Time: It’s Not How Much You Have, It’s How You Chunk It!

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No matter how many new technological innovations are created to improve our efficiency and productivity, there are still just 24 hours in every day. This limitation leads to missed business, deadlines and opportunities. It also results in feelings of guilt and inadequacy, and a huge amount of stress. And while you cannot add more hours to the day, you CAN make better use of the hours you have. It’s called time chunking, and it’s a whole new way of looking at your day. Begin by assessing which of your tasks need “solid” chunks of time and which need “split” chunks.

Solid Time Chunks If time chunking is going to work for you, it’s imperative that you book these solid time blocks in your schedule and protect them from distractions or things that seem urgent and aren’t. Here are the two types of tasks to reserve for your solid time chunks:

  1. Big Thinking. Tasks that need a running start and that require creative or strategic thinking, such as planning and writing. Each time you stop and start these tasks, you lose time as well as thinking power.
  1. Production Line. Any task that follows the same sequence of steps each time. For example, processing emails, paying bills, invoicing and shipping tasks can be handled much more efficiently if you get them all done at once. All the tools you need are in front of you and you’re “in the groove” of that particular task. Use a checklist to guide your work.

Split Time Chunks This is “found” time, such as waiting on hold or in line, traveling by public transportation, or if you arrive early for a meeting. Keep a list of tasks you can do wherever you are. Important note: Be sure to have a system in place for transferring information back to your desk, computer or project folder if you’re working remotely. Here’s what you can check off your list during your split time chunks:

  1. Project Details. For example, booking or confirming a meeting time or picking something up from the printer. Phone calls and brief email responses (that you identified when you “processed” your email during a solid time chunk) also fit into this category.
  1. Miscellaneous. Tasks that may not be associated with a specific project and still need to get done, such as ordering office supplies or replying to general inquiries and customer service requests.

When you do the right task in the right chunk of time, you’ll be amazed at how much more productive you are! Your “to do” list will get shorter, you’ll enjoy more peace of mind and you’ll stop wasting time trying to recapture your creative flow.

To your success and happiness,

Corinne

Letting Go Of The Expert

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When I first encountered this concept of letting go of the expert, I thought: That is crazy, I’ve educated myself and worked hard to become an expert, why would I let it go?!

Perhaps the most understandable way to start this discussion is to discover what is an expert. Webster’s defines an expert as: A person with a high degree of knowledge or skill in a particular area. Some synonyms: master, proficient, and whiz. The suggestion is that you have arrived, and your work is done. OK, that sounds pretty good, so why do I want to let go of that?

Let’s also look at the reverse of expert as in a learner and a discoverer. Learner: again Webster’s definitions: To gain knowledge or mastery of by study. Discoverer: to obtain knowledge or awareness of something not known before, as through observation, study listening.

So why let go? Because letting go could lighten your workload, reduce your stress and responsibilities and open the door to incredible discoveries and personal and professional growth for yourself and your team.  Are you interested?

Here are some ideas that have been shared with me. After all, I am not the expert. I, too, am in the learning process. Review the concepts and choose what works for you. There is no right answer only exploration into possibility.

Consider these options:
When we present ourselves in the world as an expert, whether it be at home: as a parent or spouse, or at work: as a manager, we are opening a communication channel, one that most often is one way. It is up to us the expert: to distribute the information in a way it can be heard and understood, weigh the consequences, to make the decisions, get cooperation or accomplish the tasks ourselves, set a timeline, determine what is success and take the credit for success and or the failure. Whew! Granted, we are basing our efforts on time-tested expertise, this is a good thing, and there are times that this is the best method, as well as the best use of our time, energy and resources. There is little room for growth for the expert or the team in this situation as the task is to disseminate expertise in an effort to create the outcome upon which we have decided.

When we present ourselves as a learner or discoverer we also open the channel for communication, and in this instance, the communication is more likely to be two-way. We listen, ask questions and receive input from various sources. We have the chance to make changes based upon the input we have encountered. We may discover a better method or process through this discovery. We will probably get a more thorough buy-in by our team if they have some input to the process and outcome. We are not necessarily alone in determining what is considered success, neither are we totally responsible for the tasks at hand or the outcome. The result can be a workload spread over several more willing members, less stress, and an excellent opportunity for both personal and professional growth. As a learner we can add to our pool of knowledge, and potentially grow through the experience of collaboration.

True, you no longer have total control of what the actual outcome may look like, and it could possibly be even better than you could imagine. And the trade off may be worth it: If you gain time to work on other projects, what if your team is more motivated with their role of contribution and accomplishes more, if the atmosphere in the office improves with their added input, almost anything is possible. Your team is also given the opportunity for personal and professional growth so they can potentially contribute even more in the future.

Here is a simple example of how I learned to let go of being the expert and the effect on my quality of life.

I dislike doing dishes; as a matter of fact other than eating brussel sprouts it is my least favorite task in life. My husband promised that if I did the cooking, which I love, he would do the dishes. Wow! He continued to explain that his Mom taught him how to do dishes and that she always said he was terrific at it! Double WOW! So the bargain was made. I cooked and he did the dishes.

What I immediately discovered is that if I stand at my place of expert and review his work, he doesn’t do it the way I would do it myself. I began to approach Michael on this subject of his expertise. Then I stopped myself and thought: If I get to be the expert here, I also get to do the dishes. If I become the discoverer and encourager, I get to have half an hour of quiet time for myself after the dinner hour.

The next time I visited with my Mother-in- Law, I mentioned what a great dishwasher Michael is and thanked her for teaching him so well. She winked at me and I realized she had always had that half hour of quiet time. We chatted and smiled while Michael did the dishes.

Coaching Challenge:

Look at your world and ask yourself if there are times when being the expert is holding you or your team back? Pick a situation and become the discoverer and learner and smile!