Time Management

Time Windows

Think of your day as a puzzle of time frames that you put together to make one big picture. Each piece represents how you choose to spend your time. Choose which pieces will be part of your day.

Why should I use time windows?

Time windows help you do the right things, at the right time and in the right order. If you're feeling burnt out, think about how you can better spend your time throughout the day.

Principle 1: Be proactive rather than reactive

Being proactive means that you choose to work on the task you've chosen. Don't just pick up on tasks that are convenient. Instead, pick the ones that matter and need to be done. Try to avoid simply reacting to work and your time windows. Be purposeful in what you do.

Principle 2: 80% of interruptions at work are considered trivial

Employees get interrupted 56 times per day on average. A lot of people say these interruptions are trivial, except they don't help us stay on task. Try to stay on task.

If you're thinking this doesn't apply to you or interruptions are trivial, consider how many texts, emails and app notifications you get in a day. You can also consider talking with coworkers as an interruption at work.

These interruptions are very costly. Being interrupted vs. interrupting others: Most interruptions are a double whammy. Not only are you not working when someone talks to you, but that person isn't working, either.

Principle 3: At times, we must learn to say no.

This principle sounds easy but can be difficult to do, especially if you don't want to come off as rude. A lot of times we want to help people, but we have to determine if what they need help with is urgent.

Multi-tasking: How your brain works

• Not even computers are good at it
• Research shows that productivity can be reduced by as much as 40% by the mental blocks created when people switch tasks. It takes time to get the motor running again.
• Situation and activity play a factor

Who has the monkey?

The monkey represents a task. You have to ask who owns this task and is responsible for it.

Some tasks are small, like a small monkey. They might appear harmless or lightweight, but texts and emails fall into this category. If you have too many of these, then your time is getting sucked up and wasted.

Some tasks are 300-pound gorillas that you need to acknowledge and recognize. While gorillas aren't technically a monkey, they represent a task that takes a lot of time. Sometimes we give our coworkers or team a large monkey since we think it's small, but they may not have the time or skill set to complete it.

Other tasks seem easy and small until they grow into a large monkey. Monkeys like to jump from one thing to another. You need to go back to principle three and decide how to prioritize and organize your monkeys.

How many monkeys can you handle?

You need to consider how many monkeys you can handle. If you need help, hire more team members or get your current team involved. Or work more hours. Evaluate how many monkeys you can get done and then focus on that task.

Create Success with these steps:

• Assign tasks into windows (group your time by task)
• Stay on target as much as possible.
• Avoid distractions: Schedule big interruptions into their own time window.

Manage your interruptions

Understand your interruptions:

A. Important + Urgent: Do this now or soon

B. Important: Schedule time and do

C. Urgent: Decline or delegate

D. Not important or urgent: Avoid, resist and cease

Minor interruptions: Short. Can wait until the right time. Most emails, texts and IMs fall into this category.

Major interruptions: Long. Throw off schedule. Not always important. Long phone calls, in-person drop-ins and visits from coworkers fall into this category. Closed door means not available for in-person interruptions.

Tips

• Make sure to have enough unscheduled blocks for break times or flexible times
• Schedule break times to avoid floating
• Update time windows on Thursday afternoon or Sunday morning, so that your weekend or week is effective
• If you like the variety of multiple, shorter time windows, create a schedule that brings drive and efficiency to your work
• Closed door means unavailable for interruptions