Whenever I hear the term ‘Time management’, it comes to my mind that we cannot Manage time. It keeps slipping away whether we do something or not. We can only Manage our work better. But, let us keep with this popular term for this article.
Time Management is a serious problem for almost ALL Managers in the Indian Industry. Some would have realized it and many others may not even realize that they are not using their time well. The Managers that I have come across come in to the following few categories.
Firefighters: These are the Managers who are forever putting off some fire. You can find many of them in Automotive industry. These Managers come early and go late (if they go home). Their Children see them rarely as they go to company even on a Sunday as they can ‘work peacefully’ on a Sunday. Many of them have got addicted to it. They keep telling whoever can listen that they are working for 18 hours a day and so on. The Firefighters do not even worry about Time Management. They have given up long back and now they just go with the wind. In most of the cases, their companies also have given up that ‘some Managers have to be dedicated to the fire fighting’. There is no fight back at all.
Minimalists: These are the Managers who may be in Discrete Manufacturing Companies. These Minimalists do not believe in taking up too much agenda on to their plate. Whatever is put on their plate by their Bosses will be handled forever. They are in no hurry to finish anything. They do not see any need for Time Management as they do not want to ‘hurry’ anything. Their Companies also have come to believe that nothing should be ‘hurried’. Whenever I took up this issue with these Managers, I have seen that their Managing Director defends them !! The belief that they should not ‘hurry’ is quite deep !!
Trouble Shooters: These are the guys who love the adrenalin rush. Whenever there is trouble, these people are called. They are handling an emergency forever! If one emergency is over, they look for the next one. They feel Time Management is not for their type of work.
Boss Pleaser: This Manager will do only things that are asked by the Boss. He will never take up any agenda without Boss asking him to do. They will complete it as the Boss asks them to. They are not managing their Time. Their Boss may be managing it, if at all.
Timid Manager: These are pushed around by just about everyone in the company. They are the people who would be going around with an expression of ‘carrying the world’. Always hunched and always under strain. They just don’t have time to manage time!
There may be a very small percentage of Managers who are trying to manage their time and push a particular agenda of their own. I find this type of Managers to be a very small minority in the Industry.
What are the effects of not managing your time wisely?
When there is no concept of managing your work and managing time, only the Urgent and Important gets done. If you look at the Time Matrix, the First quadrant is the one that you would give attention to. By default you would wait for everything to come to First Quadrant to attend to it.
So, there is no proactive approach. You would become thoroughly reactive. You would be acting in the last minute for everything. If you are still keeping your Customers happy, then you would be spending disproportionate resources to keep your Customers happy. While the Business would be growing, your profit will become lesser and lesser as you are becoming more and more inefficient.
An organization can loose Top line opportunities / Bottom line in this situation. But, very often there will be no awareness of this and many Indian Companies are accepting that this is a ‘normal Business situation’. This is more worrying factor !!
What can be done?
Bad Time Management and Bad Work Management Is a Symptom and this is not the root cause. The Root cause lies in the way the Business Is run. The way the employees manage their Work.
01. Work Management System: Create an environment of Employees taking responsibility and are made accountable. When every Employee takes responsibility for his/her work, then the environment would be amenable for better Work Management / Time Management. This can be achieved by introducing a Work Management System (WMS) where the Organizational Goals would be deployed to the entire organization in a systematic manner and reviews are done in a systematic manner. Every employee is expected to take responsibility for his/her KPIs and they are expected to take Corrective and Preventive actions when they don’t meet targets.
Addressing this overall environment issue is very much essential to ensure your team is managing their work diligently. Without addressing this Root cause, you can not solve the problem.
02. Promote Planning: Once the goals are clearly given to the employees, the Company needs to promote Planning in the company. There have to be Annual Planning for achieving the goals. There has to be Quarterly Planning to make Annual Plan a reality. The Quarterly plans have to be translated in to Monthly / Weekly plans. Each week every Manager has to spend some time to review his last week and plan for the next week on a daily basis. There may be something that comes to everyone without planning. There will be Quadrant 1 activity. ‘Urgent and Important’. But, as you keep up with your Planning, the Quadrant 1 will reduce and Quadrant 2 will increase. The Planning should help us keep the focus on ‘what needs to be done’. Initially our success may be small. But, an Organization has to persist to help their Managers to get a hold on the Work Management / Time Management.
03. Measure your Time usage: To improve something, you need to measure it. You can measure your Time usage with two Metrics:
a. Proportion of time that you are able to plan: If you are at the work for 8 hours, are you able to plan for full 8 hours? I would recommend that you should try to plan as much proportion of your time as possible. If you want to keep yourself open to helping your colleagues, you don’t want to plan for sometime, then don’t push yourself to achieve 100%. But, try to take control of 100% of your time.
b. Success rate in sticking to the plan: You may be able to plan for 100% of your time. But, you may not be able to work as per plan. When you just start off the improvement effort, your success rate would be small. But, you have to persist to ensure you improve your Success rate.
Every Manager should review these two Metrics every week. Every Boss should spend some time with his Team reviewing this and helping them to take more control of their work.
Indian Companies are losing a lot of opportunities to improve their top line and bottom line as their Managers do not have control of their work/time.
The first step to regaining control is to put a ‘Work Management System’ in place.