TIME

MANAGEMENT
 OVERVIEW
• In the hospitality industry , time is
very important . It’s a big part of the
services guests expect .
As a supervisor , your job is to help
your employees to provide these
services.
But you can’t help them unless you
learn how to manage your own time
efficiently .
 WHERE DOES THE TIME GO ?
• Managing your time may be is one of
your biggest problems as a supervisor,
and you may not even know it .

In fact , poor time management is one of

those problems that can multiply very
quickly .
 Consider the following
situations
• You do not have time to train your
staff.
• You do not have time to up date your
equipment or streamline procedures.
• You made your work areas neat and
attractive, but you did not have time
to think about making them efficient.
 1 - Interruptions
It may come from many different sources, Your
boss, guests, other managers, your employees ,
even your family and friends … They take more
time than you think.

In fact hospitality is a “ people business “ and

hospitality managers spend most of their time
handling the so called interruptions.

In fact

It is hard for a “ people person “ to say no to

interruptions.
 TIPS for managing interruptions
• When you must handle an interruption right
away, don’t get sidetracked. Fix the problem or
handle the request, and then go back to your
original task while it’s still fresh in your mind.

• Let your employees know when you’re doing

certain tasks that shouldn’t be interrupted except
for emergencies.

• If possible, hold a five-minute meeting at the

beginning or end of your shift when employees
can let you know if they have problems or
requests you must handle.
• Identify unnecessary interruptions.

• Deal with long interruptions or chronic

interruptions.

• Signal that the conversation is over with body

language.

• Give tactful verbal cues that the conversation is

over.

• Make an efort to control future interruptions.

 2 - PHONE CALLS
TIPS for reducing telephone time
• Be sociable; BUT don’t socialize. It’s one thing to
be friendly.
• Plan ahead what you’re going to say on the
phone.
• Gather any information you’ll need during the
conversation before you make the call.
• Time your calls to help you keep calls brief.
• Delegate the returning of some calls to
co-workers when appropriate.
• Keep a list of frequently called telephone
numbers near the phone.
• Save calling time by installing automatic dialers.
 3 - Paper work

• Identify useful and necessary

information.

• Develop a system for keeping

information … ( Filing system ).
 4 - Delegation
Means assigning work and responsibility to employees.

1. If you want something done right, You do it

yourself ?

2. Delegating tasks to others means that they’ll

get all the credit if the task is done well ; and
you’ll get the blame if it’s not.

3. It’s easier to do something yourself than to

waste time showing someone else how to do
it.
 Six Steps to Delegation
1- Plan the delegation.
2- Select the right person.
3- Express confidence in that person.
4- Make it clear how you’ll be involved
in the task.
5- Explain that the task will benefit
everyone.
6- Always thank the delegate.
 5 - Scheduling
• Poor organization can make your
nightmares come true.
• Analyze your current scheduling
system.
• Integrate your home and work
schedules.
• Remind yourself of important
appointments and dead lines.
• Schedule planning time.
 Daily “To-Do” Lists
Once you have prioritized your job tasks , you
can keep yourself organized on a daily basis by
using a “to-do” list.

A to-do list specifies the job tasks you need to

complete in a particular day.

THI
NG
SI ULED S
TO- NEED HED ENT
DO SC INTM
TO O
DAY APP

NOTES:
 Prioritizing Job Tasks
• Review your job tasks then you
must prioritize them ; and you
decide which tasks are most
important followed by other job
tasks.
JOB TASK LIST
priority Task Must Do Nice to Do Employee Could Do
 6 - Procrastination
Is avoiding tasks that must be done

One way to fight procrastination is to

reward yourself when you don’t
procrastinate.
Schedule a reward for yourself when
you complete a task you usually put
off.
 TIPS for taking action against
procrastination

• Don’t look at the job too long before

starting it. Too much looking can make the
job look bigger or harder than it is.
• Don’t procrastinate by saying you don’t
have time or are looking for a better way
to do things.
• Don’t encourage your work delays with
pleasant activities, such as getting coffee
or a snack, socializing, etc.
 7 – Crises and emergencies
Are unforeseen problems with known or unknown
roots that arise and must be dealt with
immediately.
TIPS for handling crises and
emergencies
• Keep a record of crises , including
how you reacted to them and how
you solved them.
• Identify who has the power to solve
or prevent the crises.
• Try to learn from crises.
 8 - Stress
A state of Physical or Mental tension , often
caused by a change in a person’s normal routine.

Some major sources of stress at work :-

• Having to fire someone.

• Being transferred to another job.

• Being passed over for promotion.

• Receiving a less-than-expected pay raise.

• Feeling that job security is a problem.

• Being notified of a job relocation.

• Having unclear work objectives.

• Feeling under – or over qualified for the job.

• Being involved in a dispute with someone.

• Having a sudden change in workload.

• Experiencing major policy changes or getting a

new boss.

• Being given new working hours.

• Having frequent work interruptions.

• Having too little authority.

• Feeling unappreciated for the work you do.

 TIPS for avoiding stress
• Talk to a Sympathetic listener about your problems or write
them down on a piece of paper. Don’t keep them inside
you .
• Ask yourself before getting involved in a stressful situation
whether it’s worth the time and pressure .
• Make yourself take a lunch break away from your work area
• Move around , stretch , use the stairs instead of the
elevator , take a walk at lunch . Take 10 deep breaths .
• Change your attitude , think of your favorite place see,
hear, smell, and feel it . Share a joke with someone . Take
a minute to think about something pleasant .
• Ask yourself, “What if..?” “What if I missed the deadline ?”
“What if I made a mistake on this project ?” What if I
forgot something ?” Usually the reality isn’t half as bad as
you imagine .
 Our Challenge to you
• Avoid the time robbers that create stress and prevent you
from using your time effectively.
• Learn to prioritize your job tasks and keep “to-do” lists and
calendars.
• Learn to handle interruptions , phone calls , paperwork and
crises.
• Avoid procrastination.
• Learn to delegate.

* Good time management is often the solution of many

problems supervisors complain about.