Tagtime management

The Drop-in and Catch-up Synergy

Every office has a ritual that is as important to the health of the organization as the business meeting…the ritual of dropping in on and catching up with co-workers and bosses following a lengthy holiday. I was reminded of this today as I returned to work following a week off for Christmas and the New Year celebrations. My goals were to finalize my calendar for the coming weeks and clear my desk of the administrative tasks before meetings began again. What happened was a stream of unscheduled visitors leading with the question, “How was your Christmas?” Virtually none of my goals for the day were accomplished.

Because my personality is to focus on my goals the interruptions were not welcome. Mid-morning I realized that leaders don’t manage with processes and goals, they manage with people. The post-holiday ritual is necessary to reestablish the bonds and thinking that create synergistic teams.

Synergy — the bonus that is achieved when things work together harmoniously. Mark Twain

The take away, schedule at least a half-day following a holiday for social protocols. Perhaps a deliberate social event (such as a team breakfast) would fulfill the social cues that human nature demands in a more efficient manner while enabling the team of reestablish the synergy required for an organizational to excel.

Synergy is the highest activity of life; it creates new untapped alternatives; it values and exploits the mental, emotional, and psychological differences between people. Stephen Covey

The Lost Art of Backward Planning


Jesus had a plan…and he executed it right on time.

As the time approached for him to be taken up to heaven, Jesus resolutely set out for Jerusalem. Luke 9:51 (NIV)

Short of the divine knowledge Jesus possessed, few of us would be able to deliver exactly on time with as far to travel and as many things to do.  Along the way he taught  parables, eased Martha to the better choice, confronted demons, expressed woes to the pharisees, healed people, dined with his disciples, and prayed all night before being arrested…right on time.

Granted, the things we do day-to-day don’t have eternal consequences for all of humanity, but why do we seem to always miss deadlines, cram all night to study or finish a project, or flat out miss deadlines?  We’ve lost the art of backward planning.

Backward planning is the process of determining the right time to start something by subtracting from the finish point the time required to complete it .

Here’s a simple example:  It takes 2 hours to drive to your mothers and you need to be there by 7:00pm.  Subtract 2 hours from 7pm and you need to leave at five.  WAIT, WAIT…don’t stop reading, it gets better.

What we fail to do is apply this simple concept to more complex projects like the yearly report, your  masters degree thesis, or even family panning.   Here’s some simple steps to backward plan your next project.

  1. Determine the finish point
  2. List all tasks that must be done in order
  3. Estimate the length of each task
  4. Subtract each length from the finish point

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