According to an article written in the Harvard Business Review by Erich C. Dierdorff, professor of management and entrepreneurship at DePaul University in Chicago, Illinois, “Self-awareness of one’s preferences or personality related to time management, such as multitasking or being proactive, can deepen an understanding of where you might struggle as your change efforts go against existing habits. But remember that skills, not personality, are the most malleable personal attributes and provide the greatest ROI on self-improvement efforts.”
Improved efficiency, productivity and successful outcomes hinge on our ability to avoid and handle time management challenges. One of the ways we may struggle to upgrade our existing habits is how we respond to voluntary and mandatory requests. This article, the eighth in the series, continues to introduce the Change Proficiencies, which are different techniques and strategies to facilitate successful changes. In the last article, “Leaders — Reassess Your Mind,” I shared how to rebound unexpected setbacks. This article presents the tool “Choose Wisely” to help you respond to requests to support your objectives and timetable.
What It Mean to “Choose Wisely”
To “Choose Wisely” is to identify and modify patterns that can lead to time-related challenges and interfere with meeting targeted goals. To illustrate: My client Nancy and I had worked hard to strategically increase her offering to existing clients and attract new ones. She committed herself to focus the majority of her attention on this endeavor. Then, she heard about a professional course that could prepare her business to scale. Great idea. Bad timing. The result: her deliverables to her existing clients suffered, and she was mentally absent from half the class. Have you ever committed yourself to a goal and then gone off course?
Why You Must “Choose Wisely”
Remember, saying yes is always saying no. Saying yes without consciously recognizing and acknowledging what you are saying no to is a potential problem waiting to happen. It’s like stepping into quicksand — it is only a matter of time before you start to sink.
When a request is made, it may seem that honoring it is the right thing to do. But, often, we may underestimate the resources required to honor this new commitment. It is like going shopping without a list — usually, we end up buying more than intended. In the case of our schedule, this could mean extended or missed deadlines that could interfere with current or future goals.
How You Can “Choose Wisely”
In order to “Choose Wisely,” you must recognize the pattern, analyze the impact and choose your response.
Recognize Pattern
There are a variety of reasons you might respond yes when someone asks for something. Perhaps the timing is right. Or maybe it is bad timing, but you desire to prove your capabilities, be more competitive or be seen as a team player. Unfortunately, an autopilot response may cause time and stress challenges. When you understand what is driving your need to say yes, you are more prepared to respond in a way that will protect your primary objectives.
Analyze Impact
The second step is to determine how the request will impact your immediate and future ambitions. I cannot tell you the number of times in the past the word “yes” has flown out of my mouth without thinking. Our wish to be supportive of others can lead to unanticipated scheduling and deadline issues. Have you ever responded “yes” before you checked your resources and afterward realized you could not honor the request?
To analyze the impact, first reflect on what is happening in your life both professionally and personally. Next, determine whether you have all the information you need to make an informed decision. It is essential to keep in mind all the necessary resources, including those that involve other individuals.
Choose Your Response
The final step is to decide whether to accept or decline when someone asks for help. How we respond to the request varies based on the request type, whether voluntary or mandatory. When someone solicits your support for something, and you have a choice in how to respond, try not to make an immediate response. Even if you will answer yes, take at least 15 minutes to clarify your answer and analyze the impact of honoring it. Let the person know that you want to check some things first and get back to them. That will allow you time to review possible unforeseen consequences of saying yes or no.
Mandatory requests are a bit trickier to decline. Keep in mind that regardless of who made the request, their foremost objective is to obtain the best outcome. There might be an opportunity to modify their requirements in a way that satisfies both parties. The person who gave you the assignment will probably not object to you requesting to review current deadlines to make them aware of any potential challenges or schedule conflicts. Being candid also gives you time to analyze your schedule and possibly delay some items to alleviate stress.
Yes, there are always special circumstances that require quick responses and may wreak havoc on our schedule. Still, when you “Choose Wisely,” by recognizing the pattern, analyzing the impact and choosing how to respond, you protect yourself from activities that steal your time. Then, you have more time to pursue your professional and personal goals.
The next article will introduce another Change Proficiency tool.
Donna Johnson-Klonsky, MBA, PCC
DJ Consulting Services, Inc.
East Fishkill, New York 12533
djohnson@djcsfirm.com
845-447-1037
