How Unplanned Work Kills Product Managers — Part III
In my previous two articles, I focused on unplanned work, one of the biggest productivity killers for a product manager.
In the first article, I deep-dived into the different types of work and how unplanned work, is considered the most destructive. Then I shifted the focus to preventing this kind of work which starts with proper time management, being the most prominent blocker PMs face.
Finally, in the second part, I broke down how to optimize your meetings to save time and increase efficiency while I also touched on prioritization.
Following up on my last article, time management, and prioritization are the backbone of your day. Therefore I will be sharing some of the techniques I use, have used, or plan on using based on research and recommendations.
Timeboxing
The purpose of timeboxing is to ensure that you use your time productively. To use this technique, you assign a specific deadline to each task. For example, I will check my Inbox and reply to emails within 30 mins, no more.
This is known as timeboxing and when it’s finished, you analyze your progress and move on to the next task.
When talking about timeboxing, you can immediately think of a slightly different method, the Pomodoro Technique.
This can be applicable to your calendar as well, instead of using To-Do lists, put those tasks in your calendar and time-box them. Add a time and a duration to tackle them and focus on doing exactly that. One at a time.
Do not forget to add entries for breaks as well. Standing up, stretching, drinking water, relieving your eyes by looking through the window (some tips on this here), or just chatting with colleagues about anything that is not work-related.
Time Management Techniques
Parkinson’s Law
Elon Musk once said, “If you give yourself 30 days to clean your home, it will take you 30 days. But if you give yourself 3 hours, it will take 3 hours. The same applies to your goals, ambitions, and potential.”
In other words, the amount of time you give yourself to complete a specific task is the amount of time it will take you to complete it. This is known as Parkinson’s Law.
Get Things Done
Created by author David Allen, this process helps you get things done by recording tasks on paper and then breaking them down into actionable work items.
In other words, as the author nicely put it: Your mind is for having ideas not holding them.
Eat That Frog Technique
Mark Twain once said, “Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.”
For Brian Tracy, this quote serves as a great metaphor for effective time management. In his popular book, Eat That Frog! 21 Great Ways to Stop Procrastinating and Get More Done in Less Time (great read, with a big focus on prioritization), Tracy’s premise is simple: you should tackle the hardest and most important thing on your to-do list every morning.
Time-Value Prioritization Funnel
There is a very comprehensive course on LinkedIn where Dave Crenshaw explains the principles of the Time-Value Prioritization Funnel and how to help us manage our priorities, reduce or even prevent switching between tasks and make us more productive.
We take tasks in, work them through the funnel, and at the end, only that which is most valuable comes out.
This funnel comes with a simple yet powerful filtration system with the following filters and rules:
No, never again
This is the first and largest step of our funnel and involves answering one question: Is this task something you never ever want to do or see again? If not, you should say no to it, permanently. Always say NO to things of low value.
Perhaps
The second step of the time value prioritization funnel is perhaps. This filter is designed to catch tasks that are of uncertain value, or where you just lack commitment. Don’t schedule just yet, instead, put these items on a perhaps list that you’ll review later. This can be a folder in your email client.
Yes, but not now
This is reserved for ideas where we’ve identified some value and we have some commitment to follow through. However, we recognize that it doesn’t need to be done anytime soon. These are mostly tasks that don’t have a mid or even long-term deadline. Feel free to procrastinate!
Yes, but not anyone
If you’ve done things properly up to this point, you should only be dealing with tasks of higher value. Yes, we need to complete this thing, and yes, it has value, but no human being should do this. This means you must automate the process of completing this task.
Yes, but not me
We’ve now determined that this task has value and we should do it soon. We’ve also decided that we can’t use technology to get rid of it or to simplify it anymore than we have. So now it’s time to involve real human beings. This means delegation with clear instructions and expectations.
Yes, me
We’re now at the final step of the time value prioritization funnel, where your tasks have been filtered fully. And at this point, we are only left with those which are most valuable. This is a task you should do yourself.
Work Smart
Now, it’s time for you to put into action all or some of these techniques. Mix and match, create your own, and organize your time.
We all know the value of hard work by working hard, let’s now explore the value of smart work, by working smart.
Time to take a deep breath and start organizing, optimizing, and prioritizing your work. Be the one in control and avoid or reduce unplanned work.
Bill Gates said once, “I choose a lazy person to do a hard job. Because a lazy person will find an easy way to do it.”
Be lazy, my friend!
