Managing Your Time

3. Routines and Systems

Create systems for routine business.

3.1 Consider investing in contact management software and other new technology to help you schedule and manage regular calls and activities.

• Establish your own contacts database, carefully set up for your requirements.
• Use email for regular contact with customers and employees.
• Programme your telephone with the numbers you dial most frequently, and use the redial facility.
• Carry a pocket recorder to record ideas.
• Use a personal organiser or diary.
• Consider investing in voice recognition software to allow you to dictate letters.

3.2 Create standard templates and forms for regular communications.

• Make sure word-processing facilities are set up with standard templates and letters, so that it only takes minutes to write formal letters and regular documents. For example, the letter to go with a standard pack that is sent out in answer to general enquiries.
• Have standard forms for recording details you collect regularly eg sales enquiries.

3.3 Have a specified place for your files and documents.

• Make sure you have good filing systems, and everyone knows how to use them. (See Filing and records management.)
• Ensure that filing is done daily.
• Optimise your personal space. Keep your desk clear, except for your current project.
• Empty your in-tray daily.

3.4 Establish procedures for dealing with common events.

• For example, establish systems for handling sales queries, logging customer contacts, processing sales and processing invoices.

3.5 Build unpleasant or longer-term tasks into your routine.

• For example, automatically call up late payers the week a bill becomes overdue. Or, if you have to monitor a project, make sure everyone knows you will want information at the same time every week.

3.6 Delegate routine tasks wherever possible.

• Arrange procedures for monitoring performance, until you are certain the tasks are being performed efficiently.
• Once systems are established, in many cases you should be able to stop worrying.