Time Management for Young Professionals
Issue #1 in our series ‘Tips for Young Professionals’ (click here for the video version)
Don’t be fooled by the title! This tutorial isn’t about managing your own time, but rather how to make your interactions with others as efficient and productive as possible. This issue covers emails, phone calls, ‘drop-in’ meetings, and scheduled meetings.
Let’s start with emails.
The most useful thing you can do to help your email achieve its purpose, is to create an informative subject line. Tell the recipient what you want from them and how urgent the request is. Here are some examples:
Not Great Example - What report? What do you want the recipient to do? How urgent is your request?
To: Sharif Nazar
From: Jane Doe
Subject: January Report
Better Example - The reader knows what you want him to do, but still doesn’t know what kind of report it is or when you need his response.
To: Sharif Nazar
From: Jane Doe
Subject: January Report for your review
Best Example - This subject line tells the reader what you want him to do, the report is clearly identified, and the due date is specified.
To: Sharif Nazar
From: Jane Doe
Subject: Approval requested: January Investment Report due 2/15
Next, begin the body of the email with the action you want the reader to take, then include the business case for the request.
Good Example - Good start, but could be more specific.
To: Sharif Nazar
From: Jane Doe
Subject: Approval requested: January Investment Report due 2/15
Dear Sharif,
When you get a few minutes, could you review the attached investment report for January?
Better Example - Tell the reader not only what you want him to do but also when you need his response. The business case for the request is implied, assuming Sharif knows he is expected to approve the investment report each month.
To: Sharif Nazar
From: Jane Doe
Subject: Approval requested: January Investment Report due 2/15
Dear Sharif,
When you get a few minutes, could you review the attached investment report for January? It would be great to get your feedback by Friday so I can finalize the report by the deadline (February 15.)
Thanks!
Moving on to phone calls.
If you’re calling someone who may not quickly recognize your voice or phone ID, start the conversation by telling the person who you are and where you’re from. Give them an ‘out’ in case they don’t have time to talk right then. And be specific! If you only need a minute, say that. If you need 10 or 20 minutes, say that. If you need more than 20 minutes, ask the individual if you could set a future time to discuss your request, question, or idea. Don’t ask for less time than you need just to get them to take your call! The other individual will feel like you misled them and won’t want to talk to you in the future.
“Hi Sharif, this is Jane from investment reporting. Do you have a few minutes for a quick question? If now isn’t a good time, I could call back this afternoon or tomorrow, if that would be better?”
Once you’ve announced yourself and received the go-ahead for the conversation, follow the same structure described above:
What action do you want the person to take?
Why is the action appropriate, useful, or necessary?
When do you need the action?
End by thanking the person for their time and/or consideration of your request.
‘Drop-in’ conversations at an individual’s desk or office should follow the same pattern as phone calls.
Attending a scheduled meeting requires a different strategy.
Many people complain that meetings are the biggest waste of time during their workday. As a new employee, the last thing you want to do is add to the frustration! Usually new joiners are expected to listen and learn during the first couple of meetings they attend, but that isn’t always the case. Whenever possible, do some research in advance so you can make a positive contribution if called on.
Know what the meeting is about. Review the agenda if there is one, or check the meeting invitation to see if it includes some bullet points on what will be discussed.
Consider your status relative to other individuals invited to the meeting. If many of the participants have similar roles in the company as you do, you will probably be expected to actively participate. Otherwise, determine in advance if you can add a useful perspective or might be able to ask an insightful question.
Always take notes, and be ready to volunteer for action items, if appropriate.
Taking notes indicates that you are actively engaged in the conversation, even if you don’t say anything.
Volunteering for appropriate action items changes you from a drain on company resources to a contributor. You always want to contribute more than you take!
Following these tips won’t guarantee your next promotion, but they will show that you are respectful of other people’s time which will improve your value in the organization, relative to other new hires.
January 3, 2024 Marcia Lucas, Person-to-Person.net
