Good Time Management benefits both

personal & professional life.

In hospitality industry time management

is a big part of guest expectations
After Completing This Program
You Should Be Able To :

Identify and Eliminate

“Time Robbers”
Prioritize your job tasks
Use daily “to do” lists and
weekly planner
 Time Robbers

Interruptions
Procrastination
Failure to delegate
Crises
1.
 Avoiding Interruptions

I am busy with
Communicate With
guest right now, Your Colleagues
will get back to
Your colleagues may not know
you later
that you are busy, so it is better to
inform them so that they do not
disturb you.

Use Your Technology

Turn off or keep you phone on Have a Go-To Phrase
silent when at work I am in the middle of something will get
back to you on the same latter
 Refocusing After an Interruption

If You’re Brainstorming

You are busy with a guest and you get a call from your
Boss or another guest, though your first instinct might
be to drop everything and respond, try to pause for 20
seconds and jot down a handful of key words so you
won’t lose your ideas altogether. If it’s helpful,
include arrows of how they connect or any other
symbols to jog your memory. It doesn’t have to look
pretty or make sense to anyone else—all that
matters is that you can piece together your thoughts
when you sit back down to work.
 If You’re Writing
•If you are making a schedule or a report
•And are interrupted set aside a few
minutes to go back and re-read the last
few paragraphs you’ve written.
•Use this time to make mental notes of
what you were thinking or where you
were going next and let them guide you
back on track.
If You Can’t Refocus
•Sometimes refocusing just isn’t possible. Maybe
you’re on edge about being disturbed(a fire alarm,
today—really?) or just feel like you lost your
motto. In this case, don’t force it.
•Allow yourself a little time to decomposes and
stand up, walk around, or go get a cup of coffee.
It’s space for you to ease back into thinking
about the task again (or let yourself be totally
distracted if need be), so you’ll be able start
fresh when you get back to your desk.
2.
 What Is Procrastination?

―The action of delaying or postponing

something.‖
 How to Overcome Procrastination
Step 1: Recognize That You're Procrastinating
Here are some useful indicators that will help you know when you’re procrastinating:
•Filling your day with low priority tasks from your To Do List.
•Reading e-mails several times without starting work on them or deciding what you’re
going to do with them.
•Sitting down to start a high-priority task, and almost immediately going off to make a
cup of coffee.
•Leaving an item on your To Do list for a long time, even though you know it's
important.
•Regularly saying "Yes" to unimportant tasks that others ask you to do, and filling
your time with these instead of getting on with the important tasks already on your
list.
•Waiting for the ―right mood‖ or the ―right time‖ to tackle the important task at
hand.
 Step 2: Work Out WHY You're Procrastinating

1. One reason for procrastination is that people find a particular job

unpleasant, and try to avoid it because of that.
2. Another cause is that people are disorganized. Organized people
manage to fend of the temptation to procrastinate, because they will
have things like prioritized to-do lists and schedules
3. One final major cause of procrastination is having underdeveloped
decision-making skills. If you simply can’t decide what to do, you’re
likely to put off taking action in case you do the wrong thing.
Step 3: Adopt Anti-Procrastination Strategies
1. Motivate yourself to do the task.
2. Make a do it list and prioritize important task in the
beginning itself.
3. Have set action plans – a set of instruction to complete your
task.
3.
Failure To Delegate

“Everything rises and falls on

leadership” – Dr. John Maxwell
 Here are 5 reasons delegation often fails:

1. There was no accountability provided in the delegation

process:
•When someone receives a task, they need to be given a timeline for
completion.
•They need a system of follow up, measures of accomplishment or
benchmarks towards completion.
•A predetermined win is clear and understood in healthy delegation.
2. The leader dumped instead of delegated

•If the leader had the responsibility to delegate the

task, then he or she retains a level of responsibility
to check in periodically with the delegate’s
progress.
•There’s an element of partnership in a healthy
delegation process, where the leader remains
close enough to assure completion.
3. The delegate was not properly trained.

•Assuming someone knows how to do a task and can figure out

their way on their own isn’t only naive it’s unfair.
•Questions need to be asked and information given on the
front end to make sure the person has the ability to
complete the task or the ability to learn along the way.
•This may involve the leader spending more time in the
beginning phases of a task to ensure completion is
attainable by the delegate.
4. Adequate resources were not in place.

•It’s difficult to expect someone to complete

a task when the leader hasn’t given the
proper tools for the job.

•Sometimes anxious leaders delegate a

project too soon, before the team is
ready, either in structure or in resources.
5. The wrong person was chosen for the task.
(Let’s face it. Not everyone is up to every task. )

•Many times when delegation fails because the leader picked

the wrong person for the job.
•Selecting the best person on the front end or reassigning
when an improper fit is discovered is critical to assure
completion of a task.
4.

Hospitality industry is unpredictable.

Emergences can arise everyday it can
lead to a dangerous cycle which is
difficult to break
 Poor quality of
Crises
work
leads to
which leads to

Taking
Falling behind
shortcuts
which leads to
which leads to

Working
harder and
longer
which leads to
 Tips For Handling Crises
Categorize crises:
How many of them are unique/recurring/your fault. Get information about them, look
for patterns. Anticipate problems and develop plans to deal with them when they arise

Identify who has the control to prevent them:

Learn to live with those crises beyond your control. Your boss sets unrealistic deadlines,
last minute group checks in, information does not get relayed- you can’t do much about
these crises except to try to influence change in the behavior of others

Learn from crises:

Sometimes they provide the opportunity to make a needed improvement individually
and in the system
 How to Use a Day Planner

1.Get an agenda:
It can be a weekly agenda or a day agenda. You might want to try out both and
then decide which one suits you the most.
2.Think through about what you do each day and write it down:
Beside the event you should put the time of the event.
3.Next, add the times up to give you the time you should wake up at (you may
use a calculator)
4.Write down the day plan in the notes page of your agenda/ write it down on
the day you wish to try this out on.
5.Try and do this every once in a while and if you wish you may do it everyday.
Eliminate time robbers by using effective
techniques :
1. To avoid interruption
2. To back to work after interruption
3. Stop procrastinating and prioritizing
4. Delegate
5. Crisis Management
6. Create a planner