I have written some about strategies to maximize your potential. Over the past year and a half I have found that combining a few strategies have improved my time management and productivity in a way that is low maintenance but high yield for me in my position as an Athletic Director.
For starters, in my role as an Athletic Director, I have responsibilities that are both managerial in nature as well as those that I would characterize as being related to leadership. With the duality of the position, it can be difficult to balance both roles and be efficient and productive. Regardless of the nature of my position, the use of what Cal Newport refers to as, “Deep Work” or Gary Keller calls “time blocks” seem to be a best practice that creative people should be utilizing to maximize their output.
To do this, I use a simple desk top calendar to organize my day. My basic process is to create four time blocks for every day: AM1, AM2, PM1 and PM2. For each one of those time blocks, I write down a task that I have assigned to that period of time. To do this, I will consult my calendar to pencil in any meetings that may be scheduled or to write down event set-up time, etc. that will take up that basic period of time. For the rest of the time blocks, I select from my Task menu on Outlook. More about how I create my “Tasks” in a moment.
Before I go further into how I create a capture list using my iPhone’s “Reminders” app and the “Task” module withing Outlook, I want to just share how I use the calendar to track contact with my coaches. Basically, in season, I would like to have a meaningful interaction with each of my head coaches on a weekly basis.
In lieu of scheduling a standing meeting, I try and track when I am able to have that interaction with each coach by marking it down on my desk calendar. If I get to the end of the week and I haven’t had a chance to catch up with an in-season coach, I find a way to reach our and check in with them. For off season coaches, I try to check in on a monthly basis. For those of us with a large number of off-staff coaches, this allows us to intentionally address coaching our coaches that happens by default with in-building coaches.
In order to fill the time blocks on my desk calendar, I choose from the “Tasks” that have accumulated over the past several days. I do this by either entering a task directly onto Outlook or by making a note using the Reminders app on my iPhone. Anytime I think of something I need to do, I immediately enter it on my phone. When I get to my computer, I then try to prioritize tasks each day based on the Eiesenhower Matrix: how important/urgent a task is.
Note: I try to schedule tasks that require creativity and thought for the morning and activities that don’t, such as meetings for the afternoon. I find that if I spend time working on projects, researching an idea or engaging in professional development in the morning, I’m a) more productive in the morning, b) I’m less likely to have it interrupted and c) it has a positive impact on the rest of my day.
Additionally, each time I find myself without a designated task, I work through my capture list that I’ve created with my iPhone Reminders and Outlook Tasks. This really helps me eliminate dead time during the day.
The final strategy that I employ is known as the Ivy Lee Method. The idea is that at the end of each day, I try to list the five most important things I could do the next day to further my mission. I have used my desk calendar to record this prioritized list for the next day, or, if I’m away from my calendar, I’ll just try and assign those items for the next day which automatically prioritizes those in Outlook. You could also prioritize your Tasks in Outlook.
Using this simple method, time blocking using a desk calendar, iPhone Reminders and Outlook Tasks, has really improved both my productivity as well a my peace of mind that I’m covering all my bases over the course of the week.
