Delegating effectivelyManaging time

Time in motion study for leaders

Time in motion study for leaders

5 minutes

A time and motion study is a business efficiency technique used since the 20th century to analyse work procedures to make them more efficient.

 

As a leader, it’s crucial to understand where you’re spending your time and pinpoint any areas where you could create more space in your week to enhance your decision-making capabilities, streamline team communication, or balance your strategic vs. operational tasks. One effective method to achieve this is by tracking your weekly activities. This way, you can analyse how your tasks align with your responsibilities and identify areas where you can delegate or eliminate tasks.

 

To get started, follow these four steps over the next one to two weeks:

1
Track your time over one to two weeks
Take note of where you are spending your time. You'll need a place to write what the task is and a place for the time. Consider using a spreadsheet, time-tracking software, diaries, or a notebook. Decide on categories for tasks (e.g, communication, strategic planning, admin tasks, mentoring, reviewing work).
2
Calculate your time
After one to two weeks calculate the total time spent on each category of tasks. Identify tasks that consume a lot of your time and pinpoint any inefficiencies.
3
Analyse where you spend your time
Analsye where you are spending the most and least amount of your time. Cross reference where you are spending your time vs where your leader would expect you to be spending your time.

Consider these questions:
  • Are there any areas you should be spending less time than you currently are?
  • Are there any areas you ideally need to be spending more time?
    • 3
    Prioritise and delegate
    Use your insights to prioritise tasks more effectively, focusing on high-impact activities and identifying items that can be delegated to others to free up leadership time for strategic work.

    This study aims to provide insights into how you spend your time and identify opportunities for efficiency improvements, allowing you to focus more on high-value activities that drive team and organisational success.

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