Time management

Strong time management practices help child care providers stay focused on priorities, avoid getting overwhelmed by small details, and better manage unexpected tasks without losing momentum throughout the day. 

The foundation of effective time management is built on two key practices:  

• Self-Organization: Use a system to arrange tasks. 
• Task Management: This is the process of managing a task through its life cycle and involves planning, testing, tracking, and reporting.

Create a list of all tasks you need to finish over a specific time period. Include both daily tasks and tasks you don't perform daily. 

Ask yourself the following questions:  

• When I think about my business, what things keep me up at night? 
• What steps do I need to take to keep my business running? Is anything being overlooked? 
• Are there tasks I keep putting off to finish other ones? 
• Are there actions I need to take to reach any goals I have for my business? 

Approach your to-do list with a task prioritization system. The Covey Time Management Grid helps to differentiate between important tasks, urgent tasks, and tasks that may be unnecessary. This process of listing and organizing your tasks using the grid:  

• is a simple and effective way to categorize tasks;
• allows you to address all tasks; 
• helps identify tasks that can be put off; and
• alerts you when tasks cannot be put off.  

The following chart shows how to set up Covey’s Time Management Grid:  

List all tasks on your to-do list into Covey’s four quadrants by asking yourself these questions about each task: 

• Is this task urgent?
• Is this task important?  

Quadrant 1 tasks have immediate and important deadlines. Examples of a Quadrant 1 task are paying your mortgage if the due date is near or repairing an unsafe part of your building.  

Quadrant 2 tasks require long-term strategizing and development. Examples of Quadrant 2 tasks are creating a business plan for next year or creating your employees’ schedules for next month.  

Quadrant 3 tasks appear urgent but aren't important-they're time-pressured distractions. Examples of Quadrant 3 tasks are making an unimportant phone call that interrupts your day and doesn't produce positive results that move Quadrants 1 and 2 tasks forward.  

Quadrant 4 tasks offer little value, and aren't urgent or important. Examples of Quadrant 4 tasks are scrolling through past business social media posts or organizing craft materials for children. 

Applying the quadrants to your task list  

Ask yourself if each task is important and/or urgent and write the number of the corresponding Quadrant next to that task. After all tasks are assigned quadrants, start working your tasks beginning with Quadrant 1 and finish with Quadrant 4. If there are unfinished tasks at the end of your day, add those to your to-do list for the next day and repeat the process. Now, you have a set plan in order of task priority.  

Time chunking 

“Time chunking” is completing similar tasks in Quadrants 1 and 2 together. Tasks like paying bills, reviewing bank transactions, or filling out forms online for a loan can all be completed at the same time, since they all use your online banking resources. Another example is doing meal planning with grocery lists. 

Assign a block of time to concentrate on all tasks related to scheduling and payroll. You can also save time by completing similar tasks in the same physical area of your facility at the same time. If you have tasks that involve working in the food preparation area, complete them all in the same block of time. 

Time blocking and reducing distractions 

Blocking off portions of your days (focus time) to dedicate toward specific tasks can be a huge time saver. Bouncing from topic to topic and task to task requires time to transition-and those transitions can add up. Eliminating transitions helps you gain much-needed time back to be spent on other tasks.   

Find ways to reduce distractions during blocks of focus time. Silence your phone, close your office door, and avoid checking your messages saves time. If you're a home-based provider or sole owner who must be available at all times during the day, prioritize tasks that require the most mental energy (such as managing your business finances) for a time when you're able to disconnect.

When we worry about things that are beyond our control or can't be solved right away, our tasks accumulate and we may experience mental burnout. We tend to worry about what's urgent and important (quadrant 1), which means we may fall behind on other tasks (quadrant 2). 

It's easy to procrastinate when tasks aren't urgent. It's important that the deadline for quadrant 2 tasks be set and they be addressed like quadrant 1 tasks. As we continue to focus on quadrant 1, tasks in other quadrants will fall behind. When tackling less important tasks, set aside time each week or month to address your to-do list in specific quadrants. 

Another issue is mental burnout. When we keep tasks in our minds, we often end up worrying about them and focusing on them, which doesn't help us solve the problem. When we're doing this, it's a good idea to ask yourself, “Is there anything I can do about this right now?” If there is, take care of it! Then you can check an item off your to-do list, which feels great. If you can’t do anything about the task right now, write it down. Set an alarm if needed, but the most important thing is to get the worry out of your head and onto a piece of paper or task management tool that will keep track of it for you. This helps you manage your stress levels and reduce distractions, allowing you to focus on your other work. 

Start your day with everything that can be done in under five minutes. This allows you to quickly get some items checked off. Look for tasks that can be blocked together (time chunking). Proceed to other tasks based on importance using quadrants. When thinking about your day consider your natural tendencies. An example of considering your natural tendencies is that if you know you are most productive before noon, assign yourself tasks in quadrant 1 at that time.   

You can't fully divide your personal and professional lives. Professional and personal tasks sometimes belong on the same to-do list, just broken down in order of importance and the time frame they need to be completed. 

Task Management Tools 

Task management tools save time and help coordinate your schedule. Make sure these tools are useful and not a distraction. They must be easy to implement and fit in with your system. By trial and error, you'll find tools that can work well for you. Don’t feel discouraged if the first tool you try doesn’t feel like a good fit for your work style. Some tool suggestions are:  

• Paper planners and notebooks 
• Free apps that can be found with an internet search 
• Applications with subscription costs may offer more features and customization 
• Phone and calendar reminders  

Disclaimer 

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.