Time in a Bottle

Managing your company’s time when it seems like it’s getting away.

When I started my third company I realized it was time to truly get organized! Balancing the obligations of business owner, wife and mother is not always easy, and sometimes I feel like I’m running in three directions at once.  So, I sat down, met with my employees and we created a timeline. Our timetable had project descriptions, assignments and deadlines. We scheduled weekly meetings to discuss progress and redefine deadlines as needed. By doing this, I could see when my employees and I were going to start, evaluate and finish projects. The companies began to run like well-oiled machines and life was grand.

But what happens when something pops up that’s not on the timeline? When new business prospects would like a proposal written, or current clients need a little extra TLC? Well, if your timetables are too rigid your deadlines can crumble like a house of cards. The trick is creating buffers into your realistic structure to ensure that everything gets done in a timely, prioritized manner.
   
Rule #1: Keep the ship sailing. As a business owner, executive or manager it is your responsibility to keep your team focused when the plan gets thrown out the window. Even when things are hectic, by utilizing a timeline you can monitor progress at all times. Then, make sure employees know what their priorities are and provide realistic deadlines for when things must be done.

Rule #2: Don’t make promises you can’t keep. We all want our clients to be happy, but you have to know where to draw the line. If you have existing projects where deadlines cannot be altered, honor those deadlines and resist taking on new projects or obligations that could overburden you and your team, compromising current business.

Rule #3: When all is said and done – get back on track. It’s not uncommon to get off track and to stop using the timeline as your business tool. Timelines can be revisited and revamped after they have been put on hiatus. If you get in the habit of setting and meeting deadlines, you will begin to see success. Once you’ve created this level of structure for yourself and your employees, keep it up.

I am not suggesting rigidity, or that you detail every day to the minute. You and your employees need some freedom to create and the flexibility to work. But, detailing projects and assigning tasks to members of your team with (and I can’t stress this enough) REALISTIC deadlines is the easiest and most effective way to get the job done. Just remember to build in some flex space and learn how to prioritize for when an unexpected storm blows through the office.