Just thought I would start a thread on the types of challenges we deal with at work, and what has helped in addressing those.
with resource constraints, I feel that unlike a few years ago its simply more work and less people to do it, and being on top of everything and being organized is a key. what do you think? what are your challenges and how have you dealt with them successfully, and what has not worked for me.
Here is one tip for me. I have stopped responding to emails as soon as they are in. Two major reasons
it interrupts whatever I am working on, if its important the individual can call me.
responding right away sets a precedence that I will always do that so if i dont respond for a few hours the complaint is that I did not respond and not that I usually respond faster that most anyways.
Other email issue
people use it incorrectly for a discussion, copying many people and then asking a question, get and answer and then ask something else. If that happens I just say, look its probably better that we have a quick call and go over this.
Pointer
I block out work time and only my immediate boss knows that I am free but just working on stuff. I used to book the time so it looked like I was tentatively available but people would just start setting meetings. Now I have time blocks each day at the start and end of day to catch up, organize or plan. and then part of a day each week where I spend time on the big picture than the daily stuff.
This way I can be pulled for stuff that is really needed, but I am not in a react mode to everyone else’s emergency. plus just like setting expectations as with email, it is also with meetings. people need to plan, they can’t throw stuff over the fence last minute due to their lack of planning. It creates for conflicts early on, but then they get it that you are not going to drop everything and bail them out each time and they start planning stuff better themselves.
Now for help:
I do struggle with the sheer amount of documents and notes from different projects, and am looking to use my iPad more effectively to manage notes and am looking for a good app, so let me know. The challenge is that with the amount of projects and meetings going on, if something gets buried in the back of my notes, it gets buried. I have set up an action items and to dos for each project separate from notes and its a list that has what is needed, who is wiring on it and status..I am using the circa system from levenger which allows me to move papers around easily. but really want to just go paperless and have it live on my iPad. Let me know anything you have used that has worked,
I actually practice most of what you’ve suggested… I especially recommend blocking out times of your day/week to work on stuff and not get pulled in for meetings because your calendar showed you were available.
With respect to email, another pet peeve of mine is when people try to schedule a meeting among more than 3 people using email. Aargh! - I can’t stand it. It takes too long to talk about availabilities and find an overlapping time. Most of the time when this happens, I take the initiative to use Doodle.com or NeedToMeet.com
Re: your question, For a tablet app, have your tried SpringPad ? Not sure if it’ll meet your requirements, but give it a try if you haven’t done so already.
Amazing topic. Never had an IPAD etc - so no comments on that topic.
Emails - I have removed the automatic notifier - so I check it when I feel like. (But of late, have been addicted to checking too frequently).
Some metings run 2 hours - I let the person know I will joing half way through the meeting or leave early after my portion is done.
The younger generation is more tech savvy - they use "link" to communicate. But my rule of thumb - after the 3rd step, I just go to the person's office or request they come to my office. Too much typing and cant get anything done while the back and forth is going on.
My pet peeve is people bellowing in the hallway - when you are trying to digets some technical paper etc, not a word enters my brain if there is noise. I just shut the door and put on the ear plugs they have in a rifle range. Or sometimes I read with my fingers pressed against the ear.
Late in the day, conference rooms are empty - so if there is some serious reading to be done, I just shut myself there.
As for last minute meetings, I am one of the offenders - so need to get better at planning.
IMO, too much technology - information overload --> less attention to detail --> power point generation. But my nephews disagree - they love their IPADs - so what do I know.
I will check it out, My EVP is using an app that he likes so I may ask him again what he is using. will check out spring board as well.
basically i want to be able to organize notes by date and action items by initiative.
No, not always but I am getting better at it, too many times that its crunch time and i know i could have produced a better final output but there is no time, although interestingly enough some new productivity articles are fine with it because you are efficient and get to what is needed and not spend time on additional info or analysis or even formatting that does not add more..at some point in time there are diminishing marginal returns on time and effort.
I have some remote meeting rooms that people dont like to use in general because they are so far removed, i sometimes book them and go work there uninterrupted for a few hours. In some cases I would work on stuff at home.
and meetings, if its one of the meetings where either ppl reporting to me or my boss is invited, we just have one person go…meetings are killer on time. today was a day from hell, I try to not schedule more than 50% of my day with meetings in general, today was ridiculous. will post a pic of my calendar
Good topic of discussion. One of the challenges that i face is when there are 2 or 3 meetings scheduled up with different dept to go over RFPs and negotiating contract. Now the challenge that i face is: i have short amount of time to process the negotiated RFPs.
What i do as part of solution is to ask my colleague who works in same dept to prepare drafts and papers so by the time i come in i sign the documents, get legal dept to look at it and finally i process it easily. But here is a thing...this is my arrangement with a awesome colleague of mine who has very kind to help me. And if i were to do all this by myself considering how many proposals i have to negotiate..the work might have taken longer. But being helper there..definitely makes lot of difference!.
Btw..i like the email part from your post yo. I do not respond right away..if i do..then yaa that becomes priority whereas i usually have other stuff on the table who is super priority in my case. But good one!
Xtron good approach, anytime you can position something as a win for both sides things work out well. What I would recommend you do is that you give credit to this person helping you out so they now you appreciate them and that your mgmt team sees that as well. On one hand they are noted for their contribution, on the other hand in the event this person takes a different role and then you need support in getting everything done on time, then its not news to anyone that there is a support gap due to this person's departure.
Actually i do. The person is junior and works under me. I wrote her recommendation letter along with i do other things for her..here and there. So it works best for her.
I think emails isnt as big an issue as much as people dropping by your desk is ..one ends up indulging in chit chat ... I learnt to control that factor by being nice but open with people and letting them know i am in the middle of something important.
I also try to arrange any meetings one after the other , so that time isnt wasted between meetings ...
For any onsite client meetings again I try to wisely determine meetings keeping in mind location, time and back to back meetings ..
Yet again I try to keep some days completely meeting free so that I can focus on other important work internally in the department.
Prioritising work is an absolute must ... and i use the task section in the Outlook very effectively , I ensure to write down stuff and cross it out when finished .. this really helps me think less about what i have to do next ...
