Archive for the ‘Time management’ Category
Are you confused about what information to keep? How to keep it and for how long? Digital society has given rise to entirely new classes of information that require us to make more and more deliberate us decisions about our ‘stuff’. If you don’t decide, you let the deluge of information overwhelm you. Consider bank statements, for instance. Hard copy or digital or both? Hard copy gives you that ease of viewing without ever being near a computer (assuming your bank statements are well-organized), and are permanent unless you have a major fire in your home but they do take up space. Digital copies are neatly organized and invisibly stored but only accessible with a computer. Also, many banks are putting a limit on how long they’ll keep your digital data. Both versions, digital and hard, seems a bit exccessive. And so it goes, for every document and bit of information you encounter.
New Classes of Information Sample______________________
Born digital/stays digital E-greeting cards
Born digital/tangible twin set Electronic legal document, printed and signed
Born digital/selective tangible E-mail
Born tangible/stays tangible Greeting cards received by snail mail
Born tangible/digital twin set Heritage photos with no negatives that are scanned
Born tangible/selective digital Business cards
In the book Delete: The Virtue of Forgetting in the Digital Age, the author, Viktor Mayer-Schonberger predicts photos and documents will soon come with self-determined expiration dates and the capacity to self-destruct. Remind anybody of Mission Impossible? Until then, I highley recommend, given our digital society, that you proactively determine which documents are in which class. Those decisions will then guide you about storage, retention and disposal. But if you’re still overwhelmed, contact a local professional organizer to give you a hand.
A day is still 24 hours long yet there are features of modern work that seem to bend a day a little bit farther over its natural edges, a phenomena I call ‘work creep.” In the name of greater productivity, there are out-of-office conference calls, weekend team building trips, shifts to cover, and time zone differences. ‘ Technology has made it possible to work without an office, without a supervisor, and without regard for time of day. In the absence of absolute clarity about the boundaries of work, the line between our working lives and our non-working life is blurred, and discretionary time is disappearing altogether. 62% of at-work email users check work email over the weekend. 50% check email on vacation. In 2009 Americans threw away 465 million vacation days. And 40-hours is rapidly becoming the new part-time. Add to this mix, the fact that we are in a deep recession where the expectation of working longer hours is the norm, and its no wonder we find it hard to find the time to anything but work.
As a professional organizer and time management expert, I tell my clients that I will find them more time, but not to invest into more work. Instead it will be leisure time that we will actually put into their schedule to rest, relax and recreate. Here is where that time can be found:
- Use Skpe, web-based meeting programs, and phone to limit face-to-face meetings.
- Agendize business phone calls, all meetings, and interactions. Write a teeny agenda of what to cover, ask, solve or do at those interactions.
- Delegate to the machines. Taking time to learn how to optimally use your smartphone, tablet, web tools, software and apps can be a huge return on investment in terms of time you save.
- Limit social media usage to a hour at a time. Set an alarm. Get up, walk, and then before setting the alarm for the next hour, decide if you can knock off.
- Schedule leisure, rest, relaxation, and every other kind of downtime. It may sound counter-intuitive to your sense of spontaneity and fun but you’ll find you have the best of both worlds: spontaneity and planned non-work time.
Need more help? Contact a professional organizer who can show you how to manage your time to combat work creep.
PURGE AND OUTPUT
A society marked by inundation requires a new time management, one that puts more of an emphasis on purging and output than the old time management does. We regularly have to carve out time to clear up backlog and inundation whether it’s our hard drive groaning with content, flash drives of mysterious content floating around the desk, or scores of bookmarks and RSS feeds. Purging has to move into the mainstream of our schedules and not left “for a rainy day” or “when we find down time.” Those days are gone and not coming back.
Here are three ways to purge:
- Scour your Favorite (bookmarked websites) and RSS feeds monthly. What else do you do monthly? Review your investment statements? Visit your Mom? Tie your scouring habits to something you already do monthly.
- Download thematic, archival content to flash drives and label the flash drives. Get stuff off of your hard drive that has a theme and is inactive. Examples might be an old job search, or the research material for a report you finalized. Another option is to send this stuff to the cloud using Dropbox or another cloud alternative.
Purging takes time up-front. The return on this organizing investment is great. It saves time finding information, saves time coordinating files together, and saves time releasing space on your computer. It also saves time that would otherwise be wasted worrying about what is where. Never underestimate how much wasted energy and time is devoted to worry.
Output activities means actualizing all that information you have gathered. Make it come alive. Use it. Output activities include:
- Print your favorite photos. You are allowed to have favorites!
- Plan time to view videos and movies
- Move your music files to where you’ll actually listen to them
Couple your purging habits with output activities, and you’ll be able to turn ‘overwhelm’ into plain old ‘whelmed.’
In a world of endlessly available, unlimited information, it is not so easy to know when a job has been completed and has come to closure. If you’re doing research, how do you know when you’re done especially when there is so much more information ‘out there’ that could be incorporated into your findings? How in-depth or thorough does a report need to be before it can be considered done? Unlike other kinds of work, knowledge work requires judgment and experience to determine when you have reached the point of diminishing returns where additional work will not add enough value to justify the cost, effort and time. Closure has come to mean not so much when something is ‘finished” as when the tendency for a continuing effort toward a particular goal actually causes effectiveness to decline after a certain level of result has been achieved.
My client Marsha is in HR, charged with ‘prospecting for the best legal talent available’, one of those knowledge work kind of assignments that can go on forever. “I never knew when enough was enough. I attended recruitment fairs, interacted on social media, prospected at law school events…there just seemed no end to the work.” Meanwhile, all that time prospecting for a new attorney meant the open post continued to go unfilled, the other attorneys had to add more work to their plate, and the yet unhired attorney’s contributions was forestalled. “It’s just not worth it to the company for me to keep trying to find the perfect candidates. I’m done when I prospect what I think are the best 25 candidates a month.”
Another factor that affects closure (finishing or completing something) is the extent to which one is taken off task by an interruption or distraction Each day a typical office employee checks e-mail 50 times and uses instant messaging 77 times, according to RescueTime, a firm that develops time-management and tracking software. So defend your right to concentrate. If you truly need to close the door, turn off the cell, and leave email unattended for 3 hours, do it. A recent Harvard University study of 600 managers found that the most significant factor in their perception of their best work days were the days when they made progress, the days they were able to move work forward to closure. Their findings are in a new book called The Progress Principle by Teresa Amabile and Steven J. Kramer. I have a client who puts yellow crime scene tape across her cubby office opening. She doesn’t have a door but the message is clear. Don’t disturb her till the tape comes down. Many companies have a “no devices in this meetings” policy. Find a place to hide where you can concentrate.
The point of productivity is to generate a ‘leisure dividend.’ When you are productive you do more in less time leaving you time left over for not working, for having fun or just relaxing. At least that’s the theory. Some people are naturally productive. They can prioritize instantly, integrate new tasks on the run, and finish what they start. Productivity tools such as mobile devices with multiple functions, apps, and cloud-based tools can increase productivity. The problem is people tend to reinvest their leisure dividend into more work instead of into leisure. Only 38% of Americans take all of their vacation days. 72% check into the office during their vacations. You recall Clement Clark Moore’s Twas the Night Before Christmas? Remember the line “. ..and mamma in her ‘kerchief, and I in my cap, had just settled our brains for a long winter’s nap. Not, “…had just settled down for a long winters nap”, but instead “…had just settled our brains for a long winter’s nap.” We need to rest our brains. All that information we are getting? It needs to be digested, it needs to sink in, be reflected upon and that requires rest.
How do you measure personal productivity? Some people are taking a crack at tracking all their time using a variety of apps. I think tracking our time holds some value but the time is takes to do all that tracking might be using up any benefit of time gained being productive in the first place.
If you are someone who strives for productivity but has difficulty realizing your leisure dividend, try doing the following
- Take whatever vacation you have coming to you. Scientists have found that it takes at least 3 days to relax, and to feel you are on vacation, so take at least 4 days.
- Full engagement in reading is also a good investment of your leisure divident. In-depth, hard copy book reading is a multi-sensory experience involving motor, visual, materiality, and focus that helps us be engaged but relaxed.
- Exercise promotes weight control, lowers stress, controls cholesterol, and supports a good night’s sleep making it a top choice for investing your leisure dividend.
- Sleep a little more or learn to nap.