Walking out of the office, you feel your phone vibrate in your pocket (or your purse). Not even a minute later, as you’re standing at the stoplight waiting for the crosswalk to clear, you feel it again. You reach for the mobile device, look at the screen, and see that it’s your partner reaching out to you. Do you answer the call?
What Do You Say, When They Ask?
For sake of argument, let’s say yes. “Hi there,” you hear. “Hello,” you say. “Do you have a minute?” they ask. At this point, you have a decision to make. Yes…or no.
“I was wondering,” they say without waiting for you to say whether or not you even have a minute, “if you’d had a chance to think about that thing we were talking about…”
Ok, stop right there. Don’t think about the conversation you’re about to have. For a moment, focus on THIS decision you’re about to have to make: Do you say “Yes” or do you say “No”?
If you want to make your best days even better, if you want to life a more productive life, be healthier and have more energy, you must stop making certain kinds of small decisions under pressure like this.
I recently met with a client who had just been promoted to the Director level within her firm. She told me that she wanted to talk about ideas for time-blocking and making better to-do lists. She’s younger than most other Directors, and has as much responsibility (managing a book of business and global teams with global responsibilities) as some Managing Directors. She knew the symptoms (not enough time/non-organized to-do lists) she was experiencing, so we looked into the root causes of her time management and leadership issues.
3 Ways to Improve Workflow Management
1. Interrupt each other less…with more.
How many times are you interrupted each day by other people? (And, how many times do you let yourself interrupt yourself?) Here is something you can try that may just change the way you do things:
Interrupt other people less…with more to talk about each time. First thing each morning, schedule a 15-minute (or more) meeting each up to 4 people you’re going to work with that day. Then, dedicate one page of your note book to 4 people you’re going to talk to throughout that day. Draw two lines, one top to bottom, one left to right, so that you have 4 boxes to fill. Label each box one of those people you’re going to talk to, and between now and the next time you talk to them add to their list.
When you do talk (in person or on video chat) actually show them your list. Who knows, if this works like it should you’ll wind up saving time each day by grouping all the decisions that need to be made.
DECISIONS SAVED:
A. They don’t have to decide whether or not to pick up the phone for “just one little thing.”
B. You don’t have to decide to “try and remember” something to tell them later.
C. You don’t have to decide whether to call, email or talk to (in person) your colleague, it’s already on the calendar.
2. Order in every day
It’s 12:09 in the afternoon and you haven’t had a single thing to eat since you left home this morning, almost 4 hours ago! Looking at your calendar, you realize you have a 1pm call, and you need to do at least 20 minutes of preparation before you get on the phone. So, what’s your plan for lunch?
You don’t have time not to eat right. Yes, I know that was a double-negative; read it this way: If you don’t eat right you’re wasting your time, and compromising your health. Do I have your attention now? I don’t know what your current plan is, but it’s time to change it. Here’s the drill: Dedicate $10-$15 a day to lunch for the next week. I know it sounds like a lot hear me out. Over the next week or two, go by the restaurants and shops within walking distance of your office (driving distance of your home office). As you walk by (or walk in!) get a copy of their menu, and ask to meet the manager(s).
Write a letter to the managers you talk to. Explain the fact that you have a high-pressure job, and you need to improve the way you’re eating. And, you’d like them to help you out! Tell them your budget ($50-$75 each week) and ask, “Is there a meal-delivery plan you can create for me?” (Also, consider going in with a few of your co-workers. The restaurant manager may be more interested if she knows you’re going to bring $250 or even $500 of business her way every week.)
DECISIONS SAVED:
A. You don’t have to pack a lunch at home, making sure the things you pack are the things you’ll want.
B. You don’t have to take time wondering where you should go for lunch when you’re already hungry.
C. (If you get a group together) You could save time (and gain energy) by eating with other like-minded colleagues.
3. Invest in Yourself
There are 52 weeks in a year. How many books will you read? How many conferences will you attend? How many amazing people will you meet for a #CoffeeChat and mentoring discussion? And, what are the other ways you’re going to invest in yourself?
Ask any senior manager this question, “What do you think about individual contributors who continue learning whether in a formal training program, or informally by reading, going to conversations, etc?” I’ve done this myself, and I’m amazed at the response. Most importantly, they say, these are the kinds of people they are going to look to promote or find a way to award a raise to. (Also, be careful, they are also the kinds of people who just may educate themselves in to a new position somewhere else!)
One of the recommendations I give to every single GetMomentum Coaching Program member is to read at least one professional Book Summary a week throughout the year. Oftentimes, they say, they read two or three at a time, all along the lines of some issue they are learning about or getting better at – in life, or at work. (By joining GetMomentum right now, you gain a FREE three-month subscription to getAbstract; this is the book summary service I have been a member of since my high school teaching days!)
Another investment you can make is to schedule two #CoffeeChat or lunch events a month. This week, open your calendar and add “#CoffeeChat* or Mentor Lunch* w/ ???” to your calendar for every 2 weeks. Then, make phone calls, send emails and talk to people to fill in at least the next 3 of these events. (*#CoffeeChat is a morning conversation, usually about 30 minutes, while a *Mentor Lunch is longer, usually about 90 minutes.)
DECISIONS SAVED:
A. By joining GetMomentum, I’ll recommend at least 3 book summaries to review each month. As a member of getAbstract, you’ll have access to 10,000+ book summaries.
B. By registering for a conference/workshop in your neighborhood, you won’t have to think about what you “could” do to get better; it’s there on your calendar!
C. By meeting with someone smarter than you are, you can share some challenge you’re working on and listen to their ideas.
When it comes to the number of decisions you’re making every day, it’s important that you know which ones must absolutely be made by you, and which ones need not be made over and over again.*
* Note: This blog post has one intention: To get you to THINK. Now, my recommendation – my model – is to think deeply about these and other kinds of decisions monthly or quarterly. If I think deeply once a month, and that gives me enough ideas and feedback for the next 29 days of work, I’m on a good path. What can you think about next?