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The curse of many non-profits can be summed up in six words - too many priorities, too little time. We all want to do the best we can do for our agency but invariably find ourselves working within a short timeframe on several projects all at the same time. This can result in staffers who are unprepared, pressured, and generally overwhelmed. How can you break this debilitating stalemate? Try learning and utilizing the following time-management techniques from one of the world's renowned experts:
In his book, "How To Stop Worrying and Start Living" written in 1944, Dale Carnegie points to these "4 Good Working Habits" which seem just as relevant today:
- Clear your desk of all papers except those relating to the immediate problem at hand
- Do things in order of their importance
- When you face a problem, solve it then and there if you have the facts necessary to make a decision; don't keep putting off decisions
- Learn to organize, deputize, and supervise
Let's all say this together - This just isn't practical! Well, let's look at some ways that you may be able to update your time management techniques.
Clear your desk of all papers except those relating to the immediate problem at hand.
What about file folders? I personally have never been able to clear all the papers off my desk - but I could keep them in file folders. So, today I have file folders for everything - follow-up calls, afternoon work, reading materials, staff meeting questions, personal, etc. When a new project begins, I start new file folders. Now, it is true that I may use 30 file folders a month - but, not to worry, I reuse my file folders and, more importantly, my work is much more organized.
Do things in order of their importance.
Well, this is the suggestion that makes me talk to myself. What I have learned in the last 25 years of working in the non-profit community is that this suggestion upsets me the most - because it is probably the most important.
So, here is my plan. Now that I am using the file folder system - I have a system for identifying deadline work. I have three file folders labeled: One day, Three days and Five days. Each evening before I go home (yes, even if it is at 8:00 pm) I take out the papers that should now be moved into one of these three folders.
When you face a problem, solve it then and there if you have the facts necessary to make a decision; don't keep putting off decisions.
I have found that many of us are working in an environment where the management (both staff and volunteers) want "everyone to be happy." This mind set is something that has been handcuffing many of us from making decisions and moving forward. It is difficult for us to move items forward and to make decisions when it isn't just us who are making the decisions.
So what to do? First, we need to figure out what decisions are ours and which ones are not. When it comes to our decision opportunities - please remember that everyone cannot and will not be happy with your decision. Secondly, how does your decision fit in to your strategic plan and your business plan? You will make your decision based on how it affects these plans.
The decision opportunities that are not yours need to be given to whoever is responsible for the decision. Sometimes we have a decision that is not ours to make but we keep thinking about it. Remember, stay focused on your side of the street - let your mind cross the street and you might get hit!
Learn to organize, deputize, and supervise.
Well, this sounds easy! We have discussed the organization portion of our work so now let's look at deputize.
If you are a staff of one then deputize seems simple - it's YOU! But, maybe not. What about your committees? This is why committees are so important to you - it takes time to develop committees but they are very important to shouldering the load.
Supervise is an action word - which means you will need a file folder named supervision.
It is important to have weekly staff meetings to make sure that the work timeline is being met. During staff meetings ask staff their thoughts and use open-ended questions. If you can take the time to listen to your staff (both paid and volunteers) you will have more buy-in and you might learn new ideas for meeting your goals.
The other important part of supervising is to remember that letting staff complete a task - even if they do it a different way than you would have - might still be a good way to complete the task. Different doesn't mean right or wrong - it just means different. Letting go of some of the control - although scary - can mean a more team driven department and organization.
When time is limited and the list is long - the best thing you can do for yourself is take a bit of that time and organize! In the end, it will be your best time spent!
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