Advertising

Appointment bookends: Use ‘em.

Appointment bookends: Use ‘em.
Advertising

I have some very simple advice for you this week which can revolutionize your workweek productivity.

It describes a habit I had fallen into out of sheer necessity when I was a corporate VP in operations, finding that appointments could easily and completely dominate my entire day if I allowed them to. My calendar was a parade of interviews, employee counseling, staff meetings, vendor appointments, and customer meet-and-greets, all those same scheduling challenges you probably have too, with people wanting or needing their piece of you. You can’t say no to them, and you may not want to, but you can get much smarter about how you schedule them.

What I’m going to describe for you is a straight-forward scheduling habit, but it takes strong will and self-discipline because it’s so easy to break. We break it because we are good at honoring appointments with everyone but ourselves.

Advertising

This is one of the first habits I teach to the managers I coach, for without exception I discover they must learn to get their time back, claiming it as their own, and giving it the degree of worth and importance it deserves. Second, they inevitably need more help with follow-up.

The objections are immediate, and are the same from everyone, nearly verbatim, “but Rosa, I just can’t afford to do this!” My response is the same too: “You can’t afford not to. Do you want your life at work to get better or not?” Once they get it, and get into it, they never give it up.

So here it is, a new habit for you to cultivate, and one you will deem priceless once it starts to work for you too— do it, and I guarantee it will work: Bookend all your appointments.

Advertising

For every appointment you place on your calendar which involves meeting with another person or group of people, schedule a half-hour beforehand as one bookend, and another half-hour afterwards as the second bookend. When using Outlook, I went so far as to label them Mua (‘before’ in Hawaiian), or ‘PREP’ and Mahope (‘after’ pronounced Ma-ho-pay) or ‘DE-BRIEF’ as totally separate entries, with the following checklists in the Notes section as my reminders.

During PREP, you do just that:

  • In a strategy of ‘paying yourself first’ focus on what you should get out of the appointment to come: Define for yourself your best possible outcome for when the appointment is over. Never ‘wing it’ in an appointment again: Claim it and Own it.
  • Gather everything you will need; strive to dazzle your appointment with how prepared you are for them, and how intentionally focused you are. Review any related documents, and make notes of the questions you can get answered during the appointment. Appointments should be people-time, not paper-time.
  • If you are about to go into a meeting, do a mental roll-call of all the people who will be there, and compile your questions and outstanding items for them, whether related to the subject matter at hand or not. This part of the habit saves so many emails and phone calls in the rest of your week; you are capitalizing on the presence of others in a proactive way.
  • Another Outlook tip on this last item: I use the Notes section of Outlook Contacts extensively to capture any conversation-agenda items I have for people. Then, this step became as easy as printing their Contact sheets and taking them with me to my meetings; notes on their responses were written on the sheets for easy processing into my system later. If my ‘Prep’ was shorter than the half-hour I’d allotted, I went to the meeting early, caught everyone as they came in, and was able to complete many if not most of my pending conversations with them.

These prep steps help you focus so much better during the appointment itself. In my Hawaiian language of intention: Mua becomes Imua, going forward with strong momentum.

Advertising

During DE-BRIEF, you do just that:

  • Again, take care of your own needs first: Write down your de-brief of whatever memory you need to capture from the appointment. Grab your take-aways and lessons learned; reflect and rejuvenate.
  • Process your notes and get any new data you’ve captured into your system; file, calendar, replace and delete as you need to: The goal here is that meeting and appointment data by-passes your inbox and is immediately processed. Any new paperwork generated gets done or gets started when fresh in mind.
  • Get your jump-start on follow-up: Brainstorm all related next-actions related to the appointment or meeting you just had, and calendar what you can, including appointments with yourself— time blocked for those priorities you deem most important.
  • Use whatever time remains in that half-hour to get something done. Choose from that list of next actions you just wrote down, and do them.

The strategy here is working proactively with full mindfulness. When the appointment was a significant one —you know which are key for you and which are not— my De-brief bookend was a full hour; I wanted and needed my most important work to get done!

Important coaching, and where your will and discipline come in: These bookends are just that, bookends and not cushions of extra time. You must discipline yourself to start and end your meetings and appointments on time, keeping them efficiently focused as well.

Advertising

I can hear most of your objections now; believe me, I’ve already heard them all. But you ignore this advice at your own peril. Start as you can: Many of my execs will squeeze themselves into the habit little by little, starting their appointment bookends with every new booking which comes on those calendar days which are weeks into the future. They’ll call me after the random one they’ve done, saying, “Rosa, these appointment bookends are golden!” and that glorious day comes when the habit is firmly entrenched and they never ever go back.

You can do it too: Get your time back. Imua!

Related Articles:

Advertising

Rosa Say is the author of Managing with Aloha, Bringing Hawaii’s Universal Values to the Art of Business and the Talking Story blog. She is also the founder and head coach of Say Leadership Coaching, a company dedicated to bringing nobility to the working arts of management and leadership. For more of her ideas, click to her Thursday columns in the archives, or download her manifesto: Managing with Aloha on ChangeThis.com.

Rosa’s Previous Thursday Column was: What would your banner say?

More by this author

Rosa Say

Rosa is an author and blogger who dedicates to helping people thrive in the work and live with purpose.

12 Rules for Self-Management The Six Basic Needs of Customers What’s the difference between Mission and Vision? 7 Steps for Resolving Customer Complaints Reap Joy from this Thanks – Giving Holiday

Trending in Productivity

1 How To Boost Employee Motivation During Difficult Times 2 7 Effective Ways To Motivate Employees in 2021 3 How a Project Management Mindset Boosts Your Productivity 4 5 Values of an Effective Leader 5 How to Motivate People Around You and Inspire Them

Read Next

Advertising
Advertising

Last Updated on July 21, 2021

The Importance of Reminders (And How to Make a Reminder Work)

The Importance of Reminders (And How to Make a Reminder Work)
Advertising

No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

Advertising

From Creating Reminders to Building Habits

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

Advertising

The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The Wonderful Thing About Triggers — Reminders

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

Advertising

But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to Make a Reminder Works for You

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

Advertising

Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

More on Building Habits

Featured photo credit: Unsplash via unsplash.com

Advertising

Reference

[1] Getting Things Done: Trusted System

Read Next