You work with multiple clients and have to manage your time effectively. How can you do it better?

Today in a world of Multitasking Time management has become all important. It is very important to categorize and prioritize the tasks and then complete the tasks which are super urgent, and delegate some of the tasks to team also which can be done by guiding them. In this way your team members will also learn and ignore the tasks which are not important at all. Creating a weekly schedule is also important and it can be reviewed at the end of the day to check the daily progress.

I schedule into focus blocks. Standing meetings with one set of clients is in the morning on one day and the other set of clients is booked for the afternoon another day and the time around that is my focus work. I also get my fitness, meditation, and reading time in before the work day starts. No matter what in the day my physical, mental and intellectual health is undisturbed. Family time is evenings. When my daughter was little I devoted my mornings to her and the school run, I would work these health activities into other blocks eg lunch hour and the quiet hours after bedtime. It’s also important to put some boundaries work. No 24/7 if it’s not life and death. If I don’t rest and reset my brain, I’m not as productive when I’m focusing.

I actually make two sub-columns on my To Do list: “professional” and “personal.” Those to do lists can be equally long, but need different time and space to be addressed, and won’t get done if not written down. Ideally, crossing off one of more of each column a day helps to progress a well-rounded life.

I have mechanism of prioritising the tasks and define them their specific time of the day, 1. My responses: every morning I wake up at 6AM and check all my emails and most likely my responses to queries are over by 7AM. 2. As soon as I reach office my first priority is to address what’s there for my review in order of committed dates. 3. As soon as I am done I will pick up tasks on between my meetings to complete. Most of instructional work is done through calls rather emails (I save lot of time). I go up to the person who is working with me and clear thoughts and way to address challenge. I save time. Clients, unless it very important to document, I tried to call and explain to be more efficient. I document things clearly.

Its always important to distinguish between urgent and important tasks as against urgent but not important task. I try to deal with urgent and important tasks first and try to delegate urgent but not important task. While working with international clients another important factor to consider are the time zones (For example if you have urgent requests from Asian as well as US clients, you prioritize Asian clients at start of your day and pick up US ones slightly later as they would not be seeing your reply till they wake up). Also, delegation plays an important role to ensure you are doing task which you are suppose to do and you don't end up spending time on routine matters which could have been taken up by your sub-ordinates.

Planning your schedule is important. I always plan in the previous day and while planning if I find an easy item I complete that in the evening. I start in the morning and trust me 80% gets done in the first 2 hours. If you are a lead then you have to manage the kiddos work also. I believe in there is no tomorrow try to finish whatever you can. No procrastination

☀️Flexible and focused plan is key: 💡Block time for priorities: Mark off dedicated slots for crucial tasks, meetings, and client calls. 💡Create buffers: Leave space for the unexpected and avoid constant context switching. 💡Plan your week and day: Map out tasks considering energy levels and project demands. 💡Deep work first: Schedule focused blocks for demanding tasks when you're at your best. 💡Batch similar tasks: Group related activities together for increased efficiency. 💡Utilize technology: Calendars, time trackers, and project management tools are your allies. 🥇Review your schedule weekly, adapt as needed, and prioritize work-life.

Planning your schedule after prioritizing tasks is a crucial step in effective time management, especially when handling multiple clients. By allocating specific time blocks to each task based on their priority, deadlines, and client expectations, you create a structured approach to your workday. It’s essential to include buffer time in your schedule to accommodate unexpected issues or interruptions. Utilizing calendar apps like Google Calendar or Outlook is highly beneficial. These tools allow you to set up events, reminders, and notifications, ensuring you stay on track with your tasks while also syncing with your various devices for seamless coordination.

It's really all about the warm-up and cool-down. Your body isn't prepared to run a whole marathon without a proper warm up to get that blood pressure and heart rate to the correct range and a complete cool down from the intense workout. The brain and productivity is the same idea. You need to start prepping for your busier days the night before or the morning of to set your own expectations. As you progress throughout the day, maintain stamina but also listen to your mind and body. As you come to close your busy work day, take a moment to cool down and review the accomplishments you have made to prep for the next day. The cycle repeats.

Create a daily or weekly schedule: Block out time in your calendar for specific tasks, client meetings, breaks, and personal commitments. This will help you stay organized and avoid procrastination. Use scheduling tools: Utilize tools like calendars, to-do lists, and project management software to organize your schedule and track deadlines. Be flexible: Leave room in your schedule for unexpected tasks or client needs.

☀️Analyze where your time goes to identify areas for improvement. 💡Bill clients fairly for billable hours. 💡See where your time goes and optimize your schedule. 💡Keep projects on track by monitoring time spent. 💡Start with a notebook or spreadsheet. 💡 Time tracking apps like Toggl and Harvest offer automation and insights. 💡Use features like Google Calendar's "Track time" for easy logging. 💡Avoid memory fog by logging time as you work. 💡Track by project, client, or activity for detailed analysis. 💡Analyze your time reports to identify areas for improvement. Bonus: ☄️Effective tracking gives you valuable data to work smarter, not harder.

Use time tracking tools: Time tracking apps and software can help you understand where your time is going and identify areas for improvement. Analyze your time records: Regularly review your time records to see if you're spending time on unproductive tasks or tasks that could be delegated. Adjust your schedule based on your findings: Adapt your schedule based on your time tracking data to maximize your productivity and minimize wasted time.

I have tried a few apps and found they lack flexibility and easy to use, plus app to use to track time is really depends on employer policy. So I end up creating my own Excel spreadsheet where I track time. Also it server as a backup. I have multiple situation when company tracking tool did not save notes on time record I posted so I spent just a minute to find record in question and report it to my manager. Adding tie record to this Excel is just a few seconds and it actually calculates time that would be on a report for you. I only need to put start and stop time in it.

Tracking your time is a key component in managing it effectively. It involves recording the time spent on each task, client, or project. This practice not only aids in assessing productivity, efficiency, and profitability but also ensures accurate and transparent billing for clients.

🔆Discuss communication preferences, response times, and preferred methods of receiving updates: 🌟Adapt language and complexity to your client's level. Technical jargon for experts, simpler terms for non-technical folks. 🌟Anticipate their questions and address them proactively. 🌟Organize your thoughts logically, making them easy to follow. 🌟Pay close attention to client concerns and feedback. 🌟Encourage two-way communication and build rapport. 🌟Use compelling visuals to enhance your message. 🌟Summarize key points and decisions at the end of meetings or calls. 🌟Be responsive to client inquiries and address concerns promptly. 💥Clear communication builds trust, drives results, and sets you apart.

When you're setting expectations, set them slightly lower than you intend to deliver. This allows you to exceed expectations from their perspective but it also gives you space to meet their expectations if life throws you an unexpected curve ball.

Start by setting clear expectations with your clients. This is NOT a one-way communication. Make sure you're checking in for a shared understand of goals and expectations. Done? Good on you! This will make it MUCH easier to time manage what's needed when ... provided you've also set clear expectations with yourself on how much you can take on :)

Set clear expectations with clients: Clearly communicate project timelines, deliverables, and communication channels with each client to avoid misunderstandings and delays. Respond promptly to client inquiries: Aim to respond to client inquiries within a reasonable timeframe to maintain good communication and avoid frustration. Be consistent: Maintain a consistent communication style and schedule with each client to avoid confusion and establish trust.

In a real environment, I found the most useful is Teams Chat. Drafting an email is necessary but takes significant time. Where I could quickly pull up teams and update manager on a situation and/or report an issue. Works way faster.

♣️Continuous improvement is the name of the game! Here's how to review and refine your consulting magic🎵 ▪️Block time weekly or bi-weekly to analyze your performance. ▪️Seek feedback from clients, colleagues, and even yourself. ▪️Did you meet your goals? ▪️Are you prioritizing effectively? ▪️Are you clearly conveying your message to clients? ▪️Are there new skills or tools that could enhance your work? ▪️Focus on actionable steps to address your identified areas for growth. ▪️Don't be afraid to try new strategies and tools. ▪️Monitor your performance and adjust your approach as needed. ▪️Recognize your progress and keep yourself motivated. 👁️🗨️Review and improvement are not one-time events, but ongoing journeys.

Reflect on your progress: Regularly take time to reflect on your workload, successes, and challenges. Identify areas for improvement: Ask yourself what's working well and what could be improved in your time management strategy. Make adjustments: Don't be afraid to adjust your approach based on your reflections and feedback.

Reviewing and improving your time management strategies is a vital final step. It involves reflecting on your performance, achievements, and areas of challenge. Seeking feedback, learning from any mistakes, and implementing changes are key to continuous improvement. It’s important to regularly assess and adjust your strategies and tools to align with your evolving goals, clients, and projects. Utilizing feedback tools like SurveyMonkey can be beneficial.

I do not know, it more like accumulative experience. It is more useful to have a system of notes what did you take as a lesson or useful piece you develop in a project that you could use in another project. So, creating some easily manageable documenting system would give a big improvement with each project.

Some things that have really helped me: - Time blocking my calendar. Start the day with a big block of time for the hardest tasks when your mind is fresh. - End your day with client check ins, office maintenance and admin - Stepping away from the computer and getting some sunshine and fresh air is also critical when you are managing a large client load.

To manage time effectively while working with multiple clients, prioritize tasks based on urgency and importance, utilizing techniques like the Eisenhower Matrix. Set clear goals and deadlines for each client project, allocating dedicated time slots for focused work. Use calendar apps to schedule appointments, meetings, and project milestones, ensuring efficient time allocation. Employ time-blocking methods to dedicate specific time frames to different client tasks, minimizing distractions and enhancing productivity. Regularly review and adjust schedules to optimize time usage and meet client deliverables efficiently.

Learn to say no: Don't be afraid to decline additional work if you already have a full workload. Your time is valuable, and it's important to avoid burnout. Set boundaries: Establish clear boundaries between work and personal life to avoid working excessive hours and maintain a healthy work-life balance. Take breaks: Schedule regular breaks throughout your day to refresh your mind and prevent burnout. Delegate tasks: If possible, delegate tasks to other team members or freelancers to free up your time for more complex or client-facing work.

Guess, key points are: - We always have to learn and accumulate knowledge. - Use effective tools that would not take much time to add knowledge in it and take next to no time to search in it in a future. - Always back yourself up. I for example always include my manager in emails with customers. - Be nice and listen what customer needs. Iven if you are in hurry to get to the next call, you can always apologize for being late but it would help you to give right impression to all customers. - Make customer fill that they are the most important project you have and it will give you flexibility between many customers.

To make it effective batch similar tasks, delegate, limit distractions, re-evaluate, optimize, set boundaries and apply checks to make it align and focused in right direction.

Time Blocking has been instrumental in my time management. Balancing family, a technology consultancy, and being a Sales Director is a lot! This technique involves scheduling dedicated time blocks for different tasks throughout the day. Unlike a to-do list, it assigns specific periods for focused work on tasks or projects. The challenge lies in maintaining consistency and avoiding reverting to old habits. Steps Include: Identifying Tasks: Determine the tasks or activities to accomplish during the day. Allocating Time Blocks: Assign specific time blocks to each task. Staying Focused: Focus solely on the assigned task during each time block. Reviewing: Evaluate how effectively time blocks were utilized at the end of the day or week.