Time Management for Engineering Managers

I spoke on Time Management for Engineering Managers at the Developer First Conference on June 12, 2020. Here are the slides.

1. Time Management for Engineering Managers Vidal Graupera 12 June 2020 Developer First
2. Topics 1. Introduction 2. Why It's Hard for EMs 3. Rethinking How to Use The Tools 4. Techniques to Plan Day/Week/Mo 5. Tips (time allowing) 6. Resources and Wrap up 7. Q&A
3. Introduction • A bit about me… & my mission • Why important? • Can be overwhelming especially for new managers! • Time management is a constant challenge for all EMs interviewed on managersclub.com “What’s your work day like and how do you manage your time, emails, etc.?”
4. Why is it hard?
5. Concepts • You will not get everything done! • Never enough time…. Everyone has the same amount of time (even other managers) • Manager’s schedule vs maker's schedule, article by Paul Graham • Be really conscious of how you manage other people’s time. • What we can learn from computers
6. Being a Perfectionist • Parkinson's law states that "work expands to fill the amount of time allotted to it ." • The Pareto principle (80/20 rule)
7. The Fallacy of Multitasking • Very tempting. It’s a myth that this works. • Human beings are single threaded • Subject much research • “Your effective IQ goes down by 10% on these tasks!”
8. Interruptions • Learn to love internal interruptions: they’re often your job • You are an unblocker. • OK to be strict with external interruptions from 3rd parties, vendors, social visits, etc.
9. Rethinking the Tools
10. Emails • Inbox Zero - very popular • Quickly scan for fires. Priority one: Can I unblock anyone or another team? • Work toward acting on an email when you read it – delegate it, reply to it, trash it, etc. • 80/20 rule. • Turn off all email alerts. • If you can, only review a few times a day at fixed intervals. Block time for communications. Keep this time sacred.
11. Emails Continued • Filters and rules ◦ Addressed only to you, or where you are named ◦ From manager or manager’s manager ◦ From team(s) and peers ◦ With “Action Required” or Invite to Edit or Comment ◦ Code Reviews, Alerts, Outages, etc. ◦ Automated emails and newsletters -> File • Last resort declare email bankruptcy
12. Calendar • Whatever happens…. Your Calendar is not the enemy • Scan calendar first thing, which meetings can I skip, cancel, etc.? • Defrag calendar • Schedule like items together, e.g. 1:1’s but not more than 3 • Themes by day of week, e.g. Monday 1:1s, Tuesdays on Project A • Defensive calendaring; avoid temptation to over schedule your day • Plan breaks for unplanned work and add (do not schedule) DNS blocks. • Prep for meetings 1 day in advance
13. More on Calendar • Decline meeting and send representative. Delegate as learning opportunity. • Declare a no meeting day, e.g. No Meeting Weds • Color code your calendar for easy scanning • Set meetings with your future self to get work done, or to check in with people. 2+ weeks out.
14. Meetings • Meetings are often the main work up to 80% of time • Learn to love meetings! • Running effective meetings is super important • Action items, agendas, meeting notes, etc. “If there are no notes and AI, then meeting never happened.” • End early and return time to people! • Keep short (Parkinson's Law) • Laptops down. Notice how many people are paying attention. • Send surveys after meetings to improve them. • “Meeting in writing” e.g. use Google docs
15. Personal Planning • Consider using an asset allocation strategy • Develop a Time Map showing a picture of when you’d like to do each of your major activities during a normal week, e.g. 20% on recruiting • End of week review on Friday or Sunday
16. Eisenhower Matrix (EM version) Adapted from a system used by General Dwight D. Eisenhower and later popularized by Stephen Covey, as the “Time Management Matrix”
17. To-dos • Create a daily “TO-DO” list of most important 1-3 items. • To-Do lists and apps are very popular • They do not have a sense of time so instead put items on calendar • Create checklists, daily and weekly so things don’t slip through the cracks • Pro-tip a Personal Kanban Board!
18. Personal Kanban Board
19. Books on “Time Management” • Getting Things Done by David Allen • When: The Scientific Secrets of Perfect Timing • The Checklist Manifesto • Personal Kanban • The 7 Habits of Highly Effective People • The Surprising Science of Meetings
20. Times Up - Wrap Up - Q&A Thanks for your time! I hope you found this useful. Contact Info • Twitter: @vgraupera • vgraupera@linkedin.com Deck: https://managersclub.com/talks Images from Unsplash & pixabay
21. Thank you
22. Tips & Ideas • Get in early before everyone else and things get busy or plan it out night before. • Or “Work 1 late night” e.g., stay late on Mondays to get week off to strong start and build momentum • Think what is the most important thing I can do, or that no one else can do or is able to do • Exercise and meditation to keep energy • Study and learn using audiobooks while driving or commuting
23. More Tips • Become a faster typer • Autocomplete app e.g. TextExpander • Leave your desk and book a conference room to work with focus, e.g. writing perf reviews • Most productive 2-4 hours after waking up. Don’t squander with e.g admin stuff, routine staff meeting, etc. Use it for deep, creative work work. Avoid getting sucked into email and calendar first thing. • Capture system. Get things out of your head it’s stress inducing. (GTD). I carry a paper notebook and Evernote.