We all know you aren't hanging out on the beach, but how exactly do you spend your time?You say, “I am just so busy right now.”“Really?” we say. “With what?”“There is just so much coming at me all day,” you tell us. "I can’t track it.Does this sound like you?
What do you do all day?
It’s a typical scenario. You come into the office knowing there is a pile of work waiting for you. Your computer buzzes and chirps as your email application displays they hundreds of new emails waiting for you since last night.You have quotes to review. Invoices to approve. 47 new voicemails from store managers, colleagues, and your boss.You have a contractor who is doing a horrible job. You know you need to replace them, but you don’t have time to search through the sales emails you “filed away if a need ever arises.”You start into this pile of work and the phone rings. There is a flood in one of your stores on the other side of your territory. “Here’s emergency number 1 of 100!” you say under your breath as you hang up the phone.Let’s face it. Facilities maintenance is a great industry; it’s just incredibly hectic.Listen…It doesn’t have to be this way. It can be so much better with the right tools and priorities. You have to know what HAS to be completed each day.
You have to know what HAS to be completed each day.
Urgent tasks keep you from performing the important tasks. So…you need to know what’s important, and what’s merely urgent. Then, you need to prioritize.
Take a look at the diagram.
Box 1 is important and urgent. These are sales, safety, and security issues, and reviewing quotes and invoices.Box 2 is important and not urgent. These are training your team members, scheduled calls with your contractors and team, looking for better contractors, setting up better systems, reviewing a new software program that will make your job easier (wink-wink), working on the budget, forecasting, and finding ways to make your program run smoother.Box 3 is urgent but not important. These are the phone calls from the managers, new emails and text messages, the colleague who wants ask you a “quick question” about a job, someone on your team asking for a decision they should be capable of making, anything that begs for your attention and only adds to your to-do list.Box 4 is neither important or urgent. This is most email, LinkedIn, Twitter, and Facebook, reading an article, anything that does not contribute directly to the tasks you need to complete.
If you are the leader, box 2 is generally made up what only you can do. This is where you should focus your time. These tasks make your whole program more efficient. It’s the foundation of your facilities program. Doing things right at this level increases the strength of the whole structure. This is part of our “Leaders Serve” value system.Box 1 is everything you should automate, systemize, or delegate. These are things a software can do. These are tasks, a team member could perform based on the structure you provide.Box 3 should be ignored. If any task in this box needs attention, move it to box 1 to automate, systemize, delegate.Box 4 should only be looked at when you aren’t working, in small scheduled intervals, or ignored altogether. I love reading, educating, and interacting on Social Media. I just set aside time to do this to keep it from consuming my day.
Your goal is not to work constantly. It’s not to be stressed out and lose sleep every night. It isn’t to never see your family and live under a pile of paperwork.You value and have pride in your work, you just don’t want it to be your identity. So, start taking the steps to take control over your it.And…let us know if we can help.[button size="large" url="http://fmdashboard.com/video-overview/" content="Watch a 5 minute video demo of FM Dashboard"]