- Learning how to be flexible is vital skill when it comes to time management in the workplace. Some people are naturally gifted at being flexible within their day. Others thrive on consistency and perform best when they get in a flow that is uninterrupted for long periods of time. This is not a discussion about whether one approach to work is better than the other, rather it's an acknowledgement that the modern workplace in which we operate is often unexpected and changing. Because of that, regardless of our preferred working style, all of us must learn some degree of flexibility when it comes to our workday.
Here are a few tips. First, have a conversation with your employer about what flexibility means to them. The interesting thing about words like flexibility is that everyone has a slightly different definition. Perhaps to your employer, being flexible means that you are able to change the deadlines on projects quickly, where to someone else, being flexible is that you're open to have a conversation at any moment. I think it's worth discussing flexibility and defining the word and what it means in your workplace so that everyone understands what the expectation is.
Next, be sure to leave enough buffer room in your schedule. I talk about this frequently in my time management courses. It's the idea that we live in a world in which we are bound to be interrupted, it's going to happen and so we must be prepared by leaving open spaces in our schedule. The person who has over scheduled their day with no open spaces is walking a tightrope, giving them no room for flexibility.
This means that when unexpected things occur, they're going to pay a heavy cost for making any changes in their schedule. This is neither ideal nor realistic. Leave plenty of buffer room in your schedule and if you're in a position that requires interruptions, such as IT or technical support or emergency support services, you're going to need to leave even more buffer room in your schedule. Finally, prepare to be flexible.
This may sound odd, but it's designed for people who want to feel more control in their day. Often unexpected things derail us because we have expectations that are unrealistic. Happiness is often just a matter of expectations that are met or exceeded. What's something that recurs regularly in your week that bothers you? What's something that regularly goes against your plan and what you expected? Rather than getting upset about it every time, change your mindset to expect to occur.
For a personal example, as someone with an entrepreneurial disposition, one thing that drives me crazy is corporate red tape. I talk to someone in customer support and they tell me they can't do something simply because there's a policy. I used to get extremely frustrated about it. I was inflexible. Then, I changed my expectations and created a weekly budget in my mind for at least one annoying corporate red tape incident.
Now, when such an even happens, rather than getting frustrated, I acknowledge it and say to myself, there it is. There's my one per week. This budget gives me more control and more ability to be flexible with an uncomfortable situation. You can do the same thing with anything that recurs in your work week and threatens your way of doing things. One of my favorite quotes is by the poet Alexander Pope who said, "Blessed is the man who expects nothing, "for he shall never be disappointed." You can be the woman or man who sets reasonable expectations and therefore you will rarely be disappointed and ever ready to be flexible.
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
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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: How to develop flexibility