Insights for High Stress Professions
To manage your time well, you need to get really good at protecting your time from things that aren’t as important. A way to protect your time is to create time blocks. These are designated slots of time in your schedule that are allocate for specific tasks.
This works because we tend to protect things that are scheduled into our calendars by not scheduling other things to occur in the same time window, and limiting multitasking. These time blocks tend to be protected for things like appointments, meetings, transportation, and family time. The time that isn’t already dedicated to something can look like free time when you glance at your calendar, but we know better. There are things we need to work on, tasks we need to accomplish. We need to protect time for those too. Say you are the lead on a project. Others might see you as “available” and come ask questions. It’s important they do this, but it also prevents you from getting your tasks done. If you block time in your calendar to get your stuff done, others know you aren’t available right now and can come at another time. This also helps protect you if someone else can schedule your time. If they see white space, they assume you are available; if they see time blocked out to work on something, they know you aren’t available.
What are the things you need to get done but never seem to make the time to complete? What are the things you aren’t able to get done because others assume you are available to help them? These can be work related things, but they don’t have to be. Time blocking is just blocking out time in your calendar for what needs done. If it’s the first 30 minutes of the day for checking email, if it’s time at lunch to eat away from your desk, if it’s exercising in the evening, if it’s protecting family dinner time, if it’s a time of day you no longer check your phone or email, it can be blocked out in your day so you (and others) plan around it.
Time blocking simply protects your time for a particular thing, but it doesn’t tell you how you spend that window of time. To be efficient and effective in our time blocks, it can be helpful to use a strategy called power hours. Power Hours structure how we spend our time and help us get the most out of our limited focus, build in recovery, and accounts for “warming up” to the task and common distractions.
We have a limited ability to focus intensely on one task. With training, we can get up to about 90 minutes, but most of us are at about 15-30 minutes of focus or concentration. Once our focus is broken, it takes 5-15 minutes to get back to the level of focus we had before.
Power hours help ease us into the work we need to get done instead of expecting us to go from flow and focus on one thing to flow and focus on something different. A power hour consists of 3 phases.
Phase 1: Warm Up (5-15 minutes)
In this phase, we are “warming ourselves up” to the task and the focus it will take. We establish our goals or what needs to get done, we gather necessary materials and we reduce distractions. Ways we can reduce distraction include filling our water or coffee, silencing our devices, going to the restroom, clearing the desk, etc.
Phase 2: Intense Focus or Work (30-40 minutes)
In this phase, we are getting work done according to the plan we created. If we have a small distraction, we bring ourselves back to the task at hand. If we have a large distraction, it may be better to see to the distraction and restart the power hour once you’ve dealt with the distraction. This time window is flexible based on your ability to maintain intense focus. If you can focus without interruption or distraction for 15 minutes, then phase 2 will last about 15 minutes. If you have trained your ability to focus without interruption for 90 minutes, then phase 2 will last about 90 minutes.
Phase 3: Reflect and Recovery (15 minutes)
In this phase, take a few minutes to reflect or review what you accomplished. (What did you get done? Did you plan your work well? Did you manage your distractions well?) Then you do something to recover. Take a walk, get a snack, refill your drink, watch a funny video. Get up from your chair and do something to let your brain shift gears.
If you have 3 hours blocked for a particular task or project, you can break it into 2-3 power hours based on your ability to maintain intense focus on that task. If you’re on a roll and want to stay in phase 2, it’s up to you. If you stay in phase 2, you can maintain momentum, but will likely be depleted when you finish. If you move to phase 3, you can recover some energy and brainpower and pause to look at the big picture, then do an abbreviated phase 1 before getting back into a groove in phase 2. You will lose some momentum, but you’ll check in on the big picture and manage your energy and brainpower better throughout the day.
A Power Hour is adapted from a study skills strategy taught to cadets at United States Military Academy.
#calendar #timemanagement #priority #powerhour
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