The Over-Scheduled Executive
Why 24/7 Won’t Get You Where You Want To Go
by Suzanne Bates
Not a day goes by when you ask someone how they’re doing, and they say, “busy!” We are overloaded and in serious danger of letting busyness get in the way of our success. When you are overscheduled, and can do nothing more than block and tackle through your day, you are not making time for what matters most in your career.
Successful people learn to make the leap from overscheduled manager to strategic leader. The leader’s job is not to do the work of the organization. It is to inspire others to accomplish the goals of the enterprise. The leader must articulate the vision and strategy and motivate others to accomplish clear goals. If you don’t make that your priority, you will never be as successful as you deserve to be.
Multi-tasking and busyness will only take you so far in your career. Yes, it’s great to be a hard worker and everyone loves a boss who is responsive. But fill up your day with the routine, mundane tasks and you miss your real job.
Time and time again when a company tells me that someone in their organization is high potential but not “strategic,” that’s a danger sign. It means that person is in danger of hitting a glass ceiling and getting stuck.
How do you know you’re spending time wisely, doing the things that will make you successful in the long term?
• Get feedback on your communication strengths and weaknesses, as well as
your time management. Ask a trusted advisor how you are doing.
• If the feedback shows you need to improve, don’t blame others. Managing your
time and communicating at the leadership level is up to you.
• Be aware that if you have 500 emails in the inbox and 35 meetings on next
week’s calendar you are in danger of drowning in the day to day.
• Block out strategic time. Think, write and develop your own, strong viewpoint.
• Write, present, and speak regularly. You will save time by communicating to your
important audiences what needs to be done and encouraging them to do it.
• Develop your skill at delivering your message in a clear, powerful way. Nothing is
a bigger time waster than having to go over the same messages again and again.
5 Steps to Success
Managing your calendar and focusing more time on leadership and communication is a matter of thinking differently about your role in the organization. These five R’s can help you set priorities, manage your time and integrate your communication activities.
Think of these 5 R’s as Steps to Success:
• Recalibrate
• Rethink
• Retreat
• Reprioritize
• Release
Recalibrate
Recalibrate how you think about your role. Remember, your job is to lead. Instead of getting mired in the minutia of day-to-day business, take three hours, close your door, and brainstorm on strategy. When you start by taking small steps such as setting aside three hours of strategic thinking time on your calendar every week, you’ll find you want more. The only way to “find” time is to put it on your schedule.
Rethink
Rethink by analyzing and synthesizing information as you go. In all of your daily meetings and conversations, listen with a critical mind. For example, take time to encourage debate in a meeting so you refine your viewpoint. Ask questions. Challenge assumptions. This is a time saver because you more efficiently gather information, can make decisions more quickly and move on to the next issue.
Retreat
Retreat regularly, in the office and on the road, in order to consider what’s important now. Your business is changing all the time, so you need to stay on top of it. These private retreats can happen anytime of day. For example, if you want to prepare for a meeting, close your door, close your eyes, and think about the outcome you want. Jot down ideas. Even five or ten minutes of preparation in a retreat can make a difference.
Reprioritize
We all get trapped in our own routines. We believe we have to attend certain meetings or oversee certain projects. We believe we are being productive. Yet if we are honest, there are high priority activities that we are not doing. Be honest with yourself about how you are spending your time and get your priorities aligned with your major goals.
Release
Release your ideas to the world. Don’t waste time thinking, reviewing, or revising once you have a direction. For example, I often speak to CEOs who know exactly where they want to take the organization, yet people in the company haven’t heard it. This may be one of the biggest time wasters. Set up meetings and presentations, formal and informal, and deliver the message!