How Do You Really Manage Time? | Time Management

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They say ‘it’s easier said than done’.  Truth be told, we are all pathetic in managing time. Take for instance, when you arrive at the Airport, and read the flight status as “Delayed”. The Project delivery is marked “Delayed”. No Project finishes on time without incurring some delay. Delay is now acknowledged as part of life and surprises springs when things happen on time.

Don’t take your time for granted

Its 24 hours –like it or not. Yes, these days, its hardly enough. Science changes many things but not the solar system. So 24 hours are all you have. How best to utilize without wasting? Then much depends on what is ‘waste’? But what is certain: time is limited. Life is short.

Time flies.  When it is ‘about Time’, then wrap it up. So work within the time limit set. That’s why estimation is essential. Though accuracy is something difficult to achieve, even with the advancement in techniques and thought process, historic data or past experience should at least provide you ballpark. When you plan a task or trip, what’s that you focus on? When will we complete / when will we reach? It’s the ‘when’ which is assigned the maximum weightage.

Likewise, where and whom you spend your time too matters. Professionals don’t work in line with the arms of the clock. Overstretching leads to early burnout. In reality, it impacts the productivity of the succeeding day. When you are dead tired after a hard day’s work, then you miss out on a lot many things, especially stress relievers like family time, rest and sleep. The hangover is carried forward. So the following day, your weariness pulls you down plunging the productivity. Consistency is the key, and for that managing time is the most important of all.

Some are sticklers to time. A minute late and tempers can be seen flying and epithets and expletives expressed unreservedly.  Why? Because the person values time so much, while the ones to go easy with are more likely to take time for granted.

“ Better appreciate what you HAVE before it turns out to be what you HAD! “

Don’t take others' time for granted

If your respect someone, you will respect their time as well. “Don’t waste my time and your time” – sounds familiar. Typically annoyed or totally disinterested. Why? Because the time can be spent on something worthwhile.

Besides, there are some characters with their own idiosyncrasy, who just take a sadistic pleasure in making others wait – for the heck of it. Since they sit on plum positions that offer the kind of cushion, comfort and the control, people wait. Wait as they have no choice – it can be anyone from a vendor to a stakeholder. Now is an employee a stakeholder? Of course, yes. And is it fair to make them wait just because your calendar for that day is crowded. Whose interest supersedes – an individual or company? Company. But without the ‘individuals’ will the company survive? And wont the individuals have their agenda for the day and ripping off their rationed time for family is fair just because you’re the Business Head or the Manager or the CEO? Those who wait might oblige grudgingly, but the payback can be expected in some form. Those ‘Heads’ must think about the possible ramification. Repercussions are bound to happen. When the suppressed spirit finds release, don’t expect it to behave benevolently. ‘You will be repaid in the same coin’ and ‘taste your own bitter medicine.’

Your agenda for the day might be jam-packed, and of course unknown or unexpected calls might spring up, which can’t be ignored.  They need to be accommodated without affecting the agenda adversely.

“The key is not to prioritize what’s on your schedule, but to schedule your priorities.” – Stephen Covey

Remember, just as your time important, so will it be for others you interact. Don’t abuse your position by taking their time for granted. That’s the worst form of injustice.

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Doing The “Right Thing” Is Always Right? | People Management

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Have you ever experienced the conflict within yourself? Many of us would have experienced without realizing what it is. I would like to share few scenarios of my life where I have contradicted myself and how it helped to create the self-awareness within me.

From a personal perspective:

What is Right to me may not “RIGHT” to my spouse?

I always want my son to do things perfect in his studies and sports which is my primary concern all the time, whereas my spouse  always wants to take care of my son’ interests and happiness emotionally. Who is wrong here? None. Who is right? Perhaps, both.  We both have very different standpoint but the same mission in the upbringing of our son. Hence, it’s obvious that we get into conflict when I try to make my son to do things against his interest. To avoid confrontation, which might escalate to arguments, she tend to downplay with my son when I am  around and  makes him to complete his school work and studies before my return from work.

It is like racing on thin ice. Most of the times, we do our best to avoid situation that might result in conflict/argument.  My spouse' maxims in managing my son need to be balanced with my own principles to instil discipline. Eventually we respect the institution of marriage/family rather than self. The more we kill the self, the better will be our family life. Is that right? I agree.

From a professional point of view:

What is Right to me may not “RIGHT” to my manager?

Moving onto a professional realm, what appears right to you may not be so with your colleague or manager. There are always differences in opinion. As the saying goes, ““When two partners always agree, one of them is not necessary."

As a team, when the crew has the same objective, there can be different approach in accomplishments. Conflict or difference of opinion arises in the professional life when the objective, level of urgency and priority differs.  Rifts can be resolved when we align, with an open mind that there exists different ways and means to achieve the goal.  There is a streak of self-righteousness in all of us, making us ‘Right’ always. Is that right? Certainly not. You must be willing to listen to others’ opinion and perspective and for all you know, they might be right or you can be proven wrong. Its all about objectivity and a sense of rationality.

What I learnt so far in my professional life : get your objectives aligned with your Manager’s (Stakeholders') objectives/Vision/Mission to avoid most of the conflicts. When we work in an organization, there could be more ways to achieve the mission and not necessarily only one way. Always focus towards the end results without allowing yourself into petty squabbles of who is Right. It’s alright if you are not right. No one is, for that matter all the time correct. We are not picture perfect with a vision of 20/20.  Don’t get deviated. The less we spend on proving self, the more we focus on our objectives & goals, and eventually become productive and promising.

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Custom-Made.

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This might be a regular word in the IT industry offering products and solutions. The definition states “made or done to order for a particular customer.” Today, custom-made is cut across the industry fitting to customer specifics.  

Just imagine a customer walking into a restaurant and reading through the menu, and calls on the waiter to order something that’s not part of the menu. The Customer doesn’t take NO for an answer, if you are really keen on customer service.  If it is not listed on the menu, then better cook it – that’s the survival mode in the industry. This is just an analogy that can be applied to any vertical or horizontal.

There is no ‘one size fits for all’ – all these might sounds a cluster of clichés, but the spotlight is back on the customer beaming more brightly than ever before. Customer is king. True, if not for the customer, what will happen to business eco-system? Who drives business? If not for the patronage of the customer, who pays for the bills – and that includes salaries.

“We got to think more on the lines of doing something readily and exclusively made for the customer.”

We got to think more on the lines of doing something readily and exclusively made for the customer. Right from sundry stuff to sophisticated schooling.

Interestingly, trainings too have seen the swing when institutions go out of the way  to offer tailor-made trainings, which are unique and inimitable to the customer in picture.

Now the engagement has gone one-notch above.  Now customers brief a scenario to exact a solution. It’s like turning a use case into an application – which may sound as an exaggeration. Not anymore.

   

In a recent enquiry, customer came out with a specific need that was not part of our offering. In fact, they pinned the scope so neatly that befits behavioral science, and refusal to entertain their enquiry will make them shop elsewhere.

“You must be willing to go as far as you can”

Today, the choice for customer has grown manifold. If you aren’t ready, move aside, and the next one in line will be inquired. So to a bag a business order, that connects directly or loosely, it’s both important and imperative to make most of the opportunity  and drive hard for a closure. It will be foolhardy to dismiss with a ‘sorry, we don’t have that in our catalogue” is to let the ball slip through your hands. Unless, its completely beyond your strength, you must be willing to go as far as you can. Chances aren’t easy to come by these days with competition throttling and scuttling at the first instant possible.Customer service is evolving. The service provided will be the game changer and excellence will result in clincher. 

One of our customers had an interesting anecdote. He was visiting a gift shop to buy something in particular. The shop owner heard his order, and declared his helplessness as “not available’ and turned his attention to the news on television. The customer moved on to the next door, which too was a gift shop, ad that owner too didn’t have the article, but instead of flatly refusing with a  ‘No’, he was entrusting to offer the customer with alternatives of ‘may be you would like this or try  that one.” The spirit of engagement impressed the customer, and even more impressive were the choices presented that the customer never thought of, and in end he purchased one and promised to come back. While leaving the shop, he looked at the previous shop and noticed the distinct difference in entrepreneurship. One was willing to go way go way beyond, while the other just sat and did nothing much. The customer left a thank you note to the shopkeeper saying “that looks like it’s just made for me”.  

Custom-made, perhaps.

The Art Of Poor Communication

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When you are in a commanding position – from a Lead to a CEO or Stakeholder, much is expected in terms of communication. Someone said ‘giving is the best form of communication’. What do you give? Information.

And what exactly is communication? Transmitting thoughts that can be read and understood. It’s not the mastery of the language or the command of the vocabulary that makes your communication good. These are of course required, if not good to possess, but the essence of communications gets down to the basics. The simpler the content, easier the read, and greater the understanding – it applies to both verbal and written form. We tend to assume speakers who can speak for hours are good communicators. Some of the greatest communicators, like Former President Ronald Reagan, who was known pen his own drafts, is hailed one amongst the best in connecting with the audience. That is the ultimate objective. Exchange of thoughts in manner there is no misunderstanding.

So what are the pitfalls in communication that makes it poor? There are many, and we have selected some of the most recurring and repeated mistakes.

Occupation Hazard: It could be an occupation hazard or the work backdrop, that communication suffers – though unintentionally. A Marketing professional uses some jargon frequently used at the work place which subconsciously influences the fluency. “So, what is the bottom line?” can have many interpretations and mostly misunderstood. It can mean as the ‘most fundamental aspect’ or ‘the balance sheet’. So how does a kid understand? ‘What is that you want to say finally?’ that’s why the disclaimer ‘occupational hazards’. It happens. Take for instance, the acronyms. MSP can stand for “Managing Successful Programmes” to “Medicare Secondary Payer “and several more expansions. So the context is essential. Set the context, and even the jargons will fall in place. Else Mandarin and Cantonese become Chinese languages but totally different. 

Follow the 5-minute rule: this happens with mind boggling frequency at the senior level when they have to go through hundreds of mail in a day that some get missed out of oversight but the sender feels slighted and, at times, insulted. It is a good practice to post a return mail within 5 minutes, even if it’s just a line. “I am busy right now. Can I get back by the end of the day?” and let’s say you miss by the end of the day, the sender will give you the benefit of doubt that something caught up and put the response on hold.

Avoid condescension; another bane when mail or phone calls are deliberately given a pass because of any reasons, mostly personal. Or even the gap in the ladder? “Oh, that person is just a junior”. To shake your head sideways to proclaim ‘I never did that’ is sanctimonious, at least, you would have delayed and assigned lower priority. To say the least, the very act is unprofessional. So avoid. Effective Leaders are known to make others feel exceptional, especially at the grassroots and above. Treat everyone alike actually commands respect that they salute your spirit.

Beating the bush: Time is money, and when time gets wasted, the loss is colossal. This happens mostly in meetings when the speaker meanders, wandering around the world or circling around the centerpiece without ever approaching the subject. Agile standup meeting is cited as an example for its effectiveness in communication as there is an agenda and a time limit. Carry an agenda and stick to it without deviating much. There is a difference between brainstorming and team meetings. Let’s not confuse and get carried away. Sometimes, even after hours of deliberation, attendees have stepped out of the room scratching their head “what really went inside?” this is the reason ‘Minutes of Meeting’ helps.

Listen and let the other talk. There is no need for dominate but carry the conversation. Don’t pretend listening or don’t listen with intent to ‘give it back’. There is a streak of self-righteousness in all of us and hence we feel right in our sight and assessment and most unwilling to entertain an alternate or opposing perspective. You learn a lot by listening f only there is patience and willing to hear out till the end without interrupting. Preempting or try to prove ‘I am always right’ only weaken your stance. Rather let the other speak and hear.  ‘The less he spoke the more he heard.’ Business conversations ought to be professional.

No Communication. This is the worst form of communication. A meeting scheduled for a face to face interaction gets postponed or deferred or doesn’t happen at all.  A response to a mail is delayed, deferred or plainly ignored. This can be both discouraging and demoralizing. It is poor in etiquette, and pathetic to note that willful negligence can only resulted in wasted hours.

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