Category Archives: Time Management

You get what you schedule

Posted on by
Reply

I am great at making to-do lists. Right now I have a paper list at my office, one in Outlook tasks, and two or three on scraps of paper at home, including one that’s buried in a pile of bills and paperwork that needs filing.

No surprise – my “system” is clearly not working. As my colleague David Wheatley says, you get what you schedule. He recommends that you eliminate to-do lists and just put it on the schedule.

Most people use some form of a web-based calendar, but this system works on a pencil-and-paper version too. Rather than collect multiple, independent lists that can go missing, assign tasks to time on your calendar. If you don’t do it during the allotted time, move it to a different slot.

David uses Google calendar creatively to make sure he focuses on his most important work. He starts each day with a number of calls and other work populated in the “wee hours” on his calendar. Each morning, he drags each task from it’s 2:00 a.m. holding spot into an available slot during the day. In this way, he knows what he wants to accomplish and when he will do it.

Scheduling your to-dos creates the expectation that things will get done at a certain time – a great improvement over the “do-this-maybe-sometime” lists I have been creating (and losing). Scheduling also has a built-in feedback mechanism. If you keep moving that task, is it something you’re really committed to do?

Need help with tackling the work that really needs to be done? Contact Humanergy.

Photo from microsoft.com


Yes, you can manage interruptions

Posted on by
1

“Don’t be defeated by a self-fulfilling prophecy that your interruptions can’t be controlled.”

Jack D. Ferner

Interruptions can drain your available time to address vital priorities. So, not taking control of your time and managing interruptions is tantamount to giving up on getting your most important work done.

Recovery time, that is, the time it takes an individual to return to a task after being interrupted, can be as much as 10 to 20 times the length of the original interruption. This means a 30 second interruption can result in an average of five minutes of recovery time, and that is optimistically assuming that one returns to the original task and does not abandon it.

Tips for managing interruptions, from 175 Ways to Get More Done in Less Time (2000) by David Cottrell and Mark Layton:

  • Schedule “open” time to compensate for important interruptions
  • When people arrive unscheduled, meet them at the door and talk outside your office
  • Stand and remain standing
  • Have the conversation in the other person’s office. It’s often easier to leave than it is to get someone else to go!
  • Don’t check emails constantly (turn off alerts)
  • Stand while talking on the phone for shorter calls

MindTools recommends keeping a log of interruptions for at least a week. You then analyze which are valid and which you must create strategies to block in the future. Be assertive and calmly address interruptions which are not necessary. Ask people to accumulate items needing your attention and handle them during scheduled time blocks, rather than one-by-one.

You can’t blame others for all of your interruptions. “The average American worker has fifty interruptions a day, of which seventy percent have nothing to do with work” (W. Edward Deming). Many times we are our own worst enemies, disrupting our work flow by checking email, updating Facebook or other time-absorbers.

Yes, you need to take a break. Schedule small chunks of guilt-free time when you need it. Enjoy these pauses, knowing that you have taken control of the rest of your day.

 

 

Need help managing your time? Contact Humanergy.

Photo from microsoft.com.

 


Get real about time

Posted on by
1

A dear friend used to talk about the “elasticity” of time. That was his way of describing his cultural perspective on time, which was in stark contrast to mine. I think of time as finite and concrete. (“You’re either on time or you’re not.”) In his culture, time is more flexible and flowing. (“Late? No, it’s only 30 minutes after the start time.”)

One thing about time that is universal: People only have so much of it. It seems that many people operate as if time truly were endlessly elastic – piling more and more on their (and others’) plates. It is as if there were a contest to see who can work the most hours or take on the most responsibilities. Overcommitment is too often worn as a badge of honor.

This overcommitment can have disastrous results.

The Hard Side of Change Management, an article published by Harvard Business Review, outlines four critical factors that can make the difference between failure and success in a change process. One factor is effort – how the impact on people’s schedules is managed. It notes that adding more than 10% to people’s workload may doom your project. Multiply this effect by the sheer volume of projects underway in many organizations, and you have a recipe for failure.

I like to think that if I were a better manager of my time, I could do everything. However, even with the most ruthless time management, there is a limit to what one human being can do. Capacity is not unlimited, even if I were willing to sacrifice my family, friends and health.

So, is the answer never saying “yes” to anything new? No. You don’t want to miss out on an assignment that will sharpen your skills and expand your capabilities. As Stephen Kreider, a Wall Street Journal blogger wrote, “If we don’t sign on for too much, we may miss that one thing that stands above the others.”

Maybe the answer is to be thoughtful and intentional about what you commit to and how you use your time. Consider the fact that there are a wide range of possibilities – from saying “OK” to everything to living a relatively commitment-free existence.

Believe it or not, there are professionals who strive to operate without a calendar, like Teresa Basich, a guest blogger on the Life Without Pants: Perspective on Life Less Restricted blog. (In spite of the ultra-provocative title, this blog actually contains a lot of thoughtful content.)

Folks like Teresa want to live a full life that isn’t part of the fast lane. They strive for balance and question taking on more obligations. She says, “When is it enough? I’ve asked this before and I’ll continue to ask it until people actually consider it for more than the two seconds they have to actually think freely about a question.”

Take your two seconds (and preferably more) now to review your commitments. Can some be given away or discarded altogether? How will you decide what new challenges to take on? In other words, do your daily choices about time align with your life’s priorities?

Want to make better choices about your commitments? Contact Humanergy.

Photo courtesy of stock.xchng.


Work/life balance for frequent travelers

Posted on by
1

Is business travel taking a toll on your home life? One in five adults in the United States will take a trip for business in the next six months. For many, it’s a way of life. How can you travel for work and minimize the impact on your home life? Here are some tips from Humanergy’s frequent flying associates and clients:

Plan if you can. Give some notice to your spouse and kids, if at all possible. Depending on the ages and personalities of the children, they may need more or less time to prepare emotionally. Don’t spring the news on them by bringing out the suitcases.

Create a connection plan. Let the folks back home know when and how you’ll stay connected. Use Skype, phone or email to stay in touch. It is better to have fewer, less distracted contacts, so plan a chunk of time when you’re not engaged elsewhere. Avoid noisy restaurants and brief check-ins during meeting breaks. No one will enjoy those interactions, and you may actually increase the frustration and anxiety on everyone’s part.

Rethink the gifts. How many times have you run yourself ragged to purchase a gift, only to find the trinket discarded the next day? Consider nixing travel gifts in favor of a family outing when you return. If you must bring something home, make it meaningful and simple. You might even consider doing this gift selection in advance – ordering that book your spouse wants to read or the latest Nintendo game for the kids. Above all, don’t do the last-minute search for gifts in the airport shop. Those are the ones you find stuffed under the sofa shortly thereafter.

Plan for a civilized re-entry. If you can’t be fully present when you walk through the door, take a break. Jump into the shower or take a short nap before re-engaging with the family. You’ll be more pleasant, engaged and able to catch up on what you missed on the home front.

Outsource distractions. Rather than jumping right into mowing your two acres of lawn, hire someone to take care of your household chores. This will free you up to spend time with family and get some much-needed rest.

Ditch the )*^%(_#$ Blackberry. They’ve missed you and can’t wait to talk, snuggle and other stuff we can’t mention. Turn off your Blackberry (or equivalent) and have a meaningful conversation with your loved one. By no means should you ever bring it into the bedroom.

Have some fun. There’s nothing like playing together for reuniting a family unit. Get outside if you can and do something active together. Like cricket! The picture above is of our Humanergy family members after a fun-filled time learning to play the game.

Appreciate the same-old-sameness of it all. Unwind in your favorite chair, sit on the deck or whatever it takes to soak up the familiarity of home. Enjoy the simplicity of home and forget the travel upheaval and hassle – not to mention the language barriers. “Boy, those French. They have a different word for everything” (Steve Martin).

Have a question about this topic or want some input from Humanergy? Contact us!

Photo courtesy of stock.xchng


The power and limits of logic

Posted on by
2

I am an unapologetic Trekkie. My favorite Star Trek character was Mr. Spock, the half-Vulcan, half-Human second-in-command. His Vulcan side was all about logic. Mr. Spock was the calm, rational figure in the midst of interplanetary strife. Mr. Spock once remarked, “Nowhere am I so desperately needed as among a shipload of illogical humans.” How does logic play into leadership?

Most leaders believe that they are logical, and think they assume the role of Mr. Spock in their organizations. They think critically and act in a rational manner. Accusing a leader of behaving illogically is tantamount to insulting their integrity.

The reality is that we humans are not always rational and misuse logic in order to advance our ideas, most often without even being aware of this misstep. Our emotions are in play at times when we least suspect it. (Even Mr. Spock experienced emotional outbursts that he found quite disturbing.) What are the positive aspects of logic and how can it also limit your leadership?

Make decisions based on facts and analysis AND past experience, intuition and nonlinear thinking. Intuition isn’t mumbo jumbo; it’s tapping the innate knowledge you’ve gained over the years.

Be methodical AND don’t be a one-method leader. Use the right leadership style for the people around you – not necessarily the one that is the most comfortable. Switch up your routines periodically to refresh your thinking and even establish new neural connections. Even something as simple as using your non-dominant hand to do routine tasks (like brushing your teeth) will stimulate your brain. Examine your habits and resolve to do one thing differently each week.

Establish order and structure AND allow time for creative thought and expression. Feel like every moment of your day is planned? Make a commitment to take 15 minutes each day for free-flowing thinking and action. Take a walk, move to music and allow your mind to wander. It will find its way home, refreshed and ready for the next challenge.

Make logical arguments AND recognize that it can make you over-confident. All it takes is one flawed assumption that we judge to be true. Then a whole cascade of false assumptions are made, in the name of sound judgment. Carefully examine the assumptions that underpin your logic. Seek new insight from others who may know more than you, and be ready to abandon old, defective ideas.

Apply logic AND only apply logic where it fits. Be cautious about your leaps of logic when you strive to connect things that have no relationship (or at least not the one you ascribe). One area where logic is unreliable is human behavior. Throw in spirituality, politics and relationships – and you’ve just scratched the surface of the vast territory where logic plays a bit part. Insisting upon a 100% rational approach in these arenas is asking for frustration and bad outcomes for all.

As Leonard Nimoy, who played Mr. Spock once said, “Logic is the beginning of wisdom, not the end.” Live long and prosper.

Have a question about this topic or want some input from Humanergy? Contact us!

Photo courtesy of stock.xchng


Get real about procrastination

Posted on by
1

“If it weren’t for the last minute, I wouldn’t get anything done.” Author unknown

Okay, in the spirit of full disclosure, I must admit to you that I’m working on this blog at the very last minute, and I’m woefully behind on a number of projects that really need to happen. So one of my resolutions is to get off my butt and address the pressing issues I have been ignoring.

Are you starting 2011 with a renewed commitment to stop procrastinating? Millions of people are in your (our) shoes, but how many of them will succeed in tackling those critical things that never seem to get done? Sadly, not many. How can you banish procrastination once and for all?

Be brutally realistic. Subconsciously, you have already decided that some of the items on your list are never going to happen. Maybe they’re not that important to you, and you’ve taken them on simply to please someone else. You may be incapable of doing a task, but reluctant to accept that fact. It could be that it’s really not essential. Whatever the reason, erase the work you realistically won’t do from your list. Then you can direct your energies to the things you must do.

Conquer time. Many people complain that the reason they don’t get important work done is that they don’t control their schedule. That simply isn’t true (unless you are in prison, perhaps). The real truth is that although you may not have a lot of time, you have some. What you do with that time is your choice. Read our blog called Ruthless time management for the frantically busy.

Do it first. Don’t allow yourself to start the day without addressing the most vital of your put-off-tasks. Otherwise, you’ll get distracted from what is truly most important. See our blog post called Act strategically. Eat the frog first.

Chunk it up. If just thinking about the enormity of the job makes you queasy, start by breaking it up into manageable bits. Don’t allow yourself to wallow in the vastness of the task; as Dorie in the movie, Finding Nemo, said, “Just keep swimming…just keep swimming.”

Get help. If you think you have to do it all yourself, think again…and read our blog post called Help! I need somebody. Recruit someone to tangibly help, be a sounding board or hold you accountable.

Make a public commitment. Nobody wants to be caught not doing something they’d committed to do. Use your fear of embarrassment by making your resolution specific, deadline-driven and public. Explicitly tell people how they can help keep you on track.

Build in consequences. Finally finished that basement renovation? Schedule a massage. (You might need it.) Consequences can be positive or negative, but they should be incentive enough for you to do this hard work.

Give up on perfection. Remember The Cult of Done Manifesto, part of which states, “Laugh at perfection. It’s boring and keeps you from being done.” Perfection is unattainable and unnecessary. Your best has to be good enough. Otherwise, delegate it to someone else who could do a better job.

You show what you value not by what you talk about, or lay awake pondering, but by what you do. So get off the computer and spend a few minutes zeroing in what you’ve been trying to avoid. You may find that it’s easier than you think. Olin Miller said, “If you want to make an easy job seem mighty hard, just keep putting off doing it.” Like writing blogs, for instance.

Have a question about this topic or want some input from Humanergy? Contact us!

Photo courtesy of stock.xchng


Give yourself a break

Posted on by
2

It’s a new year, and if you are like most people, you’ve come up with some resolutions. I will lose 20 pounds, read all of the classics and be a perfect leader. It’s no wonder that most resolutions sputter by the first of February. We set completely unrealistic goals, with no view to potential obstacles. It may be enthusiasm that sets the stage, but it’s also the fact that we can be pretty self-critical, expecting that we should be able to achieve the unachievable.

Perfectionism, in the extreme, can predict mental illness, according to an APA Monitor article. For others, while perfection isn’t taken to the extreme, it can still lead to undue stress and anxiety. Instead of adopting resolutions that are doomed to fail, try some of these:

Do your worst. This British saying will help you to stay balanced. Essentially, it means that even if you make a mistake or don’t do your best, it isn’t the end of the world. If you only exercise twice this week, it will not derail your healthy lifestyle, unless you let it. It debunks our internal message, which is, Hey, I ate three cookies. I’ve blown it. I might as well eat the whole bag.

Take some time. Working every minute of the day is actually bad for productivity. Go for a walk, grab a cup of coffee or even take a power nap, and you’ll get more done in less time. If that isn’t enough incentive, research has shown that you’ll look and feel better too. People who take breaks have healthier skin, fewer problems with weight gain and sunnier outlooks.

Sleep. The old thinking was that in order to be a great leader (or great anything), you needed to work more and sleep less. Wrong. Too little sleep makes you more likely to become infected when exposed to viruses. Chronic sleep deprivation has been associated with weight gain, moodiness, loss of productivity, heart disease and diabetes. People who sleep more than 9 hours a night appear to have many of the same physical and mental risks as those who sleep too little. So aim for the sweet spot of 7 to 8 hours a night.

Giving up on perfection, taking breaks and sleeping more may seem counter-intuitive. Aren’t we supposed to be driving hard and seeking excellence 24/7? Nope. What leaders are supposed to be doing is what works. Why not start now? Step away from your desk and take a walk – a boost to your quality of life and your performance.

Have a question about this topic or want some input from Humanergy? Contact us!

Photo courtesy of stock.xchng


How crowded is your brain?

Posted on by
4

j0438747You’re doing a high-stakes presentation and need to be articulate and compelling. In a perfect world, you’d have a laser-like focus on the task at hand. In the real world, you’re working hard to hold other thoughts at bay.

There’s the dismal sales report to explain to your boss. A talented-but-green direct report needs more of your time. You’ve been on the road so long that you are more familiar with the airport gate agents that with your family. These topics and more keep drifting to mind – taking up valuable neurological space that you need to communicate your message well.

How do you manage your crowded brain and maintain focus?

Monitor your mind’s Task Manager. If you use a PC, you’re probably familiar with the Windows Task Manager. It’s the handy tool you access when you simultaneously hit Ctrl+Alt+Del. It shows the processes and applications running and how much capacity they’re using. When you need to concentrate, make a quick list of issues that intrude. Then you can figure out how to clear out the thoughts that will interfere with achieving your objective.

Put aside what you can’t do anything about. The first group of mental intrusions to cast aside are the things you can’t impact. These are the issues that you can’t control, impact or manage for. These might include your boss’s leadership style, an past event or the stock market. Visualize a bank vault. Mentally lock those topics in the vault.

Take quick action to get things off your plate. Email your assistant to  schedule meetings with the boss and direct report. Call home. Make a to-do list. Do something to quickly get momentum on your nagging issues. Then set them aside.

Eliminate interruptions. Don’t allow incoming texts, emails or calls to derail your focus and add to your mental clutter. Although you may not be familiar with it, all electronic devices have an OFF setting.

To do your best work, you must give yourself permission to be fully present in the current moment. There’s an old saying: If you chase two rabbits, both will escape. How many mental rabbits are you chasing right now?

Have a question or want some input from Humanergy about this topic? Contact us and we’ll get right back to you!


Ruthless time management for the frantically busy

Posted on by
5

beesHow many times have you said, “There is not enough time in the day?” Let’s face facts. No one is going to upset the space-time continuum and give you that extra hour you’re hoping for. Stop moaning and take control with ruthless time management.

When people think of time management, they often think of tips like, “touch each piece of paper once.” Those are dandy ideas, but reclaiming ownership of your time requires that you first get your head straight.

Repeat after me, “I am in charge of my time.” Take command! Here’s how:

Believe it can be done. When we complain about not having enough time, we’ve already admitted defeat. Before you can make the momentous changes that will really make a difference, you must believe that owning your time is possible.

Take control. Do only what you need to do – the core, strategic work that requires your attention. That sounds simplistic, because it is. Don’t spend time on things that others could and should do.

Manage your calendar. Is your calendar a reflection of that core, strategic work you need to do? If not, cancel, cancel, cancel! If you have an assistant who schedules for you, make sure he or she knows your priorities and is empowered to block any non-vital activities.

Make meetings work. To achieve goals and save time, make meetings effective and efficient. Know what you need to accomplish, stay focused and get the right people involved.

Use “dead” time. Plan for unexpected breaks in your day, like a meeting that is starting late. Review articles, make appointments, answer email or think great thoughts.

Understand the myth of multi-tasking. When you think you’re multi-tasking, you’re not. You are switching back and forth between tasks. The more complex the tasks, the more time it takes to switch. If the work is important, do only that. No email, Facebook or YouTube.

Practice non-perfection. We love the Cult of Done Manifesto. It’s all about accomplishing important stuff. Part of the manifesto reads, “Laugh at perfection. It’s boring and keeps you from being done.”

Waste some time. Not every waking moment can or should be productive. Plan some downtime; just don’t let that 20 minutes of video games morph into 3 hours.

We all know people who are frantic and seem to enjoy it. If you’re one of them, go for it. But if you’re stressed out and not having fun, you’re also not being effective.

The solution to your time trauma requires you to adopt a ruthless, “my-time-matters” attitude. The great news is that when you value your own time, you also don’t waste others’ time. Don’t you just love it when everyone wins?

Have a question or want some input from Humanergy about this topic? Contact us and we’ll get right back to you!