Managing your time effectively is not only important for your productivity and well-being, but also for your communication with others. Whether you work remotely or in an office, you need to let your clients, colleagues, and managers know when you're available and when you're not. Here are some tips on how to do that without causing confusion or frustration.
One of the first steps to telling others when you're available is to define your own working hours and expectations. This means setting a regular schedule, communicating it to your stakeholders, and sticking to it as much as possible. You also need to establish some ground rules for your availability, such as when you check your emails, when you take breaks, and when you prefer to have meetings or calls. By setting clear boundaries, you can avoid interruptions, distractions, and misunderstandings.
In my experience, clear boundaries are essential, especially with a remote team with people who live and work in different time zones. Nowadays, with email and messaging apps available on our phones, there's a push toward the "always on" mentality. It is important to speak with your team and let them know which times are better for you to meet and which are off-limits, and then stick to that schedule.
One of my colleagues includes a line in their signature that "my working hours may not be your working hours" and it's such a great refreshing reminder that you don't need to respond at 9 pm or over a holiday.
Another way to tell others when you're available is to use online tools that can help you share your calendar, status, and preferences. For example, you can use a tool like Google Calendar to block out your working hours, mark your busy and free times, and invite others to schedule appointments with you. You can also use a tool like Slack to update your status, set your notifications, and indicate your availability for chats and calls. These tools can help you manage your time and communicate with others more efficiently and effectively.
My recruitment team started using Calendly to schedule interviews and phone screens. With Calendly we are able to set specific time blocks and/or specific days on our calendars (i.e. M/W/F at 10AM - 12PM or T/Th at 1PM - 3PM) then share a link to our calendar with candidates. When a candidate confirms a time on their end, Calendly will push a calendar invite to our Outlook Calendars. This allows them to select a time convenient for them, while still allowing us to manage our time effectively.
Sometimes, telling others when you're available is not enough. You also need to be proactive and flexible in reaching out to them and accommodating their needs. For example, you can send a reminder email or message before a meeting or deadline, or follow up with a summary or feedback after a task or project. You can also be flexible in adjusting your schedule or priorities if something urgent or important comes up, or if someone has a different time zone or preference. By being proactive and flexible, you can build trust and rapport with others and avoid conflicts or delays.
Another tip to tell others when you're available is to prioritize and delegate your tasks and responsibilities. This means knowing what is urgent and important, what is not, and what can be done by someone else. By prioritizing and delegating, you can free up some time and energy for your core tasks and goals, and also for your personal and professional development. You can also communicate your priorities and expectations to others, and ask for help or support if you need it. By prioritizing and delegating, you can optimize your time and resources and deliver quality results.
The last tip to tell others when you're available is to review and improve your time management and communication skills. This means tracking and evaluating your performance, feedback, and outcomes, and identifying your strengths and weaknesses. You can also ask for feedback from others, or use tools like surveys or polls to gather their opinions and suggestions. By reviewing and improving, you can learn from your experience and mistakes, and find ways to improve your efficiency and effectiveness.