TIME MANAGEMENT

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

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 situations You do not have time to train your staff. You do not have time to up date your equipment or streamline procedures. You made your work areas neat and attractive, but you did not have time to think about making them efficient.

1 - Interruptions It may come from many different sources, Your boss, guests, other managers, your employees, even your family and friends … They take more time than you think. In fact hospitality is a “ people business “ and hospitality managers spend most of their time handling the so called interruptions. In fact It is hard for a “ people person “ to say no to interruptions.

TIPS for managing interruptions When you must handle an interruption right away, don’t get sidetracked. Fix the problem or handle the request, and then go back to your original task while it’s still fresh in your mind. Let your employees know when you’re doing certain tasks that shouldn’t be interrupted except for emergencies. If possible, hold a five-minute meeting at the beginning or end of your shift when employees can let you know if they have problems or 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 body Signal that the conversation is over with body language. language. Give tactful verbal cues that the conversation is Give tactful verbal cues that the conversation is over. over. Make an efort to control future interruptions. Make an efort to control future interruptions.

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

3 - Paper work Identify useful and necessary information. Develop a system for keeping information … ( Filing system ).

4 - Delegation Means assigning work and responsibility to employees. 1. If you want something done right, You do it yourself ? 2. Delegating tasks to others means that they’ll get all the credit if the task is done well ; and you’ll get the blame if it’s not. 3. It’s easier to do something yourself than to waste time showing someone else how to do it.

Six Steps to Delegation 1- Plan the delegation. 2- Select the right person. 3- Express confidence in that person. 4- Make it clear how you’ll be involved in the task. 5- Explain that the task will benefit everyone. 6- Always thank the delegate.

5 - Scheduling Poor organization can make your nightmares come true. Analyze your current scheduling system. Integrate your home and work schedules. Remind yourself of important appointments and dead lines. Schedule planning time.

Daily “To-Do” Lists Once you have prioritized your job tasks, you can keep yourself organized on a daily basis by using a “to-do” list. Once you have prioritized your job tasks, you can keep yourself organized on a daily basis by using a “to-do” list. A to-do list specifies the job tasks you need to complete in a particular day. A to-do list specifies the job tasks you need to complete in a particular day. THINGS I NEED TO-DO TODAY SCHEDULED APPOINTMENTS NOTES:

Prioritizing 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 LIST JOB TASK LIST priority Task Must Do Nice to Do Employee Could Do

6 - Procrastination Is avoiding tasks that must be done One way to fight procrastination is to reward yourself when you don’t procrastinate. Schedule a reward for yourself when you complete a task you usually put off.

TIPS for taking action against procrastination Don’t look at the job too long before starting it. Too much looking can make the job look bigger or harder than it is. Don’t procrastinate by saying you don’t have time or are looking for a better way to do things. Don’t encourage your work delays with pleasant activities, such as getting coffee or a snack, socializing, etc.

7 – Crises and emergencies Are unforeseen problems with known or unknown roots that arise and must be dealt with immediately.

TIPS for handling crises and emergencies Keep a record of crises, including how you reacted to them and how you solved them. Keep a record of crises, including how you reacted to them and how you solved them. Identify who has the power to solve or prevent the crises. Try to learn from crises.

8 - Stress A state of Physical or Mental tension, often caused by a change in a person’s normal routine. 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 boss.Experiencing major policy changes or getting a new 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 for avoiding stress Talk to a Sympathetic listener about your problems or write them down on a piece of paper. Don’t keep them inside you. Ask yourself before getting involved in a stressful situation whether it’s worth the time and pressure. Make yourself take a lunch break away from your work area Move around, stretch, use the stairs instead of the elevator, take a walk at lunch. Take 10 deep breaths. Change your attitude, think of your favorite place see, hear, smell, and feel it. Share a joke with someone. Take a minute to think about something pleasant. Change your attitude, think of your favorite place see, hear, smell, and feel it. Share a joke with someone. Take a minute to think about something pleasant. Ask yourself, “What if..?” “What if I missed the deadline ?” “What if I made a mistake on this project ?” What if I forgot something ?” Usually the reality isn’t half as bad as you imagine.

Our Challenge to you Avoid the time robbers that create stress and prevent you from using your time effectively. Learn to prioritize your job tasks and keep “to-do” lists and calendars. Learn to handle interruptions, phone calls, paperwork and crises. Avoid procrastination. Learn to delegate. * Good time management is often the solution of many problems supervisors complain about.