How to manage my time effectively in fast-paced job?

[Snickerdoodles]

I recently started work in quite a fast-paced job in the Civil Service.

Although everything I do in the job follows the same process, there are a couple of tricky bits: the pace of the job and when I have to chase up the different teams we work with for work that I’m expecting from then. Because of this, I’m struggling to manage my time effectively.

I’m trying to block out time for different things to get them done but the bit I’m really struggling with (as I mentioned above) is when a team returns work late to me. This then leaves me with even less time to check it and move it onto the next stage. How should I deal with this? Would it be a good idea to ask my line manager for guidance?

Thanks so much.

I make daily lists of everything to ensure I remember and stay on top of things.

If another team is late passing me work then I don't compromise on quality. I set the expectations of how long I need to do my part and that's how long it takes. Would that work in your role?

I work for a large fast paced company so I recommend the following...

When you need something completed or information from another team then make it as easy as possible. Give them a template to fill in where possible and give them a deadline. You could also put a deadline in the other teams journey.

Get a critical path agreed by senior people in the team then you can escalate it to the relevant team leader if they fall behind.

In terms of prioritising just always make sure that you complete what the most senior person in your organisation needs you to do.

Also go over and speak to people. It is easy to rely on emails but if you go over and talk to people you often get the information a lot more quickly.

Is it the same team/person that is consistently late? Do you give them a deadline for completing this work you need? If so, can you bring that forward to give yourself enough time to check it?

Diary not journey

Planning is key here. Break tasks down into small chunks and use something like Outlook to keep on top of deadlines.

Thanks so much for your post roses2. I make to-do lists at the moment, which I’ve found really helpful.

Unfortunately, if I get something back later than expected from another team, I have to check it within the time I’ve got left - I can’t adjust the deadlines, as the work would then be classed as late.

The only time when the work can go late is when it’s out of our control. For example, when another team is holding onto the work and it’s about half an hour or so to go before the final submission, so too late for us to do anything.

For me it’s all about lists and prioritisation. I make lists the night before for the following day. I also look at sending things out first thing so that people see it when they come in as that can help.

Also, for your own prioritisation I’d also not check your email too often and allow it to distract you

I frequently need info from other stakeholders to minimise delays I scan my inbox approx every 15 mins to delegate work out or fwd it on that way things aren’t sitting around for 4 hours before they get passed on. I then break down the other tasks and give a strict allocation of time to respond (10mins for this email or 30mins for that)

If you do repetitive or weekly/monthly emails set up a template in drafts - copy paste and voila with minor amends your briefing emails are ready.

I also only attend relevant parts of meetings so will politely duck out after my”bit” is done as I want to sit in the park and read my book during lunch “a conflicting conf call I couldn’t move and must attend so sorry!”

Leaving meeting I don’t neeeeeed to be in was the game changer for me

Just saw your update

If you are reliant on others to return work in a timely manner use follow ups on outlook emails to set reminders for them to do the work. If you haven’t seen it, it actually bring up a reminder in their email box so it can’t be ignored!
(I set these to go off three days before a DL because I’m evil organised ) than get the execs to send a confirmation of submission 48 hours before and a gentle/ friendly reminder on the morning.
They don’t like my team but they do generally submit on time...

Thanks so much everyone.

Your posts are really helpful.

I think what threw me was knowing how to respond to the tight deadlines.

I’ve spoken to my line manager about it now, and they’ve suggested that I set myself times to check if the team I’m relying on has sent me the work.

So, for example, if a team needs to send me something by 12, I’ll check at 11:50 if they’ve sent me the work, and then I’ll call them at 12 if I haven’t yet received it.

It sounds so obvious and simple, but I really think it’s going to be so much more effective.

Before, I was phoning the team after 12, which then delayed everything, because the deadlines are so short-term and critical.

Now, I feel the best way forward is definitely to start chasing the team at the time that the deadline is due and to explain that I won’t be able to give them any extensions. I struggle to hold people to account though and to give them a time and hold them to it - any tips on this please? I’m not very assertive but it’s pretty essential for the role I’m in. Any advice?

Just to give an ida of the deadlines, they’re either a couple of hours or a couple of days, normally.

Often, I’ll email a team at 10:20ish and ask them to submit something by 3pm that day or by 11am the following day (it depends on the work). And then I have to submit my corrections to their work by 6pm on the day I receive their submissions and also move it onto the next team.