Skip to main content

5 Ways to Protect Your Time So You Actually Get Stuff Done

If you thought of time as money, maybe you’d stop giving it away so easily. You wouldn’t take the cash you were planning to use for your daily needs and hand it to your project teammate Neil, who will probably ask for more tomorrow.

But those are typical transactions in the workplace, and they can leave you broke.

How do you know when you’ve been giving away too much of your time to meetings and other requests? “There are so many things you keep wanting to do — big, important things — but you don’t have time, because people keep hijacking your time,” says Julie Morgenstern, organizing and time-management expert and author of “Time Management from the Inside Out.” She continues: “Everything you’re showing up for, you’re feeling unprepared for it, like it’s not the best use of your time.”

Reclaim your time, and protect it. Morgenstern and Craig Jarrow, founder of the Time Management Ninja website, offer these tips:

Take control of your Outlook calendar. “If you work in a corporate environment, it seems there’s nothing to stop someone from throwing meetings on your calendar,” Jarrow says. That blissful, uninterrupted two hours you had set aside this afternoon to finally work on the project you’re so behind on? Hijacked! Neil decided that’s the best time for you to meet about something else.

Don’t let Neil determine your schedule. Jarrow suggests making appointments with yourself in Outlook for times to focus on high-priority tasks. Your calendar will show that you’re busy, and thus you’re less likely to be invited to meetings during times when you’re trying to focus. “A lot of people forget that it’s your time — it’s your calendar,” he adds.

Remember: It’s OK to decline meeting invites. “Employees have the right to decline,” Jarrow says. “Just because you get an invite doesn’t mean you need to attend that meeting.” He points out that there are of course caveats. People will notice if you’re MIA for every meeting, and a request from your boss carries more weight than one from Neil.

But otherwise, it’s fine to gracefully decline meetings you feel are a poor use of your time.

Propose shorter meetings. If you’re invited to a meeting you should attend but don’t have the time for — OMG , how did this three-hour monster land on my calendar? — Jarrow suggests proposing a shorter meeting length.

For example, if someone wants to meet for an hour, you could say you only have a half-hour and suggest seeing what you can accomplish in that time. “You’ll surprise yourself,” he says, because you’ll probably work more efficiently and maybe even accomplish the meeting goals in half the originally allotted time.

Speak up to last-minute meeting schedulers. Is there a manager, boss or client (or a few) who seem to make a habit of throwing last-minute meetings on your calendar? Morgenstern suggests distinguishing if these people are typically scheduling meetings for crises caused by outside factors, or, she asks: “Is it just that they’re disorganized and last-minute and have no regard for your time?”

Morgenstern advises addressing the issue with the latter types during a planned, in-person appointment or coffee break — “not in the heat of the moment,” she adds. Start with something like, “Let’s talk about the workflow so I can better serve you,” Morgenstern says, and then describe how the constant last-minute scheduling affects your productivity and costs him or her time and money.

For example, bring up how when you receive last-minute invites, you have to push off work on other projects (which likely affects this person, particularly if it’s your boss) and spend a half-hour rescheduling other appointments and to-dos (which adds up to overtime cost or, for clients, billable hours). Plus, you could say, the later you’re invited to a meeting, the less time you have to prepare for it.

Morgenstern suggests then giving an amount of notice you’d prefer for meetings, asking if that’s reasonable and recommending ways you can help make this change happen.

Don’t feel pressured to say “yes” to every pick-your-brain request. Requests to help others — a new graduate in the industry who wants to glean your advice in a phone call, a colleague in a different department looking to “pick your brain” over coffee — can consume your schedule as well. While you likely want to be helpful, you also need to protect your time to complete your own work.

Morgenstern suggests a few ways to manage the time you commit to these requests: Allocate a certain amount of time each month for these types of meetings — say an hour, which could mean two 30-minute coffee meetings or four 15-minute phone calls — and decline inquiries once you’ve met your quota; refer requests to more knowledgeable (or available) contacts; create an FAQ if you’re typically inundated with emails from new graduates asking the same questions, and send that document in lieu of a phone call or meeting.

The third option could be part of a two-step approach to helping. If the person has follow-up questions to your FAQ, ask him or her to email them to you in advance, and then answer each in a 15-minute phone call to avoid meandering conversations.

“That way, you can cover many more people in a very small unit of time,” Morgenstern says. “You’re helping people, you’re doing good and you’re being efficient.”

More from U.S. News

The 100 Best Jobs of 2015

Relaxation Exercises for When You’re About to Lose It at Work

8 Ways to Beat the Mid-Afternoon Slump

5 Ways to Protect Your Time So You Actually Get Stuff Done originally appeared on usnews.com

Don’t Settle for Student Loans to Pay for Online Education

Online college programs are becoming a more popular choice for prospective students, with one study finding that more than 6 million students enrolled in at least one online course in fall 2015. The popularity of these courses can be attributed in part to their flexibility with working adults' schedules, students' ability to progress more quickly through online programs and, oftentimes, cheaper tuition. [See 10 low-cost online bachelor's programs for out-of-state students.]Online degrees can be beneficial to many college students, but some studies have shown online learners complete their programs at lower rates than students at traditional brick-and-mortar campuses. Individuals with student loans but no degree comprise two-thirds of defaulted borrowers. Though these numbers are not encouraging, just like for traditional programs, there are ways to reduce how much you'll need to borrow for an online program to ensure you won't become one of these statistics. Don't just settle on borrowing student loans to cover the whole cost of your program and living expenses. Instead, start thinking about how to cut costs and cover your balance in different ways, such as the following. -- Grants and scholarships: Even though you are taking an online course, you can still apply and receive grants and scholarships. But your first step should be to complete the Free Application for Federal Student Aid, commonly referred to as the FAFSA, which will allow you to receive a Pell Grant if your expected family contribution is low enough. The EFC criteria and award amounts are adjusted annually, but the 2017-2018 academic year awards range from $606 to $5,920, which could significantly lower the amount you borrow annually. Your next step is to apply for scholarships. You can start by checking online scholarship search engines, such as the Salt Scholarship Search, College Board's BigFuture and Peterson's. But don't forget to take advantage of local organizations and your school's financial aid office. Both may offer scholarships that you can't find with a national scholarship search. [Review these 10 sites to kick off your scholarship search.]For instance, organizations like the Elks Club, Knights of Columbus or the Rotary Club typically offer scholarships annually to local students. Just because you're going to school online doesn't mean you're ineligible. Visit your local library for scholarship listings, and ask around town. You might be surprised how many local organizations offer scholarships. While these scholarships typically aren't large, every little bit counts. Each dollar you receive in a scholarship is a dollar you don't have to borrow and pay interest on. -- Work-study: Another option for online students may be work-study awards. Not all students enrolled in online programs are eligible, but students at some schools -- including, for example, SUNY Empire State College and Liberty University -- are. Work-study awards are not given upfront like scholarships and grants. In most cases, they are an offer to earn up to the awarded amount if you secure an eligible work-study job. While there is a misconception that all work-study jobs must be on campus, students can work for off-campus, nonprofit or public employers as long as the work is in the public's interest. You may be able to work for a for-profit employer if the job is relevant to your course of study. No matter who the outside employer is, it will need to have an established agreement with your college for you to receive work-study funds. Remember, to be eligible for federal financial aid, you must be enrolled and pursuing a degree or certificate. If you're not working toward a credential, Pell Grants and work-study won't be option, but you may still be able to take advantage of private scholarships -- just be sure to read the eligibility criteria carefully. [Explore what to know about financial aid in online programs.]-- Pay as you go: One of the great benefits to enrolling online is the flexible schedule, which can allow you to complete your college coursework around your responsibilities. But prospective students often overlook using their part- or full-time job earnings as an option for paying for college. Almost 80 percent of college students in 2015 worked at least part time while attending classes, according to the National Center for Education Statistics. By budgeting and thinking strategically about your college costs, you can likely reduce your dependence on student loans by paying a portion out of pocket. Many -- but not all -- online programs are less expensive than traditional programs and often have shorter payment periods. Six, eight or 10 weeks are common course durations. Because of the frequency of payments in an online setting, you may be well-placed to pay as you go and possibly avoid borrowing altogether. Attending college online and avoiding student loans may be challenging, but if you are willing to put in the effort, you can limit the amount you need to borrow. More from U.S. News Q&A: Understanding Student Loan Discharge Eligibility Student Loan Refinancing Isn't Right for All Borrowers
Read Next Story