Chuck, a maintenance guy, did some work for us the other day and we got talking about how he scheduled his job appointments. Since he was both friendly and skilled at his work, he had a few spare minutes to let me know the secrets of managing a contractor’s calendar. “It’s all about how I keep my job plans in existence,” he said. “Not just the jobs, but also the supplies I need for each one, and checking that my equipment is ready and working. I look at my schedule every evening so I know what to pack up for the next day.”
This reminded me of a question Jeffrey (my professor-emeritus-husband) gives to his MBA students: “When you are asked to do something – or tell someone you will do something – how do you record it so you don’t forget it?” We don’t always think of these things as “making promises”, but that’s what they are – and we need to keep track of them somewhere.
Chuck and I talked about keeping promises, agreements, and plans “in existence“, and came up with a list of ways to do it. I added a few other thoughts from those MBA students too – here is the result:
- Write your promise on your schedule. This is really obvious, and probably the best thing to do, but many people don’t use their schedule as a living document in that way. If you promise to research a product, or write up a survey analysis for a colleague, where do you put that task on your calendar? Just writing it into a blank space on Tuesday afternoon and hoping it works out is not always reliable.
- Schedule a time to schedule your promises. Another way to use your calendar to increase your reliability is by scheduling a regular time – every day or every few days – to look at your “To-Be-Scheduled” items (see items #3, #4, and #5, listed below this one). Say, at 4:15 every afternoon, you have on your calendar that you’ll check all your (#3) temporary holding places, (#4) delegations, and (#5) the back seat. That’s when you collect all your promises into one place, then put the time(s) you’re going to do the work of fulfilling them on your calendar.
- Put your promise in a temporary holding place. Putting an agreement to do something into a queue for later scheduling can prevent us from feeling guilty about postponing the scheduling task. Sometimes that works well, sometimes not. In order of decreasing reliability:
- A To-Do List. This is a useful catch-all, sometimes called a “Do-Due List” to remind us to include a due-date on every action item. NOTE: It says, “A To-Do List”, not multiple ones – using multiples decreases reliability.
- Pieces of paper. A favorite is writing something on a Post-It note (I love those things!) and sticking it to your computer, file cabinet, refrigerator, or bathroom mirror. But other candidates include writing on the backs of envelopes or on napkins, and one person even mentioned a “rolodex” (does Staples still sell those things?).
- Emails or voicemails to yourself. Your email in-box or phone can serve as a holding bin, a form of reminder for things to do. (Recommended: keep an eye on how many are in there!)
- A display on the wall. Bulletin boards can be a great way to keep things visible. They can also get messy.
- File folders, physical or electronic. Your office filing system or computer can also provide a holding bin for things to do. (I suspect that’s what’s really inside most computers!)
- Stacks of stuff, set out where you can see them. Piles of project resources on your bookshelf. Magazines and articles on a side table. Folders of things-to-do propped up against a lamp. These can get Ugh-Ugly and contribute to a sense of overwhelm.
- A collection of two or more of the above. If you have multiple Do-Lists; Post-Its on your desk, phone, and computer; more than 25 emails in your in-box; a bulletin board with layers of notes, cards, and papers… well, you get the idea. The problem : You’re not always going to deliver on the most important ones, and you might not even know which ones are the most important.
- Delegate your promise. This can be risky, as different people have different habits for reliable completion. But there are several ways to delegate your promises. In decreasing reliability:
- Assign a secretary or staff assistant to perform the tasks(s) and/or bring the item to a meeting for discussion and resolution.
- Send a memo, email, or leave a voicemail telling someone what action or result you want from them.
- Tell someone to remind you about doing that thing, or calling that person.
- Throw it in the back seat. This is how to put a “promise” – or something that you and somebody else agreed would be a good idea – into a quiet resting place if you know you’re not likely to get to it in this lifetime:
- Put it into a file folder or a notebook, which you then put back in the file cabinet or on a shelf.
- Trust that you’ll bump into that person in the hall or at a meeting, and will take a more structured action at that time.
- Trust it to memory.
Of course, if you don’t rely on a calendar to help you schedule your days, weeks, and months as a way to help yourself reliably fulfill your promises, then none of this is useful (in which case, I offer my apologies for the time it took you to read the above).
But if you’re interested in a reputation as someone who can be counted on, maybe this gives you some ideas to update your “existence system”. I hereby promise to keep my Do-Due List up to date with a thorough weekly review plus a rendezvous with my calendar.