Scheduling and organizing working hours is an important component of effective work in any position. In the case of the managerial position, the importance of preliminary planning increases even more, so it is necessary to very carefully approach this issue.
Instructions
Step 1
The manager can plan his time himself or completely or partially delegate this function to the secretary-assistant. In any case, one cannot do without interaction with the secretary, since it is he who prepares and organizes meetings, materials for meetings, and receives incoming calls. Moreover, the secretary usually keeps in his head all the plans of the manager known to him and tries to distribute them according to working hours, therefore it is very important to promptly notify the secretary about changes in his plans.
Step 2
But you should not rely solely on the secretary, it is important to learn how to allocate your time in such a way as to have time to do everything planned. A good way to do this is to analyze every hour that has passed and find out exactly what was done and how long it took. It is also necessary to highlight for yourself the main global tasks as a leader, and devote most of your working time to their solution. In any case, the most important tasks should be solved first of all, since it is known that 80% of current tasks are solved in the first 20% of the working day, and the rest of the time is spent on only 20% of the work.
Step 3
Don't let random events cross your schedule. It is better to lay some time on them in advance in plans, this will allow you to be more likely to have time to complete the main tasks. When planning meetings, events, meetings, conferences, proceed from the real time that they require, taking into account preparation, preliminary acquaintance with the materials, spontaneous discussions and questions. Try to distribute such events in time so that the beginning of the next meeting does not rest against the end of the previous one, since in this case you will often be forced to either be late or crumple the final.
Step 4
The duties of the secretary often include preliminary planning for the day and the week, taking into account the received calls, offers, invitations. It is advisable at the end of the working day to discuss with the secretary his idea of your schedule, making adjustments to it. It is even better to do this in the afternoon, so that the secretary has the opportunity to make changes, make calls with a proposal to postpone this or that event. Constant contact with the secretary should become a habit, because his schedule directly depends on yours, and many events require preliminary preparation on his part.
Step 5
Analyze the past working days in terms of efficiently allocating your time. Perhaps you will see solutions that will allow you to do more, for example, hold several meetings in the same area or combine some events. Make notes of past and planned events in your diary.
