Just don’t: The ‘not-to-do’ list
By Paul Unger, founding partner and owner of Affinity Consulting Group LLC
It's a crazy world. Social media, 24-hour news cycle, client emergencies - it's a wonder we get anything done. We’ve all heard of a “to-do” list designed to help increase our productivity and keep us on track, but with so many things vying for our attention, here are some items you should consider for your “not-to-do” list.
Do NOT begin your day by immediately diving into email.
Instead, begin your day with a five-minute private planning session. I use SELF Journal for this and time block my day on paper. Along with this, I state some 30,000-foot goals and recite three things I am thankful for.
Creating a plan for your day and visualizing your goals before diving into email can help you keep the main goal in view. You can always adjust as the day unfolds, but start with a plan.
Do NOT start your day without a team huddle.
After your five-minute planning session, have a quick huddle with your immediate team. I call this the lightning round. Each person has 60 seconds to recite what they have going on today and for the rest of the week. This encourages communication, awareness of projects, and almost always results in shifting some tasks and schedules around to better distribute work and help each other.
Do NOT participate in meetings unless there is an agenda, and never organize one without one.
I like to take it a step further and try to identify a goal or theme for the meeting to give it “purpose” or spark engagement. Whatever the case, showing up to a meeting without an agenda and clear purpose is a recipe for wasting time and killing morale.
Do NOT say, “I will get that done this weekend or tonight.”
Why would you derail your personal life that way? Stop being a martyr, and schedule to do work tasks during business hours. We all need a life outside of work, and making promises like this will not only kill your personal life but also could lead to burnout.
Do NOT let people ramble in meetings.
We all know these people – they either don’t prepare for a meeting, don’t read the agenda, don’t stay on task, or they just love to hear themselves talk.
Everyone’s time is valuable and deserves respect. When this happens, politely suggest talking offline or recording it as an issue to include on a future agenda so those in the meeting can tackle issues on the current agenda.
Don’t be too rigid about this, though. Sometimes, spontaneous topics are important. Try to fit those spontaneous topics into an agenda item where the floor is open for items not on the agenda.
Do NOT keep your email inbox open on your computer all day.
Your inbox is one of the most disruptive environments to place yourself in if you are trying to work on a project or take a “deep” dive into a task. It’s like choosing to write a complex brief or letter in a war zone – every two to three minutes, a bomb or a fire is landing in your inbox. How can one possibly focus in an environment like that?
Instead, skim your calendar in the morning and decide how often and for how long you can batch process your emails that day. Every day will be different. Aim for something reasonable like five times a day.
Do NOT carry your phone 24/7.
Let’s face it, that smartphone is a ball and chain. It is incredible how often we check our phones during the day, and it is having a terrible impact on productivity.
Take a phone “fast” by leaving your phone in a secure location all day while you are at work. Let your loved ones know to reach you on your office phone if an emergency occurs.
For more resources on opening, building, managing, protecting, and winding down a law practice, visit The Missouri Bar’s Law Practice Management Resource Center.