In these times where "he who does not run flies", the use of time has become more important. The usual thing is to hear phrases like: "I don't have time to do it" or "that meeting took time from me." Jose Mª Acosta, highlights how despite having developed an excellent plan, it can come down due to a series of unforeseen situations, which are called “ Time Thieves ”.
The best known time thieves are:
• Interruptions
•Telephone
• Meetings
• Inopportune visits
• Not knowing how to say NO
• Excessive change of objectives, lack of priorities
•To do several things at a time
• Do it yourself
It should be clarified that not all interruptions have to be bad, according to studies carried out, it is said that between 15 and 20% of unforeseen events are of interest.
Let's think, how many times have we been called for an urgent meeting, one of those without prior notice or agenda and we have had to put aside our activities. And what happens when you have an unscheduled visit, from someone close to you and you don't know what to say. What to do in these cases? José Acosta recommends that you keep in mind that every visit must have an objective and if not, it is better to get rid of it as soon as possible, explaining that you are busy and that you only have one minute.
I remember working in some companies where any situation was reason for a committee meeting. We went many times without knowing the subject, the objective and without being prepared. These kinds of meetings usually go on forever. There are people who question everything and also want to impose their ideas, others want to go unnoticed and find it difficult to disconnect from the movie or the football game they saw on television the day before. There are those who talk and talk but do not say anything in particular, others only drink coffee for the cold. It is calculated that the cost per hour of a mid-level person exceeds $ 200 (taking into account what the company pays for everything, energy, security, etc.)
My goal is not to discourage meetings at all. On the contrary, I support teamwork, but well coordinated, with a clear purpose. In his book El tiempo, José Acosta leaves some interesting tips that I will try to summarize:
• The call must be in writing.
• Don't summon people just for status or to keep them from getting angry.
• The group should not exceed nine people. The lower the number, the less inhibition and greater participation.
• Seven is an appropriate number (eg G-7 member countries).
• Verify that key people are available.
• Convoke them with enough time (consult with those called about the time to prepare).
• Take care of the time and day.
• Choose the place keeping in mind: that it is isolated from noise, that it has a visible clock, tables to take notes, a flipchart, that it is free and equipped.
• It should not last more than 45 minutes (time costs).
• Start on time, according to the scheduled time.
• Summarize and approve the agreements in a minutes and disseminate it in less than 24 hours.
There are many "time thieves" that, if not properly managed, can complicate our work and raise our stress. I promise to write, later, about new "thieves"… but right now, to be consistent with what I write… I must continue with my plan for the day.
Until next time!
