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Posts from the ‘Time Management’ Category

Aug 5

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Keep a Pen and Paper Around! It Just Might Be the Key to Getting Everything Done

Recently, I was out to dinner with a group when one individual “gifted” pens from a conference he recently attended.  The table discussion promptly turned to the question of whether pens are becoming unnecessary, as so many of us are married to our blackberries, I-devices, e-readers and computers for all aspects of our work and lives.

This seems quite a logical prediction, I thought.

Then, I had a coaching conversation, which reminded me about the immediacy and power of paper and pens, particularly as so many knowledge workers multi-task at a computer screen all day.

This particular client was stuck on why she was not making more progress on an important, professional project.  I asked a number of questions to understand the dynamics at play.  What was her level of commitment to the project?  High. How much thinking and planning had gone into the project.  A significant amount.  What was her schedule for working on it?  She was putting significant time into it every day.  Still, she was not moving in the way she thought was possible. What was getting in the way?

I asked her to think about what had worked with a similar type of project in recent months. At first, it seemed, it was merely about the momentum of the project and she needed to get past a certain point in the work to be able to see the whole picture, so it was going slow early on to go faster at the end.

Then, there was quiet reflection and she had a realization; what had worked before was writing on slips of paper, breaking her day out hour by hour with specific goals in mind.  Reaching a particular goal in the day would enable her to earn mini “rewards,” and breaks for herself.  In addition, she could physically cross things out as she moved through the day.  By the end of the call, my client was energized to pull out her paper and pen once again.

How many pens and pads are left on your desk?  Is it time to re-stock the supply or pull them out of the drawer.  Maybe it’s time for the pendulum to swing back.

 

 

May 17

Interview Q&A with the Early Bird

Given that I continue to work with clients on time management, I decided to interview a dear friend who is not just on time, but is perpetually early to all her commitments.  Here’s what I gleaned on what it takes to be an early/timely “bird.” 

What are your secrets to always being early to appointments? How do you do it?
Thinking ahead. I always work backwards from the time I need to be somewhere. When do I need to leave for my destination? When do I need to start getting ready?  And then I stick to my timeline leading up to my departure.  Also, I always build a cushion for “transport” time. Even if I know it only takes 10 minutes to get somewhere, I still leave 20 minutes. I assume that something unexpected might delay me. And then, since there usually isn’t a delay, I end up arriving early.

Many people are late, as they are just trying to get one more thing in.  How do you avoid that urge to do that before getting out of the house? For me, it’s about respecting and pleasing others. I don’t want to disappoint others by keeping them waiting. And in the end, that concern is more important than just about anything I else I might want to “fit in”.

How does it feel to regularly get to events/commitments on time? In contrast, if/when you are late, how do you feel? Being on time is the norm for me, so I don’t think much about it. Though I often observe and make a mental note about whether others are on-time to events and parties. (Being late) makes me feel anxious, uncomfortable and guilty. While growing up, my mother used to say that if you keep someone waiting, you’re sending the message that your time is more important than theirs; that sentiment of disrespect has stuck with me.

How do you spend the extra time when you get somewhere early? 
Thank goodness for (technology)! I will make/ return phone calls or send emails/texts from my phone. Or, if it’s a work-related meeting, being early gives me a few extra minutes to mentally prepare. If I’m SUPER early, I may sneak in an errand close-by.

What do the people around you say or think about the fact that you are always on time? 
 A few of most close friends tease me about being early/on-time; they know that if they are hosting a gathering they better be ready at the start time because I will be ringing the doorbell!

Where do you think you learned this habit of being an “early bird”?  
It feels more instinctual than learned.

May 17

Unveiling Secrets from an “Early Bird”

Recently, I sprinted several avenues cross town and zigzagged like frogger  to be on time to an appointment. Unfortunately, my entire day had the same pace; it made me think of a line from a poem I’d written about my mother when I was a child: “My mother is always rushing, but never late.” And here I find myself as an adult following suit.  

This post is NOT about becoming my mother though.  It’s about what it means to be on time, and whether it really matters to us (and others) if we are just a “tad” late to meetings, appointments and/or social commitments.  My perspective (of late), is that being late, even just a couple minutes, slowly chips away at us and infuses a “low grade” negative energy.  In addition, the continual stress of rushing to is harmful to our physical body and our ability to operate at our best.  

Given that I continue to work with clients about all elements of time, and how to use time most effectively, I decided to get some answers from a dear friend who is not just on time, but is perpetually early.  Here’s what I gleaned on what it takes to be an early/timely “bird.” 

1.) Make being on time habitual. In other words, it needs to become so routine you don’t think about it. You have to institute patterns of behavior that will have you be on time on a daily basis.
2.)  Build “cushion” into your schedule.  This is the not-so-secret, “secret sauce” to being on time.  We often
plan our schedules, as if we were booking two connecting flights with a 15 minute layover. In other words, we set ourselves up for failure! Schedule and account for the “unforeseeable mishap.”
3.) Respect your friends, family and business associates’ time.  Ultimately, it’s about keeping others in mind. When you feel tempted to finish one more task before you start getting ready, bring to mind how you will feel apologizing to that person when you are 20 minutes late.

  • What percentage of the time do you arrive on time for commitments?
  • Where do you justify being late and give yourself excuses?
  • What would it look like in your life to not just be on time but early?
  • How would you “invest” the additional time/energy you get back from not sprinting or stressing?

See Q&A for direct conversation with my early bird friend.