About six weeks ago, I started to make some changes to the way I work to create more focused time. I wrote about my thoughts at that time here (https://kalliopesjourney.com/2017/10/21/from-buzz-to-flow-regaining-focus/). Since then I removed about 5 hours of weekly recurring meetings from my calendar, which of course immediately created a significant amount of time in which I could work. Not having unnecessary meetings also meant I had a lot more energy to spend on the tasks I wanted to complete. As an introvert, meetings require more energy than working on something on my own. So, while some meetings are fun and a sometimes even useful, a better mix helps me to manage my energy throughout the day and week.
I also tried to be more effective while working on my tasks. I turned off all email notifications, so the only way to see if new emails came in, is by opening Outlook. This limits “external” interruptions. It also makes it easier to stay focused during meetings, as I don’t have to contain my curiosity.
I also tried to change my habits so that wouldn’t distract myself all the time by looking at my phone, Facebook or Instagram. This is working particularly well at times when I have enough energy. I still notice that when I’m tired, frustrated, or stressed that I look for distractions every few minutes. Managing this requires more practice, although the more comfortable and effective solution would be to manage my energy a bit better.
The first few weeks I was managing my calendar rigorously. That worked so well that after a few weeks I loosened my grip a bit, thinking that I had this under control. What followed were several weeks with training and off-site meetings though. Meaning that multiple days in those weeks were lost for doing actual work and having “normal” meetings. In those weeks the normal work got stuffed into the other days, which meant I tried to do five days’ worth of work and meetings in three days. I’ll just state the obvious: that doesn’t work. I got stressed out and frustrated over not being able to manage my schedule and too much time spent in meetings.
Overall, I’m very pleased with the progress that I was able to make in my way of working. I was able to complete a lot more pro-active tasks and manage my energy better. That last both good for me and for the people around me. I will need to stay very alert though, loosening my grip means that my calendar fills up beyond what I feel comfortable with.
I also need to remember to take care of my energy first and other people second. If I’ve been in two days of off-site meetings I want to be in the office, to be available to other people. However, after two days like that I’m also in need of some solitude. Choosing to be in the office works well for a couple of hours, but after that I get frustrated by trying to combine too many meetings, catching up with work and unplanned conversations. I’ll try to improve on that by planning a day of working from home after full day meetings next time.
All in all, some very positive results in a relatively short amount of time, with several opportunities to grow and improve on.