The Time Management of Flexibility

So much of what I write, coach, and provide with Kairos Management Solutions is tied to bringing structure to time management.

• Constructing habits to be better focused.
• Building processes to enhance organization.
• Configuring a personal care regime
• Arranging a system to better complete tasks.
• Shaping a pathway to more consistent planning.

All this may sound very rigid and firm, and in many ways that is the intent. Defining what is important to you, and working towards protecting that through time management techniques, sets you on a journey to higher efficiency and a predictable work-life balance.

However, no matter how much you plan, nothing will go 100% the way you expect. Unforeseen events will put pressure on any well-crafted time management program. The key is to not have a system that is so stiff it breaks under the weight of disruptions. There must be built in “give” areas to allow you to adjust or even restructure concerns without having to totally rebuild. Consider these 4 ideas to help integrate flexibility into your time management.

We all have the “mundane” activities that need to be accomplished. Items such as expense forms, weekly reports, Key Performance Indicators (KPI), client updates, meeting preparation, and calendar management always seem to be there. Many people have the “I’ll get to it when I can,” attitude. That time never seems to come and then there is a mad rush to get these items done at the last minute. Add flexibility by giving yourself set times to get these accomplished. Bring structure here, to give flexibility elsewhere. Set time on your calendar.

I typically leave a couple of blocks of time each week specially called “Flex Time.” Structured, in that they are on the calendar, flexible in that I don’t plan anything specific in them but keep them there for last minute additions or needs that appear on the calendar. Flex and load with structure.

Plan every business hour, and if you are motivated, even plan personal time. You might think this is counter intuitive to being flexible. However, the more you fill the calendar and plan out your hours, the easier it is to understand the impact when change comes, especially if your allocated flex time can’t cover. Keeping time open on your schedule, without understanding what you will do in that time, invites others to fill that time with their priorities, which removes your flexibility.

Not all tasks are the same. Do not list tasks by date, color, alphabetical order, or size. Set your tasks up by priority. Look at the ones that must be done immediately. Understand the time it will take, then use the calendar methods and put it there with the time you will need to finish. All other tasks should be considered flexible. If they are completed that day, great. If not, be ready to understand when they can get done and if they need to be reprioritized. Again, get the important tasks done first.

Time management lends itself to a structural approach. I fully support people embracing this attitude as they seek more success and stability in their life. After bringing in a sense of order, then you move to a more nuanced approach, introducing suppleness, and agility to that time planning. You’ll find anticipation and not reaction because you are more flexible.