Managing Time to Plan
Despite the fact that many managers and owner/operators don't get around to it, planning is essential - and it's easy says John Vamos.
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It's funny that business people find getting the time to plan such a challenge - whether it be their day, their week or their year - particularly when you consider that the ability to manage time is a common characteristic amongst truly successful people. People that make time to plan usually share three associated characteristics that every business person should adopt:
1. They can manage their space;
2. They can plan their day;
3. They set aside time to plan their business.
Managing your space
Look at your desk. If it's not empty, save for the thing you are working on now, you are not in control. Here is a simple way to keep your desk clear:
1. Have an in tray for stuff you haven't looked at;
2. Have an out tray for stuff you've finished with;
3. Have a drop tray drawer for things you are working on;
4. Keep only what you are working on within eye's view.
A clean desk is simply a matter of choice. Don't expect your staff to manage their space if you can't manage yours. Take a good look at your desk and your office or workspace now and repeat this line: 'This is as together as my business is going to get." If the thought bothers you, don't buy a book on time management. Find someone who can come in and help you sort it out.
Managing your day
It takes 15 minutes a day to go from being under stress and behind the eight ball to being in total control and an example to the people around you. At the start of every day - or at its conclusion - you need to do the following things (of course, I am assuming you have a diary system that works):
1. Think about the day ahead/behind.
2. Prepare a 'to do' list.
3. Work out who, other than you) can do the things on that list.
4. Study the next day's appointments and draft agendas.
5. Make sure you are not trying to accomplish too much. Cancel something if you are.
6. Prioritise the remaining tasks into: "Do it or die", "Do it or cry', "Do it or sigh".
Choosing to do this at the end of the day in preparation for the next day has two
major business related advantages:
A. Your family gets your full attention because the following day's activities have been shifted from your head to your diary/to do list.
B. You sleep better.
Planning your business
This is probably what you promised yourself you would do over your most recent break of any duration. That thought process is, of course, the first mistake. Planning is part of the business, not an add-on.
It's in your job description: "Responsible for ensuring that, at all times, the business has a clearly written and effectively communicated operational plan. This plan is to be used to set measurable objectives at regular intervals for all responsible staff to set, measure and review their priorities."
Don't like the sound of it? Too bad. You need to do it or accept a level of underachievement that you would not tolerate from your children. To plan you need:
1. The input of the team that has to deliver to the plan.
2. A big chunk of time.
3. A location. Don't do this on-site.
4. A 'scribe' friend or colleague with no stake in the outcome who can make notes
and keep you on track.
5. A method. Ask your colleagues and friends for a look at their business plans. When you find one you like do the following:
• Ask them if you can use it as a template.
• Delete all references to their business so you are left with the key headings.
• Bullet point what you want to cover under each heading.
• Decide how much time you want to spend on each topic.
• Brief the scribe (who must be outside your business and preferably your industry).
• Make sure you have an electronic white-board.
• Make sure your scribe can write clearly.
• Collect your staff and do the job.
Remember, make sure that all those participating receive a copy and that it becomes the first item on the agenda of your regular staff meeting.
Good luck!
John Vamas is CEO of Business Thinking Systems, which develops business plans for organisations and works with businesses to achieve team and operational efficiency and profitable growth. Email: jvamos@businessthinking.com.au.