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Appointment bookends: Use ‘em.

Appointment bookends: Use ‘em.

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.

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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.

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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.

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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.

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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:

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?

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Rosa Say

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

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Last Updated on August 20, 2019

26 Useful Things to Learn Now That Will Change Your Life

26 Useful Things to Learn Now That Will Change Your Life

If you pay attention to your everyday life careful enough, you’ll know that you can learn from everything and everyone you come across. Our life is basically full of useful lessons that we should learn.

Here are 26 useful things to learn that Abhishek A. Singh shared on Quora. Let’s see how these life theories would lead you to live a different life.

1. Primacy and recency: People mostly remember the first and last things that occurred, barely the middle.

When scheduling an interview, ask the employer the time slots they do interviews and try to be the first or the last.

2. If you work in a bar or in customer service of any kind, put a mirror behind you at the counter.

In this way, angry customers who approach you will have to see themselves in the mirror behind you and the chance of them behaving irrationally will be lowered significantly.

3. Once you make a sales pitch, don’t say anything else.

This works in sales, but it can also be applied in other ways.

My previous boss was training me and just gave me pointers. I was working at a gym trying to sell memberships. He told me that once I got all the small talk out of the way and presented the prices, the first person to talk would lose.

It didn’t seem like a big deal but it actually worked. Often there were long periods of awkward silence as the person tried to come up with some excuses, but usually they bought.

4. If you ask someone a question and they only partially answer, just wait.

If you stay silent and keep eye contact, they will usually continue to talk.

5. Chew gum when you’re approaching a situation that would make you nervous, like public speaking or bungee jumping.

When we eat, our brain tell ourselves, “I would not be eating if I were danger. So I’m not in danger.” This has helped me to stay calm.

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6. People will always remember how you made them feel, not what you said.

Also, most people like talking about themselves; so ask lots of questions about them.

7. When you’re learning something new, teach it to a friend. Let them ask you questions about it.

If you’re able to teach something well, you will be sure that you’ve understood it very well.

8. If you get yourself to be really happy and excited to see other people, they will react the same to you.

It doesn’t always happen the first time, but it will definitely happen the next time.

9. The physical effects of stress — breathing rate and heart rate — are almost identical to the physical effects of courage.

When you’re feeling stressed in any situations, immediately reframe it : Your body is getting ready to be courageous, you are NOT stressed.

10. Pay attention to people’s feet.

If you approach two people in the middle of a conversation, and they only turn their torsos and not their feet, they don’t want you to join in the conversation.

Similarly, if you are in a conversation with a coworker who you think is paying attention to you and their torso is turned towards you but their feet are facing in another direction, they want the conversation to end.

11. Confidence is more important than knowledge.

Don’t be intimidated by anyone, everyone is playing a role and wearing a mask.

12. If you pretend to be something for long enough, you will eventually become it.

Fake it till you make it. Period.

13. Not to be creepy, but if you want to stare at someone unashamedly, look directly past them and wait for them to try and meet your eyes.

When they fail to do that, they’ll look around (usually nervously for a second) they won’t look at you again for some time. This is your chance to straight up stare at this person for at least 45 seconds.

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And as suggested by Brian Stutzman:

If you’re staring at someone and get caught, DON’T turn your head or your body to look away, because that just confirms that you were staring.

Just move your EYEBALLS off the person. Unlike turning your head, it’s instantaneous. And the person will think you were just looking at something behind them and that they were mistaken for thinking you were staring. Do it confidently, and ignore any reaction from the person, and you can sell it every single time.

After a second, you can even look back at them with a “Why are you staring at me?” look on your face to really cement the deal!

14. Build a network.

Become the information source, and let the information be yours. Even grabbing a beer with a former colleague once a year will keep you in the loop at the old office.

Former coworkers might have gotten a new position in that office you always wanted to work in, great! Go to them for a beer, and ask about the office. It’s all about connections and information.

15. If you are angry at the person in front of you driving like a grandmother…

Pretend it is your grandmother, it will significantly reduce your road rage.

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    16. Stand up straight.

    No slouching, hands out of pockets, and head held up high. It’s not just a cliche — you literally feel better and people around you feel more confident in you.

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    17. Avoid saying “I think,” and “I believe” unless absolutely necessary.

    These are phrases that do not evoke confidence, and will literally do you no good.

    18. When feeling anxious, clean up your home or work space.

    You will feel happier and more accomplished than before.

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      19. Always buy the first pitcher or round of drinks.

      You’d be surprised how long you could drink on the phrase “I bought the first one.”

      20. Going into an interview… be interested in your interviewers.

      If you focus on learning about them, you’ll seem to be more interesting and dynamic. (Again, people love to talk about themselves.)

      21. Pay attention parents! Always give your kid a choice that makes them think they are in control.

      For instance, when I want my son to put his shoes on I will say ,”do you want to put your star wars shoes on or your shark shoes on?”

      Pro-tip: In some cases, this works on adults.

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        22. Your action affects your attitude more than your attitude affects your action.

        As my former teacher said “You can jump and dance FOR joy, but you can also jump and dance yourself joyful.”

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        23. When a group of people laugh, people will instinctively look at the person they feel closest to in that group.

        Notice who you look at and who look at you when you laugh with a group of people!

        24. If you want to build rapport or gain someone’s trust quickly, match their body posture and position.

        If someone is sitting with her legs crossed, cross your legs. If they’re leaning away from you, lean away from them. If they’re leaning towards you, lean towards them.

        Mirroring and matching body position is a subconscious way to tell if someone trusts you or is comfortable with you. If you’re sitting with your arms crossed and you notice someone else is sitting with her arms crossed, that is a good indicator that you have/are successfully built/building rapport with that person.

        25. The Benjamin Franklin Effect (suggested by Matt Miller)

        I find the basis of the Benjamin Franklin effect is very useful and extends far beyond pencil borrowing. This knowledge is useful in the world of flirting too.

        Asking a girl in your class if you can borrow a pencil or her notes or to explain the homework will make her more likely to like you than if you let her borrow your stuff or are the one to help her. Even just asking a girl to buy you drinks (facetiously) leaves a much bigger impression than offering to or actually buying a girl a drink.

        The best part is it kills 3 birds with one stone: you get the advantages of the favor itself, the person subconsciously likes you more, and it makes them more open to future favors and conversation.

        26. Handle panic and anxiety behaviors by tapping fingers (Suggested by Jade Barbee)

        When you’re feeling stressed, worried or angry, tap each finger tip while thinking (or speaking quietly) a few specific words about what is bothering you. Repeat the same words while tapping each of your 10 fingers, including thumbs.

        For example, tap while saying, “I’m so angry with her…” Doing so will likely take the charge out of the feeling and return you to a more resourceful (better feeling) state of being. It’s called EFT (Emotional Freedom Technique) or “tapping,” and it is useful in many life situations – emotional sadness, physical pain, food cravings, traumatic memories…

        Featured photo credit: Nicole Wolf via unsplash.com

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