Tick tock, tick tock and I’m talking about time not TikTok! Top 3 ways to create more time for yourself! We all want more time to accomplish all that on our list! You want to create an amazing effective and efficient volunteer engagement strategy, but are lacking time. Three ways to help “find” time.
Assess the situation.
Step back and look at your calendar, to do list, phone calls, emails, tasks you do. What are you doing most of the time? What is repetitive? What can be combined? What slows you down? How many interruptions do you have? If your friend looked at the situation, what would they see and tell you? What is really the priority?
Know thyself. How do you function best? Are you a procrastinator? Are you avoiding the hard thing? Are you addicted to email (I know I am a recovering email-aholic and still battling daily on this!)? What works best for you? Is it post it notes? Paper lists? Online calendar and to-do lists? Do you need a deadline? Accountability? What has worked in the past? What hasn’t worked and don’t repeat that and trying something else.
What problem when solved will make other problems disappear? (paraphrased from an author I can’t remember who and if you know, please tell me so I can give proper credit)
Plan
Know how you are successful in implementing things. Do you need an incentive, a buddy, encouragement, a strict plan or flexibility, deadlines, other motivation?
Know what you need to be successful and plan accordingly, adding your personal motivations into your plan.
Create a list of all the things you want to implement or do.
You can’t do everything all at once.
Pick ONE practice, item or suggestion and start it. Put it on the calendar/to do list. Find someone to hold you accountable to do it.
Delegate
Clarify the task, project, role - the “thing”. What is the desired outcome/end result? Is there a deadline? Are there any restrictions or boundaries on making it happen? What supplies/resources will they have or need to procure? With whom might they need to interact?
Ask the person what questions they have? Ask them before they start. Ask them to repeat back to you what they think is the end result and process. Ask them after they have started for a quick summary of their game plan and Can you ask just anyone to do this “thing” you have to do? Not usually!
What skill set will the person need? Ask the potential volunteer about their past experience, education, skills and examples of work they have done if it’s something that needs that level of expertise. If you can have a “smaller” project that is low risk, have them try it and see how they do. If they are able to do this, you’ll have more confidence they can accomplish something more. Ask what questions they have now that they have started it.
When and Where? What is time frame and do they need to be available certain times? Can they do this at home and do they have the resources/technology, etc. they need to do this? Do you need to give them access to any files, log in/passwords, spaces, cabinets, keys to unlock anything, or have a plan to give them access?
Accountability. Do you need to check in with the volunteer? YES! For multiple reasons! Do they have questions? Are they doing what you want them to be doing? How is the progress? Are they hitting any challenges slowing their progress?
Support. Does the volunteer need encouragement? Any changes in direction? Do they have questions? Do they need anything else now that they are into the “thing”? Do they need access to a person or file or supplies now? Are there articles, classes, webinars that relate to their “thing”? Share these with the volunteer. Give them learning opportunities as well related to what they are doing. Include them in learning you are doing around that “thing”.
Resources! Be sure to have supplies the person needs, or very clear instructions on how to procure them! Is there a budget? A process or permissions for purchases? Where are supplies that you already have? Are they gathered together for the person to easily find and access them? If there are people they need to contact, did you introduce the two people so they each know the other is going to be contacting them?
Follow up, evaluate and celebrate. This doesn’t have to be a formal “review” but a review and reaction to the results. Did the volunteer do what you needed? Did they complete on time? Did they go beyond your expectations? Give them feedback - specifics like: You did this in less time than anticipated, thank you so much as this will enable me to…. OR Thank you for working on this project and getting this (be specific) much completed in spite of the personal challenges that came up in your life, this has moved the “thing” further and I’ll take it from here. Give them a candy, written thank you, social post, or something THEY will enjoy depending on the size of the “thing” - a simple personal thank you may be enough.
How do you find that helps you “find” time in your day? Share with me!
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