Contingency planning and time management

Time management is not simply about making the best use of your time in the here and now, and for the foreseeable future. It’s also about planning to make sure the unexpected doesn’t leave you sitting on your hands waiting for someone else. It also means making sure your time and efforts aren’t completely consumed in an emergency.

Life has a way of surprising you: no matter how well prepared and organized you feel, there’s always the risk that you’ve left at least one base uncovered.

Time management and contingency planning

At times like this, you fall back on your contingency fixes and find out if they work as well in practice as you’d hoped. Contingency arrangements must be clear, but flexible and adaptable enough to cover the unexpected.

With “swine flu” in the news and a widespread outbreak perhaps imminent, now is a good time to make or review these plans, but of course you should also think about other disasters you might face.

Unless yours is a one-man business, you need to make sure that, as far as possible, it can function well without you, which in turn means proving that it can do so when you’re around. You must be sure that your plans will allow the continuation of the main tasks. A high priority is making sure your customers don’t feel disadvantaged; very often they have the lowest tolerance level.

Contingency fixes can be varied, but typically include building flexibility on an ongoing basis; This can be a good opportunity to encourage efficient routine use of assets and good time management.

How would your business function if you or your key employees were out of business? What would be the effect of losing, say, all power to your facility? Have you considered what the key components of your business are and thought about alternative means of supply?

Are you well prepared? Would your employees be left kicking their heels and wasting time? Or would your staff use their time profitably, and do it quickly, efficiently, and effectively?

Worse yet, would your customers go elsewhere?

Contingency Planning: Adversity Advantage

Don’t restrict your contingency planning to dealing with a disaster, although this should be your immediate focus. It is also wise to be prepared to handle a sudden increase in business.

Someone else’s disaster may be your opportunity, and whatever your attitude to take advantage of in this way, your situation may be terminal or beyond your ability to help. If you don’t take advantage of the situation, someone else almost certainly will.

A thorough and proven contingency plan is a hallmark of good time management. It may even be about making sure that you, among your competitors, make the best use of those times. Are you ready for that?