The BTS ‘How To’ Guide

No 5: Managing Time To Plan - Did you get your plan done?

Now that the holiday season is behind us, I am curious to know whether those of you who promised yourselves that you would ‘use the beak to get some of your thoughts for next year down on paper’ actually kept that promise.

You know what the biggest lie in business is? “I didn’t have time”. Here are the facts. Unless the one task you are talking about is simply too big on its own to accomplish in the time provided, like building the Olympic Stadium in two weeks, then the statement is not true.

What does it really mean? “I didn’t have time” translates to “I chose to do other things instead”. From your staff’s point of view this can mean fro the ‘conscientious’ that they could not see the task requiring attention above their day to day responsibilities, through to the spirit breaking ‘clock watcher’ who couldn’t see the value of staying back one day to get the task done.

Over to you then. Did you get the planning done that you intended to accomplish over the Christmas break? I guess not. I hope that the things you choose to do instead brought you great joy.

It’s funny that business people find getting the time to plan, whether it be their day, their week or their year, such a challenge. Particularly when you consider that the ability to manage time is a common characteristic amongst truly successful people. What makes it hilarious is that it’s also the most common “beef” from business owners when it comes to identifying what their staff need the most help with.

This piece cannot only be about making time to plan, because people that make time to plan usually have three characteristics

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. Save the excuses for someone else. Tell them to the mirror because the person you are looking at I the only idiot stupid enough to believe you.

Here is a simply way to keep the desk clear.

1. Have and IN tray for stuff you haven’t looked at.
2. Have and OUT tray for stuff you’ve finished.
3. Have a drop tray draw for things you are working on.
4. Keep only what you are working on in within eye’s view.

A clean desk is an easy thing to have. It is simply a matter of choice. Don’t be expecting 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 fifteen 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 the conclusion you need to do these things (of course I’m 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 (in your mind finish the sentence “that meeting will be successful if…”) 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 advantages

Business Advantage ONE -

Your family gets your full attention because the following day’s activity has gone from your head to your diary/to do list.

Business Advantage TWO -

You sleep better.

Planning Your Business

I left the biggest thing last. This is what you promised yourself you would do over the Christmas break, or any other recent break of any duration. This 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 to be used to set measurable objectives for all responsible staff to (at regular intervals) 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! (reader pauses for a moment and considers this statement).

To Plan You Need:

1. Your key staff don’t plan well on their own. The team that has to deliver should all help write the script.
   
2. A big chunk of time. Don’t put pressure on yourself. The company’s biggest client is itself! (if you don’t believe me just have a look at who signs the wages cheques).
   
3. A location. Don’t do this on site. (Our company prepares plans by facilitating all the people in the business. We guarantee in writing the company gets what it expects BUT that guarantee is VOID if they want to work on their business premises)
   
4. A ‘scribe’ friend or colleague with no stake in the outcome that hey 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 (scribe must be OUTSIDE your business and preferably your industry)
   • Make sure you have an electronic whiteboard
   • Make sure your scribe can write clearly
   • Collect your staff and do the job

Remember, make sure all who participate receive a copy and that it becomes the first item on the agenda of your regular staff meeting. Good Luck!