Sometimes We Need An “Admin Day”
If you tend to get
bogged down with running the day-to-day business of your company as well as
looking ahead for the next few months and then get accused of “not being on top
of things” or “letting things fall between the cracks”, chances are you need an
“Admin Day” (or even hour). Too many of
us don't designate “Admin Days” to sort out what’s gone before.
When I take action or make decisions, I generate more
actions, follow-ups or results that need to be carried out by me or someone
else. I can get so stuck in the “now”
that I forget the “before”. Every now
and then, I get into a period of calm when the temptation is to just put my
feet up and relax.
OK, that’s what I do (after all, I’ve earned it), but I’ve learnt to use some of that time for looking back and seeing what’s still in my
“pending tray” (or email inbox), what I’ve promised others that I’ll do, or
even what I’m expecting from others. I
then make a list, whatever it takes, but I get those things visibly in front of
me.
What’s a good way to structure all this? Over the years, I’ve read any number of
articles and books, gone on training courses and just thought. Conclusion: Everyone has some technique that
works for them and them alone. What I realised as I ploughed through the
likes of Franklin Covey and other “Time Lords” was that everyone needs discipline.
Here’s what I use:
ToDo List:
I use “2Do” which has desktop, iPad and iPhone variations
and syncs wirelessly or on 3G. It allows
use of start date (not all task list apps do), deadline and priority, along
with notes to remind me what’s going on, activity type icons and alarm
settings. I can create “Smart Lists” to filter tasks by type (e.g. “Emails”),
timing (e.g. “Next 7 days”, etc) or by category (e.g. “Boss”). I can manage checklists on it, so if one task
has a number of sub-tasks, they all go under one heading. This is one of my most powerful
organisational tools. I re-prioritise
and add new tasks as needed. I review
the next 7 days every day to “clue up” on the week ahead. If I have spare time (e.g. my appointment is
late, or I took less time than I thought to do something), I go through the
next day or two’s tasks and see if there’s anything simple I can “cross off”.
Diary:
The other powerful tool…
Not just for appointments with others, but also for scheduling “Me
Time”. Develop a set of initials (MT,
for example) and “block off” 1-2 hours/week.
Again, I review the next 7 days every day and every Sunday to check up
on the week ahead. If it looks busy, I review
the ToDo list and re-prioritise, delegate or delete.
Email:
Michael Heppell, author of How To Be Brilliant and similar books, recommends using “Action”, “Read
Later” and “Maybe” folders. When I go
through my inbox, I move emails into these folders before reading in full. I’ve
also added one called “KIV” for messages that I’ve sent that require action by
others. I go through this in my “Admin”
sessions, along with the “Read Later” and “Maybe” folders. “Action” is for what it sounds like - now/within
the next 2 days. I also used to have a folder labelled “Boss”
with a rule that meant the system sent all emails from my direct manager or
his/her direct manager straight to that folder.
When I looked at my emails first thing, I could see how many were from
the person who paid my salary.
I did a survey some time back and found that only 20% of emails
I receive are really “Action” items. The rest are filed for reading later, put in
“Maybe” (I may want to review them “one day”), or (mostly) deleted.
Let me say again: it takes discipline to make this work.
At times it’s tempting to “let it go” (that’s what holidays are for),
but it works for me. Others may find
different tools and techniques work better for them. As ever, find what works for you - don’t be
afraid to experiment - then practise. Like
any skill, the more you practise, the better you get and the easier it becomes.
“Admin Time” could be the difference between getting or
losing business, keeping a client or avoiding a fine. It keeps me on top of things and helps me refocus
periodically on where priorities really lie.
Labels: Career, Productivity, Strategy
posted by William Martin @ 17:10
0 Comments:
Post a Comment
Subscribe to Post Comments [Atom]
<< Home