Being a new Chief of Staff professional is an exciting stage in anyone’s career. After all, you level up and get to apply everything you’ve learned so far to your new responsibilities. However, a higher position will demand more from you. Revisiting basic time management skills is critical to help you feel grounded and more productive. Here are some essential practices to help you navigate your new roles.
1. Build a Schedule
As chief of staff, expect more meetings and tasks throughout the week. Consider offloading them from your mind onto a physical schedule. When you build a schedule detailing your immediate responsibilities, you can review, adjust, and prioritize as needed. Avoid getting overwhelmed by taking a step back and assessing your situation.
2. Establish Principles
Every office has unique principles. As chief of staff, you must ensure that everyone knows and follows these guidelines. If there are no established principles in your office, now is the time to start creating them. Review all important tasks and projects that align with your vision. Also, be sure to communicate with your team to make sure everyone is on the same page.
3. Create a Task Checklist
Aside from your responsibilities as chief of staff, keep track of everyone else's tasks. Knowing who's in charge of what can help you better manage your time. When you have a clear overview of assigned tasks, you can easily identify any areas that need more attention.
4. Build Relevant Projects
With your goals and tasks established, your projects must be relevant to your current situation. Consider setting yearly and quarterly goals for a better structure that everyone can follow. Suppose you need to achieve one thing by the end of the quarter. Using that time as a basis, you can set meetings with clear agendas and adjust accordingly.
5. Review Tasks Regularly
Even when you have quarterly meetings set, establishing a monthly review of everyone's tasks and projects can help keep everyone on track. You never know what may happen along the way to your goals. Some staff members could leave, which will affect your established plans. Having a regular review allows you to be proactive instead of reactive to these changes.
6. Identify What Doesn’t Work
Consider keeping a journal of monthly or weekly procedures that you want to change. Cite the reasons why they are unnecessary and propose alternatives. Identifying what does not work helps you focus on more pressing matters.
7. Communicate With Other Departments
Communication is the key to success. Be sure to create a system for good notes and communication checkpoints with executive teams and relevant departments. By knowing what other departments are working on, you can plan and manage your own time better.
Time management is a critical skill for any chief of staff. Facing the pressures that come with your new job will be easier and more manageable when you have control over your schedule. If you find yourself overwhelmed even after implementing these methods, consider surrounding yourself with like-minded individuals that aim for success in their careers. Join the Chief of Staff Network for support and tactics today!