Good Time Management benefits both personal & professional life.

In hospitality industry time management is a big part of guest expectations

After Completing This Program

You Should Be Able To :

Identify and Eliminate

“Time Robbers”

Prioritize your job tasks

Use daily “to do” lists and

weekly planner

Time Robbers

Interruptions

Procrastination

Failure to delegate

Crises

1.

Avoiding Interruptions

Communicate With

Your Colleagues

Your colleagues may not know

that you are busy, so it is better to

inform them so that they do not

disturb you.

I am busy with

guest right now,

will get back to

you later

Use Your TechnologyTurn off or keep you phone on

silent when at work

Have a Go-To PhraseI am in the middle of something will get

back to you on the same latter

Refocusing After an Interruption

If You’re Brainstorming

You are busy with a guest and you get a call from your

Boss or another guest, though your first instinct might

be to drop everything and respond, try to pause for 20

seconds and jot down a handful of key words so you

won’t lose your ideas altogether. If it’s helpful,

include arrows of how they connect or any other

symbols to jog your memory. It doesn’t have to look

pretty or make sense to anyone else—all that

matters is that you can piece together your thoughts

when you sit back down to work.

If You’re Writing

•If you are making a schedule or a report

•And are interrupted set aside a few

minutes to go back and re-read the last

few paragraphs you’ve written.

•Use this time to make mental notes of

what you were thinking or where you

were going next and let them guide you

back on track.If You Can’t Refocus

•Sometimes refocusing just isn’t possible. Maybe

you’re on edge about being disturbed(a fire alarm,

today—really?) or just feel like you lost your

motto. In this case, don’t force it.

•Allow yourself a little time to decomposes and

stand up, walk around, or go get a cup of coffee.

It’s space for you to ease back into thinking

about the task again (or let yourself be totally

distracted if need be), so you’ll be able start

fresh when you get back to your desk.

2.

What Is Procrastination?

―The action of delaying or postponing

something.‖

How to Overcome Procrastination

Step 1: Recognize That You're Procrastinating

Here are some useful indicators that will help you know when you’re procrastinating:

•Filling your day with low priority tasks from your To Do List.

•Reading e-mails several times without starting work on them or deciding what you’re

going to do with them.

•Sitting down to start a high-priority task, and almost immediately going off to make a

cup of coffee.

•Leaving an item on your To Do list for a long time, even though you know it's

important.

•Regularly saying "Yes" to unimportant tasks that others ask you to do, and filling

your time with these instead of getting on with the important tasks already on your

list.

•Waiting for the ―right mood‖ or the ―right time‖ to tackle the important task at

hand.

Step 2: Work Out WHY You're Procrastinating

1. One reason for procrastination is that people find a particular job

unpleasant, and try to avoid it because of that.

2. Another cause is that people are disorganized. Organized people

manage to fend of the temptation to procrastinate, because they will

have things like prioritized to-do lists and schedules

3. One final major cause of procrastination is having underdeveloped

decision-making skills. If you simply can’t decide what to do, you’re

likely to put off taking action in case you do the wrong thing.

Step 3: Adopt Anti-Procrastination Strategies

1. Motivate yourself to do the task.

2. Make a do it list and prioritize important task in the

beginning itself.

3. Have set action plans – a set of instruction to complete your

task.

Failure To Delegate3.

“Everything rises and falls on

leadership” – Dr. John Maxwell

Here are 5 reasons delegation often fails:

1. There was no accountability provided in the delegation

process:

•When someone receives a task, they need to be given a timeline for

completion.

•They need a system of follow up, measures of accomplishment or

benchmarks towards completion.

•A predetermined win is clear and understood in healthy delegation.

2. The leader dumped instead of delegated

•If the leader had the responsibility to delegate the

task, then he or she retains a level of responsibility

to check in periodically with the delegate’s

progress.

•There’s an element of partnership in a healthy

delegation process, where the leader remains

close enough to assure completion.

3. The delegate was not properly trained.

•Assuming someone knows how to do a task and can figure out

their way on their own isn’t only naive it’s unfair.

•Questions need to be asked and information given on the

front end to make sure the person has the ability to

complete the task or the ability to learn along the way.

•This may involve the leader spending more time in the

beginning phases of a task to ensure completion is

attainable by the delegate.

4. Adequate resources were not in place.

•It’s difficult to expect someone to complete

a task when the leader hasn’t given the

proper tools for the job.

•Sometimes anxious leaders delegate a

project too soon, before the team is

ready, either in structure or in resources.

5. The wrong person was chosen for the task.

(Let’s face it. Not everyone is up to every task. )

•Many times when delegation fails because the leader picked

the wrong person for the job.

•Selecting the best person on the front end or reassigning

when an improper fit is discovered is critical to assure

completion of a task.

4.

Hospitality industry is unpredictable.

Emergences can arise everyday it can

lead to a dangerous cycle which is

difficult to break

Crises

leads to

Falling behind

which leads to

Working harder and

longer

which leads to

Taking shortcuts

which leads to

Poor quality of work

which leads to

Tips For Handling Crises

Categorize crises:How many of them are unique/recurring/your fault. Get information about them, look

for patterns. Anticipate problems and develop plans to deal with them when they arise

Identify who has the control to prevent them:Learn to live with those crises beyond your control. Your boss sets unrealistic deadlines,

last minute group checks in, information does not get relayed- you can’t do much about

these crises except to try to influence change in the behavior of others

Learn from crises:Sometimes they provide the opportunity to make a needed improvement individually and in the system

How to Use a Day Planner

1.Get an agenda:

It can be a weekly agenda or a day agenda. You might want to try out both and

then decide which one suits you the most.

2.Think through about what you do each day and write it down:

Beside the event you should put the time of the event.

3.Next, add the times up to give you the time you should wake up at (you may

use a calculator)

4.Write down the day plan in the notes page of your agenda/ write it down on

the day you wish to try this out on.

5.Try and do this every once in a while and if you wish you may do it everyday.

Eliminate time robbers by using effective techniques :

1. To avoid interruption

2. To back to work after interruption

3. Stop procrastinating and prioritizing

4. Delegate

5. Crisis Management

6. Create a planner