Generating Time

Inside Secrets of the Worlds Most Effective Office Managers

The most effective office managers understand how to balance their workload on one hand while juggling tasks with the other. 

There are many secrets to office management for every new office manager, and there are even some less known tips that when employed help even a seasoned veteran juggle the everyday in a way that will astound not only you, but also the people you work around.

17 Tips to help you do just that

1)  Set your intention every day Before you leave home set an intention for what you will achieve today, at home and at work.  Be clear in your mind about your mood and how you intend to feel for the day.  Set an intention that whatever happens you will deal with it graciously and with decisiveness. 

2)  Have a game plan

Know what you want to achieve and ask others around you to help plan how you will achieve it.  Your co-workers and subordinates are the ones who will be performing the tasks so involve them.  Who is the best person to do a particular task?  When should it be completed?  Are all the required resources available?

3)  Get it done right the first time.

Each time you handle something move it to its next logical step in the process.  Do not keep removing paperwork from your "in" tray only to replace later with no advancement in the task.   Make a point of completing the next step or filing it away in "pending" until it is time for the next step - mark it in your diary to remind yourself when it needs doing.  That way you can forget about it until then.

4)  Don't sweat the small stuff  

Stuff happens every day.  We can often allow ourselves to get steamed up about things, yet in hindsight when we look back it really wasn't a big deal.  Do you make these things even bigger by discussing them with others?  What is done is done.  You cannot change it as it has already happened.  Whatever is, just is - accept it and then focus on what you can do now that will make a difference?

5)  Things happen

Plan for things to go wrong.  That way you are ahead of the game if the problem becomes reality.  Implement systems to handle complaints, errors and difficulties.  Where do people go for help?  What happens when......?

6)  Communicate so others understand you 

Make sure the person you are speaking to understands what you want from them.  What you say makes sense to you but others may needs things explained in a different way.  Have you ever been told something that you just didn't get until someone else explained it?  Be flexible with your communication and get clarification from the other person that they understand your requests.

7)  Put your work into 30 minute blocks

Your role is to react and keep things running smoothly.  If you have projects to work on, break the work into 30 minutes blocks.  That way you can ensure you are able to act as situations arise and then return to your own work with ease and a minimum of time lost.

8)  Check you workload

Is your workload too much?  Can you delegate some of the tasks that do not have to be done by you?  Be mindful you are not overloading the person you are delegating to.  Batch your tasks so you deal with a number of them at once.  ie return all your phones calls during certain times of the day instead of interrupting yourself intermittently throughout the day. 

9)  Know your co-workers

Take time and make a point of getting to know those you work with.  Everyone feels valued and special when you take time to know about them.  Being good at what you do is only half the picture.  If you can't get along with the people in your team you are making things more difficult than they need to be.  Add the personal touch and make them feel appreciated - the favour will be returned.

10)  Be happy

Happiness is contagious.  Do not get around the office looking worried.  You can set the tone.  Be confident and calm when difficulties arise.  Take a deep breath and centre yourself before taking action.  Take time to assess the situation and calmly do what needs to be done. 

11)  Dump negative energy  

When you are feeling negative do whatever you need to, so you shift the negative energy.  Take a break and make a coffee, scream into a pillow, walk to the shops to get lunch, catch up with a friend, or do something to make you laugh.  My little boy does this cute bottom wiggle and that always makes me laugh. 

12)  Give Time Frames 

Be realistic when you set a time frame.  Not everything has to be done right now, today.  Assess the urgency of the request and let the person know when you will be able to have it done.  Some people will always want their work to be made a priority whether it is urgent or not.  Discuss and agree on the time frame with them and then ensure you deliver on time.

13)  What do they hate?

Don't be the creator of frustration.  Listen to your team and find out what they hate.  Implement structures to avoid that happening.  Also be very clear about what is most important to you ie. One of my pet hates is someone saying they will do something and then I have to follow them up on it.

14)  How often do you have meetings?

Keep meetings brief and to the point.  Ensure everyone who needs to be included is able to attend.  If you must have meetings outside regular working hours ensure it is important enough to encroach on everyone's personal time ie is there a benefit for them.   When you know you need to have a meeting ask others if they have anything that needs to be added to the agenda. 

15)  Balance work and home life

Make an agreement with yourself what time you will leave the office each day.  Structure your day so you get your most important work done first.  Who can you delegate the other work to or as the important work is done you can leave the non-urgent work until tomorrow.

16)  Add home commitments to your diary

If you still have problems leaving the office on time put your home commitments in your work diary.  Monday evening - take Sally to tap dancing, Wednesday - catch up with a girlfriend, Friday - date with partner.  Remember all work and no play makes Jill a dull girl.

17)  Continue to learn

Keep yourself up to date.  Watch out for any short courses that will help you in your office environment.  Include your team members in extra training.  Encourage them to have more skills as this gives them the ability to become autonomous and frees up your time.