“In the reality of the daily workplace, an open-door policy can also send the message that you can be interrupted anytime for any reason.”
Have you ever looked back at the end of a busy workday with the sense that you hadn’t really accomplished anything? If this is the rule rather than the exception for you, it may be time to examine the habits or behaviors that can keep you from working efficiently. Read on for five of the most common habits that may be holding you back and suggestions for new and improved habits.
1. Continuously checking email throughout the day a.k.a. I’M ACTUALLY CHAINED TO MY INBOX
It’s not easy to resist checking email whenever a notification pops up. We may wonder if something important has come up, have a fear of missing out on something, or simply be curious. However, attempting to stay on top of a flood of emails throughout the day not only steals your time, but also your valuable energy and focus.
Even if you were to receive only 10 emails a day – each of which required five minutes of your time – you would lose nearly an hour of your workday. To avoid being constantly distracted by email, try making a few changes:
- Close the Email App – Don’t leave your email application open all day! Think about how often you really need to check email in order to be productive, whether it’s once an hour or six times day, and limit yourself to that schedule.
- Turn Off Push Notifications – Not only can you turn off email push notifications, but also those from other annoying or less-relevant apps on your phone. This helps eliminate distractions when you’re in meetings, in discussions in person or over the phone, or away from your desk.
- Block Email Time – Set aside a block of time in your daily schedule for responding to emails, which can not only increase your efficiency, but also give you a very good idea of how much time it takes from your day.
2. Attempting to get work done with an open-door policy a.k.a. MY SCHEDULE BELONGS TO EVERYONE ELSE
On its surface, an open-door policy sends positive signals about you: you value transparency and accessibility and aren’t overly attached to a rigid hierarchy. In the reality of the daily workplace, however, an open door also sends the message that you can be interrupted anytime for any reason.
The most obvious downside of this approach is that you won’t be able to focus on your most important tasks long enough to see them to completion. Less apparent is the effect an open-door policy can have on your organization’s culture where people may become more dependent upon your input or approval rather than feeling empowered to make decisions on their own. Employees who are more assertive than their colleagues may dominate your time and attention, and, if your organization depends on hierarchy or a chain of command to function properly, that structure may be weakened.
You don’t necessarily have to eliminate your open-door availability entirely, but there are changes you can make to help reclaim your time and space:
- Limit Open-Door Time – Schedule some regular, but limited, open-door time on your calendar.
- Empower Your Team – Work on ways to better empower employees to take ownership and move forward with tasks on their own.
- Add a Price for Admission – Ask that people who come to you with a problem also be prepared to offer some solutions.
- Delegate More – (See habit #5 below.)
- Spend Time Outside the Office – Spend time out of your office talking with employees, listening to their concerns, asking for feedback, or answering their questions. This will help reduce the need for those team members invading your office when you’re working through another priority.
3. Multitasking a.k.a. MY SECRET TALENT IS JUGGLING WHILE WORKING
We’ve all known (or tried to be) a multitasker, that person with the apparently superhuman ability to simultaneously carry on a phone conversation, send a text, check email, and read a note someone just slipped on her desk. The problem with this approach? Multitasking is a myth. Research has shown that we’re not really performing several tasks at the same time; we’re just switching our focus from task to task and back again every few seconds. Just think: if we did have the ability to do more than one task simultaneously—giving our full attention to each task—texting and driving wouldn’t be a problem.
The solution, of course, is to simply stop trying to multitask. Better time management methods can help, as can establishing the habit of giving your full attention to the task at hand. For example, while you’re in meetings, close your laptop, turn off your phone and take handwritten notes. Schedule time for email (see habit #1 above) and returning phone calls, finish one task before beginning another, and clean up the distracting clutter around you (see habit #4 below).
You + Meeting = Closed Laptop and Phone Away
4. Clutter and disorganization a.k.a. I WORK IN THIS MESS, THEREFORE IT’S OK
Whether at home, at work, or in the car, a cluttered space can be a source of stress. It’s a barrier to creativity and productivity and can even cause feelings of guilt or shame over our shortcomings (“I should really be more organized.”). It also wastes time as we search through piles of desk objects and paper for something we need and distracts us from the task at hand.
There is plenty of research on the topic of decluttering and suggestions for finally taking control of your workspace, from creating designated zones to changing the physical layout of your space to reduce clutter. Organization also frees up space mentally so you can be a better version of yourself.
5. Failing to delegate a.k.a. I PREFER TO DO IT ALL MYSELF
Some leaders avoid delegating because they believe it undermines their authority, while others fear trusting others to get a job done right. Strong leaders, however, know that one of the most essential keys to having time to lead is the habit of delegation.
Learning to be a delegator takes work, but it’s worth it in the long run. You’ll ultimately make the most of the limited time you have in your workday by taking the time to coach and develop your employees, and by empowering them to complete important tasks. You should also share your vision for the organization with employees to help them understand their role in its success. What they do matters to achieving shared goals and achieving positive outcomes!
For those in school administration, The Breakthrough Coach offers proven leadership programs across the globe that help administrators find work-life balance, work more efficiently, and support staff and students. Our clients have proven time and again that the TBC method can make all the difference.
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