Blogger KRISTI HOLL is the author of 42 books, including
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Writers First Aid

It’s My Company Policy

May 9, 2012

policy About every two years, I get a wake-up call when some form of exhaustion sets in. Without noticing, I have fudged on bedtimes, let boundaries be way too flexible, or simply taken on more than I should have.

Time to Re-Group

Then I have to sit down and play the game called ”Where’d My Time Go?” Usually I find that other people’s expectations have taken over my writing time. Nearly always I was at fault. I offered to do something I didn’t really have time for, or said “No problem!” when I should have said, “Sorry, I just can’t.”

My schedule is under control again, but I’d like to step out of this cycle once and for all. The best way I’ve found to save my writing time is to set policies. Remember, you’re the boss in your office! You have the authority to set whatever policies you need.

Time-Saving Policies

After you’ve spotted some of your weakest areas, develop policies to cover future requests. For some reason, stating that you have a “policy” about certain things carries more weight with people. Very few people argue when you have a “policy.”

Target the areas where you have the most trouble setting–and enforcing–boundaries. It might have to do with overtime on your day job, expectations from the neighbors, or any organization where you volunteer.

Some “company policies” might include:

I have a policy about home business parties. I don’t attend them, and I don’t give them.
I have a policy of not returning phone calls until the noon hour.
I have a policy that says I don’t make doctors’ or dental appointments until after 3 p.m.
I have a policy that includes no drop-in baby-sitting. I need a minimum of 48 hours notice.
My policy states that I don’t commit to any event more than (X) months away. (Fill in your personal limit.)
I choose to help with one party each year at my child’s school. That’s my class contribution, so what party would you like me to help with?
My policy states that I charge $5 for each ten minutes that parents are late picking up their kids from my day care.

Under-Promise

Sometimes our commitments get out of hand because we want to do such an excellent job everywhere. So learn to under-promise, and later you can over-deliver if you have extra time.

For example, instead of volunteering to help at school the entire day, say you can come and read for one hour. If it turns out that you have extra time when the day rolls around, you can use the time to write or you can “over-deliver” on your promise and stay two hours. You’ll earn a reputation as someone who delivers even more than promised—and yet you’ll have saved time for yourself.

Time Credit Cards

Some of us (I’m guilty!) promise to do things months and months in advance when our calendars are still pristine white. Then six months later, when the event rolls around, our calendars are more jammed than we had anticipated; we regret that we ever agreed to that event or favor that really isn’t that important.

Too often we commit future time that we believe we’ll have, only to be caught up short later (like a credit card junkie who charges now and is just sure he’ll have the cash to pay it off later.)

Stop charging your time ahead! Cut up your time credit cards. Pay off whatever “time debt” you’ve accumulated at this point, but don’t charge anymore.

If people want you to commit to some volunteer thing more than a month away, simply say, “I have a policy that I don’t commit to things so far ahead. If you want to call me back in (X) months, I will be able to give you an answer then.” At that point, you’ll have a realistic idea of what your month’s schedule looks like.

If you are pressed for an answer (“I need to know now!”), then regretfully tell people that the answer will have to be “no.” (Given that choice, people will usually wait.)

E-mail, Social Networking, and Web Surfing

Limit your Internet time to two periods per day, before and after your writing. Keep it short. Answer crucial e-mail, but skip all the forwarded jokes and poignant stories till later. Unsubscribe from all but the best two or three e-newsletters you receive. Delete the junk without reading it. Check the social networking sites you use for marketing, and then close down. According to current workplace statistics, conquering e-mail/surfing/Facebook addiction can save you a full two or three hours per day.

Assignment: Where is your time going? Do you know? Keep track for a few weeks and be sure. Then begin to implement whatever policies you need in order to safeguard your time.

Write your company policies down and review them daily. As you use these policies, they will become second nature. Just remember that nature abhors a vacuum. Be ready to fill your new-found time with activities that can further your writing career.

***Speaking of furthering your writing career, in response to several emails, I’ve updated my critique service page. I am now reserving spots for July, August, and September. Just FYI!

Post tags: discipline, distractions, finding time, focusing, goals, habits, psychology of writing, schedules, strategy, time management, writing challenges, writing schedule

Posted in: boundaries,children,families,finding time,goals,habits,schedules,writing challenges,writing habits | | Comments (11)

11 Comments »

Ah! I have a new policy not to play Bejeweled BEFORE writing. I really like this advice, Kristi. Thanks.

Comment by Jane Heitman Healy — May 9, 2012 @ 7:17 am
Jane, that is a good one! I have a policy about not checking certain sites before work–even ones like CNN–because I get too caught up in the reading. It can wait!

Comment by Kristi Holl — May 9, 2012 @ 7:31 am
Great article, Kristi! I recently had to “undo” several things in my schedule, but being proactive rather than reactive is a much better plan for everyone involved! Thank you!:)

Comment by Katherine — May 9, 2012 @ 7:42 am
Katherine, I can’t begin to tell you how much easier it is! It forestalls so many things even becoming a problem. And it helps settle my mind when I don’t feel like I’m at the whim of whatever happens and whoever might call with a request. Good luck to us both!

Comment by Kristi Holl — May 9, 2012 @ 8:13 am
Kristi, what an excellent idea to state specific “policies.”

I’ve learned to be fairly strict about allocating my time to nonessential activities, but several months ago, I agreed to provide one unpaid writing project (which took me about 8 hours) for a volunteer writing organization. It was my way of paying back to the writing community. then I agreed to provide one more. After I was pressured to become a full-time volunteer, I offered instead,to provide a total of seven writing pieces over a six month period. Whatever was I thinking? The pressure to jump on full-time continued and my self-annoyance increased. Finally, I wrote a very emphatic email stating my next piece would be my very last as I needed to focus exclusively on my own writing projects. After sending that email, I felt an amazing freedom and lightness. If I had stated a “policy” about such projects, originally, I might have avoided the whole issue.

Comment by Bernadette — May 9, 2012 @ 11:31 am
Oh Bernadette, we are kindred souls! I once did almost exactly the same thing. I think it was instances like that that made me realize I had to start deciding those things AHEAD OF TIME. Hence the policies. They work for everything! Good for you, and thanks so much for sharing your story.

Comment by Kristi Holl — May 9, 2012 @ 2:33 pm
Starting today I’m tracking my time hour by hour. I need to stop the leaks! Quick! Thanks for the reminder.

Comment by Deanna — May 9, 2012 @ 4:02 pm
Deanna, I have found a cheap kitchen timer to be worth its weight in gold. I still use one, setting it for 30 minutes, and then logging in my half hours when it goes off. It’s shocking at first how little time you are actually WORKING during the writing day!

Comment by Kristi Holl — May 9, 2012 @ 4:35 pm
Kristi, this is good stuff and I’m going to tweet it. I LOVE policies, and I especially like to under-promise and over-deliver.

Comment by Marcia — May 9, 2012 @ 6:12 pm
Marcia, this is one area I love! I found it worked great as a Nana too. I was over-promising babysitting time and taken for granted…and exhausted. Now I under-promise whenever possible, so that when I can actually deliver a bit more (when my schedule actually allows for it), there is more appreciation (and I am lots less tired!)

Comment by Kristi Holl — May 10, 2012 @ 5:02 am
Kristi, thanks for the great advice. I’m going to make a list of my “personal policies” to eliminate distractions.

Comment by Wanda Snow Porter — May 10, 2012 @ 7:33 am