Time Management

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In April 2024, I was asked to speak during a panel presentation on time management for the National Association of Bar Executives, a membership organization for communications professionals in the legal field. Panelist were asked to prepare in advance to answer the question "What do you use for" each of the following topics: 

- Calendar
- Task lists
- Email management
- Meeting management
- Follow-ups: how do you make sure you tie up loose ends?
- Tips for organizing computer files
- Basic habits for daily planning/ structure

The idea was to leave attendees with practical tips and tools that can be used to increase productivity. 

Below are my notes that I shared during the panel presentation. 
 
- Calendar: I utilize Outlook on my phone all in one calendar (set to private for personal appointments). I also set reminders 15 minutes before meetings. 

- Task lists: Some resources I have utilized are Trello and Toggl. I also will print the free Day Designer weekly and daily templates.

- Email management: You can set up auto filing for email chains. For example, you may set up a NABE folder in your inbox for all NABE communications to automatically come into that folder. 

- Meeting management: I always recommend having an agenda for meetings. It is best practice to reminders (depending on the meeting, up to a week before). When concluding the meeting, it is great to summarize what was discussed and include next steps. I also recommend sending a meeting summary so that everyone understands what their responsibilities are and what to expect. Meeting notes are made easier with AI notes if your meeting is a recorded Zoom meeting (be aware that the AI notes will need to be refined by a human!).

- Follow-ups: how do you make sure you tie up loose ends? I will make a note in my calendar to send follow up emails or make phone calls. My tip is to include gratitude or add value in the follow up. For example, "Thank you again for your willingness to author an article for said publication. The deadline is June 5. Are you still planning to submit your materials tomorrow? Please let me know." Adding value may sounds like, "I saw this article (hyperlink) and I thought it would interest you. Also, do you happen to have an answer to that thing we discussed?"

- Tips for organizing computer files: I lead an annual file organization for my department which includes moving folders to an archives folder and creating folders for publications.

- Basic habits for daily planning and structure: Stay flexible. Start the day with a top three ‘to do’ list. Shift to next day rolling if priority items come up.  
Also, here is a link to low-cost or free tools: tools___tricks_websites.xlsx (live.com)