The trick I learned to make more time

In the past, no matter if my title was Principal, Executive Director, or CEO–I was always all too frequently thinking I needed more of something. 

More energy. More resources. More sleep. More time. 

While I could always have another cup of coffee and get some more energy, or go to bed at the same time as my kids for more sleep, or increase my development activities to raise more money and get more resources, the one that I constantly wrestled with that had no easy solution was more time. I was subject to the same 24 hours in a day as everyone else.

yes, but unfortunately don't have the full time cook, chauffeur and childcare team

There are literally a zillion books and advice out there on making more time, and I have mixed feelings on them generally–because no matter what, the day has 24 hours. I have found Laura Vanderkam’s work on this to be really helpful–she devotes a small amount of day daily to a project, and points out how much it adds up over time. (She read all the works of Shakespeare in a year!)

The trick I have learned is actually its inverse in many ways and comes in handy at this time of year in particular. I don’t know about you, but as a leader in the cycle of an academic year, I would often think through the fall and the winter: “Next year we are going to do This Big Thing really differently!” I would jot down ideas on my “List for Later,” daydream about the changes I knew were possible based on my observations and fantasize about the Spring Planning I would do to make this a reality. 

Spring could come, and it would be super busy as usual, and before I realized it, we’d be at this time of year–early June-ish, with just a handful of days left in the year. I found this super frustrating–somehow, my best laid Spring Planning would often get derailed by well, the realities of spring. I’d look ahead, thinking, “there’s plenty of time before next school year”--but as I anticipated an upcoming vacation…required PD I needed to attend… that conference I was scheduled to go to…  the leadership retreat a few short weeks after that… the ensuing new staff orientation and then all-school professional development, it would be time for the First Day of School again.

I would be aghast that all of a sudden another year would have passed and all I really needed was a little bit of time to get this ball rolling…and yet it seemed impossible to find. ARGH.

So, that’s when I invented the “Retreat with Myself Day.” I realized that I would always make time for retreats or stepbacks with staff members–and often what I really needed was some dedicated time by myself to think and make some progress, and I could set aside time on my calendar to do the same thing with myself that I would do with my leadership team. I would pick a day–often Fridays, because they seemed quieter in general–and cancel everything. Everything. I’d decide on a location–usually off site so I wouldn't be interrupted. (My favorite trick was to ask a friend to borrow a conference room in their office all day–it got me out of the house, stimulated my mind with a different location and also honestly there’s something about being locked in a conference room with a whiteboard and time and space to think that made me insanely productive.) I would write an agenda for the day, especially focused on the objectives I wanted to accomplish and put those in a place where I could see them all day. I’d bring snacks, pre-order lunch delivery, prep a playlist of energizing music, and put my out-of-office on. I’d label the day as an all-day calendar event “VIP Stepback”--and when people would see and inquire about who the VIP was, I’d say “Me!”

The first time I thought about trying this, I felt a little silly–but all it took was one insanely productive day where I could jumpstart a project I thought there’d be no way I could accomplish for me to be hooked. I started doing them quarterly–and often, at this time of year when I’d get this sinking feeling of “I’m way more behind than I wanted to be at this point..” I knew that was the cue to schedule a day.

Because I unfortunately know that sinking feeling all too well, and I know that sometimes it just doesn’t happen on your own, one of my solutions for leaders that I offer–for any time of year, although I find this time of year lends itself really well to it–is a Leader Intensive Day. It’s a way improved version of my VIP Stepbacks with Myself: there’s a customized snack box to sustain you, a fancy Yeti mug to make sure you are hydrated, and best of all, I take care of writing the agenda and objectives as well as do the majority of the work and thinking to make sure you get the jump-start you need as a leader on that pressing project. Sometimes, the outside perspective is necessary to truly transform the work, and we can make serious traction working together. Plus, I provide some designated support beyond your day to ensure your follow up questions are answered. 

It’s been almost 15 years since I first did this VIP Stepback with myself, and every time I do one, whether it’s facilitating with a client or participating in one for my own purposes with my business coach–I am reminded of how much traction you can make on a problem when you throw a little time and expertise at it. 

Check out more information on a leader intensive day and book a call if you want to discuss whether this solution is a good fit for you!