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How to Handle Time Management When They Don’t Work

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Time Management

The internet is full of “time management tips.” Everything from personal blogs to peer-reviewed papers provides tips on how to save stress and increase productivity.

Even though some of these techniques sound great, others aren’t. As a result, the right approach will depend on the type of people, preferences, tasks, and teams involved.

What’s more, the process of learning how to manage your time can be complex and different for every individual. But what if you have tried every time management method under the sun and they have not worked for you? Well, you might want to give these eight time management alternatives a try.

1. Stop trying to actually manage time.

“While this may sound counterproductive, if not unconventional — you can’t actually manage time itself,” says productivity and time management expert John Rampton, co-founder and CEO of Calendar. “As such, it’s futile to even try. Instead, you should be focusing on addressing what you have control over. The only thing you have control over is yourself, so how will you make the most of it?”

So, instead of homing in on time management, work on these items instead:

  • Energy. “Instead of bulldogging through tasks, take a break if you’re drained,” John suggests. It might be necessary for you to do this now and then. It will, however, sap all of your energy reserves if you do it continuously.
  • Priorities. Put your priorities on your calendar before anything else. Make sure they come first. After all, it’s not worth it to waste time on tasks you could have delegated, rescheduled, or deleted.
  • Brain. “Neuroplasticity is the concept that the brain (even the adult brain) can build new pathways,” clarifies Ted Deshane over at the Enterprisers Project. “Each time you train your brain to eat the frog, it gets easier to do next time. That’s because you’re building a pathway and retraining your brain to do something that’s challenging.”
  • Focus. The author of Hyperfocus: How to Be More Productive in a World of Distraction, Chris Bailey, believes it is much more important to manage your focus than managing your time. “You can show up to meetings when you’re supposed to and are fully capable of keeping your calendar on track. Most of us are good at managing our time,” he writes. “What we’re not good at is managing our attention.” Monique Valcour, an executive coach, recommends taking time to reflect on your performance every day. By doing so, you can identify what is working and what isn’t, as well as how to tackle the next day at a more efficient level
  • Emotions. The effects of negative emotions can be both exhausting and distracting. Schedule time for self-care or fun, as both are essential for your health.

2. Not all urgent tasks need to be accomplished first.

It feels good to accomplish simpler, more urgent tasks first because it builds momentum before focusing on what matters most. However, you may miss out on strategic planning and creative thinking opportunities if you succumb to what researchers call the “mere urgency effect.”

Time management requires that you filter and order tasks critically, avoid prioritizing based on what causes the most stress, and set long-term goals.

“If you haven’t clarified your A-item priorities, or if you are trying to take on too much, it’s hard to avoid getting sucked into the black hole,” writes Michael D. Watkins, author of The First 90 Days. Keeping a few clear outcomes in mind will help you stay on top of your game. “Devote some time to clarifying and getting buy-in for them. Write them down. Put them up on the wall. Look at them every day and ask yourself, ‘How does what I’m doing help to advance these?’”

For minimizing stress-based prioritization, rounding up time estimates is one of the best time management tips. “Assuming a project will take between 10% and 25% longer than you expect is typically a good place to start,” notes the University of Texas at Austin professor Art Markman. “It’s basically just a way …to make room for your mental blind spots in the time-management department.”

3. Write a stop-doing list.

There are psychological (and productivity) benefits to keeping a to-do list, and it can help you manage your time better. However, it might not be right for everyone. If you find the structure of a to-do list stifling or uninspiring, or if you can’t stop yourself from writing 20 items, you might want to give it up.

“Some activities benefit from not being reduced to tasks, says communication expert Judith Humphrey. For example, writing down “take a walk.” Now, “that activity would instantly lose its appeal. When the idea of going for a stroll remains in my head, I can look forward to it expectantly–because it’s a choice, not a duty.”

The best thing you can do, however, is to remind yourself to stop buying things that don’t bring you joy or add little to your long-term goals. As a result, you’re less likely to spend a lot of time doing time-sucking, non-rewarding tasks, freeing up your time to focus on the work that has long-term benefits. And you can accomplish this by writing a stop-doing list.

4. Replace decisions with principles.

“Continually facing decisions with important consequences and imperfect information can lead to what scientists call cognitive overload, in which the demands from the mental work we need to do outstrip our abilities to cope,” explains Dane Jensen, CEO of Third Factor. “Cognitive overload both increases the likelihood that you will make errors and contributes significantly to feeling overwhelmed.”

By replacing decisions with absolute principles, you can reduce the cognitive load you are under, he adds. As an example, weight loss science has found that it is much more effective to say, “I will not eat after 7 PM” than “I will limit my snacking after 7 PM.” The latter decision creates an infinite number of further decisions: “Can I have this cup of yogurt?” How about some fruit? By saying no food after 7 PM, the door will be shut permanently. Suddenly, the decisions are gone.

In the words of Tim Ferriss, a successful author and podcaster, this means “finding the one decision that removes 100 decisions.” In his case, this meant not reading any new publications in 2020. With this blanket principle, he was able to free himself from hundreds of book-by-book decisions after being deluged by eager authors and their publicists for years.

“Steve Jobs famously decided to wear the same thing every day to remove the decision fatigue of choosing an outfit every morning,” states Jensen. It was Jon Mackey, the managing director of Heidrick & Struggles’ Canadian operations, who established the rule of no meetings on Fridays. “After failing to protect time for deep work through individual decisions on which meetings to accept or reject, he created a day a week in which he can focus.”

5. Go with the flowtime technique.

You can use the Pomodoro Technique to get through chores that you do not enjoy or require little thought. It can also enhance your sense of value, improve your planning, and break your multitasking habit. Additionally, it can assist you in dealing with distractions, maintaining motivation, and overcoming fatigue.

There is a problem with the times because they are far too brief.

In order to get into our deep work zone, where our best work occurs, we need to spend 23 minutes on average. Just as you enter deep work mode, you take a break with the Pomodoro Technique. Additionally, your brain is not allowed to recover from the microbreaks of the allotted time.

Moreover, some find the Pomodoro Technique to be too rigid.

With that said, you might find the Flowtime Technique to be a more effective alternative.

This technique “measures your productivity habits and your focus with a timed system,” explains Albert Costill in a previous Calendar article. “As a result, multitasking is discouraged in favor of solo work, where you stay focused on one task until it’s complete.”

“This method has become popular as an alternative to the Pomodoro Method, which consists of a fixed amount of work followed by breaks,” he adds. “However, although many have found the Pomodoro Technique highly effective, the time intervals can feel restrictive and stressful.”

The Flowtime Technique eliminates these time constraints. Therefore, a timer will not distract you from your focus.

6. Rather than crossing off tasks, think about outcomes.

Making a to-do list before you start your day is a tried-and-true time management trick. Although some find the act of keeping a list of to-do’s soothing and useful, others may find the rigidity of routines overwhelming.

A to-do list helps us stay on top of things and feels satisfying when we check things off. It is possible, though, that focusing on accomplishments and prioritizing productivity could limit our creativity. Often, to-do lists are effective because they provide a clear path to a certain outcome — do A, then B, then C -– but Wisconsin School of Business research shows that giving people clear problems with clear solutions can restrict their creativity.

For me — I say, “Who cares about creativity when I just want to quickly get a list done. And when someone has spent their valuable time finding a solution, I’m thrilled not to waste my valuable time trying to find a different way. I don’t invent the wheel — I just hurry and accomplish the task!”

Rather than focusing on tasks, try focusing on outcomes for a more flexible approach to time management. “This approach focuses people and teams on a concrete result, not the process required to achieve it,” says Jennifer Robison, a senior editor at the Gallup Business Journal. “Employees, then, have a high degree of autonomy to use their own unique talents to reach goals their own way.”

Innovation and engagement in an organization can be increased when leaders adopt an outcome-based company culture. Consider an alternative to individualized task management if focusing solely on outcomes is not feasible for you and your team. Identify priorities every day, ask your team to check in asynchronously online, or work with a project manager to create a task management system.

7. Be pessimistic.

Time management consultant Laura Vanderkam says that “good time management means planning a resilient schedule, not a perfect one.”

In her experience, even those who plan ahead often forget to specify the time for unforeseen circumstances. When everything goes according to plan, they are successful at time management. The downside is that they may have to give up hobbies, self-growth, or family time if something unexpected happens.

As a backup approach, Laura suggests an approach that is more “pessimistic.”

In this situation, you don’t plan on keeping the schedule minute by minute. Rather, you set aside extra time in the week for work tasks. Although it can be challenging with a busy schedule, it allows you to stay on top of everything.

8. Practice anti-time management.

Richie Norton, author of Anti-Time Management: Reclaim Your Time and Revolutionize Your Results with the Power of Time Tipping, explains how traditional time management tools measure every single drop of sweat, blood, and tears from workers.

“[They were] never designed for freedom,” he says. “The question is, ‘Who manages my time under time management?’ Traditionally, it is about control. Your employer controls your time. They create your schedule. They tell you what to do, when, and where. And, if you want to get crazy, they determine that you only have two weeks out of the year for vacation and when you get to retire.”

Rather than being the opposite of time management or the opposite of time management, Norton proposes embracing “anti-time management.” “You control your time,” Norton asserts. “You decide what you want to do, when and where. You decide if you want to create space or not.”

If you want to practice anti-time management, start by identifying what Norton calls “final causes.” “It’s a term from Aristotle,” says Norton. “The idea is [that] an acorn becomes an oak tree. But in real life, a lot of us are planting seeds thinking they’re going to be an oak when they never will. Why not just plant an oak tree from the start?”

A “final cause” is the reason why something is done. Rather than the goal itself, it’s the success that follows. “Once you realize the final cause, you can change the decision tree around who you want to be and what you really want to do and set up from the dream instead of working endlessly toward it,” says Norton.

How to Handle Time Management When They Don’t Work was originally published on Calendar.com on Oct. 19, 2022, by Howie Jones. Featured Image: Eugene Shelestov; Pexels.com. Thank you!

6 Ways to Utilize the Weekend to Prepare for the Work Week

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Weekend to Prepare

The workweek can be tough. Life asks much of you, and it can feel like the important things are slipping away. While the weekends are traditionally a reprieve from the workweek, more and more, they seem to blend together. So it’s important to make sure you’re using your weekend wisely to prepare for the work week. Here are six ways to use your weekend time to make your next week a bit smoother.

1. Schedule the Week Ahead

Scheduling is one of the best ways to start making good use of your time. It’s easy to meander through the week with a vague idea of what you need to get done each day. You spend more mental power than you might expect when you need to reorient yourself every day.

By scheduling your week in advance, you increase your clarity and precision throughout the week. So start scheduling your week on the weekend if you aren’t already. Spend 30 minutes to an hour on your weekend, blocking out the most important items for every day.

Timeboxing is a skill where you limit the amount of time you allow yourself to spend on a certain task. By limiting the amount of time you allow yourself on a task, you’re more likely to end up finishing it faster. That way, you won’t allow scheduling itself to be another annoying part of your weekend.

2. Budget

A great way to make money is to save it. Budgeting may sound a bit tedious, especially as a weekend activity. But it enables you to be confident in your spending and stretch your money further.

Start by investigating your spending. Take a look through your most recent month of credit card transactions. Get a pen and paper or open up a spreadsheet and start tracking them. Then break them up by order of importance: essentials, need-to-haves, nice-to-haves.

The essentials are non-negotiable fees you have to pay like rent, utilities, and insurance. The need-to-haves are needs with potentially negotiable fees. Need-to-haves are things like groceries or your cell phone bill. These are basically necessities, but unlike your rent, you could find ways to cut down on their costs.

Finally, the nice-to-haves are things that do enhance the quality of your life, but you don’t really need. For example, Netflix is fun, but maybe it’s not exactly the most necessary thing you bought this month. Nice-to-haves are the easiest things to cut.

With a budget in mind, you can approach your week feeling confident about your spending. You’ll know whether you can really afford that extra candy bar while waiting in line.

3. Meal Prep

Feeding yourself can be incredibly time-consuming. You have to decide what you want to eat, go shopping, prepare the food, eat, and then clean up after. Do this three times a day every day, and the hours start to add up. Now, you could circumvent this issue with take-out or frozen meals. But these are often less nutritious and hurt your health in the long run. So why not try preparing your meals ahead of time?

Meal prep is a tried-and-true method of saving time that its enthusiasts swear by. Pick a weekend day, usually Sunday, to get the majority of the work out of the way. While you won’t be able to finish everything ahead of time, you’ll save yourself tons of time each week. The best part is you won’t sacrifice your nutrition while doing so. In fact, you might actually end up eating even healthier than before!

4. Tidy Life, Tidy Mind

An untidy space can hamper productivity. A cluttered desk, for example, is simply less functional than a tidy one. It’s also an indication and reflection of your internal mentality. The same goes for your living space. So if you’ve been meaning to clean up for a while but just haven’t gotten around to it, do it this weekend.

Laundry is also a big part of this equation. It’s one of the first elements of your household that can get out of hand. Make sure you have a dedicated space for collecting dirty laundry, like a closet hamper. Once you establish a routine, laundry can become a weekly or bi-weekly weekend habit, saving you time.

Now that you’ve got your laundry tidied up — apply the meal prep approach to your clothes. Go through your wardrobe and choose which clothes you’ll wear for the coming week. This cuts out the time you spend deliberating on it each morning. You can also go one step further and make cuts to simplify your wardrobe. Steve Jobs famously wore the same outfit to reduce “decision fatigue,” and you can do the same.

5. Take a Step Back

Scheduling, cleaning, meal, and clothing prep are all great ways to frontload work so your week goes smoother. But they’re largely task-based activities that require you to do active problem-solving. Simply put, if you’re always working, you’ll start experiencing burnout before too long. Preparing for the workweek isn’t just about completing tasks ahead of time. It’s also about making sure you’re prepared, and that includes resting.

Now, what’s restful for someone may not necessarily be restful for you. Some people need to charge up to wind down by playing sports or otherwise engaging in rigorous activity. Others may recuperate from the week by finding a quiet coffee shop and reading a new book. It’s important to find what works for you and then to make sure to actually do it.

In a world that values output, it can be easy to write off self-care as a waste of time. But if you’re too burnt out to do work, then you’ll end up wasting your time anyways. Self-care is essential to maximizing your output during the workweek. If you’re a workaholic and just can’t seem to relax, schedule time into your weekend to not work.

6. Connect with Loved Ones

Unfortunately, it’s too easy to let your connections with those you love most slip. Of course, you want to spend time with them, but the world is demanding, and so they’re pushed back endlessly.

Connecting with people who are important to you is crucial for your well-being. This is another form of self-care, but one that focuses on the longevity of your relationships. Humans are social creatures, and by neglecting your relationships, you effectively neglect yourself. Engaging in healthy social relationships boosts your physical chemistry in the short term. Robust relationships also increase your long-term resiliency and life expectancy.

So visit your parents. Go on that date you’ve been wanting for a while now. Text that friend you haven’t seen in years. Time spent with others is time well spent when it comes to your physical and mental health. And regularly scheduled social activity will help you prepare for the work week. It will give you something to look forward to when the workweek gets you down.

It’s Your Time

The traditional work weekend of Friday evening, Saturday, and Sunday lends itself well to scheduling, prepping, and self-care. Friday and Saturday are great times to build relationships and take time for yourself. Sunday is perfect for scheduling, planning meals, and other workweek prep. Treating Sunday as the first day of the week with Saturday as the last is a framework for invigorating productivity.

Ultimately, find what works for you and stick to that schedule to cultivate habits that help you better prepare for the work week.

6 Ways to Utilize the Weekend to Prepare for the Work Week was originally published on Calendar. com on Sept. 29, 2022, by Matt Rowe. Featured Image: Ekaterina Belinskaya; Pexels.com. Thank you!

What Is Timeboxing?

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Large Clock on a Glass Wall;; What Is Timeboxing?

All of us have experienced that 30-minute task that morphed into a full-day project. After all, without time constraints, work can easily drag on throughout the day. This phenomenon is known as Parkinson’s Law, which says “work expands to fill the time available for completion.” Thankfully, you can regain control of your schedule by timeboxing.

When you use timeboxing to manage your work, you can overcome procrastination, regain lost productivity, and focus on the work that matters. Ultimately, the goal is to spend less time planning work and more time working.

What Is Timeboxing?

By timeboxing, you allocate a set amount of time to a specific task on your calendar.

Instead of just working until something is done, you decide when and how much time you will dedicate to it. To put it another way, timeboxing means scheduling a specific amount of time for a particular task in your calendar.

Basically, it’s the same as scheduling a meeting. You pick the day, as well as the start and end times. And most importantly, you reserve time in your calendar to avoid calendar conflicts.

Once you reserve a slot time, you should treat it like an appointment. If you work on a time-boxed task, you will not be interrupted by reschedulings or distractions.

In the case of larger tasks, you may need to reserve several blocks of time ahead of time. You can effectively schedule and prioritize your time with this approach.

“Timeboxing will change your life,” explains Nir Eyal. “It works because it uses well-researched technique psychologists call, ‘setting an implementation intention,’ which is just a fancy way of saying, ‘planning out what you are going to do and when you will do it.'”

No wonder leaders like Bill Gates and Elon Musk have sung the praises of this practice.

The Pros and Cons of Timeboxing

Timeboxing has several advantages. Among the main benefits are:

  • You’ll be more intentional about your work. Creating a timebox requires prioritizing tasks and deciding how long they should take. The more you think about these details for every task, the more aware you are of where your time is going.
  • It is easier to “force yourself” to tackle those tasks you have procrastinated on or that you know you will struggle with.
  • Setting strict limits on when and how much time you will spend on a particular task will help you organize your schedule more effectively. In addition, you’ll be more productive and focused if you don’t get interrupted or distracted while working on your task.
  • Reduces multitasking. The human brain is incapable of multitasking. The brain must re-upload information every time we switch tasks, which takes energy and time. When you timebox, you focus on one task (or a related group of tasks) at a time. This way, you won’t jump between projects.
  • It helps you manage perfectionism, overprocessing and overdoing.
  • Establishes a routine. You can gain a better understanding of your day. When you schedule your timeboxes in your calendar, you can clearly see when each task will be completed. When you schedule your work in advance, you will be less likely to get caught up in the “guessing game” of scheduling and can approach each day more confidently.

The Disadvantages of Timeboxing

Although timeboxing has many benefits, it isn’t for everyone. Listed below are some of the most common drawbacks of timeboxing and some ways to overcome them.

  • You can’t finish your task before the timebox is up. When first starting out, this is a common issue with timeboxing. However, if you track your time over time, you’ll more accurately estimate the time needed to complete specific tasks.
  • Timeboxing disrupts my flow. It can be frustrating when you have to switch tasks when the timer goes off. This is why grouping similar tasks into back-to-back time boxes is recommended.
  • By timeboxing, I rush through tasks, resulting in low-quality work. When establishing a timebox, be realistic. You shouldn’t force every ounce of productivity out of time management techniques like timeboxing. If you try that, you will burn out instead of succeeding. Instead, keep your expectations realistic and schedule downtime between tasks to prevent burnout.
  • My calendar is a bit cluttered after adding all of my timeboxes. Taking control of your calendar is possible with timeboxing. But this time management strategy is not for everyone. Another time management strategy, such as time blocking, might help you if you’re feeling overwhelmed.

How Timeboxing and Timeblocking Differ

When you use time blocking, you schedule a time to accomplish everything on your agenda, everything you might otherwise be unable to accomplish.

Time blocks, also called time periods, refer to shorter time periods that can be marked on your calendar and dictate starting and ending times for activities. Each time block is intended to motivate you to help you follow your schedule and complete your work on time.

Then you assess whether you completed the task before the end of the time block. If not, you allocate more time for the next attempt.

How is timeboxing different?

When you timebox, you limit activities to avoid wasting too much time.

The process involves creating time periods called “timeboxes,” which can range in length from a few minutes to several months. In addition to deadlines and goals, timeboxes may also include milestones, deliverables, and a budget.

Regardless of the outcome, you declare your work done at the end of the timebox. After that, you assess whether or not you have reached your goals.

For example, you might want to clean up your office without spending the whole afternoon doing so. Whenever your 30-minute timebox runs out, you stop immediately, regardless of how much cleaning you’ve done.

Getting Started With Timeboxing

Are you interested in giving timeboxing a try? Here are nine pointers to get you started on your journey.

1. Identify appropriate tasks.

The general rule is to assign a timebox to any task you want. However, setting timeboxes for the following would be most helpful:

Those tasks you don’t want to do.

In most cases, these are time-consuming and demanding tasks, such as writing an eBook. As a consequence, your procrastination is the result of knowing you cannot complete these tasks quickly.

If you break up your work into smaller, more manageable chunks with their own deadlines and milestones, you make the task seem less daunting. Then, to reach the next one, you only need to motivate yourself.

The tasks you want to complete as quickly as possible.

Cleaning your bathroom or arranging your emails are two examples of necessary but unpleasant tasks. These tasks will either take a long time to complete or consume too much of your time.

A strict deadline will limit the time you’ll spend on the project from the get-go.

2. Differentiate between hard and soft timeboxes.

To clarify what you should do after each timebox, distinguish “hard” timeboxes from “soft” timeboxes:

  • Soft timebox. A soft timebox can be thought of as a group of smaller tasks you’ve broken down into larger ones. After completing one timebox, you move on to the next timebox. You can keep track of your work with symbolic milestones, which will help you parse it more effectively and make it easier to manage.
  • Hard timebox. A hard timebox is one you won’t think about once it’s over. You move from one completely unrelated timebox to the next as soon as you finish one. As your focus shifts to a different type of task, milestones become more apparent.

3. Make timeboxed time a priority.

You may find it tempting to rearrange, reschedule, or cancel your timeboxes when you have a busy day. Keep this to a minimum. When you have established your timeboxes, think of them as self-scheduled meetings instead of going with the flow.

By setting aside time for a specific task, you are committing to yourself that you will complete it during that time. Therefore, Timeboxes shouldn’t be canceled at the last minute, just like you wouldn’t cancel a meeting at the last minute unless absolutely necessary.

4. Visualize your time.

The best way to timebox is to make it visually appealing. To see what time limit you have on any particular task, it helps to schedule focus time on your calendar. In addition to helping you stay on schedule, it also lets others know when you will not be available.

5. Set a limit on the timebox.

How long should a timebox last if it’s realistic?

According to the widely discussed science of ultradian rhythms, you should never allocate more than 90 minutes to any task in one sitting.

The amount can, however, be reduced. For example, feel free to set a five-minute time limit for brainstorming tasks that will take about five minutes.

It’s entirely up to you how long your timeboxes are and how many tasks you’ve got to accomplish. But, regardless of the timebox length, taking a break after 90 minutes is always a good idea.

6. Take breaks between timeboxes.

Breaks help you stay focused longer. Again, science shows that your attention begins to wane after 90 minutes, but it might wane much earlier. To keep your routine smooth, you must plan ahead for breaks.

It is possible, for example, to work for 45 minutes and then take a 15-minute break. This will give you a full hour.

Also, you should make the most of these breaks. I recommend taking a break during your break time to let your eyes rest, primarily if you work all day in front of a computer. Try stretching or taking a short walk outside instead.

As soon as you return, you’ll have regained your focus and concentration, just in time to work for another 45-minute timebox.

7. Set timers.

As soon as you’ve assigned time to each task, set a timer to remind you when it’s time to move on to the next one. You will not only be motivated to work efficiently if you set a specific period of time. But you will also ensure you don’t leave out other important projects as well.

8. Similar tasks should be grouped together.

It is best to create individual timeboxes for most tasks and initiatives to timebox effectively. This is because it takes time and mental energy to switch between tasks, even with timeboxing. Therefore, tasks should be grouped in adjacent timeboxes to avoid this problem. By doing this, your brain will stay on the same “track” even while you work on individual projects.

In other words, even if you switch timeboxes, grouping similar tasks will make it easier for you to stay focused and flow.

9.  Review, rinse, and repeat.

Review your progress at the end of every timebox or day. Can you learn anything and apply it to your future schedules if you complete all your tasks?

If not, ask yourself why. Did you allow enough time for the task to be completed? What distracted you or derailed you?

What is Timeboxing? was originally published on Calender.com by John Hall. Featured Image Credit: Thomas Brenac; Pexels.com. Thank you!

Calendar Full? 5 Ways To Maximize Your Meetings

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Calendar Full? 5 Ways To Maximize Your Meetings

No company operates in a vacuum, and very few businesses are one-person operations. Even if you’re a solopreneur, you’ll likely need to coordinate with clients. In short, business means collaboration. Working with others translates to the necessity of meetings. And meetings can either be a drain for your schedule and productivity. Or, when you maximize meetings, a chance to ensure you’re on the same page with your collaborators, work out kinks and develop actionable plans for your projects.

Most of us have experienced those meetings that we know by the “could have been an email” trope. They’re the ones that seem to have no clear direction, in which the group collectively spins its wheels. This might be due to participants getting sidetracked or simply because the content of the meeting is redundant.

It’s not a great feeling to sit through an entire hour while silently stressing about the tasks we could be doing instead. Packed calendars are ubiquitous; no one wants or deserves a time-wasting meeting. If you’re in charge of periodic or regular check-ins with your team or clients, everyone involved will thank you for running smooth and effective meetings that support their tasks.

A great meeting should help participants resolve stuck points, get team members on the same page, clarify project next steps and generally save time and energy. Carefully planning your meetings and sticking to the plan will help the members of your team get the most out of face-to-face time.

Remember that time is money and budget meeting time accordingly.

It’s important to periodically evaluate the frequency and time demands of your team’s meeting schedule. Ask yourself:

Do you need a weekly or bi-weekly face-to-face to stay on track?

Can some meetings be skipped if no pressing concerns need to be addressed?

How will holding a meeting impact your team’s productivity: will it enhance it by alleviating stuck points, or will it hinder it by pulling people out of their zones?

Evaluate whether your team requires standing meetings.

Try not to get stuck in the mindset that meetings, especially standing meetings, are necessary to keep everyone moving forward together. Sometimes, it really can be an email. Being thoughtful about when and how you conduct your meetings could translate into significant cost savings for your business. Remember, you’re paying for everyone’s time during that meeting. You’re also potentially losing productive time on tasks if you’re meeting unnecessarily. It might be enlightening to get out a calculator and run the numbers for your company’s spend on weekly meeting time.

Have a clear meeting agenda and stay on task.

When you and your team have determined that a gathering is warranted, whether virtual or in-person, it’s vital to have a clear action plan. Before each meeting, clearly identify what you want to accomplish, who needs to be involved and how you will organize the time. Try not to require attendance from teammates if you don’t need to take up their time. It’s essential to create and share an agenda for each meeting – and stick to it.

“If I don’t have an agenda in front of me, I walk out,” Annette Catino, chief executive of the QualCare Alliance Network, told the New York Times. “Give me an agenda or else I’m not going to sit there, because if I don’t know why we’re in the meeting, and you don’t know why we’re there, then there’s no reason for a meeting.”

Tips for Maximizing Your Meetings

Developing a plan ahead of time will help everyone involved know what to expect, keep discussions corralled and save everyone time.

Here are five tips you can implement today to help you and your team ensure efficiency and that you all get the most out of your collaborative time.

1. Have a meeting agenda available for your team before you get together.

A well-thought-out meeting agenda is the heart and soul of effective team collaboration. Think of it as a playbill for success, a guide that sets the stage for smooth performance. Your agenda should include the essential who, why, what, and how information.

Your team should know who is attending. Communicate expectations to each attendee for their contribution to the conversation. You should also have a clear goal established, even for standing meetings. What are your team’s pain points and how will you address them during this time? If you can’t answer the big “W” questions, you may want to back up. Assess whether your team needs to meet at all.

The agenda does not need to be a fully fleshed-out document, with paragraphs of explanations or instructions. Instead, simply identify the items that need to be dealt with, in an order that makes sense, and note who is invited to contribute to each point. You may end up going off script at times, but having a clear outline will go a long way to keeping everyone on task.

2. Use your meeting agenda to stay on task and ensure efficiency.

To help maximize any meeting, it’s vital for every participant to receive a copy of the agenda beforehand. If possible, allow enough time for feedback and questions. You might find your team helps you improve on your plan beforehand.

If you’re a traditional brick-and-mortar operation, you could distribute hard copies of your agenda before you meet. But that isn’t a viable option for hybrid or remote gatherings. Emailing an agenda document to everyone is a possible solution. Or, you might consider tech tools that can help organize the process from start to finish.

One tech tool option to maximize your meetings is Fellow. Fellow’s software includes meeting templates, so you don’t have to start with a blank page when organizing your agenda. The agendas also allow you to keep your team accountable and informed about key decisions. Having a multi-feature tool for your team is one way to keep everyone on the same page and keep track of needs and progress at a glance.

3. Stay on task and cut down on distractions.

Depending on your culture, you may want to spice up your meetings a little to keep your team engaged. But if you do, it’s a good idea to keep everyone otherwise focused and on task. Make sure everyone has the space to contribute and you’re working to help with pain points or sticking points.

If you’re running the meeting, strive to serve as its moderator. Foster open communication. Be ready to step in when it’s time to redirect or move the meeting along to the next agenda item. As you tick down the list, stick to a rhythm of communication, brainstorming, and settling.

Talk about where you’re stuck or what needs to be addressed about a particular point. Allow the team a reasonable amount of time (given your schedule and the meeting length) to discuss approaches and then commit to a strategy to address it before moving on. If something doesn’t work, you can revisit it later.

4. Encourage note-taking and active listening.

Meetings can be rich opportunities for teams to work through roadblocks collaboratively. If you plan them out thoughtfully, stick to the plan and allow participants to bring their challenges and solutions to the table, you can accomplish workplace miracles.

Coaching your team on active listening (listening to understand vs. listening to respond), and good note-taking will help participants maximize the benefits they reap from each face-to-face meeting.

Some form of note-taking, whether by hand or with a digital device, will help team members remember next steps and other action items. If you meet online, you might consider creating a digital recording of important meetings. Attendees can review details asynchronously later.

5. Go forth and turn those bullet points into action.

You want your time to be used to maximum efficiency when you gather your team. As a result, make sure your meeting allows for planning and the next steps. You could have a recap at the end of each session, quickly summarizing each relevant topic, outlining how the team will address the issue, and clarifying who is responsible for what.

To maximize your meetings, you could also work this into each agenda item as you move through the meeting itself. Everyone should leave the table (whether it’s in your meeting room or virtual meeting space) with a clear understanding of actions they will take to move forward. If each attendee leaves the meeting empowered with the knowledge of what and how to do next, you can save significant time and energy as a project progresses.

Whether you and your team operate in person, remote or hybrid, meetings are likely a staple of your weekly or monthly scheduling. You need to collaborate, and sometimes face-to-face is the best way to do that. These steps can help you ensure a smooth and productive meeting online or in person, and help you avoid wasting your and your team members’ time.

In short, great meetings involve a lot of clear communication, from beginning to end. Start by evaluating whether you should have a meeting and who is essential to the process. Clearly outline points to be addressed in a succinct meeting agenda. Keep the meeting flowing on task. Ensure everyone walks out knowing what to do next. A little extra planning and preparation will save your team a healthy amount of time, cost and stress.

Calendar Full? 5 Ways To Maximize Your Meetings was originally published on Calendar.com by Deanna Ritchie. Featured Image Credit: Christina Morillo; Pexels.com. Thank you!

5 Tips for Waking Up Earlier

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5 Tips for Waking Up Earlier

Not everyone is a natural morning person. Some like to sleep in and get a few extra Z’s. Ever heard of “beauty sleep?” Getting some extra rest is definitely okay unless your schedule no longer allows for it and you need to start waking up earlier.

Maybe it’s a new job, or you’re returning to school after the summer break. Whatever the reason, if you’re not used to waking up early, making the switch can be difficult.

Most people don’t enjoy getting less sleep. Fortunately, there are ways to get around this that don’t involve missing out on much-needed rest. There’s more to it than just going to sleep earlier.

Making some simple changes to your mornings can make a significant difference. Starting to make these changes might seem daunting, but in reality, it’s not so tough. Here are some tips to help yourself wake up earlier and conquer the day.

1. Draft a schedule.

One way to feel more prepared for the next day? Utilizing a schedule should be your go-to move. Scheduling is the perfect way to lay out what you need to get done, then plan your day accordingly.

Simply write down what you know you need to do the next day, and assign the tasks to different times of the day. It can make your days easier because you can visualize what your day requires. Also, you won’t have to figure out what task to do next at the moment. If indecision rules your days, adding this form of structure can help keep you on course.

You don’t have to go crazy planning ahead. Some people aren’t big schedulers, and that’s okay. That can be enough if you want to think ahead only the day before. There are no rules to break here.

When making your schedule, remember to allow enough time for each task. Additionally, be realistic about how many things you do in a day. The point is not to overwhelm yourself; it’s to make your life easier. One thing you can schedule ahead is a morning routine (see #2). Seeing what you need to do in the mornings can help give a sense of order.

2. Create a morning routine.

One of the secrets of waking up earlier is to follow a routine. A morning routine can be as simple or elaborate as you wish. If you’re new to the concept, going easier on yourself is your best bet.

Making a routine is simple — have an order of the activities you need to accomplish in the morning.

For example, the first thing you might do when you wake up is brush your teeth. Then, you might shower. Basically, you’re mapping out what you’ll be doing and giving it some order.

There are different aspects of morning routines. What kind of morning do you want? That might seem like a loaded question, but give it some thought. Do you want to exercise? Make a nice breakfast? Time to journal or meditate? These are things to consider when planning a routine for your mornings.

Perhaps most importantly, remember to make your routine realistic. If you’re not used to going on morning runs and coming home to a green smoothie, don’t expect this by tomorrow. It can take a moment to get adjusted, so start small. For example, go on a short run your first day, and maybe pre-make your smoothie the night before.

Whatever you choose to include in your new routine, make sure it’s not too much to handle. A routine is all about simplifying your time, not adding extra stress. If you’re lying awake at night, dreading everything you have to do when you wake up — it won’t help you. Go easy on yourself!

3. Avoid the snooze button.

When trying to make yourself wake earlier, it can be so tempting to press “snooze.” The extra five or ten minutes might feel like it would do you some good. However, this way of thinking is actually the opposite of reality.

According to the Cleveland Clinic, hitting snooze can be harmful to your sleep health. You might condition your brain to expect those extra minutes, which would be counterintuitive. The short sleep period is not actually restful, so it’s a waste of time. You might even feel more sleepy afterwards.

So how do you stop relying on the snooze button? A little self-control can go a long way. Do all you can not to be tempted to get those extra few minutes. Additional minutes that are not beneficial, if you remember. Try counting 5, 4, 3, 2, 1 — and hop out of bed.

Get up and do some jumping jacks. Splash your face with cold water. Anything to get yourself out of bed and feel a bit more energized. It can be hard at first, but your body will thank you later.

4. Have something to look forward to.

It might seem silly, but anticipating something you enjoy is one of the simplest ways to get yourself up and at them. If you have an activity you’ve planned, and you’re looking forward to — it’s less tempting to stay in bed. It’s some simple psychology, but it works.

Think about something that would motivate you to get up. Is it a yummy breakfast? Maybe a refreshing run outside? Or, perhaps it’s a delicious cappuccino that helps give you that caffeine boost. Whatever it may be, having something that gets you out of bed is great.

If you haven’t used this method before, it could be a good one to try. First, however, think about how much time this rewarding activity will take. You’ll need to factor that into your morning schedule. Or, you might have to adjust your wake-up time.

If you think a mouthwatering breakfast sounds like it would get you up, try that. And, there are steps you can take to make the process easier on yourself in the morning. Having to make a complete breakfast from scratch could take some time. Instead, prepare some things in advance to make cooking a quicker task (see #5).

5. Prep the night before.

Another step you can take to help yourself wake up earlier is to prepare in advance for your morning routine. The less you have to do right out of bed, the easier it can be to get everything done. This can help you feel less stressed about the morning time.

For example, meal prepping for breakfast can free up your mornings. By cooking breakfast the night before, all you have to do is reheat. Or, if you don’t want to make all of it in advance, just prepare some parts of it beforehand.

Let’s say you want an omelet, but don’t like the taste of reheated eggs — prepare to have a fresh omelet by chopping up any vegetables you want to add to the omelet. If you want to add meat, like bacon or sausage, cook those the night before. Now all you have to do is throw it all in a pan in the morning.

How about a little less of an effort? Even just laying out products you’ll use or clothes you’ll wear the next day can help. Picking out your outfit the night before can cut down on time in the mornings, especially if you’re indecisive.

If you wear makeup, lay out what you’ll use on your dresser or vanity. You’ll have less reaching and searching to do when using everything. This can really help with fuzzy morning brain, too.

Don’t be hard on yourself.

It’s important to remind yourself that making adjustments can be hard. Especially if you’re not a morning person, changing the time you wake up can be extra difficult.

It might not be smooth sailing from the get-go, and that’s okay. Don’t put yourself down for any struggle you may feel during the process.

No one said being human is easy. Remember to give yourself some grace. Utilize the tools around you — make a schedule, have a reward ready, prep the night before. Whatever it takes to reach your goal, be sure to use it.

5 Tips for Waking Up Earlier was originally published on Calendar.com by Angela Ruth. Featured Image Credit: Los Muertos Crew; Pexels.com. Thank you!

Why Is Time Management Considered a Soft Skill?

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Why Is Time Management Considered a Soft Skill?

Optimizing your resume is vital when applying for a job, asking for a raise, or seeking a promotion. Obviously, factors like your education and experience play a role. However, it’s also true for the hard skills you possess, such as the specific knowledge and skills required to perform well at a job.

However, increasingly, soft skills are playing a significant role.

“93% of employers say soft skills play a critical role in their decision about whom they want to hire,” says Ian Siegel, co-founder and CEO of ZipRecruiter. “Those soft skills include showing up on time, willingness to learn, enthusiasm, and a can-do attitude. So when you don’t have work experience to sell, remember that you can still sell yourself.”

The term “soft skills” encompasses a wide range of abilities. However, due to people working in very different situations, hybrid situations, communication is very high on the list right now. ZipRecruiter listed communication as the most in-demand soft skill that employers are looking for. This was followed by customer service, scheduling, time management, project management, analytical thinking, and the ability to work independently.

But what exactly are soft skills? How does time management fit into the concept of “soft skills?” And, in what ways does it allow you to thrive at work?

Well, let’s answer those questions, and more, in the following article.

What are soft skills?

Often, time management is referred to as a soft skill. But what does that mean exactly? Essentially, a soft skill is a desirable trait for employers.

The soft skills you possess determine your work style and your interaction with your co-workers. The difference between hard skills and soft skills is that hard skills are technical and job-specific. In contrast, soft skills relate to professionalism, timeliness, and other essential, intangible qualities that complement the practical skills required for the job, making you an attractive candidate.

Although these skills are crucial to success at work and in your personal life, many people never learn them. Some of the most common soft skills include:

  • communication;
  • collaboration;
  • emotional Intelligence;
  • analytical and problem-solving skills;
  • creativity;
  • adaptability and flexibility;
  • leadership;
  • learning agility;
  • stress management;
  • ownership; and
  • attention to detail.

As people have gained access to colleges and technical schools, they have developed more advanced hard skills. Yet, despite this, many people lack the soft skills necessary to succeed. And again, the importance of technical or skilled skills cannot be overstated. For example, skills like coding, marketing, or speaking another language will definitely give you an edge.

However, if you have no interpersonal skills or have difficulty managing your work ethic, you will have a tough time succeeding. It is even possible that you could lose your job.

Due to this, soft skills are more important than you may realize. So do not underplay or disregard them during an interview or ask for a raise or promotion. Instead, ensure that potential employers know you are efficient, effective, and able to work with others.

Why is time management considered a soft skill?

Managing time effectively is a soft skill because it cannot be taught in a formal classroom setting. Instead, it requires practice and experience to develop.

But, more specifically, time management is considered a soft skill for the following reasons.

  • Regardless of your profession, it applies to you. Managing your time effectively is important regardless of your industry or position. In fact, unlike hard skills specific to certain industries, time management is a universal skill set.
  • You can transfer it. In addition to the previous point, soft skills can be applied to any career path. Their use is versatile and can be adapted to many different positions and settings.
  • It’s teachable. Although not traditionally taught in a classroom, soft skills like time management can be taught. Most accomplish this through training, coaching, workshops, and external mentoring.
  • Success requires it. As a soft skill, time management is crucial to success. Without time management, you will have difficulty meeting deadlines, completing tasks, and achieving your goals.
  • Soft skills strengthen workplace relationships. The last thing anyone wants to work with is someone who never meets deadlines or disrespects their time. Unfortunately, it is possible to disrupt your co-workers and make life difficult for everyone in your workplace without time management skills. The result can be friction between your co-workers.
  • It’s a life skill. The ability to manage time is not only useful at work. Your personal life can benefit from this as well. Whether completing daily chores, setting and keeping appointments, going to the gym, or spending time with family and friends, time management is an integral part of our lives. Intentionally managing your time will help you make better decisions and maintain a successful work-life balance.

Why is time management an important soft skill?

With a better understanding of soft skills, let’s look at the importance of time management at work.

  • It makes your work experience more enjoyable. You are more likely to deliver a high-quality end product on time (or before) when operating at your highest level. In turn, this boosts your confidence, motivation, and engagement.
  • Goal-setting becomes easier. By setting smarter goals, it will be easier for you to track and achieve them.
  • Provides more opportunities. By being proficient in the basics of your job, you will have more opportunities for training, career growth, promotions, and mentoring in the workplace. In addition, when you learn how to manage your time efficiently, you can gain additional skills that can last your entire career and increase your competitiveness.
  • You can make better decisions. Planning your day strategically and prioritizing the most important tasks first is the key to making wise, practical time management decisions. You will become more productive as you develop this habit and think more creatively and critically about your tasks.
  • You’ll be able to avoid stress and burnout. Allocating specific time windows for being most productive is a critical element of time management. You’ll be less stressed when you utilize these time frames and get your work done efficiently. For example, when you block out time for your priorities, you can avoid waiting until the last minute or letting distractions interrupt your workflow.
  • More personal time. A satisfying work-life balance is something we all strive for. Nevertheless, finding that balance can be difficult when your work and home to-do lists are overwhelming. We can regain our freedom by managing our time well off the clock. We won’t work odd or long hours if we have a deadline. Managing our time allows us to relax, refresh, and reset.

Types of Time Management Skills

While not an extensive list, here are some of the most essential types of time management skills you should consider developing.

Prioritizing

You may be unable to complete every task you are asked to do. And, that’s alright — despite your desire to do everything at once.

You must prioritize your tasks to accomplish what matters most in a logical order. Among the factors to consider when assigning priority are:

  • the timeframe for each task;
  • estimated timeframe;
  • the ways it might be necessary to others in the organization;
  • the consequences of not completing the task;
  • the possibility that a task could be interrupted by a bottleneck; and
  • whether it could it be delegated or outsourced to someone else.

Scheduling

Some tasks must be accomplished at specific times, so scheduling is essential. Schedules affect the flow of your day, your week, your month, and the workflow of others. Due to energy levels and demands of the day, most people are more or less productive at specific times of the day.

Keeping a schedule can also help you avoid procrastination. For example, let’s say that you need to return an important phone call. If it’s not scheduled, you may keep putting it off by saying, “I’ll get around to it.” As a consequence, you never make this important phone call.

Moreover, a schedule ensures you never miss deadlines or meetings. And, it’s pretty handy in breaking larger tasks into more manageable pieces.

Task Management

You can prevent forgetting important tasks by keeping a to-do list (properly prioritized) and integrating it into your schedule. In addition, they help you avoid spending all day thinking about your to-do list.

Keeping track of your tasks takes energy, and having to contend with everything that needs to be done throughout the week can be a burden. Keep a daily list of all the tasks you need to accomplish, and you won’t be overwhelmed. Focus on one task at a time.

How you decide to manage your tasks is totally up to you. Some prefer to create daily, weekly, and monthly to-do lists. Others, however, may for techniques like batching, where you arrange your tasks in similar groups—for example, setting aside specific time blocks for email management or scheduling meetings only on Tuesdays.

Workload Management

Even though it may seem odd, pacing your work is a crucial time management skill. Working long hours or skipping breaks may improve productivity in the short term, but you will lose productivity in the long run due to exhaustion. Unless there is an emergency, it is important not to overwork. Your schedule should include necessary breaks and a reasonable end time.

Also, you can avoid burnout by knowing and implementing an optimum workload for yourself.

Minimizing Distractions

When you learn how to manage your time, you can avoid distractions. Experts recommend that you avoid distractions during work hours, such as emails, texts, and social media.

Doing this will allow you to keep your focus and utilize your time efficiently. When working, it can be tempting to let people interrupt you or let your laziness get in the way. For your schedule to run smoothly, though, you must remain focused and organized.

You should be in control of your work time as well. For instance, you should not waste time looking at irrelevant work materials on the web.

Do not lose focus. After all, there’s a reason that you set goals. You will achieve your goals much more quickly if you focus your efforts appropriately.

Delegation

It may be possible for you to delegate some tasks, depending on your line of work. As such, you need to know when to delegate and what to delegate.

At the same time, many people are reluctant to delegate, either because of their desire for control or to save money by not hiring assistants or employees. In the end, both approaches reduce productivity and increase costs.

Despite diligent time management, you may be trying to do too much if you still can’t accomplish everything on your to-do list. Remember, rather than failing at many tasks; it is better to succeed at a few of them.

How to Improve Your Time Management Skills

Are you interested in improving your time management skills? To solve this problem, you can do a few things.

Keeping a time log is a good place to start. As a result, you can audit where your time is currently being spent. Additionally, this can help you discover when you’re most productive and when you’re wasting time.

In the words of psychotherapist and writer Nathaniel Branden, “The first step toward change is awareness.”

After that, you need to be deliberate. After all, time management doesn’t just magically happen. It also involves the following.

  • Setting small blocks of intention, like 30-minutes on an activity that brings you closer to reaching a goal.
  • Use techniques like the Eisenhower Matrix to determine what your priorities are.
  • Evaluating time-wasters, such as the time spent in your inbox.
  • Get comfortable with saying “no” when you’ve packed your calendar.
  • Building a conducive work environment by keeping it clean and organized.
  • Fight back against procrastination by scheduling your most important tasks when you’re most productive.
  • Add white space to your calendar instead of scheduling every minute of your day, like blank spaces for emergencies.
  • Assessing your schedule regularly. Doing so will help you prepare and ensure your time is spent wisely.
  • Tracking the progress of your goals to hold yourself accountable.

In Conclusion

There’s no denying that we’re living in an era of change in the workplace.

Because of that, soft skills are in high demand. More and more employers recognize the importance of soft skills for employee morale and productivity. Having the right opportunities and the right environment can help you develop soft skills.

Because of this, time management is a soft skill that can enhance your career.

Why Is Time Management Considered a Soft Skill? was originally published on Calendar by John Rampton. Featured Image Credit: Ono Kosuki; Pexels. Thank you!

How Can I Better Manage My Time Management Needs

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You can always do better to improve your time management abilities and habits. Manage your time management needs to make your life better.

Signs that you need to improve your time management abilities and habits include the following:

  • your long-term ambitions appear elusive;
  • you are not getting much done; and
  • you miss or move your deadlines.

There is no project manager assigned to your life to manage your time and responsibilities properly. You can take charge of your own time management needs.

Everyone struggles with time management. It is a skill most of us could use some help to improve. However, signs that you need to improve your time management abilities and habits include:

  • your long-term ambitions appear elusive;
  • you often miss or move deadlines;
  • you can’t concentrate and struggle to accomplish chores or projects;
  • your work list is overwhelming;
  • you decide you just cannot do it all;
  • you labor longer than you should on particular tasks;
  • you’re always stressed; and
  • you’re trying hard…but getting nowhere.

If any of the following apply to you, it’s time to grow up a bit and work on your time management.

Finding Out How Time Management Works

1. Set objectives.

We often ignore goals while managing our time.

It’s easy to lose sight of long-term objectives amid everyday duties. As a result, you may struggle to concentrate on the most pressing issues or prioritize your extensive list of responsibilities.

Overwhelmed? Re-evaluate your task list. Will spending time on this specific task help you achieve your goals?

Work from your SMART objectives: Specific, Measurable, Achievable, Realistic/Relevant, and Time-Based. Unrealistic or vague objectives are challenging to monitor and generally unfinished.

2. Plan your time.

Stop letting others schedule your time.

The most effective strategy to acquire time management skills is to be purposeful with your time. You are making time management a habit that may help you achieve long-term objectives while reducing distractions and increasing attention. When planning your time working from home, keep in mind different timetables.

For example, notify your roommates when you don’t want to be disturbed, go to a public place, or make a lot of noise. Establishing expectations ahead of time decreases the possibilities for conflict.

3. Plan time chunks.

Blocking your time is an excellent method to prioritize non-urgent, long-term projects that demand attention and significant labor.

  • It’s generally put on hold when more pressing duties demand your attention.
  • Setting aside time to focus on specific tasks ensures progress.
  • Limiting work time also reduces task fatigue.

A shared calendar at work might help discourage employees from arranging meetings within your time blocks.

4. Find your time management peak hours.

Power hours are when you have the most incredible energy and do the most.

You may already be aware of your power hours. If you’re unsure, monitor your time to find out. Therefore, during your power hours, schedule your most vital and time-consuming chores.

However, schedule monotonous jobs that don’t demand much concentration throughout the day.

5. Use sprints for focus.

It’s not always simple to start a job or work deep. Therefore, the Pomodoro approach works well for task beginning and attention issues.

Schedule brief (15–30 minute) periods of intense concentration on a single activity. Then take a five-minute pause between sprints. Prepare a distraction-free environment before a concentration sprint. Get rid of everything except what you need to complete your task.

For example, enable Do Not Disturb on your devices. Avoid putting up with talkative roommates. Your sprints may be as long or as short as you choose. However, five- and ten-minute sprints with one-minute pauses may be more suitable for you.

6. Set time management priorities.

Our to-do lists may suddenly balloon. Idea generation and idealization are human strengths. Ideas are limitless, but time is limited. Pretending you can manufacture time increases your stress levels. For example, the Eisenhower Matrix is a powerful prioritizing tool.

Even if you don’t use the diagram to prioritize activities, the vocabulary and structure may help you evaluate their worth. For example, tasks that need quick attention.

  • Important: Tasks that help you achieve your objectives. However, they aren’t always urgent, yet failure to do so has significant implications.

The Eisenhower Time Management Matrix divides work into four quadrants. Using this approach will help you prioritize your tasks.

Prioritize these tasks. Next, do these things.

  • Important But Not Urgent: Postpone or assign. Don’t do it! Remove it from your list.

You don’t have to do everything. However, delete tasks that don’t fulfill your aims to save time, especially if you created them. It takes some trial and error to find the right one for you. Nevertheless, it is possible to build good time management skills.

7. Schedule your week and days.

Every day and week, set your aims and priorities. However, planning your calendar offers you a better sense of the future and allows you to prepare for it.

Therefore, checking in on your time management priorities keeps you on track with your objectives and helps you to adjust to new ones.

8. Saying no.

Time is limited. Even in business, boundaries are necessary. You may feel pressured to say yes to every request, but you aren’t.

It’s essential to be aggressive, know your limitations, and avoid over-committing. Breach of obligations erodes confidence in relationships.

9. Feed your brain.

We frequently take our intellect for granted. Focus isn’t only a result of willpower. Our brains must be in tip-top shape.

You are taking pauses, sleeping enough, eating well, exercising regularly, and socializing to help executive function. If you’ve ever felt “hangry” or grumpy after a stormy night’s sleep, you’re not 100%.

However, when you’re irritable, you’re more likely to create problems at work and at home. Therefore, trying to work when you’re not at your best leads to poor work and mental misery.

10. Stop looking for motivation or inspiration.

You won’t get much done if you wait for inspiration to hit. Set a small objective to get started.

Focus sprints might help you finish challenging activities. Starting time management may inspire you even for five minutes. However, don’t ignore social media.

11. No such thing as time management multitasking.

Multitasking is a losing proposition. Constant interruptions degrade attention, reducing work completion.

Instead of jumping from activity to task, make a list of recurring charges and schedule them. However, it’s tough to resist multitasking when you’re not the only one working from home, but setting limits will pay you in the long term. However, always look for new time savers.

12. Plan your message check-ins.

You may believe checking every email, social media direct message, and phone contact are polite. Like multitasking, these random interruptions limit your capacity to accomplish serious work. Instead, schedule time to catch up on mail.

How Can I Better Manage My Time Management Needs was oringinally published on Calendar by Hunter Meine. Featured Image Credit: CottonBro; Pexels. Thank you!

The Importance of Creativity in the Workplace

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Creative Mural on Building

The cornerstones of productivity are staying organized, mission-driven, and efficient. But, staying creative shouldn’t come at the expense of those pillars. On the contrary, creativity is becoming an increasingly valuable asset in the workplace for both individuals and teams.

Furthermore, the World Economic Forum states that creativity is or is related to nine of the ten skills that will define the world in 2020 and beyond. In addition to increasing confidence and collaboration, being creative increases problem-solving skills.

But that’s not all. In business, creativity has the following benefits.

Goes hand-in-hand with innovation.

Innovation requires two ingredients: novelty and utility. Unfortunately, despite the importance of creativity in generating unique and original ideas, they’re not always practical. Creative solutions, however, are essential for innovative solutions.

Leads to productivity.

Creativity fosters productivity as long as the work environment allows them to coexist. As a result, creativity can lead to productivity in the following ways:

  • Prevents getting stuck in a rut.
    • There’s nothing wrong with routines. However, sometimes you need to shake things up and push yourself out of your comfort zone. Doing so will expose you to fresh ideas and perspectives.
  • Solves bigger problems.
    • You and employees will be able to see the bigger picture and focus their energy on issues that significantly impact the company when creative thinking is encouraged. When employees can apply these efforts to bigger-picture problems rather than simply churning out work, they are more productive — and the business thrives.
  • When employees are encouraged to be creative, their workplaces will be changed for the better.
    • Motivation comes from allowing people to make a tangible, visible difference in their workplace. You don’t want to feel like a drone, mindlessly completing tasks without any apparent impact on your life.
  • People get emotionally involved in it.
    • Quite simply, work without passion is tedious — especially for entrepreneurs and intrapreneurs. Some people, however, require a little more motivation to spark that passion at work. Participating in the creative process empowers workers, regardless of their department or role.
  • By promoting creativity, failure becomes less likely.
    • People need the freedom to fail if they are going to foster a creative environment. Creative environments that fear failure are crippled and hamstring the flow of ideas. As a result of fear, we tend to color outside the lines, preventing us from identifying new and more effective ways of working, improving processes, streamlining operations, and creating new products.

Provides adaptability.

It may not always be necessary to adjust your business model when creatively addressing challenges. For example, to improve the efficiency of your operations, you might develop new products or services. However, don’t reject an idea because it doesn’t match the scale of a problem.

Business is a world of constant change, and adapting to it requires creative solutions.

Growth depends on it.

The idea that there is only one way to approach or interpret a situation or challenge is one of the main hindrances to a business’s growth.

It’s easy to fall into cognitive fixedness because it can be tempting to approach every situation the same way you have in the past. There are, however, differences between each situation.

A company’s leaders can stagnate if they do not take the time to understand the circumstances they face, foster creative thinking, and act on findings.

The skill is in demand.

Top industries like health care and manufacturing value creativity and innovation. It is mainly due to the complexity of challenges faced by every industry.

How to Encourage Creativity in the Workplace

So, we know that creativity is essential. But, how exactly can you encourage creativity in the workplace?

1. Schedule opportunities for creative thinking.

“Creative thinking can often be overlooked if it doesn’t get time on our calendars,” writes Nathan Rawlins in CIO. “There will always be more meetings and tasks to check off our lists, so it’s important to actually book time for creative activities.”

For example, hackathons have resulted in significant updates for our product offerings. In two to three days, teams spend a lot of time thinking creatively, collaborating, and testing out ideas outside the box. “The results are fantastic features that bring value to both the product and the company,” adds Rawlins. “Additionally, these events boost morale and demonstrate our commitment to creativity and innovation.”

2. Instill autonomy.

Increased responsibility and autonomy will likely lead to the generation of more ideas, as well as a greater sense of pride and confidence in your team’s skills.

Broadly, this could allow your team to work however they want, instead of micromanaging. More specifically, you let your team choose the agenda when meeting one-on-one.

3. Implement flexible work hours.

Consider offering flexible or work-from-home hours for specific roles requiring only an internet connection. When employees work from home, they can think more clearly, come up with more innovative ideas, and reduce their stress levels.

Establish clear expectations and guidelines to ensure steady productivity at home. And plan a flexible schedule that suits managers and their teams and the company’s requirements.

4. Don’t worry about “how.”

“Leaders unknowingly weaken their team’s creativity by focusing too early on implementation,” says Lisa Guice, Lisa Guice Global-Vision, LLC. “The fastest way to kill the creative process is by requiring your team to produce tactical solutions in tandem with creative ideas.”

This not only stifles the creative flow but also shifts the work environment into a “produce while editing” mindset, which results in a diminished individual contribution.”

5. De-silo your organization.

For innovative teamwork to take place, it is essential that a collaborative and social environment is created. Managers will notice a significant difference when they take steps to “de-silo” their organizations.

In addition to working on their own projects, employees can interact with colleagues in other departments and learn more about the company. As a result, ideas and inspiration will flow freely throughout departments, sparking workplace creativity.

Furthermore, humor is great for team building, inclusivity, and creativity.

What if you have a primarily remote or hybrid team? You might want to set up a Slack or similar chat channel called “water cooler.” By doing so, your employees can engage in some friendly office banter. Or, at the end of your team meetings, schedule time for everyone to discuss their plans for the weekend.

Playfulness creates a sense of belonging and safety, inspiring creativity.

6. Get walking.

Regarding fresh thinking, walking is one of the oldest and most effective sources. “Walking meetings” were a popular method used by Steve Jobs to foster connection and creativity with coworkers and collaborators.

In addition, Harvard Medical School researchers found that walking meetings enhanced creativity by 5.25% and engagement by 8.5%. Stanford University researchers also discovered that walking increased creative thinking by 60%. The movement itself energizes the brain, regardless of how long or where it takes place.

7. Don’t let good ideas go to waste.

Incentives should be provided to encourage employees to share their ideas. One suggestion is to implement the best ideas and to acknowledge other people’s efforts. To let the employee know you plan to implement their ideas, I suggest you personalize your message. Finally, if the change is successful, notify the team of the inspiration behind it.

To foster innovation, it is important to address and publicly commend good ideas. As a result, team members feel more inspired to share their ideas and opinions.

8. Encourage self-reflection.

You’ll find that your employees become absorbed in their work and forget the importance of what they’re doing when the workload picks up. To combat this, make check-ins for self-reflection a habit for employees. By doing this exercise, they are inspired to see things from a different perspective, both in terms of what they have achieved and what lies ahead.

Your team can also see the concrete results of their hard work and innovative solutions by sharing monthly or quarterly achievements.

9. Allow for failure.

When you ask your employees for their creative input, ensure they know you don’t expect perfection or thoroughly polished work. To be able to take risks without negative consequences, staff members need to be allowed to develop plans that go awry. The ability to fail wisely is a valuable skill for managers and companies.

“Once [employees] see, firsthand, the value of putting out what we call a ‘low-resolution prototype’ and getting feedback from a key constituent, and seeing how that direct[s] the next step, people start to become believers in that process,” explains Graham Henshaw, executive director of the Alan B. Miller Entrepreneurship Center at William & Mary’s Raymond A. Mason School of Business, on the W&M Leadership and Business podcast. “[Innovators must have] an openness to risk… You’re willing to take risks where you might fail, but you learn something from that failure and move forward,” he continued, emphasizing, “[You need] a tolerance for ambiguity…you’re withholding that need for immediate closure.”

10. Set a tone of risk-taking.

Most professionals feel that their firms and departments are not taking enough risks. However, the risk is essential to enhance your business’s competitive advantage and encourage workplace creativity.

When appropriate, empower employees to make bold decisions and push them to take calculated risks instead of micromanaging them.

The Importance of Creativity in the Workplace was originally published on Calendar.com by Deanna Ritchie. Featured Image Credit: NextVoyage; Pexels. Thank you!

The Power of Simplicity: Avoiding Workplace Complications

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simplicity

It’s not always easy to achieve simplicity. What does that mean, and why? We make most things in our lives difficult, and they don’t have to be. Life is simple, but we persist in making it complicated. — So said Confucius in 500 B.C.

Firstly, life may be more difficult for you because of the tremendous flood of information and technology. Simplicity has become impossible, especially in businesses. For instance. Try scheduling a Zoom meeting at the last minute — what happens?

How We Complicate It All

Consider the daily barrage of elements: calendar invitations, metrics, measurements, methods to account for things, technology, too many permissions, paperwork, unnecessary tasks, etc. We often generate complication instead of simplicity. We generate it by over-correcting and creating exceptions — and staying in meeting-mania-mode.

Secondly, some people make up for poor performers with crazy workarounds. We frequently over-engineer solutions to make people feel better about participating in a process. Much of it is superfluous — but really, it’s us.

The technique of complicated workarounds has several drawbacks: weariness, lack of results, dissatisfaction, shattered passion, execution expenses, and employees leaving companies.

Or could this be you? Talk for about a half-hour, then send a letter of agreement to finalize the sale.

What is the cost of making that choice in any company? Multiply that amount by all of their choices. And all of their meetings.

Why Simplicity Helps Businesses

Businesses that aim for simplicity have an edge. Here is one lesson learned in the 1990s. The mortgage application procedure was excruciating for prospective customers. Consequently, the banks and lenders just blew up the process, making it more client-friendly, and they were able to see tremendous growth.

Use a Devotion to Simplicity

The evidence backs this up. Heidrick & Struggles studied Fortune 500 “super accelerators” and discovered devotion to simplicity. They incorporate simplicity as a way of living, thinking, and working — and this allows them swiftly identify and reallocate resources to the essential opportunities, the report’s authors wrote. Teams who followed these rules fared better financially. Simplicity pays.

Think: Fast. Simple. Good. Done.

This is the foundation of a “Fast. Simple. Good. Done” mentality with clients and employees and a game-changing mentality that combines these four interconnected components to boost performance. Change to this motto and see the results.

How To Be Simple

Experts frequently tell customers to act as a private equity business. History or connections do not bind customers, so they may make various simple judgments about how they do their tasks. However, this is a liberating and powerful perspective for your work. Moreover, many of us feel the influence of our emotions trickle into our actions and choices.

Think: Simplify now or sink later.

To meet simple, we must think differently. Many experts typically have groups of ten people pass a ball around in a circle, stressing it must contact each person’s hands.

Try this game with your team.

Managers schedule their first round and give them some planning time. Some experts have many groups do this little exercise simultaneously to make it competitive. Then we celebrate the winner. When the advice is to reduce their time in half, the room erupts, and they experiment and typically succeed. Next, some experts instruct the team to double their time.

Now they say the manager (boss) is insane. Finally, the victorious team should join hands and have one person sweep the ball around, touching the hands (this is what you want the team to finally come to.

Think: We must alter our mentality. Simplicity will win, hands down.

How?

1. Take a figurative weed-whacker to your old methods. Be brutal as you simplify.

That is to say, don’t hold back simply because that’s how you’ve always done it.

2. Communicate concisely.

Moreover, say anything you want to say on a bumper sticker.

3. Consider your audience.

The point of reference is usually a bright, retired 95-year-old mother. However, is it basic enough for her to grasp even if she has no prior experience?

4. Simplify all decision-making.

Who is the lowest-level decision-maker?

5. Aim for outcomes. Simplicity goals.

However, time is money, so act appropriately.

6. Define your requirements.

Do we need it? What can we do? How can we speed up? Re-purpose the surplus for good.

7. Get a review of your processes.

Examine it with a neutral party. One who believes in simplicity.

8. Be brave in the scene cuts. No excess talk or processes at work.

Say no to complications.

9. Accept flaws.

The pursuit of perfection is costly. One and done is a good motto. Or, it doesn’t have to be perfect.

10. Lastly, review your to-do list and prioritize chores.

That is to say, remove meetings, reports, etc., and observe whether anybody notices/needs them.

Defend simplicity.

Expert opinion advises that your firm, workers, and shareholders will benefit greatly from shaving down the minutes needed on processes, in meetings, and on perfect projects.

Think: Like a Zen Master.

How simple can you make scheduling a meeting? And then, how can you introduce disruptive simplicity into each meeting? Impossible? Unproductive? UnAmerican? Nonsense. Decide to be one of the greatest business executives — and think like a Zen master.

Think: Like Henry Ford.

For instance, Henry Ford set an egg time in meetings. Ten minutes. When it went off, he left. Anything left undecided or unexplained went to him as a memo. Ford executives were known for the brevity of their meetings. And Henry laughed all the way to the bank. You can do the same.

Image Credit: Anna Nekrashevich; Pexels; Thank you!

The Power Of Simplicity: Avoiding Workplace Complications was originally published on Calendar by Abby Miller.

How to Make Remote Team Meetings Shorter and Better

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remote team meetings

Virtual team meetings are essential for remote team collaboration and productivity: they serve as a venue for aligning on shared goals. And, yes — it’s a venue. The team needs to understand that this virtual meeting spot is your hangout, your space, your place, and your venue. This information tells them — we meet here; we belong here.

It doesn’t take much to undermine the magic when team meetings don’t work.

Meetings with no purpose or organization are not only a waste of time, but they also stifle employee productivity and irritate employees. It’s no surprise that many people find meetings inconvenient, boring, useless, and just too frequent.

Do you want your employees to feel that way about your meetings? You want your team to be happy, productive, and active in their work community.

So here we are, with some practical suggestions for doing shorter, more productive meetings while avoiding the common pitfalls of remote work. You want high performance.

1. Should we meet, or should we not meet?

Nobody likes to waste their time in ineffective meetings; therefore, first and foremost:

Consider if you really need a meeting or whether you can get the same outcome with a different approach.

Is it feasible to send an email or a short video message summarizing the significant points of your meeting?

Can you address your problem at the next meeting if your team has recurring sessions to address any changes or impediments?

Avoid the temptation to “invite everyone just in case” and instead focus on the most critical attendees to the meeting’s success.

2. Hold meetings that will benefit your whole team.

According to recent research, 42% of remote workers felt “more productive” after working uninterrupted for an extended period. Conversely, getting everyone in the exact virtual location without disturbing production might be challenging, especially if you’re working with a remote team that spans many time zones.

Before agreeing on a time for your meeting, check calendars to see what people’s working hours are.

Instead of spreading meetings throughout the day, consider grouping them together to create large windows of uninterrupted work time.

Avoid scheduling a lot of emergencies or unexpected meetings since they may cause an employee’s regular workday to crash.

Encourage members of your team to keep track of their own schedules.

As a consequence, meeting planners will have a better understanding of the best days and times for everyone.

3. Make a thorough team meeting strategy.

Setting a clear agenda for each virtual meeting that includes the following things is critical:

In addition, there is a time restriction for each component and crucial talking points.

Attendants

Each team member participates in the meeting according to your expectations.

Any relevant documents

Aside from questions and answers or debate,

Set a meeting time limit and stick to it — you want your meetings to be as productive as possible!

Everyone can prepare if the plan is shared ahead of time.

4. Keep everyone’s attention.

All of the components we’ve described are necessary for a virtual meeting to take place.

But now comes the tricky part: keeping the team engaged throughout the meeting.

You have to work twice as hard to produce realistic, in-person conversations in a virtual environment since you don’t have all of them in an office setting.

Spend a few minutes at the beginning of the meeting checking in with everyone, keeping up with what is happening, or just discussing the most recent series everyone is talking about.

This will strengthen your team’s culture while also fostering an open and welcoming atmosphere.

Also, remember that remote collaboration may be more difficult or stressful than face-to-face collaboration.

According to studies, Microsoft observed that brainwave indications associated with overwork and stress are much higher in video meetings than in non-meeting work.

In a virtual conference, participants must maintain regular eye contact with the screen to extract essential information and stay engaged. Unfortunately, there are few nonverbal cues to assist them in reading the room or knowing when it’s their turn to speak.

To keep your team’s attention and ensure that everyone on the team has a role, try to break up long meetings with little breaks every thirty minutes.

Passive listeners are prone to be bored or distracted, but giving them a role may help them feel like they’re a part of the action.

Who will be taking notes, for example?

Who is in charge of the follow-up?

5. Have a specific team meeting aim in mind before you leave.

Never leave a meeting without clearly conveying your intention and verifying that your meeting objectives were satisfied.

Everyone should walk away from a meeting knowing all there is to know on the following topics:

  • What are your plans for the future?
  • Who is responsible for each task?
  • When is each assignment due?
  • When will the next meeting be held?

Finally, keep track of your peeps after the meeting so that everyone on your team knows who is working on what and how it is developing.

And — really (bosses) — think about butting out of the meeting at the end and let your virtual team and your office team have a few minutes to chat together — without you sitting there observing.

Featured Image Credit: Photo by Artem Podrez; Pexels; Thank you!

How to Make Remote Team Meetings Shorter and Better was originally published on Calendar by Hunter Meine.

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