How to manage your time effectively when working in hospitality

In the fast-paced hospitality industry, effective time management is not just something you write on your CV: it's an indispensable skill that can define your professional success, as well as impact your personal well-being.

Whether you're a hotel manager, restaurateur or event coordinator, having the ability to navigate through multiple tasks with maximum time efficiency is paramount to delivering exceptional service.

But that’s not all: effective time management also helps you to manage stress, stay healthy and maintain a good work-life balance. Research shows that not only does good time management lead to better results at work, but it also leads to lower levels of stress, depression and anxiety.

In this comprehensive guide, we’ll take a look at some practical strategies and expert tips tailored specifically for hospitality professionals, equipping you with the tools to optimise your time management skills.

1. Is your establishment designed for maximum efficiency?

There’s nothing more time-consuming than trying to navigate your way around a poorly designed, cluttered kitchen, or labyrinthine hotel back-of-house. Before you even begin to work on your own behavioural habits, make sure your workplace is time efficient. Optimise the layout and organisation of your kitchen, hotel or establishment to minimise unnecessary movement and streamline workflows.

• Consider design factors such as workflow patterns, equipment placement, labelling and storage solutions to create an efficient and ergonomic environment
• Invest in time-saving equipment and technology, such as high-performance appliances and automated systems, to enhance productivity and reduce manual labour

2. Use helpful apps

No matter how efficient you are, you can’t be expected to keep on top of everything, all the time. Apps can help with everything from scheduling to tracking tasks or multi-platform social media posting.

• Essential apps for efficient time management include: to-do list or task manager apps, email integrated calendar apps such as Google Calendar, time tracking and productivity apps, and all-platforms-in-one social media management apps such as Hootsuite, as well as plenty more.
• These are particularly helpful if you’re a small hospitality business owner, and you’re trying to juggle multiple roles and tasks daily.

3. Create a daily or weekly task list

It’s good practice to begin each shift or each week by compiling a comprehensive list of tasks and responsibilities that need to be addressed daily. This list should encompass both day-to-day operational duties and strategic initiatives.

• Categorise tasks based on their urgency and importance to prioritise effectively. Use tools such as task management software or simple pen and paper to organise your list
• Break down large tasks into smaller, actionable steps to make them more manageable and less daunting

4. Task bundling

Group similar tasks together and tackle them in dedicated time blocks to minimise context switching or travel and maximise efficiency.

• For example, if you have several guest or customer emails to respond to, set aside a specific time each day to address them all at once rather than sporadically throughout the day
• Or, if you need to visit housekeeping to deal with one issue, why not also stop off at maintenance next door to deal with another outstanding issue there? By stacking tasks according to location, you can also save time by avoiding multiple trips
• By batching similar tasks together, you can streamline your workflow and maintain better focus on each task at hand

5. Use time-saving technologies

Have you ever seen the wrong dish sent out of a kitchen because of an illegible, hand-written ticket? A low-tech or bad-quality ordering or reservation system can cost your team a lot of time in mistakes and inefficiencies. In addition, you could be saving significant time through automated, digital guest check-in or reservation processes.

• Identify repetitive tasks or processes that can be automated to save time and reduce manual effort
• Invest in cutting-edge technological solutions including point of sale (POS), property management systems (PMS) or guest relationship management (CRM) software to improve, streamline and automate routine administrative tasks

6. Minimise distractions and stay focused

In an industry characterised by a lot of noise and activity, it’s important to identify common sources of distractions in your work environment and take proactive steps to minimise them.

• If you have some tasks such as ordering, accounts or rostering to do which require concentration, consider setting specific times during the day when you'll be unavailable for interruptions
• Practise some memory and focus exercises to help you stay on track and remember key tasks even during busy, noisy periods

7. Clear and effective delegation

Miscommunication and confusion among teams about assigned tasks can waste a lot of time for everyone. On the other hand, clear delegation of tasks to skilled staff can save you a lot of time.

• Identify tasks that can be delegated to members of your team based on their skills, expertise, and availability
• Clearly communicate expectations, deadlines, and desired outcomes when delegating tasks to ensure alignment and accountability
• Provide necessary support, training and resources to empower your team members to successfully complete their tasks
• Regularly follow up and provide feedback to monitor your team’s progress, address any challenges, and see how they are managing

8. Regularly review and adjust your approach

Set aside time at the end of each day or week to review your team’s progress, evaluate your own time management strategies, and identify areas for improvement.

• Be willing to adapt and adjust your approach based on what works best for you and your team. Experiment with different techniques and tools to find the most effective solutions
• Solicit feedback from colleagues or mentors and leverage their insights to refine your time management practices further

9. Remember to breathe

Although it may seem counterintuitive during busy periods, if you’re feeling overwhelmed remember to take thirty seconds to breathe through stress and find a calm place again. Taking just a minute out to calm yourself will ultimately save you time, because stressed people make mistakes, use bad judgement and get confused.

• Incorporate regular breaks and rest periods into your workday to recharge your batteries, replenish your energy reserves, and safeguard your physical and mental health. Tired and unhappy staff are less efficient
• Use break times strategically to practise stress-reducing self-care activities, such as mindful breathing exercises or stretching routines
• Set boundaries and realise when you need to say no to more working hours. Burnout is a very real risk in hospitality: keep an eye on your stress levels and the stress levels of your team members. If you need to take time away, do it.
• If you're concerned about work burnout, this article from headspace can help identify whether you are at risk and how to access mental health support.

It’s impossible to understate the importance of time management in the hospitality industry. Mastering time management in hospitality is not just a professional obligation, it’s about maximising your career potential and maintaining good physical and mental health. Not only do healthy and happy employees make more effective professionals: but they can also expect to have longer, more sustainable and rewarding careers.