Increased availability, are you handling it, or is it handling you? Solution!

Last week I wrote about some of the negative effects  of “always being available” ? This week let us look at some of the solutions.

Firstly, if you think this is challenging, know that there is hope. You can most likely do something about the situation by a few small steps. Though you should also know that the way you perform your work today has created a pattern and a way of working that actually has become a habit. This is your habit, and if you have read anything about changing habits, or as most people you have tried to change a habit, you might have realized that it can be quite hard. You need to force yourself to do (or not do) the thing you have decided upon quite a few times before it starts to feel natural. Psychologists say it takes 21 consistent days on the average to change a habit.  If you miss a day you must start over again.

Now back to what you can do about the increased availability. You need to be assertive and protect the time that you do have available for doing important high value work.

How do you to do this? One way is  to put in chunks of time in your calendar that belong only to you. We call them “appointments with myself”. These chunks of time should be respected by yourself and also others as if it was a client meeting. Unless something really urgent and important occurs of course. When you do this a couple of times per day, realize that you have actually organized yourself so that you can more easily follow your plan.

Another way is to turn off all your notifications announcing new emails arriving. Oh, you say “that is not possible for me! It could be something important…” I agree, then try to create agreements with your colleagues so that urgent and important tasks don’t arrive by email. These items are often better handled by phone or face to face. That way you will not be checking your mail every 5 minutes.

Improve your planning, and stick to what you have planned. Remember that when you once made the plan, it probably made perfect sense, so when it is time for the planned activity, it is time to act, and not start debating with yourself whether or not you should do it. Re-planning, reorganizing or reprioritizing should be done when  conditions change, but don’t go looking for it, because you will always find a reason for not doing something.

Good luck.

By Jojo B. Holst, PEPworldwide Norway

Johan Chr. Holst, PEPww Norway, Redaktør

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