Time management is a crucial skill for any workplace, but it can be particularly challenging for new employees who are still finding their footing. According to Timewatch, 32% of Australians say they waste 1-2 hours a day on unimportant tasks. This is a significant cost for organisations to have such a lack of productivity. Whilst this is certainly not good news – not all is lost. There is no question that effective time management skills are the responsibility of the employee – however, as an employer, you can play a pivotal role in helping your team master this essential skill.
Everything in the business world evolves and mastering the art of time management is no different. Each employee is unique and will respond to alternative approaches – so here are 10 fresh and innovative time management tips leaders you can share with workers to boost productivity and create a more efficient work environment.
The Pomodoro technique is a well-known time management method that involves working for 25 minutes and then taking a 5-minute break. To make it more engaging, encourage your team to personalise their breaks. For example, they could do a quick stretch, listen to a favourite song, or even retreat to a quiet area. This not only helps maintain focus but also adds a fun element to the workday.
Instead of traditional time blocking, introduce themed days or hours. For instance, designate Mondays for meetings, Tuesdays for creative work, and Wednesdays for administrative tasks. This approach helps employees mentally prepare for the type of work they’ll be doing and reduces the cognitive load of constantly switching between different types of tasks. This won’t work in all industries; however, it can be particularly effective in environments where rigidity is not essential.
Encourage your team to have ‘digital detox’ hours where they disconnect from emails and instant messaging to focus on deep work. This can be particularly effective in the morning when energy levels are high. By reducing digital distractions, employees can concentrate better and complete tasks more efficiently.
Turn time management into a game by setting up friendly competitions or challenges. For example, create a leaderboard for completing tasks within set time frames or offer small rewards for meeting deadlines. Gamification can make time management more engaging and motivate employees to stay on track. However, employers are cautioned that in some cases it may reduce standards or create rilvary.
Meetings can be major time sinks if not managed properly. Implement a ‘mindful meetings’ policy where every meeting has a clear agenda, a set time limit, and only essential participants. Encourage standing meetings to keep them short and to the point. This ensures that meetings are productive and don’t eat into valuable work time.
Teach your team the two-minute rule: if a task can be completed in two minutes or less, do it immediately. This prevents small tasks from piling up and becoming overwhelming. It’s a simple yet effective way to keep the to-do list manageable.
Encourage employees to batch similar tasks together. For example, they can set aside specific times for checking emails, making phone calls, or processing paperwork. Batching tasks reduces the time lost in transitioning between different activities and helps maintain focus.
Consider offering flexible work hours to accommodate different productivity peaks. Some employees may be more productive in the early morning, while others might hit their stride in the afternoon. Allowing flexibility can help employees work when they are most efficient, leading to better time management and higher quality work. Employers can also access our sample flexible working policy.
Introduce your team to innovative time management apps like Trello, Asana, or Todoist. These tools can help employees organise their tasks, set priorities, and track their progress. Encourage regular use of these apps to create a more structured and efficient workflow.
In some work environments – e.g. production, it may be appropriate to conduct regular time audits to help employees understand how they are spending their time. This involves tracking activities for a week and then analysing the data to identify time-wasting habits. Use the insights gained to make adjustments and improve time management practices.
Leaders play a crucial role in helping employees break old habits and adopt new, effective time management techniques. To support this transition, leaders should provide continuous encouragement and resources. This includes offering training sessions on different time management methods, providing access to tools and apps, and creating a culture that values and rewards efficient work practices.
Leaders should also lead by example, demonstrating strong time management in their own work. Regular check-ins and feedback sessions can also help employees stay on track and make adjustments as needed. By fostering an environment of support and accountability, leaders can help their team members develop and maintain better time management habits.
Mastering time management is not just about ticking off tasks on a to-do list; it's about creating a work environment where everyone can thrive. Realistically, most employees would benefit from a fresh approach to time management that not only improves productivity, but makes the work day more meaningful.
By implementing these innovative strategies, employers can transform how their team approaches their workday, making it more productive, engaging, and enjoyable. Imagine a workplace where meetings are efficient, tasks are completed with focus, and everyone has the flexibility to work at their best. Time management is not a buzz word; it is a tool that empowers workers to perform at a level that is not only good for the business, but incredibly satisfying for the employee.
For assistance with your workplace matters, Members of Ai Group can contact us or call our Workplace Advice Line on 1300 55 66 77 for further information. Ai Group offers a range of training programs to support employers with their development including a time management training course.
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Georgina is the Senior HR Content Editor – Publications at the Ai Group. With over 25 years of experience in human resources and leadership, she has demonstrated her expertise across a diverse range of industries, including financial services, tourism, travel, government, agriculture and HR advisory. She is also an accomplished writer and editor, known for creating high-quality, engaging content that educates and informs. Her writing includes a variety of formats, such as blogs, articles, policies, templates and guides.
