In Part 1: Take Control of Your Time: Find Out How You Are Spending Your Time, we explored the benefits of tracking your time through time logs and provided a tool to help you do so. Now, in this second part, we’ll focus on how to review those logs and identify potential changes to improve your productivity.
Tips for Reviewing Your Time Logs
Here are some strategies for analyzing your time logs and making adjustments:
- Group Activities by Category: Organize your activities into categories, such as email, client work, prospecting, internal meetings, interruptions, and self-imposed distractions. Tally up the time spent in each category weekly. Then, ask yourself, “Am I investing my time in activities that provide the best return?” If not, consider what adjustments need to be made.
- Identify and Assess Interruptions: Take note of any recurring interruptions. Do they follow a pattern? Are specific individuals responsible for most interruptions? Consider what these disruptions are about. A University of California Irvine study found that, on average, it takes 23 minutes and 15 seconds to regain focus after an interruption. Think about how much more you could accomplish with just one or two hours of uninterrupted time each day. Everyone can become more productive by finding mutually beneficial ways to reduce interruptions.
Common Types of Interruptions
Through time log analysis, we’ve identified five familiar sources of interruptions:
- A colleague requires additional training to become more independent.
- A coworker’s lack of planning causes unexpected disruptions to your schedule.
- A commitment to an “open-door” policy allows others to interrupt you frequently.
- Working in an open office environment, where interruptions are the norm.
- You’re the one interrupting yourself or getting easily distracted.
Solutions for Managing Interruptions
Here are ways to tackle these common challenges:
- Training Needs: If someone frequently asks for your input because they lack the necessary skills, work with their manager or directly discuss with and coach them on how to develop the desired skills. Clearly outline the steps they should take to increase their independence. Encourage their growth and acknowledge when they’ve made progress toward self-reliance.
- Poor Planning: When another person’s disorganization affects you, have an honest conversation. Explain the impact of their behavior on your work and the changes you’d like to see. If this person is your superior, try phrasing the conversation collaboratively: “I’ve noticed a pattern in our communication. Could we discuss how to improve this in our next meeting?” Approach the discussion with facts and focus on finding an effective solution.
- Open-Door Policy Misuse: An open-door policy doesn’t mean you’re available anytime for anything. Instead, it’s about fostering open and transparent communication. Let your team know when you’re available for questions and feedback and encourage them to consolidate their questions for scheduled check-ins. Define what constitutes an urgent interruption versus something that can wait. Set specific times for focused work and “open” time and communicate those to your team.
- Open Work Environments: If you work in a shared space, collaborate with your coworkers to establish guidelines for focused work time. If you work from home in an open area, set boundaries with your household. While working in an open area isn’t ideal, you can improve your productivity by creating a work environment that supports focused work time.
- Self-Distractions: If you derail your productivity, recognize this, and make the necessary changes. Identify your distractions and address them. For example, when faced with a large project, I sometimes procrastinate because the project has too many tasks and steps to complete it. To overcome this, I break the project into smaller, manageable steps. Setting a time limit (usually no more than an hour) helps me stay on track. During that time, I avoid checking emails or answering calls, letting them go to voicemail. I jot down any ideas or tasks that come to mind and revisit them once the focus time is over. This self-discipline isn’t always easy, but it works. I start each day by asking myself, “What are the three key things I need to accomplish today?” When I complete those, I feel productive and satisfied.
Conclusion
In Part I, we emphasized the importance of keeping a time log to understand how you spend your time. In Part II, we’ve offered insights on analyzing your logs and making changes to help you feel more in control of your time, work, and overall productivity. These steps will empower you to manage your day more effectively.
Let us know if we can assist you or your team in working toward increased productivity, which leads to increased work fulfillment and life balance.
Theresa Gale
Principal, Transform, Inc.
