Level Four “Time Management”

Nobody manages time. We all know that we manage ourselves in relation to time or hours available.

Most of my clients have some system of “time management” in place. I implemented a Level Four approach. It is very liberating as it has only two categories: relations and results. Two smart directors took note and their interest is the reason for this post.

Four levels of “time management” have been developed through the years:

• The first level covers the use of to-do lists and notes with which we try to get some order into what has to be done.

• The second level concerns the use of diaries/calendars. Here we not only try to cope with the immediate. We also attempt to look ahead, to also schedule future events and tasks. Some of us buy impressive planning diaries while others use Outlook’s Calendar. Many of us have learned to synchronize our laptops and our business cellular/mobile phone calendars. Thus we create the ability to alter our appointments or add some while on the move. We are no longer office-bound. We are agile. Our company is where we are.

• The third level covers adding important objectives and prioritization. It requires daily planning and a managing of task lists. We have specific plans and wish to accomplish certain goals which will grow our businesses. We use our calendars to assist us, insert important must-achieve objectives on specific days and set electronic reminders.

Many people, however, are not able to cope with this fairly detailed approach. Some say it takes the spontaneity out of work. Of course, the real culprit is back-to-back appointments with people and a scarcity of appointments with objectives. Too many appointments with people crowd out hours which should be spent on working on objectives and projects. An unbalanced business calendar leads to a need for doing work after hours – and to a neglect of other roles such as being a spouse, a parent or a friend.

• The fourth level concerns the human dimension. We manage ourselves. Rather than focusing on tasks and on the use of time, we focus on building relationships and on accomplishing results. From a business point of view, I believe clients ought to be uppermost in one’s thoughts and all results should directly or indirectly relate to value which we create for clients. Be client-centric.

Please note that you would still incorporate objectives, task lists and reminders but the mental departure point is different. A paradigm shift in thinking about your calendar provides astonishing relief.  Start each day, week and month with two questions:

1. Which relationships require my attention?
2. Which results do I have to generate in order to build and strengthen relationships? And do not only think of business relationships. Also insert your loved ones/family and friends in your calendar.

Think blue and red. Appointments with people get a blue fill-in. Appointments with important objectives leading to results are in red. Maintain a balance.

Do not over plan. Two blue entries and one red entry per day are sufficient. Leave lots of space for all the other tasks which normally fill your day, many of which do not need to find their way onto your calendar at all.

Think relations and results.

Try it.

Albert

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