Being productive is not as simple as getting a lot done – it’s about getting a lot of value out of the time you put in. And, having gone from starting my own business to leading at high levels within publically traded companies, I’ve had to learn to make the most of the time I have. I thought I’d share here what I’ve learned about productivity – specifically, the concepts of the Creator and Manager schedules, and how to make the time you have work for you.
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The Importance of Time Investment
It’s the one commodity we all have. How you spend it is the difference between having a happy, productive life versus having one that’s chaotic, overbooked, and pulled in too many directions. Now, if a person asks to meet, the resulting loss of productivity will vary, depending on whether you’re a Creator or a Manager. I’ve been both, so when I create, I value long stretches of time to work without interruptions. My productivity depends on these uninterrupted stretches, which is why I do my best to avoid meetings. So, if someone were to approach me and say: ‘Hey, Vance, can we meet for five minutes in a conference room?’ You can bet, on a scale of ‘meeting as a distraction’ from one to 10, my reaction would be high. I excel at interacting using information-dense computer display screens – perfect for making and designing things.
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Understanding the Two Types of Schedules
Now let us look at the two main types of schedule: the schedule of tasks for those who do Manager things, and the schedule of jobs for those who do Creator things. Each is very different.
The Manager Schedule
A typical manager divides his day into hundreds of 30-minute intervals, listing in their Outlook calendar 16 or more meetings every day. An empty slot is like dead air time. Time equals money, and they must fill as many slots as possible with returns-earning assignments to maximize their work. Their work is gathering and reporting data, selling, deciding. A fully booked day is proof of productivity.
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The Creator Schedule
In contrast, Creators – those people who create, write, develop – need longer, sustained periods of time. Their work requires them to concentrate on tasks that are not particularly urgent, but are critically important to longer-term success. It also requires them to get into a state of flow – a state of mind where they can do their best thinking and produce their best work. When their working time is punctuated with meetings, it can result in significant losses in productivity.
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The Dangers of Mixing Schedules
The problem is that the two kinds of schedules don’t mix well. Managers tend to assume that Creators are on-demand employees, and so they drop in on or email them with such urgency that it disrupts what the Creator has gone and kills whatever output they are working towards. If the Manager had scheduled the meet-up during the Creator’s prime downtime – say, after 3 p.m. – the Creator might have found the request more palatable. This is where Agile framework projects fail so much in companies (more on that in the future).
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Ruthless Time Management
As a Creator, you must become a ruthless time manager, accepting only meetings you absolutely have to and prioritizing your Creator time. Saying ‘no’ to meetings is not a personal snub.
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Strategies for Managers
Here (are) several strategies managers may (consider) to more effectively accommodate Creators; however, it’s important to recognize that each approach has its own merits. For instance, flexibility in scheduling can be beneficial (1) because it allows creators to work during their peak creative hours (usually early morning through noon). However, this flexibility should be balanced with the need for collaboration. Although some may prefer a solitary environment, others thrive in teams. Thus, fostering a supportive atmosphere is essential. Moreover, providing appropriate tools and resources can enhance productivity, but care must be taken to ensure that these tools do not become a distraction. Ultimately, the key lies in understanding the unique needs of creators and adapting strategies accordingly.
- Understand the Cost of Meetings: Recognize that scheduling a meeting disrupts a Creator’s workflow and costs them a significant portion of their productivity. There is also an actual cost regarding salaries in the meeting vs. value (another future topic).
- Value the Creator’s “No”: If a Creator declines a meeting, respect their decision. It often means they are prioritizing their essential work.
- Ask for Ideal Schedules: Engage with your team to understand their ideal workdays and try to align your meetings accordingly.
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Strategies for Creators
Creators also hold a significant role in optimizing (their) productivity; however, this task can be quite challenging. Because of various factors, such as time constraints and resource limitations, they often find themselves in difficult situations. Although they strive for efficiency, it is not uncommon for obstacles to arise. In essence, the pursuit of productivity remains a complex (yet rewarding) endeavor, but with determination and innovative thinking, Creators can navigate these challenges effectively.
- Designate Meeting Times: Set specific times during the week when you’re available for meetings. This will help protect your Creator’s time.
- Communicate Your Needs: Let your Manager know when you need uninterrupted time to focus on your projects.
- Maximize Your Creator Time: Use your Creator blocks effectively. If a meeting interrupts your schedule, schedule multiple smaller meetings during your free time to maximize productivity.
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Creating an Organizational Culture
Organizations need to understand that, for them to function, they should acknowledge the relevance of both of these schedules. Here are some suggestions for how firms can create a more productive landscape:
- Implement Quiet Times: Designate specific hours or days for quiet work, free from meetings and interruptions.
- Encourage Trust: In remote work settings, extend trust to your team. Allow them the freedom to manage their schedules and output without micromanaging.
- Regularly Review Meetings: Encourage teams to assess the necessity of recurring meetings. If a meeting isn’t adding value, it should be eliminated.
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Final Thoughts
You need to know the dynamics between Creators and Managers if you want to optimize productivity. Managers are often working on their schedules, while Creators work on their own. If a Creator has deadlines or project work, she needs to be left alone, as interruptions stall her productivity. If, on the other hand, a Creator has some availability for ad-hoc tasks, she can be reached. You, as a Creator or a Manager, need to communicate effectively and, above all, protect your time – it’s your gold.
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My Calendar Approach
To provide you with a tangible example, here’s (how I organize my calendar):
On (my) Creator time blocks or days, I have very few meetings scheduled, allowing me to focus entirely on my projects. My calendar is often filled with blocks of Creator time (where) I can dive deep into my work without interruption. This structure enables me to maintain high productivity (and) achieve significant results; however, sometimes I wonder if I could optimize my time even more. Although interruptions are minimal, I still find (that) occasional distractions arise, but I try to minimize them (because) it’s crucial for my success.
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In conclusion, Creators and Managers think differently about productivity. Respecting their differences and encouraging each other to work in their own way will produce more and better results for everyone involved. Make your time work for you!