The management of our activities, depending on the time available, it is definitely a problem through which we’ve all been through: many things to do, attempts to program them, unexpected of any kind, lack of desire to do tedious and repetitive actions , etc. , etc.
All right! Imagine it for event organizers: multiply it by 100! (Sometimes even more !!!)
Time management is a complex matter and can not be exhausted in a single blog article. So, this week, we face only (?!) the key questions of time management:
priority or emergency?
What’s a priority?
The starting point is always to have a clear objective to achieve (the realization of a certain event, with certain characteristics, in a certain date, etc.).
Priority is every action that has been programmed for achieving this goal, such as to be indispensable to it in importance or because its construction allows to carry out an important action (prerequisites).
Are actions that have a window of time to be realized, can not be postponed for a long time, often can not be delegated (in general, who does what and any delegation, is decided at the design stage). Failure to achieve a priority on schedule, greatly raises the risk of not completing the event.
What’s an emergency?
It’s an external input (email, phone, colleague who looks into the office asking for help, …), which is presented to us with a certain insistence and sending us a sense of urgency. For example: a customer calls you saying that on the catering menu there are not the vol-au-vent with shrimps he had specifically requested! For him, it the hummer time!
Emergencies do not necessarily coincide with your priorities. Perhaps it will be the priorities of someone else, not your own.
Faced with the dilemma, what to do?
The instinct suggest us to grasp these external inputs as first priority, that for one reason or another, we put high on the list of things to do, interrupting our work continuously. If we let ourselves be influenced by the pressure that others have on us, we will in turn overwhelmed by emergencies, neglecting our priorities, and we will put at risk our event.
Given that emergencies, that can really ask for a reversal of the programs, exist, in 90% can be managed differently. Here are some ideas:
- If you know them, you avoid them
How to recognize what is priority and what is not? The priorities are set, in order of importance, by my program steps. If this steps are correctly done, also the priorities will be clear.
In an emergency, always ask yourself: this thing is vital to the project? If not, never mind! It is not your top priority!
- Some say “no”
Always be available and able to help colleagues can be rewarding, often it makes us feel accepted by others, but it can not be done at the expense of your work! It is not about selfishness, simply everyone is given a job to do to achieve the objective, do not your part also goes to the detriment of those you wanted to help!
Then learn to say “no”. Even a simple “not now” is a good start!
- Letters from a friend friend
E-mail and phone calls are another example of emergencies, generally non-priority.
Unless you’re waiting for an important email, or a communication from a customer abroad, don’t always look e-mails! Who really urge, will call you.
Then the emails are not priority nor truly urgent.
Phone calls: try to staert asking if it is important and learn to quickly close nonessential conversations. You can be courteous even in a short time!