Time management is such a funny phrase. We all banter it about like we understand it, but really what does it mean? My definition of Time Management is getting done what you have to do so there is time to do what you want to do. There is such a wealth of information and tools to help manage your time – but as with everything I espouse IF IT’S NOT EASY, IT’S TOO HARD.
What works? Here are some simple strategies you can implement starting now:
Set meetings with start and end times: When setting appointments, meetings and networking don’t just set a start time SET AN END TIME. If I’ve budgeted an hour for a coffee meeting and the person I’m meeting budgets two than one of us is going to be disappointed. When setting meetings make it clear: “I’ve got us down from 1 pm to 2 pm”
Stay in control of interruptions: You don’t have to answer the phone when it rings – but if it is someone you want to talk to there are techniques that you can use that will keep you from getting off course. State up front how much time you have (or want to invest): “I’ve got 20 minutes”
Give your work a time budget. Just like you know how much money you’ll spend for an item ($18 entrée – okay …$38 entrée – too much) think about how much time is reasonable to spend on a specific task (1 hour ok…3 hours too much). If I have deemed a project to be worth one hours’ worth of time not only will I set a timer for an hour to cue me to stop, but I’ll set another for 45 minutes, so I know when I have 15 minutes left. Always ask yourself “how much time is this task worth?”
When determining your time commitment keep in mind Pareto’s Principal (the 80/20 guy I talk about all the time.) You will accomplish 80% of your work in 20% of the time. That means if you meet someone for coffee/lunch/networking you’ll have held the most important parts of the conversation in the first hour, anything additional contributes minimally.
Delegation is sharing some of your responsibilities with the people that work with you. The leader who is not delegating is trying to do it all, and we know how well that works out… There is only one of you and your job isn’t to do everything, it’s to drive the important work.
Just as setting priorities for ourselves is critical to goal achievement, helping our team learn to set priorities is critical too (this works at work, at home and in volunteer settings.)
Delegating priority tasks is great, but without follow up and accountability it almost seems that delegating is more trouble than it’s worth. However, when done well it’s a game changer. All of a sudden you are free to drive forward.
A good delegation system has the following components:
Delegate clearly – specifically identify the what, the how and the when
Confirm understanding – ask the assignee to repeat back the assignment to ensure that you’ve been as clear as you need to be
Be available – your job is now to mentor and support. If there are questions, the assignee needs to feel safe coming to you for direction
Follow up – if you don’t hold the assignee and YOURSELF accountable the assignment will not make it to the top of anyone’s priority list.
My accountability partner of choice for delegating is Evernote. Evernote has some great features that makes it an ideal follow-up tool:
Working from your computer you can add a table to an Evernote.
The check box helps you keep current on completion status
You can add to and change your list from your computer, tablet or smartphone
You can add new tasks to the top or insert rows and columns as needed
You can create a completed tasks table or simply delete them.
You can create multiple notes for different people on your team and use this as your guide each time you meet with them.
Nothing beats follow-up for motivating completion of a delegated task. Let Evernote help.
I don’t know if you were raised like I was, but when was little I was taught to finish my work before I played. It made sense in to finish my homework before I went out to play. It made sense to study for a test or clean my room before my friends came over. It made sense then.
But does it make sense now? Will we EVER be done with our work? I don’t think so. As a business professional, homeowner, and mom I could work 72 hours a day and still not be done. In this day and age of information overload and cutting budgets we are all trying to fit the work of 3 or 4 people into one. It’s time for a shift.
It’s hard to up your game when you’re burned out and overwhelmed. It’s hard to think clearly and productively when you don’t have the bandwidth. Our short term memories are finite and sometimes there is just no more room. If you don’t take time to care for yourself it will take longer to get your important work done. As Abe Lincoln said “If I had eight hours to chop down a tree, I’d spend six sharpening my ax.”
So now in the middle of summer, when things are a little slower, it maybe the perfect time for you to set some “self-care” boundaries and make new habits. How can you build enjoyment and downtime in to your life:
Find a class you like, sign up and go regularly
Schedule technology vacations – pick a day or two every month and turn it off
Schedule fun time out with friends, family and/or just yourself
Close up shop at a scheduled time each evening
But most importantly, think differently. Balance work and play. Know that work before play is obsolete. Know that if you don’t take care of yourself your work will suffer.
Last week I wrote about setting up your to-do list by priorities so that you didn’t have to copy the same information over and over again. This concept captures the new way of managing time. The reality is that no matter how hard we work or how organized we are, we can no longer get everything done. When planning how to use our time I have found it most effective to group my to-dos into priorities. Many time-management gurus have their own methodology. Mine is a hybrid – based on what I’ve seen WORK with clients over the past 12 years. As with everything I do, it’s easy, because we’ve learned – if it’s not easy it doesn’t happen.
Critical – must be done today before I leave the office or go to bed
As we go through our busy days we are pulled in many directions. Deciding what actually priorities are, isn’t as easy as it sounds. Is it working on the project plan for your team/boss/self? Is it attending another meeting? Is it making time to exercise or getting to your child’s concert on time? Is it choosing to answer the phone or the emails? It is truly hard to decide.
Interestingly enough, the word DECIDE comes from the Latin word decidere, which literally means to cut off (from de- + caedere to cut). When you decide to do one thing you are CUTTING OFF the opportunity to do something else. No wonder this is difficult!
To help you DECIDE what your priorities are, I recommend creating a filter list. Run your options through the filter and see which items are big enough to not fall through. Here is the criteria I use for my “Must Do Today” filter:
I recently attended a workshop on digital filing. It was clear that the concept of a paperless office was completely unrealistic. What is clear however is that we can simply reduce our use of paper by training ourselves to think differently? I pose to you the challenge of going Paper-LESS. Yes, LESS PAPER! Easy Paper-LESS changes:
Don’t automatically print out receipts of on-line purchases – Do file electronic confirmations in an email folder (mine is called on-line purchases!)
Don’t automatically print out emails you need to act on – Do put the action item into your task management system (on your to-do list, on to your calendar, etc.)
Don’t automatically print out airline ticket confirmations – Do put arrival and departure information (including flight numbers and confirmation codes) right onto your calendar.
These are simply places to start. However the real trick is the “automatically” part. You are going to have to change the habit you now have of hitting the print button at every turn. Instead of hitting Print try hitting a mental Pause and asking yourself “can I do with less paper?” Because when Paper-Less you have less clutter, and less clutter means fewer distractions from your important work.
We weed our garden so the nutrients and water are available to the flowers. If we leave the weeds they end up sucking the vitality from the soil and our flowers might die; certainly our flowers will be healthier without them.
Are there weeds sucking the vitality out of your life? Are they on your schedule, in your self-care, on your desk?
Are there things on your schedule that take more than they give? Is it time to pull that weed?
Is there something that you can stop doing (or start doing) to take better care of yourself? Is it time to weed your choices?
Is there clutter in your space that’s making you less effective, stifling you, or slowing you down? Is it time to weed your space?
I’m sitting here at my desk with the window open listening to the birds singing. Certainly spring has sprung here in New Jersey. As we move into spring think about which “weeds” you can pull so the most important things in your life can thrive.