Summer and Pretending to Work

One of my favourite work assignments was a project based in Philadelphia that was a joint venture between an American Company and a British one.  One would think the similarities between these two countries would keep cross-cultural issues to a minimum, but as anyone who has worked in both countries will tell you, the differences are more than merely adjusting to funny accents.

One of the first wrinkles that needed to ironed out was the fact that Americans take about 3 weeks vacation a year in increments of no longer than 5 days, and their British counterparts have two or three times that holiday entitlement.

While the Brits would jet off to Southern Europe for 3 weeks at a time during the summer, the Americans would be at the office working the same excessive hours as always.  Interestingly, the productivity of the two groups was about the same.

This got me to thinking about how we work in North America, and how much of the time we are pretending to work.  Lots of people will take offence to the notion that they are not really working, but in reality the bulk of the work at many organizations takes place in just a few weeks per year.

January through May are good production months, except for a few days around Easter and Spring Break.  June through August, many people are not at work at all, and those that are working show up, but really have one eye to the outdoors and their next BBQ.  September and October are usually about budgeting and planning, and while some will argue they are critical to the business, it distracts from the actual running of the business, and often adds far less value than it costs in time and effort.  Finally November and December work gets done, but with the distractions of Christmas and (for the Americans) Thanksgiving.

So as a manager, how do you reconcile that the few people that do show up in July and August are probably just pretending to work?  You don’t.  It’s part of the deal, and most organizations don’t fall apart as a result.  The real question to ask is whether the work being done the rest of the year, when the entire staff complement is in place and working at capacity has any value.

Anyway, I better take a quick lap around the office floor (holding a piece of paper, and walking quickly) so as to maintain the appearance of work, before someone figures out I’m part of the masses pretending to work during the summer months.

Time and Priority Management

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Every manager struggles with the amount that s/he has to accomplish in the very limited amount of time each week.  By employing a few simple techniques, managers can gain greater control over their work lives, and enhance their productivity.

Why time and priority management techniques often fail:

  • Normally people attempt to be more efficient with their time when they should be assessing their effectiveness
  • You will be more effective when you do less, as opposed to trying to cram more into your day

The 5 Keys to improved time and priority management:

  • Being aware of ‘time wasters’ that affect us daily
  • Setting a limited number of achievable goals, and learning when and how to say “No”
  • Planning time around higher level goals
  • Overcoming procrastination
  • Decrease the number, and improve the quality of the meetings you attend

Ten things you can do right now to improve time management:

  1. Forward the phone when necessary for short periods of time
  2. Turn off the email chime, and only tend to your email two or three times per day.  Do not respond to emails in real time if you can avoid it
  3. Keep focused on the ‘end product’ at all times.  If you cannot see a clear line of site between a particular activity and a high level goal, then that activity should be questioned
  4. Learn and follow your rhythm – Assign tasks to the appropriate time of the day or week.  If you are a morning person, schedule tasks requiring concentration and effort early in the day
  5. Carry tasks to completion.  Do not allow tasks to linger
  6. Avoid picking-up and putting-down – get small irritations off your desk now
  7. Arrange set times for recurring tasks
  8. Set specific times not to be disturbed.  An open door policy is a good idea, but there’s nothing wrong with closing that door for one hour per day
  9. Learn to say “No” by clearly articulating your goals.  If a task or activity does not clearly relate to one of your goals you should push back at whether you should be involved in that task
  10. Develop an ‘unexpected visitor’ strategy.  Regularly scheduled one with one meetings with direct reports can pre-empt multiple interruptions during a week because those employees will save their issues for the appropriate time.

Finally, be aware of the 80-20 rule and how it applies to you.  Managers who make it look easy clearly understand that 80% of their results come from 20% of their effort, and they focus relentlessly on that 20%.  Less effective managers try to please all people all the time, and end up frustrating those around them and themselves in the process.


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The Time and Priority Management topic bundle includes:

  • Time and Priority Management Cheat Sheet (pdf)
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    • In-Depth Topic Overview
    • The 5 Keys to Time and Priority Management
    • 10 Things You Can Do Right Now to Improve Time Management
    • Time and Priority Management Audit Tool
    • One on One Meeting Tracking Form
    • 10 Points to More Effective Meetings
    • Structured To-Do List
    • How to Value Your Time According to the 80-20 Rule
    • Weekly Planning Tool
    • Recommended Resources – where to find out even more about Time and Priority Management
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  • Time and Priority Management Podcast (mp3)
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