I'm asked about this particular topic a great deal. in fact, I did a similar post almost a year ago but with a different slant here. So
here's the story, I have a full time job, I go to graduate school full time and
run the donor relations guru (which is like a full time job) all in one day.
I'm not asking you to pity or envy me, but because I do so much and always
have, people often ask how to manage it all. So I thought I would share some of
my tips with you to help you with Prioritization and time management. You could
be like me and not sleep a great deal but I don't recommend it at all. Here's
what I do recommend.
1. Work in short, focused bursts. I say that I'm a great
multitasker but in all reality a hyper focus for a limited amount of time is
the best way to go. Take this blog for example, I write it every week on my
commute into work, headphones on and I have a focused amount of time to
complete the task.
2. Start with the bad stuff first. This reminds me of
doing homework, I always started with the things I didn't like first then went
from there. It really helps you prioritize.
3. Use your email properly. People are often pleased with
my email response time. It's because my inbox isn't full of thousands of
messages. My goal at any one time is to have less than 10 in my inbox. I reply
and then file it away, if its in my inbox then it is a reminder to complete a
task. Keep a great folder system and stick to it. It works wonders. And for
goodness sake don't print emails, really? You can store them or use a free
outlook tool like Xobni to help you find emails efficiently.
4. Avoid unnecessary meetings. This means using your
calendar effectively, blocking hours of time for focused work and times when
you're not at your best. For example I am a morning person (rise and shine at
5am) so if you want a meeting after 4pm with me you have to outrank me by two.
So that means you have to be the VP or President. Period. I never break this
rule and it helps greatly. Also, for those of you managing a staff, trust and
empower your staff to go to meetings that are purely informational. It allows your
teammates to grow in their skills and frees up some time. Do you really need a
meeting? Or will a conversation suffice? In nonprofit work we tend to have
meetings about meetings, under the guise of being good communicators, in
reality we're wasting valuable time. We use instant messenger to communicate
across offices and within our team and it helps avoid many many meetings.
5. Discover and know your weaknesses. I'm a great data
girl and strategist, I'm pretty darn good at manipulating data and creating charts
in excel, etc. but for the life of me I cannot make it print pretty all on one page with headings and all. So I have my
teammate help me with that, for a task that would take me 2 hours, in ten
minutes she's done and making me look good.
6. Ask for help
effectively. Many people just don't know where to begin when everything seems
urgent. This is where your boss will earn their big fancy salary. Ask them to
help you prioritize. Don't go to them and say "my plate is too full"
show them three things and make them rank them in order of priorities. Rinse
and repeat this step over and over until they understand that their input is
not jut valuable but helps drive your strategy. If they can't or won't do this,
put together your résumé, no just kidding (I think) instead use donor surveys
and data to build a set of priorities and remember you can't do everything all
at once perfectly. Baby steps here do one thing really well and then move
forward. Don't know where to start? Start with the four pillars of donor
relations.
7. Finally ask the right questions in order to move your
work forward. Before you ask those questions do some basic research. Before you
hit a listserv with 11 bulleted questions or ask an expert for a strategic
plan, do your homework. Google the question. Make sure that your question is
concise and focused. I enjoy receiving questions from around the globe, but
especially enjoy those that are specific, targeted and well focused. The ones I
tend to ignore on listservs are those that can be answered with google and
those that have more than 5 questions and could be answered in a day of
professional development. Show me you've done your part and ill bend over
backwards to help provide you tools and resources for free.
8. And please don't forget it's okay to say no sometimes.
I'm not always great at this but am getting so much better. Saying no empowers
you to own your time and tasks. Instead of no, why not ask a rhetorical
question like, okay, what would you like me not to do in order to do this for
you? Smirk...
I hope these have helped you, I'm thinking we should do a
webinar on this topic together soon.
I am always open to your thoughts.
Cheers,
Lynne
Every time I ready one of your blog entries I end up thinking "PREACH!" by the end of it. Thanks Lynne!
ReplyDeleteThanks for your widsom. Appreciate you!
ReplyDeleteRegarding #2, my motto is to always "Eat the ugly frog first!" In other words, get the bad stuff out of the way first, so your mind and calendar is free to do the fun stuff.
ReplyDelete