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As a busy communication professional and a life coach, I’ve studied tried-and-true time management practices. But no matter what the rule, I always come up with an exception for the world of communication.
Like you, I wear multiple hats, work for numerous internal or external clients, and juggle a variety of projects. Tips like “work on only one thing at a time” or “identify three things to accomplish every day” make me laugh; have they seen my to-do list? I roll my eyes at the philosophy of “stop being a perfectionist,” because it’s not necessarily me who wants perfection, it’s the many people who review my work.
Sound familiar? So how does a busy communicator manage her to-do list? We don’t have to change the rules—just adjust them. Here are three rules and suggestions for how to tailor each one to your needs.
1. Accomplish three things at a time. Try this twist on your basic to-do list.
Tactic: Circle or highlight three tasks you want to accomplish in a two-hour block. This doesn’t mean you can’t work on other things, but you are committing to accomplishing these three things within that time frame. Once you’re successful (and it well may be before two hours is over), focus on another three items. Repeat as often as you can during the day.
Outcome: This divide-and-conquer approach gives you the satisfaction of crossing things off your list, while allowing you to prioritize rather than simply running through the day robotically. The ticking two hours helps ensure that you actually stick to the list rather than being sucked into everything else that comes your way.
2. Use a mental egg timer for each project. Even if you’re not a perfectionist, it is possible that you’re not spending the right amount of time on tasks. We’ve all been guilty of toiling on the perfect headline a little too long.
Tactic: Before you begin a task, whether it’s writing, editing, formulating a strategy or anything else, think about how long you should spend on this task given all of your other priorities. Commit to spending not one minute longer than the time you’ve allotted to the task at hand. Use an alarm or log your time to keep on track if need be.
Outcome: We can always make things better, but sometimes that’s not the point. The real question is, by spending another 30 minutes on something, can you make it significantly better? By using this tactic, you’ll not only learn to manage your time better, but you’re likely to refine your ability to know when to let go.
3. Engage in one desirable task every day. Busy days may go by fast, but they can be awfully long if you’re not having fun. Too often we push aside those important but not urgent tasks, creative pursuits or leadership activities that truly bring us satisfaction.
Tactic: A key to time management is motivation and sustainability, and for this, it is essential to engage in at least one desirable activity a day. It’s up to you to find a way that works for you and realistically fits into your schedule. You can use it as a way to jump-start your day, refuel right after lunch or indulge in for an hour before you leave.
Outcome: By reconnecting with your communication passion on a daily basis, you become energized, stay engaged and actually look forward to work rather than dread a seemingly never-ending to-do list! As communicators, we’re constantly focused on the priorities of others. This tactic is a little exercise in self-love and self-preservation. Time is much easier to manage when you’re satisfied.
It’s never too late to start managing your time better. Try as many of the above suggestions as appeal to you. Or take another time management rule and tweak it to fit the demands of a career in communication.
Share your success: Follow @CoachKamna on Twitter and share what worked.
Coming next month: Stress management during stressful times.
R. Kamna Narain is an internal communication manager at McKesson Corporation in San Francisco. She is also a life coach, a board member of SF IABC and an extracurricular activity junkie. Needless to say, she is constantly in search of better ways to manage time. |
