Simple questions that can put time back into every leader’s calendar
Organizational leaders focus naturally on financial results, but spending the other key currency well – time – can be a game changer. Business bookshelves are increasingly focused on the discipline of time management: the process of planning and controlling how much time you spend on specific activities, so that you can focus on those things that provide the best results for you and your team. Here are a few simple questions that can change your perspective on how you spend your time.
Where is my time going?
Spend one week auditing your time by using your work calendar or agenda to track everything you do for the week. Then analyze how many hours you spend checking emails, talking on the phone, or in meetings, and make a game plan of how you can be more efficient in the future. It could involve cutting back on meetings you don’t need to be in or scheduling specific time in your calendar to check emails.
Well known motivational speaker Tony Robbins said, “Once you have mastered time, you will understand how true it is that most people overestimate what they can accomplish in a year – and underestimate what they can achieve in a decade!”
What’s distracting me?
If you find yourself aimlessly reaching for your phone to check notifications or browse social media when you should be working, give yourself uninterrupted focus time. Set your phone to ‘do not disturb’ and turn off all email and chat notifications for set time intervals (20, 30, 40 min, etc.) a few times during the day.
Tip: Work smarter, not harder. Take advantage of the time of day where you are most productive. Are you an earlier riser who likes to hit the ground running? Great! Schedule lots of focus time in your morning to get larger tasks done.
Work better in the afternoon? Check off easier tasks before lunch and schedule focus time later in the day to tackle larger items.
Can someone else do it just as well – or better?
Great leaders all share this super-power: they know when to delegate.
Sometimes it’s easy to add a task to your to-do list because you are good at it or can get it done quickly. But just because you are skilled at something does not mean it’s the best use of your time, or your organization’s time.
One way to increase your productivity is to delegate tasks or ask for assistance if you are too busy or have more pressing priorities. Have colleagues or direct reports attend meetings on your behalf or assign them tasks to free up your day to accomplish your goals.
Be patient with yourself as you try new time management tips that are out of your comfort zone. Even small improvements with your productivity should be considered a big win.
