- I want to tackle a challenging subject, perhaps even a controversial subject when it comes to time management. I ask for your patience as you and I explore this together. The topic is text messaging. Because people are so comfortable with text messaging in a personal context, they may have the tendency to carry text messaging into the professional context, into business. When they do this, it creates all sorts of problems.
One of the biggest problems is that people typically keep their text message app open, meaning they've set it up to notify them at any time. If you're familiar with my work on the myth of multi-tasking, you'll know that if you leave yourself open to switches in attention like this, it's going to chew up your productivity very, very quickly. Constantly jumping from one thing to another is switch-tasking, and it's highly counterproductive. This isn't to say that text messaging doesn't have value, it just needs to be used in an appropriate manner that doesn't perpetuate switch-tasking.
So, what is an appropriate way to use text messages in a professional context? For the purpose of this video, whenever I'm referring to texting, I'm also including any kind of instant messaging app. First, you can use texting when you need quick information. For instance, if I just need to ask a coworker, "Hey, what was the measurement on that window "that we were working on?" Or, "Can you give me the address of where "I'm supposed to go?" These are questions that can be responded to without having long, complete sentences or attachments.
Also, text messaging can be used in emergency situations. For instance, I see people who work in network support, who use text messages to be notified when something catastrophic happens to a client's network. It makes them quickly aware that something's happening and they need to take immediate action. However, outside of these two quick needs, texting starts to lose its value. One principle of business productivity is to move from a culture of now to the culture of when.
The culture of now says if I have a question, I need it answered now. That culture perpetuates a lack of focus and constant switches of attention. Text messaging is one of the worst culprits when it comes to the culture of now. On the other hand, the culture of when says I'm going to respond to every single message that you send me, and this is when I'm going to do it. I'm going to do it in a timely manner.
This is why the primary method of communication in business is email. Email allows more room and more space to clearly explain what you mean. It allows easier sending and retrieving of attachments. Perhaps most importantly, it allows people to respond to and process the messages in their time. They can create a schedule, such as the processing schedule that I talk about in my courses, where they check and respond to their emails in an appropriate manner, but not in an immediate manner.
If text messaging is necessary for your workplace, I recommend having a candid conversation with everyone in the company about ground rules. When is text messaging appropriate, and when is it not? Getting on the same page when it comes to texting will help reduce frustration and help everyone be more focused.
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: The trouble with texting