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Why Office Hours Aren’t Just For Professors

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time management office hoursOffice Hours: you know, that thing you swore you’d attend in college but never really did. Professors have office hours to give students a chance to get a hold of them outside of class. How do YOU communicate to your colleagues when you’re available for questions? Why not try this…

One of my favorite things about running time management workshops is that I always learn something in the process. This week I spoke to NHS Phoenix and had a blast meeting some truly fabulous people. One man shared that he puts his availability in his email signature. For example: “I return phone calls between the hours of 2 and 4pm” or “I return emails three times a day, at 8, 12, and 3.”

I love this concept because it gives people a reasonable expectation when they can expect to hear from you, so they don’t get upset with their communication isn’t immediately returned.

If having regular hours like this doesn’t work for you, maybe giving a broad time frame would work better. For example, “I try my best to return all communications within 24 hours.” While that might seem obvious (of course we want to be prompt with our communications) it reminds people that they can’t really be upset if they haven’t heard back from you 20 minutes later.

So what are your “office hours?” Remember, people need to get a hold of you, and if you haven’t conveyed when communication is convenient to you, people will be left to guess or assume, and you know that they say about assumptions.

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How Time Killers Can Make You More Productive

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Time management social mediaWe all know what it feels like to be sucked into a Time Killer. What starts off as a “quick glance” at Facebook, quickly becomes an hour long time indulgence we didn’t plan for. We can bemoan the time they waste, or we can analyze what keeps us addicted to these platforms for hours on end and use it to our advantage.

Here are three ways to harness the power of Time Killers to be productive:

1. Keep your next task in front of you
Why is it so easy to binge watch Netflix? Because the next episode pops up before the credits for the last one are even done running. Use this same concept in your productivity. It’s very easy to stop working when you finish a task and you can’t remember what to do next. Writing all of your tasks on one consolidated to-do list helps keep the next task in front of you so you can keep your productivity streak going.

2. Make it easy to work
You’ll notice that on social media, the interface is designed to make it easy to keep you hooked. It’s very easy to friend, like, follow, etc… You don’t have to search very hard for those buttons. Similarly, don’t make yourself search for a space to work. Giving yourself a comfortable, pleasant place to be productive will help make you want to use it!

3. Get your friends involved
Part of the allure of Time Killers, particularly social media is the thought that a friend might have commented on something witty we posted. We enjoy getting feedback from other people, so bring them into your productivity too. Don’t go it alone. Involve your friends and coworkers in your goals to help hold you accountable.

We ultimately must face the fact the work just isn’t nearly as FUN as Time Killers are, but that doesn’t mean we can’t try to make productivity as easy as possible.

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Is the Extra Mile a Waste of Time?

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time management extra mileWe grow up hearing that we don’t get far in life without going the extra mile. That going above and beyond the call of duty is the way to be noticed, get ahead, and stand out, but is it really the best use of our time? This week I read an article called “Nobody Cares How Awesome You Are at Your Job” that made me re-think the assumption that exceeding expectations is always best. Here is what I discovered…

My Initial Reaction

In this article, the author cites a study in the Social Psychological and Personality Science journal that found people are disappointed when expectations aren’t met, but aren’t necessarily impressed when they are exceeded. The researcher makes a comparison to Amazon shipping- that if you order something with 4 day shipping and it arrives in 5, you’re upset, but if it arrives in 3, you aren’t impressed.

At first I was angry with this article. I thought the take-away message was that we should all strive for mediocrity, never try hard, and skate by on doing the least amount of work possible. But then I thought more about it.

Re-thinking Mediocrity

Since when is fulfilling a promise mediocre? Since when is doing exactly what you say you’re going to do not good enough? Perhaps it’s this kind of “above and beyond” thinking that creates an unrealistic super hero mentality. That we are all capable of doing absolutely everything, and if we don’t, we’re letting people down. Perhaps it’s wonderful that we aren’t overly impressed with over-delivered promises, because simply fulfilling an expectation should be good enough.

This super hero mentality also causes us to let some people down while we’re trying to overly impress others. We only have so much energy and so much time in the day, so if you’re spending more time than you should on one task, you’re probably not putting the necessary time into your other obligations. The people you’re letting down don’t really care that you over-delivered to someone else. Perhaps it’s best to make sure all of your obligations are met before trying to exceed any of them.

It Still Has a Place

Finally, I do believe that there is still a place for the extra mile. I like to go above and beyond for my friends when I know they aren’t expecting it, or when I’m particularly passionate about a project. However, when the “extra mile” becomes something we expect of ourselves all the time, it isn’t really an “extra” anymore. You’ve just made the journey longer.

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Time Management Book for Students

Time Management Book for Students

Are You Devaluing Your Time?

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Time Management time is moneyHave you every caught yourself driving all over town to run one errand? Maybe you’re looking for the best price, or the perfect item, or the best combination of both. In this case, the time management and the money management part of our brains seem to be in direct conflict. If this sounds like you, read on…

Wasting time vs. saving money

I’m a huge bargain shopper. I never met a coupon I didn’t like. Because of this, I know what it’s like to become fixated on a discount. I don’t like paying more for something if I can get it cheaper somewhere else. It’s partly about the money, but it’s also because having the knowledge of a cheaper price and not using it bugs me!

But as you’re driving across town to save $5 on item, ask yourself: is my time worth more than that? How much extra time will it take you to go to that other store? Pretend that the potential money saved is an hourly wage you’re paying yourself. Is your time worth more than that?

The hunt for perfection

Our extended errands don’t just apply to searching for a bargain. Sometimes we run all over town looking for a perfect item when “good enough” would be just fine instead. Either way, we end up sacrificing our precious time without really thinking much about it.

Instead…

The next time you find yourself embarking on a string of errands that seems to be taking too long, ask, “What else could I be doing with my time, and is that thing worth more than looking in one more store?”

Sometimes you may decide that the discount or perfect item really is worth it, in which case, a little extra planning can save a lot of time. Maybe you can wait a day or two and combine it with another trip in the same area of town. Either way, make sure that you take the value of your own time into account. It’s one of the most precious resources you have.

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How Do You Convey Urgency?

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Time Management urgentHave you ever delegated a task, and then become frustrated when it was finished late? Perhaps you and your delegate speak a different time management language.

This week, I finished reading Malcolm Gladwell’s Outliers (because I apparently never watch a TV show, see a movie, or read a book until it has been popular for more than 3 years.) In the book, he talks about plane crashes which have been caused by pilots and co-pilots conveying urgency in a way that the other one misinterprets. While hopefully your miscommunications aren’t causing fiery disasters, it can certainly make working as a team extremely difficult! Check out these three tips to make sure you’re speaking the same time management language.

1. Set a deadline

When you’d like someone to help with something, set a specific deadline. “Can you have this done by some time next week?” is very different from “I really need this by 5:00pm next Wednesday.” When you say “next week” you might mean mid-week, but your delegate might think Friday evening is perfectly acceptable. Setting a specific time ensures you’re both on the same page.

2. Repeat it back

After you’ve both finished the conversation, summarize what you’ve just talked about. “OK fantastic! So you’re going to have that report finished by Wednesday, and then I can take it from there. Thank you so much.” Repeating works for both parties. Your delegate can confirm that he understands exactly what you’d like him to do, and you can confirm when it will be finished.

3. Explain why it’s important.

“Urgent” means different things to different people. Some people don’t view a situation as urgent until their house is burning down and they need someone to call the fire department. Others might assign the same level of urgency to being one egg short for their morning pancake recipe. Instead of describing something as urgent or important, explain why to give it context. “I can’t start on my project due in March until I have that report from you, so I really appreciate your help with this!”

Making sure everyone is speaking the same time management language not only makes delegating easier, but it keeps productivity much more stress-free!

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How to Win At Your New Year’s Resolution

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Time Management New Years ResolutionIt’s that time of year again. The time of false hopes and broken promises. (a.k.a. New Year’s Resolutions!) This year, don’t waste your time with a resolution that won’t even last until the New Year’s Eve party is cleaned up. Follow these three tips to increase your chances of keeping your resolution and making it a habit.

1. Choose One

We have so much we want to change! It can be tempting use our (temporary) New Year’s motivation to fix everything at once, but this wastes your time. You’re better off putting all your time, energy, and focus into overcoming one obstacle. Then, use your satisfaction as motivation to tackle something else.

2. Plan Your “How”

A resolution is just a thought in the air until you have a plan to complete it. “I want to spend more time with my family” is a nice thought. “I want to get to work half an hour earlier each day so I don’t have to bring work home on the weekends” is a plan. Don’t make a resolution without also making a plan to complete it.

3. Pick a Partner

Making something a habit is the key to keeping your New Year’s resolution, but until it’s a habit, it’s helpful to have someone to hold you accountable. Trying to lose weight? Ask a friend to go on the journey with you. Trying to stay organized? Ask a colleague to conduct a “desk inspection” once a week. It’s not enough to just tell someone what your goal is. Unless you have a specific procedure in place for that person to hold you accountable, they’ll forget about your goal just as quickly as you will.

Happy New Year readers! See you in 2014!

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How To Hold a Time Management Garage Sale

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PrintAre there things on your schedule that are cluttering your day? Are they getting in the way of things that actually matter to you?

This week, I cleared out all the clutter in our house and had a garage sale. Getting rid of the extra junk was so freeing, but I realized that I probably had some clutter lurking around my to-do list also. Have you held a “time management garage sale” lately? Here are the four steps:

1. Take an inventory

Much of what we do all day happens on autopilot, so we don’t realize how we’re really spending our time until we look at it. This week, pay close attention to how you spend your time and how long you spend on each task. Sometimes tasks that we think only take a few minutes, actually consume hours of our week.

2. What is important to you

Take this opportunity to reexamine what’s important to you. Is it family? Friends? Is it spending time outside? Is it having a salary that supports going on yearly vacations? Is it eating dinner at home every evening? Is it the satisfaction you get from your job? Reflect on what’s important and how it aligns with your goals.

3. Do they match?

Now, revisit your “time log” from the week. Does how you spend your time match up with what’s important to you? You might not love your job, but if it’s moving you toward a more broad career goal, maybe it’s fine. You might realize you’re spending way too much time on email when instead you could spend a few extra minutes enjoying your morning coffee. Or perhaps you say that being active is important to you…and yet you put pretty much every other obligation in front of exercising.

4. Ditch it

Just like my house only has room for a finite amount of “stuff,” we only have time for so many things during the day. If we fill it with things that don’t either give us enjoyment, move us further toward a goal, or better the world in some way, we’ll have less room for the things that actually matter. Don’t live your life on autopilot. Make purposeful decisions with your time and change course when needed. Put those unwanted tasks out on your driveway and let them be someone else’s problem.

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5 Questions to Ask Your Unfinished To-Do List

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Time Management to-do listOh, the frustration of an unfinished to-do list! Those lingering tasks left without a satisfying check mark beside them. Before you simply roll your unfinished tasks onto tomorrow’s list, stop! Here are five questions to ask yourself when you end the day with uncompleted responsibilities.

1. Why?

What happened that left tasks lingering? Did unexpected situations pop up that took priority? Were you unfocussed? Were you working inefficiently? Taking a moment to analyze the why behind your unfinished list can help you correct the problem in the future.

2. Am I Being Realistic?

Perhaps your list remains habitually unfinished because your expectations are too high. You only have so many hours in the day and you can’t work at your peak efficiency non-stop. You’d never expect to write War and Peace in a day, but maybe that’s what you’re demanding of yourself.

3. Is Everything Necessary?
If the same tasks have lingered at the bottom of your list for weeks…and the world has kept on spinning, are they really necessary? If so, you need to make one of them a focus task for tomorrow and clear it from your plate. If not, get rid of it! Just because you’d like to do something or it might be helpful, doesn’t mean it’s necessary.

4. Have I Said No Recently?

If your list keeps piling up, are you saying “Yes” to too many tasks that don’t realistically fit in your schedule? When was the last time you said “No” to a task? Can’t think of when? Make it tomorrow.

5. What Can I Do Differently Tomorrow?

If you didn’t finish your list today, and you do everything exactly the same tomorrow…you probably won’t finish your list then either. What change will you make to produce a different result? Do you need to wake up earlier? Take an energizing walk over lunch so you’re more productive in the afternoon? Turn off Facebook so you’re more focused?

Come up with a game plan that will put you on the road to success.

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Why Urgent Is Easy But Planning Is Hard

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Time Management UrgentWhen you stare at your to-do list, you subconsciously look for three things:

Tasks that are easy
Tasks that are urgent and
Tasks that are important.

When only one task stands out as fitting all of those categories, deciding what to do first is a no-brainer. On the other hand, when everything feels urgent, we have a stressful problem I like to call “Priority Paralysis,” but what about when nothing feels urgent? Here are three reasons an urgent-free to-do list can be a problem and what to do about it!

1. We don’t know what to do first

Urgent vs non-urgent tasks make prioritizing easy, but if “urgent” is the only thing you look for when deciding which task to tackle, what happens when nothing presents an urgent deadline? You don’t know what to do first! This is why The Time Diet is based on categorizing. Pick a Meat task (difficult) Vegetable task (easy) and Dessert task (fun) to focus on during your day. That gives you some parameters to help structure your schedule in a way that ensures you’ll get ahead on your non-urgent tasks while maintaining balance in your day.

2. We’re likely to procrastinate

Another problem with an urgent-free to-do list is that we’re tempted to do nothing! It’s easy to procrastinate when none of our deadlines are urgent at the moment. Remember, if you only deal with tasks when they are urgent, that ensures that you’ll always be faced with a last minute stressful time crunch. Try scheduling “start dates” in your calendar for each “due date.” It’s easy to say we’ll begin something later, but a start date defines exactly when “later” is.

3. We waste time

When we aren’t up against the pressure of an urgent deadline, it’s easy to allow Time Killers to distract us. When people thrive on the pressure of a deadline, it’s often because there is  less time to be distracted and it forces them to focus and work more efficiently. This concept is called Parkinson’s Law, which says that work expands to fill the time we give it. Try removing Time Killers (smartphone, Facebook, etc…) even while you complete non-urgent work so you finish faster.

A non-urgent to-do list is definitely something to celebrate, but not ignore. You’ll never eliminate last-minute time crunch crises, but by efficiently organizing your non-urgent tasks, you’ll be able to decrease the amount of time spent up against a deadline.

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Time Management Book for Students

Time Management Book for Students