Newsletter Archive

DECEMBER 2009

Executive Function at Work, Part Four:
Managing Time

This is the fourth in a series of articles about managing executive function challenges at work. Executive function relates to a person's ability to plan, prioritize, manage time, comprehend the big picture, change course and make good decisions.  

The inability to effectively manage time ranks second on my list of employment barriers for people with Asperger's Syndrome and Nonverbal Learning Disorder (communication tops the list). Frequently my coaching clients have trouble meeting deadlines because they are unsure of how long projects should take, or are not working efficiently. Here are some techniques for improving your time management skills. 
 
Estimating Time 
 
For many individuals with Asperger's Syndrome and NLD the very concept of time is elusive. It can be difficult to guess, for example, what can be accomplished in 15 minutes or to sense how much time has passed.  
 
One way to estimate time is to compare a current project with something similar from the past. For example, if you once spent 90 minutes editing 20 pages of a manuscript, it will probably take about the same amount of time to edit 20 pages of an instructional manual. If the instructional manual also contains complex diagrams, you would factor in additional time.      
 
If the task is completely new, ask a co-worker for advice ("How much time would you allocate to do X?" ... "Does 2 hours seem like enough time to you?").  
 
To manage large projects, write down each specific step and estimate how long it will take. Measure how much you have accomplished halfway through the time alloted for a step. This shows how accurate your estimates are. If you estimate that writing the first chapter of a manual will take 2 hours to finish, after 60 minutes you should be about half done. (The November edition of the Asperger's & NLD Career Letter has a project management template.
 
Keeping Track of Time
 
Formally tracking how you spend your time each day often reveals time drains. Peter, for example, was having difficulty completing a special project. As one of his coaching assignments he tracked where his time went each day. 
 
Peter used a simple chart that divided the day into 15 minute increments (9:00; 9:15; 9:30; 9:45, etc.). Each day for two weeks he noted what he was doing and when (e.g. 10:00 - 10:30am: staff meeting; 10:30 - 11:00am: answered emails; etc).
 
He was surprised to discover that 3 to 4 hours per week were spent answering basic procedural questions from his colleagues. He also realized that answering emails as they were received took his attention away from priorities. By directing co-workers to company manuals and scheduling specific times to read and respond to emails, Peter freed up more than 15 hours a month.
 
Pacing & Efficiency
 
Pacing refers to the speed of your work. In most jobs there are periods of the day or year, or particular tasks, which require a faster pace than others. Ellen is an accountant and knows that during each end-of-month closing she has to work faster to get everything done.
 
Working efficiently allows you to accomplish more in less time. Ask a co-worker how they handle projects and see if there are things you can do differently. Be aware of personal habits that may need to change. For example, are you adding time to projects by striving for perfection? Do you spend long periods of time trying to solve problems on your own instead of asking for help? Are you insisting on doing things one way even though others have suggested short-cuts?
 
Establish routines for recurring tasks. Once routines become automatic, you use less brain power and less time to get things done.
 
Reality Check
 
Sometimes people discover that they are simply unable to meet performance requirements. If you think this is your case, talk the situation over with someone you trust, like a coach, mentor, colleague or family member. Try to understand where the incompatibilities are between your performance and the employer's expectations. Do you need to learn new skills or update existing ones? Do you need a more relaxed paced? Be proactive in researching opportunities for transferring your skills to other lines of work or other industries. 

© 2009 by Barbara Bissonnette, Forward Motion Coaching