Recently I read a paper by Henry Mintzberg titled: "The Managers Job: Folklore and Fact." The article describes a manager as having ten different roles. Three of the ten roles involve interpersonal relationships; figurehead, leader, and liaison. The next three involve information roles: monitor, disseminator, and spokesperson. Next, as a decision-maker, the manager fulfills the functions of an entrepreneur, disturbance handler, and resource allocation. Finally, there is the role of the negotiator.
As the paper then goes on to describe how the manager accomplishes these tasks, the hidden takeaway of the article is the time allocation of a typical manager. The paper tries to break the folklore that a manager is a methodical planner and has time for a deep strategic initiative. However, the study finds that most managers are reactive due to changing job pressures throughout the day. The study states a typical manager completes 583 tasks during an 8-hour shift. It also noted that a manager spends half their time on tasks that take less than 9 minutes. Only 10% of their time was dedicated to tasks more than 1 hour long. This point suggests that a manager spends most of their time reacting to environmental change and has less time for long-term planning. Most of the time, the manager was responding to emails. One manager stated they processed 154 emails over 3 hours.
But I have found in my experience that most managers are reactive and have little time for strategy and planning. Managers are often so bogged down in the day-to-day grind that they don't have time to step back and strategize. This fact can lead to a lot of reactive decision-making, which can be detrimental to the organization in the long run.
The big picture
Managers must take time out of their busy schedules to think about the big picture and plan for the future. Otherwise, they'll always be one step behind and playing catch-up. A leader should not be afraid to step away from their busy schedules for a few moments and take the time necessary to think about future strategic initiatives. Without planning, they'll always feel like there's something more pressing that needs attention right now rather than taking care of current issues before moving on to new ones. They need time off the cycle of constant interruption so that when things return into chaos again, it won't necessarily always feel like something else needs attention right now rather than taking care of current issues before moving on to new ones.
If you want to be productive and get a lot of work done, you must block out your calendar for the entire day. Even allocating one day a month to just strategic planning and program evaluation can help a manager stay on their goals and objectives. Some other things you can do is to minimize distractions for the day.
Setting your environment up for success.
One of the best ways to minimize distractions is to create a work environment conducive to productivity. You should have a quiet space with few or no distractions. Stephen King mentions in his book "on writing" to try to do work in a room with a door. The door can be a partition from the distractions from the outside world. Regarding your work environment and ensuring your tools and supplies are within reach. If you can avoid going across the room for a pencil or paper, you can maximize seat time and time on task. To maximize your productivity, you must have a quiet space with few distractions. Even if there is no actual interruption happening right then - hearing someone else flush their toilet might take priority over what needs attention because this could potentially stop us cold wherever we happen to be in a groove.
A great way of creating conducive conditions would entail having all necessary supplies within arm's reach.
Setting Boundaries
Setting boundaries with family and friends is crucial if you work from home. They need to understand that you're not to be disturbed when you're at work. People have found it hard to set boundaries with family, especially during COVID. You can do this by setting a specific work schedule and telling them when they can contact you. And if they contact you outside of work hours, let them know that you'll get back to them as soon as possible. Treat homework as office work.
Setting boundaries with family and friends can be complex, but it's important to maintain a work-life balance. Setting these boundaries is tricky because people feel like there isn't anything else going on in their life outside.
Avoid Multitasking
It's also important to avoid multitasking as much as possible. When you're trying to do too many things at once, it becomes difficult to focus on any one task, and you're more likely to become distracted. If you're having difficulty focusing on a task, it might help to break it down into smaller parts. When you have a smaller goal to achieve, it becomes easier to stay focused and motivated.
The human brain can only handle so many things at once. When you're trying to do multiple tasks that require different levels of focus and attention, it becomes difficult for the mind to stay focused on just one thing without becoming distracted by another. Ideas pop up along the way--which is why it's essential, not over-think any given situation because this will only make things worse! The best approach? Momentum - keep moving forward towards your goal as if everything were going according to plan (because sometimes life does throw us curveballs) but also know when enough is enough.
Schedule your breaks
Try to focus on one task at a time and switch tasks only after you've completed the first one. One way to increase your focus is by using the Pomodoro Technique. This technique is a time management strategy that helps you stay focused on a task for 25 minutes, followed by a 5-minute break. You can repeat this cycle up to 4 times, which equals 100 minutes of work.
Another way to increase your focus is to take breaks throughout the day. When working on a task, your brain needs time to rest and recharge. You can do this by taking short breaks every 20 minutes or so. You can get up and move around during these breaks, drink water, or eat something light.
Following these tips can help you be more productive with your time. By setting up your environment for success, setting boundaries, avoiding multitasking, and scheduling your breaks, you can minimize distractions and focus on the task at hand. We hope this information was helpful and encourage you to share it with your followers on social media. What are some of your favorite productivity hacks?
Dr. Mike Testa