There’s endless research on time management including David Allen’s famous book Getting Things Done. I once tried following his approach but felt like I had to choose between being efficient and being human. Eventually, I found a method that works for me which includes knowing when to say no.
There are many obvious advantages to managing your time well including reduced stress, increased efficiency, and more free time. The unintended consequences when you take control of your time might come as a surprise. They include benefits not only to you, but to the people around you. And in some cases, they may be even more motivating.
Think Big, Create, and Innovate
I once covered for an HR colleague, supporting 1,100 clients through promotions and performance reviews. I told my boss I was happy to take this on, but wouldn’t have the capacity to do much more. While I was proactively managing those processes, I was also bombarded with ad hoc requests. It felt like I worked every waking hour.
During this period, our team kicked off annual planning and we were each asked to submit our big idea for the coming year. I had nothing. It made me realize that when we’re tired and on the verge of burnout, it is nearly impossible to think big. That is – to think strategically, be creative, or come up with the next innovation.
How often do you dream up your most creative ideas and solutions to hard problems when you’re taking a walk, in the shower, or out for a jog? Your brain needs both rest and down time to think big.
Develop the People Around You
When time management isn’t a priority, it’s easy to try to do it all, especially if you have a Type A personality or hero complex. I’ve been there – signing up for extra projects, leading initiatives alone that required a team, and even doing extra administrative work rather than delegating it.
When you take on too much, it reduces opportunities for others to do their jobs, experiment with a stretch role, or try something new. You may think you’re doing people a favor, telling yourself “Everyone’s busy, I’m sure they’d rather I just take care of this.” In fact, people are motivated and feel a sense of belonging when they get to participate and do challenging work together.
Focusing on your own tasks and letting other people do theirs is both a time saver and good for the future of the team. It can lead to increased satisfaction, engagement, and sense of purpose
Better Focus and Greater Clarity
It’s easy to think you’re being highly productive when you’re busy every moment and keeping a hundred balls in the air. I’ve worked with and for people who take this approach, and a few seem to succeed. Most, though they respond quickly to emails and never miss a meeting, sooner or later show signs of being overwhelmed. A memorable example is when a boss became very upset with my team. We were rolling out a new leadership development program and rather than congratulate the team, she emailed me saying that she had been blindsided.
She had not only reviewed the program but approved it over email. I realized later that she was not being malicious – she had simply taken on so much that she had no recollection. If repeated, behavior like this erodes trust and burns bridges. yIt’s better to know your limits, manage what you can, and delegate the rest to capable members of your team.
