#342 time leadership

Tip #4 for Time Management Week is to USE a calendar.

Most professionals have a calendar, and they probably even rely on it to keep track of appointments.  Tip #4 is to to merge some of your bigger tasks onto your calendar and USE it to schedule time to get them done.  

I recommend that you block out the time you need to tackle the work you have to do.  If your calendar is blank, those perusing Outlook will assume that you are "free", even though quite the contrary is the case.  I have suggested that staff schedule time with "Mable" or some other fictitious character and honor those appointments as they would any other commitment.  (Only instead of meeting with Mable, they are in their office alone accomplishing tasks.) You need to exhibit time leadership and take ownership of your calendar instead of letting others determine your time priorities.   

Beyond scheduling work time, use your calendar as a reminder of when you have to do things.  

Examples: 

> Your calendar may say "Mother's Day" for Sunday, but did you write "shop for Mom" last weekend so you could get something in the mail on time?  Ditto for birthdays and other special occasions.  When do you need to mail the card or order the flowers?  Note that instead of the actual date.

> Say that every month you need to review the budget and check to see if you need any line item adjustments.  Or in January you send out the vacation calendar for the year.  Or a few months before the benefit period ends you remind people of benefit balances.  Put that on your calendar instead of task list.

> Highlight/color-code items that require your advanced prep time, so you can tell at a glance when you need to prepare for a meeting vs. attending one.  Also mark appointments where you are likely to need to know the dates again (as in: "when did we hold that annual meeting last year? or  What time was that annual event?)

Your calendar can become your most valuable tool in maximizing your use of time.  Merge your personal and professional lives; your appointments and your tasks; your reminders and your proactive plans -- and do so with a week-at-a-glance view (or monthly) -- and see if it doesn't help you get a better handle on your commitments.

-- beth triplett
leadershipdots.blogspot.com
@leadershipdots
leadershipdots@gmail.com