Managers can easily get consumed by a wide variety issues that come up during a regular work day. It is imperative that managers have the ability to multitask. They need to be able to address the needs of those whom they are managing but at the same time have enough versatility to complete the work they are tasked. These 5 simple steps will help you get there.
ONE – Organize
By far, one of the most efficient forms of reducing stress and increasing available time is staying organized. Showing up to work every day with a cluttered desk, disorganized computer and/or lack of priority in tasks won’t work in the long run. To fight the cluttered desk, you can always stick to the proverbial “proper filing” or you can go electronic. Scanning papers and filing them in the computer will always create a bit more space on the desk.
With this, as with any other method, the computer needs to be organized. As a manager it is important that you know exactly where every important document, presentation or email is located so you can access them quickly. In my case, I use a fairly deep form of filing with lots of folders and not a lot of hanging documents. It is important to remember that not everyone organizes in the same way, but as long as you know where every important piece is, you’ve done it right.
Finally you need to be attentive to the priority level of your list of tasks. This is a problem that a lot of mangers struggle with and leading to late evenings in the office, trying to catch up. One of the best ways of attacking this issue is to list on a white board, all of the tasks you have with their due dates and estimated time to spend on each task. Then create a second list in order from top-to-bottom of all the tasks in order of priority.
TWO – Watch your Clock
This is the artist known as time management. After getting yourself physically organized and creating a priority list of all of your tasks, this is slightly easier. Obviously as a manager, there are things that will come up unexpectedly every day, but staying true to a schedule can still be accomplished. Make sure you set appointments with yourself to catch up on daily tasks, even if it means pretending to be in a meeting with someone else. This will ensure the timely completion of your tasks, while also encouraging employees to show some problem-solving of their own. Of course, there will be emergencies that require your attention, but setting these times aside can be vital to your success.
Make sure you’re staying close to the priority list, but also don’t be afraid to complete a lesser priority that will take less time if your availability is limited to less time than a higher priority. In other words, stay efficient when you’re trying to fill those openings with personal tasks.
THREE – Communicate
One of the more overlooked parts of being a manager is the amount of communication it takes to be successful. Communication from managers is three-pronged. It is essential to keep employees, managers and executives in the loop on the majority of your activities as a manager. It is equally important to make sure you’re aware of the group of people you’re talking to. When speaking to employees there are obviously some pieces of information that should not be discussed, such as compensation.
When speaking to executives it is important to keep a submissive stance while remaining confident in your work and your proposals. Don’t be afraid to challenge your executives’ views, but only do so with well-informed arguments and don’t make a habit of it; these are the people that sign your paycheck. When communicating with other managers you’ve got to remain in the team mindset. If you’re of the mindset that you’re not competing for promotions, attention or other opportunities, you’ll often be selected for such opportunities assuming you’ve shown the skills necessary. Maintaining a non-competitive nature with your management partners will also limit the amount of drama that is often generated by competitive managers.
FOUR – Appreciate
Most employees love being praised and rewarded for jobs well-done. Of course, this idea isn’t suggesting that you pat employees on the back every time they enter a password correctly, but simply saying “good job” after the completion of a project or sale is helpful. Generally, employees that are praised will strive for more praise, resulting in better performances. Of course this is a theory, and you’ll see the occasional employee who is motivated by challenges. Really, it’s up to you to figure out the personality of your employees by following through with step 3 and keeping them in the loop.
Regardless of the initiative, as a manager almost every task requires that you balance priorities. Staying in a case-by-case mindset will help manage the stress levels that can be raised by hitting these balancing acts mid-crisis.
FIVE – Breathe
Avoid burnout! Take a break from your work every now and again throughout each day. Even if you have that executive-type micromanager, set aside a few minutes every hour or two for yourself and enjoy a simple break. Use this time to take a walk away from your desk, work station, etc. and refresh your mind. Staring at a computer or working on a monotonous task for 8 hours every day will burn out even the most hardened professional in any field.
By keeping your mind fresh, you will most likely seem more focused, happier and energetic to the people around you. As a manager, this can help motivate your employees, cast a good light on yourself in front of executives and even make you seem friendly across every level of employee. This strategy can even lead to better overall physical health thanks to reduced stress, less energy supplements and more exercise.