For several years I had a relatively easy method of tracking my efforts because my job required me to do specific things at specific times of the day, every day. I simply created a checklist to manage the items I absolutely needed to get done. There were some things that could get done at any time of the day, and other items on the list that had to be completed at specific times. This is time management.
My job also required a mastery of “multi-tasking,” a concept that many people are currently writing negatively about. Their contention is that multi-tasking is A) impossible because no one can do more than one thing at a time, and B) even if it were possible it would probably do more harm than good to one’s productivity… I agree with both of those views, but I think both are also misplaced.
There’s really no such thing as multi-tasking in the purest sense of the word, but my experiences taught me that what we refer to as multi-tasking has a place in the work force that is valuable in some positions, though not for all positions. I would also define it as constantly prioritizing a rapidly changing task list to make sure the most important items remain at the top of the list.
In addition to my static list of daily to-do items “fires” would spring up that I had to put out – constant interruptions that forced repeatedly prioritizing the list. There may be 10 things on the static list, and as I worked through them any number of other things could happen; “hot” requests from a state government agency or a boss, computer or network malfunctions, co-workers asking for help, meetings, processes that broke and needed fixing, more meetings, distractions from other departments and people, fire alarm drills, even more meetings, tornado drills, etc…
In this environment I made sure the boxes on my checklist were getting checked off and those things that absolutely must be done at a particular time were getting done on time. I’m not a perfectionist or obsessive-compulsive, but I do watch the details and I sweat the little things. That’s why I was good at the job. In the end, my job description, what I was hired to do, only took up around 30 minutes of my day. The rest of my time could be used for special projects thanks to effective time management.
My current job is very different and requires documenting and managing nearly countless details for hundreds of requests and small projects. When I was promoted to this position I inherited a list of items on four different spreadsheets that had been passed around the company for over a year. It was my job to drive these requests forward to completion. They may be as simple as finding the answer to a question, or as complicated as documenting a large software enhancement and working with the developers to implement it. It was and still is overwhelming in many ways due to the sheer number of the requests (100 when I was given the list, 175 at this time). I had to learn new systems at least at a conversational level, processes in parts of the company with which I was completely unfamiliar, the people who managed these systems and processes, the people who managed the hardware that drove the software, etc. This is detail management.
I went from tracking a list of to-do’s on an hourly basis to tracking different items on a daily, weekly and monthly basis. I still track everything that I do daily, but I’m organizing my days and tracking both what I want to accomplish and also what gets done, as well as setting goals on a monthly and weekly basis (see my previous post for an example).
I do it this way for two primary reasons. First, it’s simple productivity tracking. I can keep my days more organized ahead of time. I’ve learned that I also need to give myself deadlines on the requests on my task list. That helps keep me focused. It’s easy to get overwhelmed by 175 requests and projects that have to be organized and completed, which is the second reason I organize my days like this… I don’t like the feeling of being overwhelmed. This system helps me keep things in perspective.
To track the details of each of the 175 requests on my list I use Microsoft OneNote. I have a page for each request, and another one for tracking my time on a monthly/weekly/daily basis. I break it down that way to keep the big picture in view, in addition to tracking all those details. Of course, I also have a spreadsheet that acts as an index for all of those requests and I keep that updated as well so I can see the overall status of each item in a summary view.
By doing it this way I can keep my boss and all the other stakeholders updated as to the progress I’m making on these items.
Each person has to justify his or her position in a company. It’s just a fact of life in today’s work force. In larger corporations it is increasingly important to distinguish one’s self from co-workers as a dependable, reliable employee to not only sustain employment, but also to earn higher pay, to be rewarded with higher bonuses, promotions, etc. Determine if your job requires time management or detail management and build a system to track it all for yourself. Yes, it actually takes time to do it that you feel you don’t have, but by organizing properly it will free up even more time than tracking it will use. Work smart! And good luck!