Simple Scheduling Technique Can Be Big Aid in Getting Organized

Q Every New Year’s I resolve to get more organized on the job, and every year I get the same results. I do fine for a few weeks and then start falling behind on projects and personal commitments. I then spend the rest of the year trying to catch up. In addition to working more efficiently, I also want to set a good example for my employees. How can I get more organized so that I’m not always scrambling to meet important deadlines?

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A Your tendency to fall behind on important projects does not necessarily indicate a lack of organizational skills. Instead, it may represent a common time management problem that can be easily remedied with a simple scheduling technique.

According to personal organization consultant Bruce Breier of La Jolla, most executives who have difficulty managing projects do so because they fail to schedule quality time to work on them. Instead, they wait for an opening in their calendars and hope for the best, or they put in serious overtime as the deadline approaches. Neither represents an effective approach.

The solution? Try a concept called “private work time,” scheduling time in advance to work on your projects and commitments without interruption. The key here is “without interruption.” That means deliberately making yourself unavailable to answer the phone or respond to staff members who might knock on your door.

Here’s how it works: Allocate five to 10 hours per week to work only on projects and personal commitments. Write this time in your calendar in indelible ink. Decide which projects you will work on during each personal work time session. Prior to each session, check in with your people and take care of any issues before making yourself unavailable. At the appointed time, close the door, turn off the phone and give your full attention to the projects you have selected for that session.

If necessary, put a sign on your door so people know not to interrupt. Personal work time requires that you schedule the time in advance and then have the discipline to stick to it. You may also have to educate your employees so that they understand and respect your need for uninterrupted work time. (This is especially true for companies that have “open door” policies.)

Interruptions represent one of the biggest impediments to personal productivity. By carving out personal work time each week, you can stay on track with your commitments and stop those last-minute scrambles to meet deadlines. Once your employees see the benefits of this process, they will not only respect your personal work time but will likely begin to set aside some time for themselves.

Juggling Family, Work Requires Plan Q My elderly mother recently developed health problems that require round-the-clock care. At the same time, my company is entering a rapid-growth period and demands my full attention. I’m running myself ragged trying to devote enough time to each, and it goes without saying that my husband and children are getting shortchanged as well. I’ve just about reached the end of my rope physically, mentally and emotionally. What can I do?

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A You are not alone. A recent survey of 128 CEOs around the country showed that nearly half (48.8%) have been or are currently a primary caregiver for an aging parent. Of those, 63% said that their caregiving activities had a moderate or severe impact on their ability to run their businesses and their personal lives.

First, stop trying to do it all by yourself. No matter how organized, efficient, motivated, dedicated and devoted you may be, the demands of caring full time for an aging parent will eventually overwhelm your time, energy and personal resources.

To avoid crashing and burning in this situation:

* Identify all the resources in your area--personal, medical, community and government--and make full use of them. Develop a support network of people who know the situation and are willing to help. These can include siblings, friends and neighbors, church members and co-workers.

* Consider joining a caregiver support group. The nonprofit group Children of Aging Parents (CAPS) maintains a list of various support group meetings throughout the country. To locate an active group near you, call (800) 227-7294.

* Schedule regular time off to rest and recuperate physically, mentally, emotionally and spiritually. Don’t neglect your own interests and family/community activities.

* Set limits. Learn to differentiate between realistic and unrealistic demands from the parent and don’t give in to the unrealistic ones. Set realistic goals. Identify what you can do and when you can do it, and let others do the rest.

* Accept that feelings of guilt, anger, helplessness and frustration come with the territory and deal with them the best you can. Entrepreneurs tend to think they can overcome any obstacle through hard work, determination and sheer force of will. In this situation, however, that path leads to certain self-destruction.

Keep in mind that the quality of your caregiving is directly proportional to your ability to give it. If you don’t take care of yourself, you won’t be able to take care of your loved one or your business.

If there is a business issue you would like addressed in this column, contact TEC at (800) 274-2367, ext. 3177. To learn more about TEC, visit https://www.teconline.com.