Devan Moonsamy 

One of the most frequently asked questions in our training sessions is how time can be managed more efficiently. The answer we provide is simple, in order for your time to be managed more efficiently, you work tasks should be prioritised. 

This means ensuring that all the urgent tasks are at the top of the list and dealt with in earnest to prevent a backlog. By allowing ourselves to prioritise tasks we automatically create a system in which we work on the most important tasks first and move down the list. 

By doing this we can ensure our time is spent better and tasks on hand are completed according to their priority. But what happens when there is an urgent task that needs to be dealt with from a different department? 

One of the challenges with working in an office environment is the fact that there is always an external factor that has an impact on your work. Whether it’s a delay from a supplier or a department that needs to do their part to ensure you can make your client happy, if the work doesn’t fit in their priority list, then chances are you will need to wait. 

This leads to endless pressure and frustration with dealing with a department. The bigger issue comes about when you have committed to your customer and because this person from this department is not client facing, they might think this isn’t their problem. 

But here’s the thing, a slip up or slump in the service delivery chain is a problem.

The ultimate goal is to ensure the customer is satisfied and pleased with the service. This being said the need for customer satisfaction must be emphasised and the work prioritisation regime must be upheld. 

Here’s how you can get your departments in the organisation to work better together: 

  • Set clear and achievable goals for all department. Ensure that each department is familiar with the organisations objectives and work towards achieving that together. Ultimately, it is about meeting the customers demand and bringing in business for the organisation. If all departments are aware of what goals are needed to be achieved, we will see more efficiency. Team work is dream work and having the dream team is not a hoax. Provided your team works well with others and respects each team member there will be a smooth flow of work. 
  • When we speak to our departments about work prioritisation, we should explain the method that should be used to do this. Allocate a specific selection to prioritise work. This way client or customer satisfaction should be at the top of the list. So, whether the query comes from sales or admin as long as it is for a client there will be a shift in priority. 
  •  It is no secret that client facing staff are more under pressure to meet deadlines and customer satisfaction. Perhaps having a better of understanding of the seriousness around client queries and the risk it puts the business at not meeting their expectation can help departments that don’t face clients when it comes to dealing with queries. This means liaising with those departments regularly if they are the reason for the delay in the work flow. 
  • If you are still struggling to get all departments on the same page then initiate an incentive for the most productive department. Research shows that when the prospect of an incentive is put in place, team members feel more encouraged to participate and reach goals and objectives.

Devan Moonsamy is the CEO of ICHAF Training Institute, a South African TVET College. He is the author of Racism, Classism, Sexism, And The Other ISMs That Divide Us, AND My Leadership Legacy Journal available from the ICHAF Training Institute. 

The ICHAF Training Institute offers SETA-approved training in business skills, computer use, and soft skills. Devan specialises in conflict and diversity management, and regularly conducts seminars on these issues for corporates. To book a seminar with Devan or for other training courses, please use the contact details below.

Tel: 011 262 2461 | 083 303 9159 |

Email: admin@ichaftraining.co.za devan@ichaftraining.co.za | 

Website: www.ichaftraining.co.za |  www.devan-moonsamy.com