The Most Important Meeting of Your Day

My clients often struggle to balance busy schedules that are packed with meetings.  So, it may come as a surprise that many find relief by adding one more appointment to their day. What is this magic meeting?

It's the morning meeting with yourself, and it may be the most important meeting of your day.

The morning meeting with yourself can be short - 10 to 20 minutes.  It should be the first thing you do when you start your work day.  Here's your agenda:

1. Assemble Your Tools:  Start with a blank piece of paper, your calendar, your task management system (to-do lists), and your browser open (but don't go into your email yet).  Take a deep breath.
2. Eyeball Your Calendar:  What's on your schedule today?  Is there anything you need to do to prepare for today's appointments that you haven't done yet?  If so, make a note of it on your paper.  Now glance at the next two days on your calendar.  Anything coming down the pike that you need to prepare for?  If so, make a note of what you need to do, or block off time on your calendar to prepare.
3. Review Your Tasks:  Look over your task lists (if you practice Getting Things Done, this would be your Next Actions and your Waiting Fors) .  What absolutely must get done today?  Make a note of it.  What should get done today?  Make a note of these things too.  If you have open blocks of time, what will you work on?
4. Scan Email and Voicemail:  Do a quick once-over of your email for "hot" items and listen to your voicemail.  Take note of anything that changes your plans for the day (a cancelled lunch or an emergency conference call) or that contains an action that absolutely must be done today. Note these.  Do not answer emails or return phone calls at this point (you're in a meeting, remember?).
5. Start Your Day:  Take a deep breath and think about the day ahead of you.  Review your cheat sheet of must-do's once more, noting anything you neglected to capture in the steps above.  Take another deep breath, and get to work!

The reason this meeting is magic is that it gives you a chance to set your own agenda for your day before the madness begins.  Unlike overly detailed work plans, it allows you to adjust to shifting priorities day-by-day.

This meeting won't take things off your plate or clear your schedule, but it will enable you go into your day with a sense of clarity about what's ahead.  With this clarity, you'll feel more grounded in saying "no" to people and distractions that would derail you from your priorities.  And, you'll be less likely to suddenly remember that thing you meant to do today when it's 5:30 PM and you're getting ready to wrap up.

You will find that once you start your day this way, it will quickly become habit and soon you'll intuitively know what you need to review to feel good about starting your day.  This meeting is not a substitute for doing a regular, in-depth review of everything on your plate, but it is the best way to make sure you are on track for today.  It's a great way to start your day.

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Guard Your Time with Defensive Scheduling

Sometimes it feels like our schedules happen to us.  What seems like a relatively calm week on Monday gets jammed with meetings and phone calls by Thursday, and all of a sudden there's no time to do all the work we know we need to get done. Most often, it is the "important but not urgent" tasks like planning, relationship-building, and big-picture thinking that get squeezed out when schedules get tight. This can create the feeling that we are flying by the seat of our pants and not really attending to everything that needs our attention.

While none of us has complete control over our schedules (we must cede time to superiors, funders, and unexpected events), we could all find a little more wiggle room in our calendars if we practiced proactive, defensive scheduling.  Here's how.

Time Blocking Block out time in advance for the important projects that you would otherwise neglect in the rush of everyday work.  If you have a board meeting in six weeks, schedule two hours of prep time three weeks from now so that you don't find yourself scrambling to prepare the day before the meeting.  If a conflict arrises, be sure to reschedule this time block as you would any other meeting.

Meeting with Yourself It's impossible to keep work flowing without stopping from time to time to step back, take stock, and course correct as necessary.  Most of us will need to review our current work load weekly and take an even bigger-picture look every month or two.  Schedule this meeting time with yourself -- a weekly hour or 90 minutes to review your current work, and a bi-monthly big picture check-in -- and then defend against all who would seek to impede upon this time.

Time Batching In any given week you may have  work to do on 7 different projects.  Rather than flitting around from task to task, project to project, give yourself chunks of focused time each day to work on a single project.  Maybe on Monday you devote time solely to projects 1 and 5, Tuesday is all about project 2, Wednesday it's 3, 4 and 7, and so on.  Rather than staring down 7 projects at once and scattering your attention amongst all of them, you will make significant progress on one or more project each day, adding up to a much more productive week.

Playing Nicely With Others Meetings scattered throughout the day and throughout the week can leave little solid time for at-desk work.  To remedy this, set scheduling boundaries on meetings, such as: no meetings on Tuesdays, (or, all meetings on Tuesdays), no meetings after 3 PM, or only phone meetings on Friday.  You won't be able to hold to these structures in all cases, but you will probably be surprised how much agency you do have once you start asserting your meeting boundaries.

Give Yourself A Break No more back-to-back meetings!  After every meeting, you need time  to capture, process, or reflect upon the outcomes of your last meeting before starting the next (if only for a few minutes).  What's more, your body needs to stretch, eat, use the restroom, take a walk and generally renew itself after a period of intense focus. Give yourself 20-30 minutes between meetings to take care of these essential tasks.  Otherwise, you risk losing ideas and actions generated in your last meeting and you compromise the quality of your attention going into your next meeting.

Say No Probably the #1 thing that you can do to defend your schedule and create more time for yourself is to simply say no.  No to attending that meeting when your colleague could do so; no to that extra committee; no we cannot pursue this funding opportunity given our current workload.  The incredible thing about saying no is how much it frees you up to do a better job at fulfilling the commitments you say yes to.

What are the biggest time-eaters in your schedule?  What strategies do you use to defend your time? 

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The Good News and The Bad News about Getting Organized

What does it really mean to get organized at work?  Let's break this down:

First, the bad news:

You actually have to deal with everything that shows up. You can't ignore anything (papers, emails, phone calls, tasks).

What happens when you ignore stuff?

• Work (literally) piles up
• You piss people off -- "Why didn't you respond to my email/phone call?"
• You lose people's trust -- "She never gets back to me, I'll ask someone else."
• You miss opportunities -- deadlines, events, meetings, etc. due to poor scheduling, but also the opportunities that flow from showing up in the world  focused and ready to go.

Now, the good news:

You don't have to DO everything. You just have to decide what needs to be done (and then do some of it).

Getting organized really means:

• Getting in touch with all the "incompletes" in your universe.
• Deciding what to do about each incomplete -- it could be "do it," but it could also be  "give it to someone else to do," "delete it," or "defer it until I have more time/information/resources."
• Capturing your "incompletes" in a system (calendar, online to-do list, pen and paper) you trust and like to use.
• Reviewing and repeating, on a regular basis, the three steps above.

This, at its essence, is how I understand Getting Things Done.  It's no magic bullet, but it's a great place to start.

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Unpacking Procrastination

A few months back, a client (I'll call her Erica) came to our session in distress about an "overwhelming and totally intimidating" grant proposal she had been putting off  writing for months. With the deadline looming, she was becoming increasingly panicked, and increasingly frustrated with herself because of her "bad time management."  When I encouraged Erica  to talk more about what was going on, she described the following:

"Well first, I have to be able to write compellingly about myself, and  I'm  just not comfortable selling myself.  Second, I'll have to write a crisp, concise description of the project... which my colleagues will review and probably have criticisms of - and the thought of that makes me very uncomfortable.

Then, there is the fact that I've never written a proposal like this before, and will probably have to ask for all sorts of help along the way. And finally, deep down I worry that I might get the grant, and then have to spend the next five years of my life doing this project -- and do I really want to do this project?"

Clearly, this was not a matter of  bad time management -- though Erica had been beating herself up over this on that basis.  What I heard in her story were underlying fears that were keeping her from doing what she needed to do.  These not-uncommon fears were:

• I'm afraid I'm not good enough (so why even start).
• I'm afraid I won't do things perfectly (and others will find out I'm less than perfect).
• I'm afraid of initiating difficult conversations (including asking for help, which for many of us is VERY difficult).
• I'm afraid of what will happen if I'm successful.

For Erica, the key to getting past her procrastination lay not in doing a better job of managing her time, but in addressing the underlying questions that plagued her whenever she thought about the project.  Until she made time to address her self-doubt, she would never make time to write the grant proposal.

That feeling of being on shaky ground that sometimes accompanies procrastination can be a sign that you are on the edge of your comfort zone.  This is a temporarily uncomfortable state to be in but ultimately a good thing; once you push past the discomfort, your comfort zone will have been expanded.

Next time you find yourself procrastinating on something important to you, take time to ask yourself what is really going on.  In the process of intentionally unpacking your procrastination, you may find the key you need to move past it and get to work.

When you unpack your procrastination, what do you find lurking there?

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Unplugging All Year Round

This Friday night marks the beginning of the second annual National Day of Unplugging, but you needn't wait for the annual event to disconnect from your devices.  Here are some ways to unplug on the regular: every month, every week, or even several times a day.  (For more on the why of unplugging, see my piece on the subject from last year.) Several times a day: Many of us engage with technology during the mindless, routine activities of daily life.  For a break from this, define contexts in which you will consciously disconnect from your devices.  For example, commit to not being on your phone when you are walking to the subway or driving in your car. Or to not texting while eating.  Instead, notice your surroundings, the road in front of you, or the taste of what you are eating in a more mindful way.

Daily: There are several ways to do this.  Start your day unplugged by giving yourself a buffer of 20, 30, or 60 minutes before checking in with technology -- greeting the day before you greet your iPhone.  During the day, block out a no-technology hour or two -- perhaps the first couple of hours after you get home from work, to mark that transition into home-mode.  Or, give yourself a daily technology cut-off time, and put yourself to bed with a book rather than Twitter.

Weekly: Try a regular technology break on the weekends.  Try a six hour chunk without internet on a Saturday and see how clean your house gets, and how far your mind can wander away from your work.  The National Day of Unplugging is rooted in the Jewish tradition of Shabbat, which is another way frame a weekly unplugging -- 24 hours worth of disconnection from technology and reconnection with home, family, self and spririt.

Monthly: Can you go one day, or one weekend a month without technology?  I do this on occasion and think of it as a kind of technology cleanse.

Yearly, but in a big way: Give yourself a proper vacation from your devices if you can manage it.  A few days or a week away from technology, as this group of five neuroscientists and a reporter found when they turned off their phones and went into the Grand Canyon, will actually change your experience of the world around you.

How often do you consciously unplug?  Share your experiences in the comments.

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