence and abilities.
Delegation basically involves a simple six-step process:
- Determine which tasks you can safely delegate.
- Define the task clearly in your own mind first.
- Select the right person for the job (in terms of skills, training, and experience).
- Explain the task thoroughly and clearly, stating required standards, demonstrating proper methods, and answering any questions about the job.
- Monitor progress and provide whatever support and advice is necessary.
- Follow up to make sure the job has been successfully completed.
Here are some final training tips for your time management training session:
- Ask participants for examples of situations in which good time management helped them achieve important goals. Also discuss situations in which participants lost control of their time.
- Have participants describe the techniques they use to prioritize and schedule their time.
- Discuss circumstances in which delegation is appropriate and times when it is not.
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