A change of pace to boost productivity

Time management is a lifelong challenge for most of us.  The exercise of getting organized is often a knee-jerk reaction, and in practice taking charge of our own calendar is a process, not an event.  While blocking off calendar time is a good first step, I’ve found that literally changing the pace and focus of my work throughout the day helps to generate some monumental productivity gains. 

As a runner, we know that in order to optimize our performance we need to employ a number of different workouts.  Running at the same speed is a recipe for burnout and diminishing returns.  We mix up our workouts to help keep us sharp – physically and mentally.  There is a place for those long, slow runs, but there are reasons why we amp it up with a tempo run, or when we really want to take it up a notch, some intervals on the track. 

• The Interval Session.  On the track, we’re running at a fast target pace for a defined distance and/or time.  Think in terms of running an 800 meter sprint.  There are few distractions, our mission is clear, and our focus is sharp.  All of our energy is focused on what it takes to get to the finish line.  Transfer this mentality to the office, and you will love the results.  I read about a time blocking idea called the “Pomodoro Technique”, which involves setting a timer for 20 minutes and focusing only on that one task.  I literally set a kitchen timer on my desk and allow myself to only focus on one thing.  For me, my interval workout at the office is cleaning up email at the beginning of each day.  Most often, I’ve got my email box organized and down to one screen, all before the timer rings.  Sometimes that used to take me all day!

• The Tempo Session.  This is a longer run than an interval run, but as the name suggests, at a spirited tempo.  It’s focused, timed, and done with a purpose – to help lock in a faster pace, or for work purposes, knock out a list of to-do items.  I’ve employed this technique with external-focused tasks, such as setting appointments and client follow-ups.  I schedule an hour for myself to fire up my CRM and calendar and shut down my other windows to get my schedule set.

I’ve kept these sessions focused and distraction-free, and I’ve been pleasantly surprised at the outcomes.  Running at the same pace all of the time won’t make you a better runner, and working at the same pace without structure and boundaries won’t make you more efficient and effective at the office.  With a little creativity and discipline, your goal of being a better time manager just got a whole lot easier!