Pay AT&Tention To Your Down Time

The first time I used a payphone was to call my parents for a ride home from school. It took me about four tries to actually reach them. During my first attempt, I dialed the wrong number. I stayed on the line because I figured I already spent the money. On my second try, I believe I dialed the wrong number again. I didn’t realize how complicated a payphone could be! Ok, so they aren’t that complicated; just put your money in, dial, and speak right? Wrong… finally on the fourth shot, I was able to reach my parents. From that point on, they planned a regular pick up time and place, and eventually bought me a cell phone the next month for my birthday.

Rene Ramirez, Senior Project/ Program Manager for AT&T Global Business Services, probably hasn’t experienced that same dilemma. However, he probably has experienced dilemmas that involve his time, which is why he manages his time through two different calendars. His Outlook calendar is for professional use, while his phone calendar is for personal use. Time management helps him when there are typically multiple parties involved because they are able to (1) gather all at the same time and (2) have all major players present to make sure everything gets done. As a professional, there will be times where you have open space in your schedule. Rene suggests, “If you need downtime, it would be ideal to capture it in your business calendar so if you share it with managers or peers, they will see you are unavailable at those times.” He also realizes that some people are uncomfortable writing personal information in their business calendars, but that’s ok. There is no need for an elaborate explanation of your free time. Make it generic like, “out of the office for two hours” or “doctor appointment for one hour.” That way, you don’t have people scheduling meetings or coming up with last minute plans because they will know you have a conflict in your schedule. Another important thing to do is have a place to leave your work. This is especially key if you work from home because it will become hard to distinguish the difference between when you’re working and when you’re not. This is a very important point because no one wants to become a working zombie!

Next On The Agenda… Find A JOB [CORPS]

In high school, I was the Senior Class President. One of my responsibilities was to make an agenda for everyone to follow at the meetings. This was very important because when we did not have an agenda, we lost focus and became unproductive. I actually enjoyed making agendas. There is usually so much I want to cover, and when I write it down, I can expand on it. Plus, it gives others a chance to think about what they want to say when we reach that item and allows them to get involved. Participation is crucial when you are working with others and want to get the best out of everyone to benefit the group.

Alvin Ford, Director of Administrative Support at a Job Corps Center in New Orleans, Louisiana, oversees nine different area managers. To get the most out of his time, he splits it up between the various departments. He usually does a 15 minute walk through with each department and then checks emails. Typically, he will check his emails in the morning, at lunch, and before leaving the job. About one and a half to two hours a day are spent in various meetings such as head meetings, director meetings, outreach meetings, and facility meetings. One tip he advises is to keep meetings short; no longer than 30 to 45 minutes. After 45 minutes people start to lose attention, and they have other things to do as well. He also recommends you use an agenda and stick to it. By using an agenda, the goals of the meeting are laid out before you, you have something to follow, and it prevents you from infringing upon other peoples valuable time.

Emulate REAL [ESTATE] Business Success

I love looking at houses, buildings, malls, companies, schools, etc. The designs and delicate details can be so fascinating. Most buildings share common features, but they all have distinguishing aspects that set them apart. The architecture can tell a story; it can provide a sense of comfort and belonging. To promote and showcase them for a living must be wonderful. However, I understand it can't always be glamorous. It takes balance, careful planning, and the smart employment of your resources to be successful in the Real Estate Industry.

Cesar Rodriguez, Vice President Manager for Jones Lang LaSalle (the largest international real estate industry merger to date between Jones Lang Wootton & Sons and LaSalle Partners), knows how to manage his time. He has learned to never make appointments on Monday and Friday because too many issues come up on those days. When it comes to requests, which he receives a lot of, he has to distinguish the difference between garbage requests and significant requests. When they seem like garbage requests, he puts them aside, and he’s learned that most people don’t bother to ask about them a second time. This prevents him from wasting valuable time on things that are not important. If the requester asks a second time, he puts it on a list of to dos because it is important. He also mentions that conversations are essential. You need to speak with the people you work with. When it comes to planning his day, he makes sure to prioritize. He says, never set too many priorities because you won’t get them done; its best to have two or three a day. By planning his day properly, he is able to keep things constant and prevent himself from running all over the place and getting nothing done. Some important tips he recommends are to spend time on necessary things, focus on the task and get it done. When possible, minimize interruptions because that interferes with you completing the task.

I feel most valuable piece of information I heard from him was about multitasking. He says so many people talk about multitasking and getting two things done at once, but he feels you should, “Never do it. When you multitask you aren’t giving your full attention to either activity and you should.” You need to be able to give 100% to both to be fair, which is why he suggests you don’t multitask.

PACE Yourself

College has so many opportunities and at times, I want to do it all! However, I know it’s not possible to jump on every opportunity, therefore I have to choose. Should I watch the movie at the Union or go to the showcase in the Six Pack? Can I get something to eat and make it to the meeting on time or should I eat afterwards? Do I have an open slot in my schedule to join this organization or will I be overloading myself? Those are all common questions I’ve asked myself multiple times since I’ve started college last fall.

Pace Productivity Inc. is a company that analyses how employees utilize their time on the job. While searching for time management tips, I ran across the Pace Productivity’s Time Tips site (TimeTips). They have a variety of “How To” subtopics such as How To Stop Procrastinating, How To Reduce Stress, How To Handle Paperwork, etc. They even have a video about “The Power of To Do Lists” given by Mark Ellwood, the company President. He recommends planning your To Do list as if you have nothing to do for the day. When you do that, you can prioritize your time (so you don’t spend less time than you like on your top priority activities). By thinking about priority projects, you can decipher the difference between priority activities and urgent activities. He recommends you allocate time to priority activities first and then fill in the other activities. I think it’s a good idea to visit Pace Productivity’s website to view their Time Tips because they are helpful for business functions as well as general aspects in life.

A Different Take on Time Management: Attention Management

I find myself most productive when a deadline is fast approaching. When I have time on my hands, I feel like relaxing instead of getting other work done and preventing a buildup of to-dos. However, this approach isn’t the best for me. While I usually manage to get everything done, I also cause myself unnecessary stress and grief. You would think I’d learn my lesson by now, yet like many other people who follow a similar suit to me, I haven’t.

Dr. Elisha Goldstein, a Clinical Psychologist, has a blog posting that briefly touches on time management and its importance, but focuses more on attention management (J.O.B: It’s About Attention Management, Not Time Management). I found her post interesting because after reading it, I saw attention management as something that can compliment time management. Explained in her blog are four areas that our mind can be in. Like a two by two matrix, each area is a combination of importance and urgency. I drew a matrix of the attention zone model that she describes so you can see:

When we are able to realize which zone we are in and increase our productivity, we will benefit. By managing our attention, we are able to manage and focus other things such as time, which is why I believe they are compliments. Dr. Goldstein’s blog sites, “The American Psychological Association put out a report saying, the inability to focus for even 10 minutes on any one thing at a time may be costing you 20 to 40 percent in terms of efficiency and productivity.” Ten minutes is not a lot of time out of an eight hour work day. If this is true, it cannot be good for companies when their employees are not performing at their maximum capacities. Maintaining focus allows you to allocate your time more wisely. So, do as the good doctor says because “when we learn how to refocus our attention on what is most important, we become more effective, less stressed, and seem to have more time.”

Put An “EXXON” It

“Which grade do I put in the car, dad?” Okay, so it wasn’t my first time putting gas in the car, but I couldn’t remember. Although there are only three choices, I didn’t want to put the wrong one in the car because I wasn’t sure if a problem would result. So, what was his response? “You know you’re not supposed to be on the phone near the pump, Jas.” Alright, that was my second mistake, but in the end I was able to fill my tank with middle grade gas and leave the gas station with no one getting hurt. The more I learn about gasoline and the processes it undergoes to get to its final stage, I am relieved to know I only have to choose which grade goes in my car. In reality, I really don’t even have to pick that because the car company and my parents tell me.

Martin Peters, Financial Services Supervisor at Exxon Mobil, helps chemical plant management manage expenses. With so many departments working together behind the scene to get that gas to our gas stations, it is vital that everything runs smoothly. As a Financial Services Supervisor, Martin uses his BlackBerry phone to help him filter out emails he doesn’t need to worry about which saves him time. He usually does this a night or in the morning before work. He also relies on his employees to only get him involved when he needs to help them. This prevents him from wasting time on matters he isn’t involved with. Another thing he likes to do is keep a lot of lists. The ability to check items off as he completes them helps him feel like he’s achieving things throughout the day. “When you keep adding to the list it doesn’t seem like works getting done. When you cross them off, it’s like a small win every time.”

This is something I can relate too. When I have a written list of all that I need to complete, I am able to focus on each item individually. After completing each one, I am able to check it off and move on. Martin’s small wins method is very helpful for those that like to see progress as they go. Upon completion, just put an “Exxon” it and move on!

Cut To The CHASE

When I was younger, like most kids, I received an allowance. However, once I started middle school, my parents traded my weekly allowance for grade rewards. For every A on my report card I brought home, I received that number times the grade I was in (Ex. 5 A’s x 6th Grade = $30). As a 6th grader, I didn’t exactly manage my money well. I spent it on the ice cream man, at the mall, and at the movies. Occasionally, while being a careless young child, I would lose a few bucks here and there. Well, obviously, my 6th grade methods will not do well for me now. As I mature and come to the point in my life where I earn an income and have to support myself, I will need to manage my funds a lot better.

George Williams, Vice President Investments at Chase Bank, helps people manage their funds. More specifically, as a Financial Advisor he meets with bank customers and reviews their accounts to check (a) they are being charged a fair interest rate and (b) their money deposit is receiving a fair return. He also advises his clients on money transfers to various accounts. To help him balance his time while working with many customers, he uses a much regimented schedule. His days are set up in appointment blocks, and he always sets aside his first hour for calling clients and confirming their appointments. He also leaves one hour aside to schedule meetings for future dates, such as the next day, the next week, or the next month. While on the job he uses Lotus Notes to help with time management, and soon he will use Microsoft Outlook as the company migrates to that program. By properly managing and dedicating his time, he is able to prevent paperwork and appointment overflow. If he is strictly reactive, the work builds up, but when his time is managed and he is on a schedule, he is actually able to serve more customers. All in all, George had these final words, “While it’s fun being spontaneous, it doesn’t pay.” When you don’t plan your time wisely, you lose it. When you are impulsive with your money, it dwindles away.