The Game-Changing Method to Boost Your Business Efficiency Overnight!

a simple and trusted tool in time management that is useful not only for directors and their own personal time management but also for your staff in the office or on-site.

It’s a thought process that helps you decide “what's next?” shared with your team the same thought process can bring massive improvements in productivity for the business by cutting down on endless cross-communications and bringing targeted objectives in the business.

With what seemed like an endless barrage of calls and emails, in time you can work with your team to catch up once a day stopping all the downtime. These disruptions are massive breaks in concentrations often taking 15-20 mins before fully up to speed again so the benefits are so powerful when implemented.

Little things like pre-arranged call times when you know they will be down for a break matched with the time square method and it can reduce stress levels between the site and the office.

📈  This process will help if you

- Run around putting out fires all day, rather than focusing on tasks you need to complete. - Are busy but feel like your work has little impact. - Are not making progress on long-term goals. - Suffer from procrastination.

- Struggle to say “no” when asked to do something. - Have a hard time delegating tasks. - You cannot see what you should be doing next.

🤔 How Does This Work?

Well, it is driven by two words used together but in different orders that you will have to really learn to consider what they mean when used at different times.

Urgency - A job or action that is time-sensitive and must be done immediately.

Importance - A part of an action that contributes to your long-term mission, values, and goals. They may not yield immediate results (making them easy to neglect). Sometimes important tasks are also urgent — but usually not.

🚧 What does this look like?

Saint 1 - Urgent And Important

This is a critical area. What must happen today? This could be, does the team know where they are going? Has the RAMS been signed off? Have they got the right kit and materials? Do you know when to call that client today? Have you got the pricing all done, checked and ready to go?

It's probably where you feel you live most days and you can feel the tension in your chest as you quickly have to change and move things around as you have to deal with problems as they occur.

While these tasks will always be important and urgent, we can then understand what is not, allowing us to better manage our time.

Saint 2 - Not Urgent But Important

This is where a lot of the planning is done.

Stop for a moment, break the old habit of calling someone and just think about what needs to happen here. This is where you will consider not just what needs to be done but what is the real priority here.

This is your time buffer from the chaos occurring. Once this system comes into play the first few days will be hard but then a time gap appears and everyone understands the framework and stops shouting to be heard. This is your time to consider how you do things daily and is it having the right effect. Is there a disciplined approach to changing things for the better?

Saint 3 - Urgent But Not Important

This area, as mad as it sounds, is where we find Client Admin to be the main culprit, it can be all over the place. If admin is not considered it can get out of control quickly.

These are urgent tasks and the idea is to have them ready to be brought into Saint 2, so they don’t just sit there, we consider, act and review on a daily basis.

Saint 4 - Not Urgent And Not Important

These are the things you say “Leave on my desk” and you just never really get to.

Some would view this section as a mental dumping ground. Note to call a rep, a bit of kit that you’re thinking of buying. With these kinds of tasks, it is easy for them to slip the mind but this is what your task management system should be for. You can look at these tasks when you have spare time or are not feeling 100%, For example, on Friday afternoon or when you cannot be bothered to get into anything other than a bit of housekeeping.

📊 The Process

Imagine an email just came in from someone who works for you, it’s just an enquiry but then you also get a reminder for van insurance to renew next month, and your staff member puts it in Saint 3 for you to review later. No call is needed, no distraction. They have handled and managed the task, filtered in and notified you.

A Task Management System would bring order to the incoming "distractions" and you or your team can appropriately organise and apply a priority to what is important. You can move things backwards and forwards so you can see how a task is placed and this will correlate with live updates with your schedule. This stops so much cross-calling and wasted downtime.

You or your team all now make a commitment and agree, this is where you all learn to trust each other or will hold each person accountable, yourself included as you are leading the operation so need to show by example. Your goal is to live mainly in Saint 2 and alternate to Saint 1 only when required. This system, tied in with the Time & Motion Study provides a realisation of what is truly going on in the business and gives you that sense of control.

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