Time well managed is time well spent
Dear e-COACH,
I have a reputation for being good at what I do but I admit that I'm bad at time keeping. I am often late for things and my schedule seems to be out of my control. I think of being late as just my quirky way (I'm in a creative field) and it's never caused a big problem for me before. Now my new Director wants it fixed - says my bad reputation is affecting the whole department. I noticed you do coaching in a few areas - got any tips on how to break my old habits? I'm ready to try, but I don't know where to start.
Dear Often Late,
It is hard to change old habits but it can be done, by introducing new ones. But first, you should know that I think you have paid a professional price for your tardiness. We all have a reputation - good or bad. Unfortunately, we often don't know exactly what that reputation is, unless we have the courage to participate in some sort of feedback process.
On the positive side, your reputation includes being good at what you do. Unfortunately, your reputation also includes being late, which is often accompanied by a reputation for unreliability, and being disorganized. A reputation with enough bad spots will adversely affect your marketability as a job candidate, your income and the quality of your relationships. You can change your habits, and thus your reputation, but it will take time, effort and patience.
Start by changing the way that you plan and organize your day, week, month, etc. This involves setting short and long term objectives, prioritizing, scheduling time / activities according to those priorities and then committing focused time engaging in those activities that will move you towards meeting the objectives.
That last sentence represents several hours of your time in reflection and planning. It is a process that, when done properly, will set the foundation for managing your time more effectively. Make sure that your objectives include professional development and career goals, that they help to serve the organization's objectives and that they dovetail with your personal goals and values. This is a tough exercise to go through on your own - if you can use a coach that would be advisable.
Once you actually begin to execute your new plan, use these time management techniques that seem to work for other people:
- Learn to say "no" to projects / activities that don't help you to meet your objectives.
- When scheduling an appointment, never delete the email or hang up the phone until you've recorded the time / date. Schedule the very large and/or very important blocks of time far in advance and protect them fiercely.
- Schedule time for yourself to plan, solve problems, work on projects and deal with unforeseen situations.
- Delegate work whenever possible
- Plan to arrive at your destination 10 minutes before the meeting, allowing for the worst possible traffic. Try to leave meetings on time, if necessary, even if they run over.
- Check your schedule at least three times per day: 1. Early morning from home (to confirm where to be and when, what the weather is, what to wear, what to bring). 2. Before lunch (any lunch appointments, conference calls, errands, meetings later?). 3. Mid afternoon (preparation required for tomorrow, anything to take home, evening functions).
- Be flexible but firm about your schedule.
As far as your reputation is concerned, the best way to improve it is to be on time, be purposeful and use time as a tool to meet your goals. It might also help to change your perspective about time. Misusing time is not "quirky," it's a waste of the only resource you have that reliably presents itself every day - but in less (overall) supply than the day before. So please, honour your allotment … and mine!
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