Managing Your
Time and
Resources
Presented by: Anita Khayat
With the Westlake Library
Objectives of the workshop
You will learn
• How to manage your time more effectively
• Assess when to hire outside professionals
• The best hiring practices
• Ideas for training employees
• Strategies for managing employees
Manage your time
Where does your time go?
• Assess how you are using your time
 Keep a time log for 2 weeks
 Evaluate the results
 Reprioritize
Managing Your Time
1. Group tasks into similar categories
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Organize files along same lines
Create a task list
Schedule dedicated time to complete
2. Set up an organizing system
• Folders (computer and hard copy)
• Organize with future in mind
• Get help if you need it
Managing Your Time
3. Eliminate tasks that waste time
• Delegate tasks you don’t have to do
• Learn to say “No”
4. Use technology when appropriate
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On line tools, automated interfaces
5. Prioritize, and be realistic about time it takes to
make changes
6. Think continuous quality improvement
Managing Your Time
Learn to delegate
• Frees your time
• Gives employees confidence , builds skills
• Creates culture of accountability
Successful delegation
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Identify tasks to delegate
Identify employees to take on duties
Train employees/provide feedback
Focus on results
Using Outside Resources
What missing skills do you need on your team?
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Accounting
Legal advice
Insurance
IT services
Marketing and PR
Board of advisors
Mentors
Which Vendors to Use?
1. Find professionals by referral
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from colleagues, professional associations, industry
associations
2. Evaluate experience by
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Business size, industry, areas of concern
3. Check references
Questions to Ask
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Small business experience?
Industry experience?
Contract/relationship
Billing
Specialties
Availability
References
Hiring Employees
You’ve decided it’s time to hire an employee
What are the steps needed to assure that you
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Define the job correctly
Hire the right individual
Hiring Practices
First step: Write a job description
• Duties
• Job requirements
• Experience, skills needed
• Methods and equipment available to support
• Compensation
Full-time vs Part-time
Full-time Pros
• More committed
• Longer hours
• Long-term development
Full-time Cons
• Cost of Benefits
• Legal issues
Full-time vs Part-time
Part-time Pros
• Lower cost
• More flexible scheduling
Part-time Cons
• Less committed
• May not fill needs
Temporary Workers
Pros
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Agency assistance
Flexibility
Cost savings
Simplified payment
Cons
• Less reliable/committed
• No long-term development
Interns
Pros
• Low or no cost
• Flexible scheduling
• New ideas/energy
Cons
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Need supervision
Restrictions/legal issues
Scheduling issues
Reliability
Independent Contractors
Pros
• Cost savings
• Specialized skills
• Flexibility
Cons
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Communication
Accountability
Not sole client
Legal issues
Remote Workers
Pros
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Cost savings
Desirable perk
Access to specialized talent
Dedication
Cons
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Accountability
Communication
Teamwork
Legal issues
Legal and Tax Issues
Make sure you understand
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Contracts
Non-compete agreements
Non-disclosure agreements
Independent contractor vs employee
You’re Ready to Hire
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Employment agency
Employee referrals
Classified ads
Social networking
Craigslist/job boards
HR Administration
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HR Manager
Designated employee
HR consultant
Human resource outsourcer
Professional employer organization
The Interview Process
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Pre-screen: Resume/Application
Test: Pre-screen tests/real world tests
Interviews: Phone/Skype/In-person
Referrals: Check references
Interview Questions
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What you can (and can’t ask)
Be prepared
Job description/evaluation
Open-ended questions
Things to note
Candidate questions
Legal Issues
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Check references
Background check
Maintain records
Employee agreement
Employee handbook
Bringing New Hire On Board
Complete employment agreement
Payroll/tax paperwork
Employee handbook
Tour facility
Introduce to staff
Identify a mentor
Employee Training/Development
Assess skill requirements
• What new skills are needed for the current job?
• What skills are needed for new growth of the
company?
• What are they interested in learning?
Employee Training/Development
Internal Training
Benefits
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Enhance employee skills
Employees share knowledge
Do more with less
Uninterrupted workflow
Methods
• Rotation
• Job shadowing
• Group training sessions
Employee Training/Development
Outside Programs
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Online
Professional associations
Colleges and universities
Adult education
Training companies/consultants
Chamber of Commerce
SCORE
Keeping Your Employees
Why do you want to keep employees?
• Save money
• Save time
• Keep skilled workers
• Stay competitive
• Keep business running smoothly
• Continuity of knowledge
Employee Retention
Employee Benefits
Low Cost-Benefits
• Flextime
• Remote work
• Wellness program
• Day care
• Pets at work
• Casual/fun days
Employee Benefits
Paid Benefits
• Health insurance
• Life insurance
• Retirement plans
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401K
SEP
Simple IRA
• Profit sharing
Managing Employees
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Create a culture of accountability
Define goals and performance measures
Set objective targets
Provide adequate training and time for tasks
Assign responsibility for results, not just tasks
Use best practice methods
Managing Employees
Performance Reviews
• Regular (quarterly is best)
• Objective performance standards
• Processes and results
• Involve managers
• Employee feedback
• 360-degree feedback
• Pay increases/bonuses
Employee Progression
Performs tasks
Follows work processes
Develops work processes
Manage divisions/company
Promotion Policies
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Opportunities for promotion
Promote from within
Clear promotion policies
Nondiscrimination
Communicate standards
Consider skills and fit
Problem Employees
• Understand the legal issues
• Grounds for dismissal
• Progressive discipline policy
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Verbal warning
Written warning
Written suspension/final written warning
Termination
Dismissing Employees
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Prepare
Document
Include a witness
Be brief but clear
Obtain signatures
Collect property
Final payout
Communicate to employees and partners
SCORE Contacts
SCORE Office:
1350 Euclid Avenue
Suite 216
Cleveland, OH 44115
216-522-4194
www.Cleveland.SCORE.org
Take advantage of tools and templates on the
SCORE website, there are many available.