As crucial members of any local government, city clerks have to juggle many complex tasks and competing priorities each day. Not only are city clerks generally the first point of contact with the public, but they’re also often the glue that holds all of local government’s many different departments together. As such, excellent time management skills are critical to the success of any city clerk.
In a recently conducted survey of over 500 city clerks across North America, eScribe found that time management was one of the most cited difficulties city clerks face on a day-to-day basis. Here are some tips and tools for city clerks to help anyone master this vital skill.
The Classic To-Do List
- Prioritization is Key: Not all tasks are created equal. Categorize tasks based on urgency and importance. Tackle urgent and important tasks first, schedule important but non-urgent ones, and delegate or eliminate the rest.
- Know Your Team’s Strengths and Weaknesses: When you have tasks to delegate, it’s helpful to know each of your team members’ specific strengths and weaknesses. You can then delegate tasks accordingly while giving your team members the chance to let their strengths shine.
- Plan Out Each Day: At the beginning of each day, set aside some distraction-free time to plan your day in detail. List each task that absolutely needs to be accomplished that day, tasks that would ideally be completed but aren’t urgent, and tasks that are just on your radar for now. You can then focus your efforts accordingly and reduce the sense of overwhelm.
Limiting Distractions
- Batching Communication: Public inquiries are a regular part of the job. Instead of constantly being interrupted, dedicate specific times throughout the day to answer emails and phone calls. This “batching” approach minimizes distractions and allows you to focus on other tasks in between.
- Use Templates: Standardize responses to frequently asked questions with pre-written email templates. Templates can save time and mental effort from composing repetitive answers and ensure consistent communication.
- Set Designated Office Hours: Without some kind of control measure in place, off-the-cuff meetings and requests from colleagues can quickly derail your whole day. Try setting designated office hours to receive these kinds of ad hoc requests. This will help you better facilitate these requests while also protecting your time to focus on other tasks.
Public Meeting Management Technology
Public meetings are a cornerstone of a city clerk’s role. Here are some of the key capabilities of a meeting management technology designed specifically for the public sector:
- Streamlined Agenda Management: Utilize public sector meeting management software. These platforms allow you to create agendas collaboratively, collect and distribute meeting materials, and seamlessly track action items. This saves you time and promotes transparency and efficiency for the entire council.
- Digital Minute-Taking: Ditch the paper-based minutes and invest in a meeting management solution with digital minute-taking capabilities. These systems often allow for audio recording, live transcription, and real-time note-taking, ensuring accuracy and saving you from tedious transcription work later.
- Document Management: These platforms offer a centralized repository for electronic documents, eliminating the need for bulky filing cabinets and allowing for easy retrieval and collaboration.
Cultivating Self-Care
- Schedule Time for Focus: Block off dedicated time slots in your calendar for uninterrupted work on specific tasks. Let colleagues know your availability to minimize interruptions and maximize your productivity.
- Learn to Say No: It’s okay to set boundaries. If a request falls outside your purview or workload, politely decline and offer to redirect the person to a more suitable resource.
- Don’t Forget Breaks: Take short breaks throughout the day to recharge your mental batteries. Get up, move around, grab a coffee – even a few minutes can make a big difference in your focus and energy levels.
Remember:
Learning effective time management is a journey. Experiment with different techniques, identify what works for you, and be willing to adjust your approach as needed. Embrace technology as your ally, and don’t be afraid to ask for help from colleagues or utilize professional development opportunities specific to city clerks. By implementing these strategies and cultivating a well-organized workflow, you can conquer the chaos and thrive in your dynamic role.
Bonus Tip:
Carve out time at the end of your workday to review your to-do list and plan for the next day. This will help you transition smoothly to the finish line and ensure you start fresh and prepared the following morning.