Improving Time Management at Your Desk


 

Tim Slater, University of Wyoming, Tim@CAPERteam.com

Have you ever heard people say that they have their best ideas when in the shower, or driving in the car?  Perhaps you yourself have said, “I think best when I’m walking around the building, far from my desk.”  This notion should strike you as incredibly odd because you are not actually being paid to shower, or drive, or walk; in fact, you are being paid to be productive at work.  Of all the places in the world to be creative and productive, it should be at your desk.  Such a situation desperately begs the question, why not?

download (1)     Your desk should be the single best location where you have everything you need to be productive at your immediate disposal.  Your desk is supposedly where you have best access to your calendar, your computer, your files, your books, sticky notes, index cards, pens, a cell phone charger, highlighters, and a stapler.  Most offices have a telephone and immediate access to one’s peers and support staff who are inarguably an often critically important resource. Some people go as far as adding attractive plants, family pictures, an inviting bowl of candy, comfortable chairs, their favorite music, nuanced lighting, and inspirational awards on the wall.  Yet, with all of these accoutrements, why do so many people “think” better elsewhere?

Time is an incredibly important and limited resources and most productive of us are masters at successfully managing their time.  At its core, effective time management is about two things: doing the most important job first, and eliminating distractions that keep you from getting that most important job done.  Unfortunately, we too often set up our offices to instead welcome distractions that keep us from getting our number one prioritized task done.

download     The first step toward redesigning your office to be most productive is to clearly identify what specifically distracts us from getting our most important tasks done.  Just like a scientist keeps a lab notebook of observations, it is well worth committing to a week of making notes of what distracts you from getting the task at hand done.  Because barriers to effective productivity sneak up on us over time, it often takes an active and purposeful effort to figure out what distracts us.

The table below describes some common office desk distractions and a possible time management hack to improve the situation.


 

OFFICE DESK DISTRACTION

TIME MANAGEMENT HACK

Email Allocate two blocks of time to respond to email, & turn it off otherwise
Text Messages

 

Put your phone charger out of reach of your desk on other side of room & silence it
Papers to Grade

 

Put distracting papers & mail in a box with a lid out of sight to grade when scheduled
Chatty Colleagues Place stacks of paper on your chairs & remove any candy bowls; hold headphones in your hands ready to reinsert when they take a breath
Social Media Put 30-min on your calendar each day to engage in social media & get a timer
“Just need a second” Place sign on closed door that says, “writing with headphones on, please knock loudly” for 2 hours each day
Noisy hallway Ask for noise-reduction headphones for birthday (your friends think you are hard to buy for anyway, so help them out)
Too messy to find anything Clean your desk on Friday afternoon calendar, when you are largely unproductive anyway

The best time managers among us spend the first five minutes of each day planning out their day.  They know precisely what time they will start working, what they will be working on at 10am and 2pm, and perhaps most importantly, they know precisely what time they will be going home.  Sure, interruptions will happen, but an effective plan takes that into account: If you have meeting after meeting scheduled every second of the day, you shouldn’t have writing a paper on your daily plan, because that isn’t going to happen. Moreover, before they go out the door, successful time managers take five minutes to note what they will do first thing tomorrow morning, that way they don’t have to worry about work all evening, interrupting valuable rest and family time.

     The most important advice I was ever given was that every day, you need to find time to work on at least one thing that does not have a deadline this week.  If you spend all day every day working on tasks that have quickly or imminently approaching deadlines, you will being highly successful and productive to be incredibly difficult.  This is particularly important for professors who are pursuing tenure or promotion.

Very little of what earns professors tenure or promotion are tasks that have specific deadlines: refereed journal articles; collecting research data; developing innovative teaching approaches; successful student recruiting & mentoring; collaborative research projects with other faculty. Do something today that has no deadline that moves you forward professionally!

images (1)     When you get good at time management, you get to spend more time doing what you love about your job.  No professor gets promoted by filing committee reports, attending meetings, grading papers, or balancing research budgets.  Sure, these things are important, but not as important as doing what you love about your job: writing more, reading more, spending more time in a research setting, more creative teaching, and working more closely with students and colleagues.


 

One thought on “Improving Time Management at Your Desk

  1. Pingback: Online Office Hours: The “Dr. is (Virtually) In” | Society for College Science Teachers

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