Optimizing Time Management: How Time Blocking Enhances Multi-Unit Leadership Performance

As a level multi-unit leader (or aspiring one) it is so easy to feel as though all the other projects that come up keep us from the things that we think are most important. Developing our team and spending time with them in their locations is our highest priority. Yet it can feel nearly impossible to do those things and stay up to date on everything else. In such a busy environment, how do you keep up, or at least maintain a balance?

I hate to be a broken record, but it comes back to planning. And I will admit that as much I discuss its importance, I still have to work very hard to keep planning a priority for me. This is to say, planning is not easy, but it is a necessity. Many times, the act of preparing relieves the stress that comes with realizing how much there is to do. Establishing a block of time each week to look ahead is critical to fighting the battle of overwhelm.

Time Blocking

One method that can be very helpful for building a routine and habit for planning is time blocking. Depending on how well you use your calendar for your scheduling, this can be easier or harder. If you work closely with your calendar, this can be a bit easier, since it will be staring you in the face when it is time to meet with yourself and plan. If you are not used to using a calendar, it may be a little more difficult as you will need to build it as a habit. In either case, for your weekly planning session, I recommend making it the same time each week. Connect it to another activity you do (like every Sunday morning just after I wake up, I will plan this week for 30 minutes). This is especially helpful when you are not an avid calendar user. This ties it to a natural cue or trigger (waking up) so you can then enter your routine after that cue occurs.

More Time Blocking

Use blocks of time for specific activities. Set aside an hour on Monday morning to make phone calls to your team. Leave the computer closed, and make the calls you need to make. I would even go so far as to suggest you have a plan for your calls. Use your task manager or a simple reminders tool to write the names of those you will call, and be sure to check them off as you make your calls. You will see the progress you’re making along the way, and you’ll have a completed list after you make your final call. I promise it will feel good, plus it will serve as encouragement for the next time you need to complete that activity.

Block your times for your specific store visits. Depending on the tools you already have for your visit process, include what you want to accomplish with each visit as part of your plan. This will ensure your visits have a purpose. You can complete a lot more with a well-planned visit, versus the ones you just show up for. Build in space for the time it takes to recap, review, and record the time in the store. The best time to do that is at the end of the visit before you leave that location and move on to the next thing. Build that time into your schedule. As much as we all hope to have time when we get back to the hotel or home for the day to finish our visit notes or follow-up items, something always gets in the way. That will reduce the burden you feel to get that information out of your head and to your team in a timely fashion. Closing out the visit should mean fully closing out the visit — notes and all.

Time blocking is a flexible strategy for helping to manage your time. I encourage any of you that may find yourself in a similar situation to give it a try. You can make the adjustments that work for you, but I believe having a starting point at the beginning of each week when the key priorities go will help you stay on track for getting to more stores and spending additional time with your team.

How can you apply time tracking to your role and situation?

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