- I talk about how switches are your enemy when it comes to productivity, but what if you're in a position that requires switches in attention? Where you need to respond? For instance in emergency situations. I call these positions responders, and typically you'll see them in technical support or things like repair or even emergency response. If switches are a requirement in your day, yet we don't want to have switches take place, how do we reconcile the two? Well there are a few tweaks that I'd suggest you make to your schedule.
First of all, rather than fighting these switches expect them. Expectations have everything to do with your ability to be happy in the workplace, and rather than being frustrated every time they happen, just realize this is my job. I have to respond to these things. Second, schedule less in your day. For instance if you know that you're in a position where you're going to be interrupted regularly throughout the day, leave at least 50% of your calendar open, empty.
That way you're prepared for these interruptions to happen. Which leads to step three, shuffle within the day. Let's say, for example, that I had processing, going through my emails, scheduled at 9 a.m., but an emergency occurred that I'm supposed to respond to what do I do? Well I move it within the day, for instance, to 1 p.m. I don't abandon the appointment. I just move it to a time that's more appropriate to make sure that I get it done.
Step four, if I find myself with empty time in my schedule, I use that down time to prepare. That's a great time to gather things into approved gathering points like my in box, my email, and I use that time to process things. Deciding when I'm going to accomplish them in the calendar. That way I get ahead of the schedule to prepare for the next time the interruption is going to occur. The idea here is to be realistic both with yourself and with your schedule.
You can be successful in a responder position. The idea is to be flexible in your path toward getting results.
Author
Updated
4/15/2019Released
4/11/2016Productivity expert Dave Crenshaw provides techniques on a wide variety of topics, designed to help people better manage their time and ultimately become more productive. Tune in to learn about everything from managing emails and calendars to setting priorities, collaborating with coworkers, reducing interruptions, crafting a "productivity mindset," and creating a more comfortable and effective work environment.
Have an idea for a future video from Dave? Submit it using our course feedback form. If you want more time management strategies now, we recommend watching Dave's Time Management Fundamentals course.
- Reducing interruptions
- Dealing with feeling overwhelmed
- Responding to quick questions
- Making the most of meetings
- Following up
- Implementing a closed door, open calendar policy
Skill Level Intermediate
Duration
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Introduction
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Welcome43s
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1. Time Management Tips
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Power tips for sending email3m 14s
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Positive procrastination3m 15s
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Remove the "busy" tag2m 58s
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Manage digital interruptions4m 19s
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Make the most of meetings2m 52s
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Follow up on delegated items2m 58s
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Become tech savvy4m 33s
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Focus on the person2m 37s
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Time management for students2m 59s
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Ending meetings with action1m 44s
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Building a not-to-do list2m 46s
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Avoiding the crowd mindset2m 58s
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Placing a value on your time3m 30s
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How to schedule a meeting3m 35s
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How to develop flexibility4m 19s
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The trouble with texting3m 48s
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Create a perhaps list4m 58s
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Reduce attention switches4m 46s
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Adapt your favorite app4m 33s
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Make time to get more time3m 49s
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Read vs. unread email3m 52s
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Make time to have fun3m 57s
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Create a morning ritual3m 23s
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When to create new homes3m 26s
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How to reduce spam3m 48s
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Why repetition saves time2m 48s
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Productive passwords2m 3s
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Productive web browser tips1m 51s
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Writing a productive email1m 55s
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Commit to your calendar1m 54s
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What to say instead of ASAP1m 46s
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Set voicemail expectations1m 43s
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Set email expectations1m 46s
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How to use an inbox1m 41s
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How to use an outbox1m 53s
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Video: Find focus in an interruption-heavy environment