Practical Tips for Time Management in Business fields

By: Stephan Smith | Date: 10 February 2014


10 myths about time management:

1.  Myth: Time can be managed.

2 . Myth: The more and harder you work, the more things you achieve.

3 . Myth: If you want something to happen, do it yourself.

4 . Myth: You are not supposed to enjoy your work.

5 . Myth: You should be proud of your hard work.

6 . Myth : You should do most things with minimal waste of time.

7 . Myth: Technology facilitate the faster and easier job.

8 . Myth: Do only one thing at a time.

9.  Myth : Use paper only once.

10.Myth: The more you work, the happier you are.



Main points in time management:


1. Our e-mails:

• Check your e-mail at least once a day

• Answer, if possible, within 24 hours

• Filtering and sorting.

• Delete useless information.

• Keep everything, without exception.

• If you want to delegate something via e-mail, send it only to the one you want to do that thing for you. Otherwise, the responsibility is not centered. Send an exact and accurately described request/task and a deadline.

• If you really want someone to execute something, copy in CC some important person .

• Re-sending an e- mail is acceptable;

• If someone does not respond within 48 hours, they never will.


2 . Phone calls:

• Keep conversations short

• Start by clarifying the purpose of the conversation

• Stick to the main topic

• Keep in mind that there are more tasks laying ahead

• Do not put your feet on the table


2.1. Guidelines for completing phone calls elegantly:

• Look at the clock with a sound

• Switch to past tense

• Talk about the future

• Mention deadlines

• Say exactly what you intend to do

• Use short sentences


3 . Business meetings

• Plan objectives

• Averagely for the managemen: > 40% of the time

• Choose a good moderator

• Provide an uninterrupted course of the meeting, turn off the phone

• Duration – maximum 1 hour

• Preparation: making an agenda

• Define initial and final hour

• Use your social skills

• Keeping record: an effective way to follow the decisions of the meeting: who does what and until when is he responsible?

• Evaluation of the meeting


4 . Delegation

• delegate with authority and responsibility

• Trust your collaborators

• Delegate challenging and routine tasks

• Identify the work and expected results

• Identify the importance of the work delegated



Who are the thieves of time:

• Misplaced materials

• Intruders

• Unforeseen interruptions

• Travel to/from work

• Long e-mails

• Waiting for colleagues

• Difficulties with delegation

• Mediocre staff

• Trivial matters

• Summits

• unpreparedness for work meetings

• Delay of correspondence

• Conflicting goals

• unnecessarily complicated procedures

• Coffee breaks

• Procrastination


Recommended books on the subject :

1. The One Minute Manager, Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981

2 . The Seven Habits of Highly Effective People, Stephen Covey, Simon & Schuster, 1989