Respect other people's time as well as your own

To maximize the benefits of time management, it is imperative that everyone cooperates. This includes the boss. You can't manage people's time for them, but you can help them manage their own time by following a few guidelines.

Communicate clearly. Have a brief stand-up meeting each morning. Always let your assistant know when you're leaving the office and when you'll return. Have a number where you can be reached. Allow access to your electronic planner or photocopy your hardcopy planning calendar indicating the times that you're free for appointments Don't scrimp on instructions when assigning work, and always let your secretary know when you expect the work to be completed.

Set realistic deadlines. Never scribble "ASAP" or "Rush" on assignments. Indicate a specific date that assignments such as letters, reports and articles are to be completed. Be realistic. Record the due date in your planner so you won't assign too many jobs for the same day. (And use this for follow-up). On longer assignments consult with your staff; don't arbitrarily specify a due date. Never toss things on an employee's desk just before quitting time. And don't procrastinate until jobs become urgent. Plan ahead and encourage planning on the part of your staff.

Don't interrupt needlessly. This may be difficult since it becomes a habit for most people. Resist the urge to shunt material back and forth between desks. Accumulate your assignments, questions, information, etc. and limit your interruptions to two or three each day. This applies to personal visits, e-mail and telephone calls.

Encourage suggestions. Administrative assistants are on the firing line and are aware of problems and time wasters that you don't even know about. Involve your assistant in planning, decision-making, and idea generation. Don't go it alone. Be receptive to suggestions and ideas.

Here are a few more suggestions for helping others manage their time more effectively.

• Ensure that there are written procedures for all tasks within your organization. Involve others in writing these procedures.
• Insist that employees question everything they do. Is it necessary? Can it be eliminated, simplified, or combined with another task?
• Discourage excessive visiting. Suggest "to review" lists to accumulate questions, etc.
• Eliminate unnecessary trips through the office. Ensure that everyone has their own 3-hole punch, stapler, pencil sharpener and other frequently used equipment and supplies.
• Periodically ask your staff and co-workers how your habits waste their time, and take corrective action.
• Set up a special time management suggestion box. Reward innovative shortcuts.
• Provide training in time management concepts, techniques and methods.
• Accept the fact that others need "quiet hours" as well. Don't interrupt them every five minutes. Let your questions and assignments accumulate and interrupt them only once.

It's difficult to get organized without the cooperation of others. A team effort makes time management a lot more effective. But don't wait for others to take the initiative. Set the example by organizing your office, files and methods and do what you can to help others do likewise.