5 Things: Issue 06
5 Things: Issue 06
A weekly dose of inspiration: time and energy management
A Reflection
A recurring theme among my clients is their struggle with time management. This stems from increased responsibilities, either because of promotions at work or because an entrepreneur's business is growing rapidly. Quite often, leaders in both scenarios are trying to wear multiple hats and "do all the things."
It got me thinking about my own business and time management skills. While I can't say that I've found that magic solution to this and always feel balanced and on top of things, I have discovered a few tips and tricks that work, when used consistently.
Consistency is one of my primary goals for 2024.
One of the ways I’m developing this practice of consistency is through this weekly publication. I count it as a win if I publish before the weekend - and this week felt like a challenge getting this across the line. But, here we are.
So let’s dive into some time management practices that have helped me and many of the leaders I’ve worked with over the years.
One Piece of Business Advice
While you understand the responsibilities associated with your role as a leader, it's important to recognize that not every task on your to-do list requires your attention. I've worked with a lot of people who have gotten over this realization to become more efficient and focused in their careers.
Think about this scenario: you're always overwhelmed, you always miss deadlines, and you're always reactive. I work with a lot of leaders who struggle with burnout and stagnation. But you can reclaim your energy and time with a strategic approach.
The best thing I've encouraged leaders to do is perform a comprehensive audit of their tasks and responsibilities. You start by making a detailed list that covers your immediate needs, recurring tasks, and long-term goals. Each item gets scored based on its significance, enjoyment, expertise, and impact. What is the approximate dollar value (hourly) of each of those items if you were to hire someone to take care of them?
Next, you will categorize your list into four groups:
Keep: These are tasks aligned with your core strengths and expertise, directly contributing to your work goals and deliverables. Revenue-generating activities or areas where you're the subject matter expert typically fall into this category.
Outsource: Important tasks that don't necessarily require your direct involvement but are vital to your operation. These tasks can be delegated to team members or outsourced externally, freeing up your time for high-value activities.
Stop: Identify tasks that are merely distractions or don't align with your overarching goals. By letting go of these activities, you create space for more meaningful work and opportunities for growth.
Transform: Tasks that could benefit from a different approach or mindset shift. This involves exploring ways to streamline processes, delegate more effectively, or even reframe your perspective to find enjoyment in previously mundane tasks.
I recommend leaders include personal tasks in their assessments. By treating personal tasks as projects, you can reduce mental clutter and achieve a better sense of balance.
The goal of this activity is to help leaders regain control of their time, prioritize tasks, and focus on meaningful things. Remember that delegation isn't a sign of weakness, it's a strategic decision to make the most of your strengths.
One Mastery Tip
I spend a lot of time thinking about boundaries. When you get sucked into your work, it's easy to forget about your personal responsibilities and needs. I don't know about you, but I don't love feeling overwhelmed, burnt out, resentful and anxious. Usually, this is the result of unclear boundaries. Let's look at a few examples of what unhealthy boundaries can look like:
Responding to emails throughout the day and feeling like you're not getting any real work done (yes, some emails need addressing in the moment, but many don't)
Prioritizing helping others with their work challenges over your own deadlines, leaving you feeling stressed, and sometimes resentful.
Feeling like you have to "fix" your colleagues' problems for them.
I've coached leaders who have experienced the above. We've spent time getting clear on what boundaries are, and how they can start the work of implementing some in their work lives.
You can set boundaries using strategies like discussing boundaries ahead of time, or setting up structures that support your boundaries.
This is just the tip of the iceberg when it comes to boundary setting at work. I think this Forbes article and this Atlassian article are great resources to learn more about how to start identifying what boundaries you need in your life, examples of healthy (and unhealthy) boundaries and what to do if a boundary has been crossed.
Having healthy boundaries means taking responsibility for your own work and results and helping others solve their own problems, instead of taking responsibility for them yourself.
Quote
"Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent." - Carl Sandburg
I love this quote because it reminds me of the importance of managing our time wisely. It's up to us to make conscious decisions about how we use our time and make the most of it. We have limited time to spend as leaders, and how we allocate it can have a lasting impact on our professional and personal success.
One Resource
Unrelated to boundaries, but a tool I’m loving is Google Workspaces appointment scheduling integration with Google Calendar. I’ve saved myself money by moving away from Acuity (SquareSpace) or Calendly for client bookings by upgrading my Google Workspace account. It’s also pretty intuitive and has a lot of the same features you’d get from the other companies.
I know this sounds like a paid advertisement, but trust me it’s not! I simply want to help other business owners save some money :-)
Final Thought
I’ve signed up to raise a minimum of $500 to support Dress for Success Kelowna in their Your Hour, Her Power fundraiser.
Between now and March 31, 2024 - get one coaching session with me for the donation amount you choose to donate to this initiative.
On top of that, if you wish to continue working with me, I'll personally donate 20% of my coaching income from your next two sessions.
This money will go towards dressing services, as well as career and leadership programs to help women feel more confident to thrive at work and in life.