3 things to keep in mind when managing our time & the time of others

By Brian Maynor

 

How we choose to spend our time may seem like a small thing at the moment, but those small decisions all add up to how we spend our lives.

As the holiday season kicks off, we are all scrambling to make the most out of the time we have each day, but time-management is something most of us struggle with on a regular basis; not just during the holidays.  Add to that the fact that when we’re in a leadership or managerial positions our choices often impact how other people spend their time, and those little choices suddenly seem a lot bigger.

Fortunately John Zeratsky, author of Make Time and former tech designer for Google and YouTube, is here to help.  During his tech career decisions on time-management not only impacted him, but also the people working on the teams with him, so making thoughtful, deliberate choices were crucial for everyone’s productivity.   He found that these choices could actually create opportunities and time to do valuable work, if they were made with three things in mind, our environment, our expectations and our examples.

Here are some highlights from the three categories:

Environment

1.   Treat tools like debts.  One suggestion is to treat any new tool, in whatever forms it takes, as a debt and ask, “is it worth it” before deciding to implement it.  Every shiny, new product promises the moon, but sadly most of them can’t deliver.  So before changing up something that works for a promise of something better, weigh the amount of time required to learn it against that time being used for working and see if it makes sense.

2.    Block out time as a team.  When it comes to calendars, one suggestion is to block out time as a team.  When everyone has the same time allocated for work it makes it easier for everyone to focus and get things done.

3.    Structure workplaces for work.  While there is little we can do to change the physical structure of our office space, we can change behaviors around how the space is used.  Open workspaces may have been intended to foster collaboration, but they can quickly become distracting and counterproductive.  One way to avoid this is by adopting one simple rule, the library rule.  Everyone knows what it means to act like you’re in a library, and it’s a great way to keep people focused on work and distractions to a minimum.

Expectations

4.    Reward productivity instead of overwork.  It’s almost second nature to reward someone for putting in long hours or working late into the night at home with compliments, promotions or other forms of recognition, but that only encourages that behavior.  Instead reward and recognize people when they spend their time productively.

5.    Don’t ask for updates.  Even if it’s well meant, asking for an update causes anxiety and detracts from the task at hand.  Instead of continuing to work on the project, time will be spent compiling a response to the request, which often means getting information from other people, taking away their productivity as well.  Instead ask for summaries and set out at the beginning of the project when they should be submitted.  This keeps the flow of information moving and removes any surprise or anxiety around the need for an update.

Examples

6.    Close the office door.  How managers spend their time sets the tone for everyone else, and while an open door policy fosters access and availability, when always left open it can become a problem for productivity.  One alternative is to create “office hours”, just like our college professions.  When we have set times for access and productivity, they are both preserved.

7.    Take real breaks.  Whether it’s a day off, a long weekend or an extended vacation doesn’t really matter.  The important part is leaving the office and delegating tasks to someone else or deferring them until we return.  Not only does it make us happier people and better leaders, it encourages others to take the time off they deserve as well.

Aside from our personal space, when we’re in leadership positions or roles, we are often able to impact the productivity and time-management practices of others.  That is a huge responsibility, and for more details on John’s tips check out his book, Make Time.

 

 

 

I’m always excited to hear from you, so please email your questions, quandaries and conundrums to [email protected].

 

About Brian Maynor

Brian Maynor has built a reputation as one of the leading style coaches in the Southeast and is quickly expanding his eponymous company, BRIAN MAYNOR and his FIND, FLATTER & FLAUNT line of image consulting services. A professional with a fresh, upbeat and down-to-earth personality and boundless creative energy, he works frequently with with local celebrities; Fortune 500 companies and nonprofit organizations; modeling agencies; fashion designers; production companies; record labels; media and individuals. A regular contributor to various fashion blogs and online communities, Brian Maynor is one of the most trusted and recognized style experts in the region, utilizing his education and training as a broadcast journalist to serve as a style lecturer, emcee, and commentator for over a decade. He has appeared at fashion shows, expos, and charity fundraisers, as well as events with big brands like Banana Republic, Ann Taylor, Chico’s and Macy’s. His approach is innovative, creative and fashion-forward, balancing fresh, modern styles with classic pieces to keep one’s look grounded. To learn more, visit http://www.brianmaynor.com.