Time Management Part 8 of 8 – Managing The Unexpected

The goal of the series is to help you effectively prioritize and adopt consistent time management strategies. I will expand on these strategies but they include:

• Learning to reconcile time management with that of your personal or professional environment;
• Identifying your strengths and weaknesses and build a time management strategy adapted to your personality;
• Optimizing time and energy management;
• Maintaining and increase your credibility and control in managing demands and priorities.

Four Skills to Manage The Unexpected

Managing your emotions

Unexpected events create stress and can affect our effectiveness. When the unexpected happens, we must first control our impulsive reactions in order to think clearly and stay focused despite the pressure. Being calm and positive does not mean accepting everything without saying a word, on the contrary. It is a matter of being calm in order to understand what is going on and to negotiate according to the unexpected.

Adapting

Adaptability means showing an open and flexible attitude in changing situations. It is about developing the ability to bounce back from changes and to be flexible. Shifting priorities, turnarounds and multiple demands are and will always be part of our reality. We have the power to decide with what attitude we want to face them.

Be optimistic

Our perspective is our own and it is up to us to decide how we want to approach:

• Every situation that arises;
• Unexpected consequences;
• Challenges;
• Effort required to achieve the desired results or goals;
• Efforts and work we have done.

Being assertive

Let’s get this assumption out of the way: being assertive does not necessarily mean being rude. It’s knowing when and how to say no by offering alternative solutions, or saying yes under conditions that take into consideration your needs and current limitations.

The Art of Saying No

In the previous blog post, I mentioned how I could have just said no to the on-site in-person company event. Some of my colleagues did say no because the event was announced on too short a notice to plan adequately. And my employer actually offered other ways for them to participate. So it was possible but FOMO prevented me from doing it.

When it is absolutely impossible for us to respond favorably to a request, we must respect certain rules in the way we refuse it:

• Be positive and focus on what we can do for the requestor, while minimizing the list of what we cannot do;
• Express the reasons that prevent us from granting the request (limitations, constraints, existing regulations or procedures, etc.) and try to suggest an alternative solution to the problem;
• Aim for a win-win agreement by trying to find a solution acceptable to both parties;
• Sometimes it happens that the person making a request has the means to satisfy it themselves without realizing it. So refusing by listing the tools at their disposal and how they can help them is also an option.

TL;DR – Managing The Unexpected

• Stop and think before acting when something unexpected comes up. Urgency and fear are often not wise advisors.
• Every time you say “yes” to an unexpected request or event, you might be saying “no” to a step towards your goals. Saying “no” can be instead an opportunity to contribute differently.

There you have it. We’re at the eighth and last installment of series on Time & Priorities Management!

I hope this series will help you to reach your goals and manage your energy, time and motivation on your way to them ~ #TeamNOBurnout, onwards and upwards!