TIME TIME MANAGEMENTMANAGEMENT

OVERVIEWOVERVIEW

In the hospitality industry , time is In the hospitality industry , time is very important . It’s a big part of the very important . It’s a big part of the services guests expect . services guests expect . As a As a supervisor , your job is to help your supervisor , your job is to help your employees to provide these services. employees to provide these services. But you But you can’t help them unless you learn how can’t help them unless you learn how to manage your own time efficiently . to manage your own time efficiently .

WHERE DOES THE TIME GO ? WHERE DOES THE TIME GO ?

Managing your time may be is one of Managing your time may be is one of

your biggest problems as a supervisor, your biggest problems as a supervisor,

and you may not even know it . and you may not even know it .

In fact , poor time management is one of In fact , poor time management is one of

those problems that can multiply very those problems that can multiply very

quickly .quickly .

Consider the following Consider the following situationssituations

You do not have time to train your You do not have time to train your staff.staff.

You do not have time to up date your You do not have time to up date your equipment or streamline procedures.equipment or streamline procedures.

You made your work areas neat and You made your work areas neat and attractive, but you did not have time attractive, but you did not have time to think about making them efficient.to think about making them efficient.

1 - Interruptions1 - InterruptionsIt may come from many different sources, Your It may come from many different sources, Your

boss, guests, other managers, your employees , boss, guests, other managers, your employees , even your family and friends … They take more even your family and friends … They take more time than you think.time than you think.

In fact hospitality is a “ people business “ and In fact hospitality is a “ people business “ and hospitality managers spend most of their time hospitality managers spend most of their time handling the so called interruptions. handling the so called interruptions.

In fact In fact

It is hard for a “ people person “ to say no to It is hard for a “ people person “ to say no to interruptions.interruptions.

TIPS TIPS for managing interruptionsfor managing interruptionsWhen you must handle an interruption right When you must handle an interruption right away, don’t get sidetracked. Fix the problem or away, don’t get sidetracked. Fix the problem or handle the request, and then go back to your handle the request, and then go back to your original task while it’s still fresh in your mind.original task while it’s still fresh in your mind.

Let your employees know when you’re doing Let your employees know when you’re doing certain tasks that shouldn’t be interrupted except certain tasks that shouldn’t be interrupted except for emergencies.for emergencies.

If possible, hold a five-minute meeting at the If possible, hold a five-minute meeting at the beginning or end of your shift when employees beginning or end of your shift when employees can let you know if they have problems or can let you know if they have problems or requests you must handle.requests you must handle.

• Identify unnecessary interruptions.Identify unnecessary interruptions.

• Deal with long interruptions or chronic Deal with long interruptions or chronic interruptions.interruptions.

• Signal that the conversation is over with Signal that the conversation is over with body body language.language.

• Give tactful Give tactful verbalverbal cues that the conversation is cues that the conversation is over.over.

• Make an efort to control future interruptions.Make an efort to control future interruptions.

2 - PHONE CALLS2 - PHONE CALLSTIPS for reducing telephone timeTIPS for reducing telephone time

Be sociable; Be sociable; BUT BUT don’t socialize. It’s one thing to don’t socialize. It’s one thing to be friendly.be friendly.Plan ahead what you’re going to say on the Plan ahead what you’re going to say on the phone. phone. Gather any information you’ll need during the Gather any information you’ll need during the conversation before you make the call.conversation before you make the call.Time your calls to help you keep calls brief.Time your calls to help you keep calls brief.Delegate the returning of some calls to co-Delegate the returning of some calls to co-workers when appropriate.workers when appropriate.Keep a list of frequently called telephone Keep a list of frequently called telephone numbers near the phone.numbers near the phone.Save calling time by installing automatic dialers.Save calling time by installing automatic dialers.

3 - Paper work3 - Paper work

Identify useful and necessary Identify useful and necessary information.information.

Develop a system for keeping Develop a system for keeping information … ( Filing system ).information … ( Filing system ).

4 - Delegation4 - DelegationMeansMeans assigning work and responsibility to employees.assigning work and responsibility to employees.

1. 1. If you want something done right, You do it If you want something done right, You do it yourself ?yourself ?

2.2. Delegating tasks to others means that they’ll Delegating tasks to others means that they’ll get all the credit if the task is done well ; and get all the credit if the task is done well ; and you’ll get the blame if it’s not.you’ll get the blame if it’s not.

3. 3. It’s easier to do something yourself than to It’s easier to do something yourself than to waste time showing someone else how to do it.waste time showing someone else how to do it.

Six Steps to DelegationSix Steps to Delegation

1- Plan the delegation.1- Plan the delegation.

2- Select the right person.2- Select the right person.

3- Express confidence in that person.3- Express confidence in that person.

4- Make it clear how you’ll be involved 4- Make it clear how you’ll be involved in the task. in the task.

5- Explain that the task will benefit 5- Explain that the task will benefit everyone.everyone.

6- Always thank the delegate.6- Always thank the delegate.

5 - Scheduling5 - Scheduling

Poor organization can make your Poor organization can make your nightmares come true.nightmares come true.

Analyze your current scheduling Analyze your current scheduling system.system.

Integrate your home and work Integrate your home and work schedules.schedules.

Remind yourself of important Remind yourself of important appointments and dead lines.appointments and dead lines.

Schedule planning time.Schedule planning time.

Daily “To-Do” ListsDaily “To-Do” Lists

Once you have prioritized your job tasks , you can Once you have prioritized your job tasks , you can keep yourself organized on a daily basis by using keep yourself organized on a daily basis by using a “to-do” list.a “to-do” list.

A A to-do list to-do list specifies the job tasks you need to specifies the job tasks you need to complete in a particular day. complete in a particular day.

THINGS I NEEDTO-DOTODAY

SCHEDULED

APPOINTMENTS

NOTES:

Prioritizing Job TasksPrioritizing Job Tasks

Review your job tasks then you Review your job tasks then you

must prioritize them ; and you must prioritize them ; and you

decide which tasks are most decide which tasks are most

important followed by other job important followed by other job

tasks.tasks.

JOB TASK LISTJOB TASK LISTpriority Task priority Task Must DoMust Do Nice to Do Employee Could DoNice to Do Employee Could Do

6 - Procrastination6 - ProcrastinationIs avoiding tasks that must be doneIs avoiding tasks that must be done

One way to fight procrastination is to One way to fight procrastination is to reward yourself when you don’t reward yourself when you don’t procrastinate.procrastinate.

Schedule a reward for yourself when Schedule a reward for yourself when you complete a task you usually put you complete a task you usually put off. off.

TIPSTIPS for taking action against for taking action against procrastinationprocrastination

Don’t look at the job too long before Don’t look at the job too long before starting it. Too much looking can make the starting it. Too much looking can make the job look bigger or harder than it is.job look bigger or harder than it is.

Don’t procrastinate by saying you don’t Don’t procrastinate by saying you don’t have time or are looking for a better way have time or are looking for a better way to do things.to do things.

Don’t encourage your work delays with Don’t encourage your work delays with pleasant activities, such as getting coffee pleasant activities, such as getting coffee or a snack, socializing, etc.or a snack, socializing, etc.

7 – Crises and emergencies7 – Crises and emergencies

Are unforeseen problems with known or unknown Are unforeseen problems with known or unknown roots that arise and must be dealt with roots that arise and must be dealt with

immediately.immediately.

TIPS TIPS for handling crises and for handling crises and emergenciesemergencies

Keep a record of crises , including Keep a record of crises , including how you reacted to them and how how you reacted to them and how you solved them.you solved them.

Identify who has the power to solve Identify who has the power to solve or prevent the crises.or prevent the crises.

Try to learn from crises.Try to learn from crises.

8 - Stress8 - StressA state of A state of Physical or Mental Physical or Mental tension , often tension , often

caused by a change in a person’s normal routine.caused by a change in a person’s normal routine.

Some major sources of stress at work :-Some major sources of stress at work :-• Having to fire someone.Having to fire someone.

• Being transferred to another job.Being transferred to another job. • Being passed over for promotion.Being passed over for promotion.

• Receiving a less-than-expected pay raise.Receiving a less-than-expected pay raise.

• Feeling that job security is a problem.Feeling that job security is a problem.

• Being notified of a job relocation.Being notified of a job relocation.

• Having unclear work objectives.Having unclear work objectives.

• Feeling under – or over qualified for the job.Feeling under – or over qualified for the job.

• Being involved in a dispute with someone.Being involved in a dispute with someone.

• Having a sudden change in workload.Having a sudden change in workload.

• Experiencing major policy changes or getting a new Experiencing major policy changes or getting a new boss.boss.

• Being given new working hours.Being given new working hours.

• Having frequent work interruptions.Having frequent work interruptions. • Having too little authority.Having too little authority.

• Feeling unappreciated for the work you do.Feeling unappreciated for the work you do.

TIPS TIPS for avoiding stressfor avoiding stressTalk to a Sympathetic listener about your problems or write Talk to a Sympathetic listener about your problems or write them down on a piece of paper. Don’t keep them inside them down on a piece of paper. Don’t keep them inside you .you .Ask yourself before getting involved in a stressful situation Ask yourself before getting involved in a stressful situation whether it’s worth the time and pressure .whether it’s worth the time and pressure .Make yourself take a lunch break away from your work area Make yourself take a lunch break away from your work area Move around , stretch , use the stairs instead of the Move around , stretch , use the stairs instead of the elevator , take a walk at lunch . Take 10 deep breaths .elevator , take a walk at lunch . Take 10 deep breaths . Change your attitude , think of your favorite place see, Change your attitude , think of your favorite place see, hear, smell, and feel it . Share a joke with someone . Take a hear, smell, and feel it . Share a joke with someone . Take a minute to think about something pleasant .minute to think about something pleasant .Ask yourself, “What if..?” “What if I missed the deadline ?” Ask yourself, “What if..?” “What if I missed the deadline ?” “What if I made a mistake on this project ?” What if I forgot “What if I made a mistake on this project ?” What if I forgot something ?” Usually the reality isn’t half as bad as you something ?” Usually the reality isn’t half as bad as you imagine . imagine .

Our Challenge to youOur Challenge to youAvoid the time robbers that create stress and prevent you Avoid the time robbers that create stress and prevent you from using your time effectively.from using your time effectively.Learn to prioritize your job tasks and keep “to-do” lists and Learn to prioritize your job tasks and keep “to-do” lists and calendars.calendars.Learn to handle interruptions , phone calls , paperwork and Learn to handle interruptions , phone calls , paperwork and crises.crises.Avoid procrastination.Avoid procrastination.Learn to delegate.Learn to delegate.

* * Good time management is often the solution of Good time management is often the solution of many problems supervisors many problems supervisors complain about. complain about.