“Organising is what you do before you do something so that when you do it, it is not all mixed up.” ~ Winnie The Pooh (A A Milne)
Organising is mainly about who does what. The essential element in organising is the people involved in the process namely, what they do and how they work together.
How Organised Are You?
Ask yourself two important questions:
- How do I spend my time?
- What am I really here for?
How Do I Organise Myself
- Make a list of your tasks and when they have to be done. Do not rely on your memory!
- Establish priorities;
- Schedule the time to do your tasks.
Tasks Can Be Divided Into Two Categories:
- Building your business;
- Making new contacts;
- Improving and strengthening existing contacts.
- Keeping the business running;
- Solving recurring everyday problems.
What Do I Consider When Establishing Priorities:
- Decide on the degree of importance;
- Consider the urgency of each task;
- If a task is both urgent and important – do it immediately!
Remember that an important job is not necessarily an urgent one!
Planning a budget for the forthcoming year is extremely important, but is not necessarily urgent.
A trivial task may need your urgent attention
A valued customer may need a personal favour such as the loan of some form of transport. Although it is a reactive task, it will need your urgent attention. Allow a limited amount of time in which to deal with this matter.
Consider the following when scheduling time:
- Use a diary or planner;
- Refer to your diary every morning;
- Block in large spaces for important tasks and schedule them in order of urgency;
- Allow a short time in the morning to deal with correspondence;
- Set aside time for dealing with unexpected tasks;
- Allow time for future planning, preparing for meetings and discussions.
Organise Others By: DELEGATING
The Benefits of Delegating Include:
- Give staff members more confidence and greater job satisfaction;
- Allow yourself more time to handle important tasks;
- Cut costs by giving yourself the opportunity for forward planning;
- Relieve yourself from unnecessary job pressure and stress.
THE FOLLOWING 5 STEPS ARE INVOLVED IN THE DELEGATION PROCESS:
- Give up some of the jobs you like doing;
- Get over the feeling of losing control;
- Check the key points.
Give up some of the jobs you like doing
- Realise that in some areas others may be just as capable as yourself.
Get over the feeling of losing control
- Accept that you cannot do everything personally;
- Come to terms with the fact that by surrendering some tasks you may have to accept responsibility for others’ mistakes;
- By delegating some tasks, you will have more time for planning;
- By delegating you enhance others’ job satisfaction.
- Delegation involves handing over part of your job to others;
- Ask yourself which tasks you are going to delegate, to whom and by when these tasks have to be completed by;
- Come to terms with the fact that delegation means taking some risks. However, with proper planning, risks are limited;
- Select the right person, with suitable qualifications and skills;
- Make sure the person you delegate to knows what you expect from his or her;
- Be available to provide ongoing assistance.
Train your staff
- Check the person you delegate to is capable of handling the task;
- Calculate the time needed to teach the person to perform the task. If this is properly done, your time will not be wasted later on and it will also minimise your risk;
- Establish a training plan so the person knows what is expected;
- Show that you are willing to give further assistance if required.
- Keep an ongoing watchful eye on the progress of the person you delegated the task to.
A pessimist is a person who looks at the land of milk and honey and only sees the cholesterol and calories