Wie können interne Kommunikatoren ihre Zeit effektiv einteilen?

I'm a huge fan of "Essentialism" by Greg McKeown. The basic premise is to eliminate the noise in your life to focus on what's important. That goes for your work life as well. Take a look at your goals + KPIs + tasks + calendar. Pull out the Eisenhower Matrix. Get ruthless. See which KPIs + tasks bring you closer to your goals. Prioritize them. While you are at it, list your personal and health goals. See how you can fit those into your extended day. You need to be calendaring those and honoring your commitment to yourself, your health, and your career.

I wish I was great at Pomodoro or other time-managing tools, but time-blocking has never suited my work style. Instead, I write a daily list on paper (sometimes the back of an envelope) and I keep that paper at my side all day. I check off what's stalled, what needs to be followed up and what needs to be acted upon. Looking at everything together makes it easier to figure out what's most important. I back up this list online at the end of each day. I cross everything off and toss it. I have an online document of current and upcoming projects and their staus. If someone mentions something, even a distant something, I write it down and add to the list. At the end of the week, I check to see if anything's fallen through the cracks.

As an enthusiast, I always want to do it all. The best advice I got was to figure out the three most important ways you add value to your organization and dedicate 80% of your time to that top-value work. And say no a lot more often.

Don't get caught in the noise, everyone feels that their project/campaign/initiative/event is more important than anything else on your plate. Every morning I identify and prioritise the most critical and time-sensitive tasks. To help me stay organised, I focus my energy on high-impact activities that positively contribute to the institution's strategic goals.

Es importante que antes de dormir definas claramente tu MCI (Meta Crucialmente Importante) del día siguiente, de esta forma estarías preparando a tu mente para el gran reto a superar del próximo día. Te sugiero que tu MCI la definas justamente cómo eso, un reto, y no como un problema, ya que “el reto” es percibido como una oportunidad para poner en práctica nuestros talentos y habilidades, mientras que la palabra “problema” genera ansiedad y preocupaciones. Si te duermes con la ilusión de que al día siguiente tienes la oportunidad de sacar a relucir tu genialidad, despertarás con energía, enfoque y mucha creatividad. Por ahí se dice que un gran día empieza la noche anterior 😉

I’ve found the art of timeboxing to be incredibly helpful when it comes to planning out my schedule when I have multiple competing priorities. I block of time on my Outlook calendar to work on specific projects during specific times. Of course, there will be times when you need to adjust to fit high-priority and urgent communications needs.

Setting Focus Time - and then sticking to it - has been a game changer for me. Once we talk about the work, and plan the work, we all need time to do the work. I don't take meetings scheduled over focus time (unless an emergency), I buckle down on a project, and I come up for air when I'm done to check emails and Teams.

The most critical skill for internal communicators is time management. It is easy to be pulled in new (and unrelated) directions throughout the day. Prioritize tasks, time block your day for specific projects, use communication tools, limit email, set realistic deadlines, batch similar tasks, avoid multitasking, plan content in advance, learn to say no, and take breaks. All these efforts combined can help internal communicators (and everyone) maintain focus, enhance productivity, and ensure timely, high-quality communication with employees.

One thing I noticed in a corporate environment was meetings jumping in and out of the diary, especially at the last minute. I like to get my head into the zone with a meeting, so prepare, read through the last set of emails or presentation, so that my colleagues get the best version of me (prepared and with valuable contribution). So having more meeting discipline is a huge one for me - it shows that you respect others for their time and contribution and when people come prepared, it does helpful things like allow you to make decisions there and then, agree a course of work and then you don't need to set up another meeting to discuss something you've already done!

We almost always schedule meetings in our calendars, but it's not quite as common to schedule tasks and other to-dos in our calendars. I have three guidelines I live by here. 1. If it doesn't get scheduled it doesn't get done. 2. For new tasks, if it takes less than 2 minutes do it immediately, if it takes longer, schedule it. 3. Schedule unstructured time, especially when you're working on something that requires creativity.

5 tips to offer: 1) Empower your team to own the job. Trust them. 2) Let the team make mistakes, they will learn faster 3) Ruthlessly prioritize the tasks 4) Negotiate work load with stake holders 5) Find talent within the company and leverage their skills

Para delegar te sugiero las siguientes preguntas: A) ¿Qué actividades que hoy estoy realizando no me corresponden y además no tengo la habilidad ni la destreza para realizarlas? B) ¿Qué actividades estoy haciendo actualmente que corresponden a mi área, pero no tengo la destreza o habilidad para hacerlas? C) ¿Qué actividades estoy haciendo actualmente que sí son de mi área, sí tengo la destreza o habilidad para hacerlas, pero alguien las puede realizar de una mejor manera y en menos tiempo que yo? Todas las actividades que respondas en estas tres preguntas, podrías delegarlas y liberar tiempo para enfocarte en las actividades donde puedes lucir tu genialidad.

"Don't give a man fish rather teach him how to fish by himself”. Back in days, I was sometimes so overwhelmed all the questions, all the work etc that I thought I was almost drowning. Then I learned to teach other. The more I taught others about internal communication, the more they appreciated my own work and were ready to collaborate. I created monthly editorial board meetings. I got back-up from my supervisor who convinced board members to sign one person from each department to join these meetings. On those meetings we went through everything what was going on, what kind material each department was creating etc, how this could be also communicated internally etc. Those meetings had several takes and everyone joined every time.

La delegación y colaboración no solo benefician tu trabajo, sino que también fortalecen la cohesión del equipo y la cultura dentro de la organización. Mis 5 consejos: 1. Identificar fortalezas y habilidades de tu equipo aumenta la eficiencia y calidad del trabajo. 2. Comunicación efectiva: Definir canales de comunicación claros y abiertos con otros departamentos. 3. Fomentar la confianza: Confiar en tu equipo es clave para lograr objetivos. 4. Aprender de otros: La retroalimentación es clave. Aprender de las experiencias puede enriquecer el enfoque y/o habilidades. 5. Definir expectativas: Al delegar, asegúrate de establecer expectativas claras. Esto garantiza que todos estén en la misma página y evita malentendidos.

Time can be managed by prioritising tasks, setting clear goals, and creating schedules that allocate time for specific activities. Minimizing distractions, delegating when possible, and avoiding multitasking can help maintain focus and productivity. Utilizing technology for task management and taking regular, short breaks to recharge is essential. Setting clear boundaries for work hours and periodically reviewing time management strategies are also valuable practices. Continuous learning about time management techniques further enhances efficiency in this dynamic field.

Communicators still need to manage less sexy tasks - reminders, quarterly updates, and executive check-ins (to name a few). To make it easier for our team, we use Asana to create weekly and monthly tasks that remind us of these tasks when we are already deep in strategic work. It keeps us on track while slaying other projects.

For the newsletters and event invitations I send out for the two research centres I am responsible for, I started using Campaign Monitor, an email marketing platform, which freed up so much of my time. Instead of spending way too much time on layout and design, I have created a few templates that can be easily adjusted and updated, which gives me more time to focus on content and copy. Also, some of the automation tools, such as signup and onboarding journeys are super handy and save me so much time. By using Chatgpt, I developed some A/B tests to improve the performance of the newsletters and judging by the numbers, our newsletters now perform well above industry average.

Our small and geographically dispersed team use Basecamp which really helps keep me, the CEO out of the small stuff. We use OKR’s to reach goals that align with our overall strategy. I’m free to deliver to our learners and Licensees as well as develop new products, services and joint ventures.

La automatización y la optimización son clave para los comunicadores. 5 consejos para aprovechar la tecnología: 1. Identifica procesos repetitivos 2. Define flujos de trabajo más eficientes: ¿Dónde hay cuellos de botella o pasos innecesarios? 3. Investiga las herramientas y plataformas disponibles. Hay muchas opciones para la comunicación interna que pueden mejorar tu productividad. 4. Asegúrate de estar al tanto de las últimas tecnologías y cómo usarlas eficazmente. La formación es clave. 5. Mide y ajusta: Sigue de cerca los resultados. ¿estás ahorrando tiempo y reduciendo errores?

Many will suggest the adoption, integration and (responsible) training and use of AI to streamline. While great for overcoming writer's block and providing a scaffolding, treat AI tools (including your ChatGPT) as you would a research assistant or intern. The quality of the output depends on the quality of the input - and even then - it will typically only give the user something 'good enough', albeit quick. To control/reduce error, don't take the output at face value regardless of how 'confident' it appears. AI hallucinations can and do occur. Human oversight, critical thinking and fact-checking will always be needed. Yes, intentional human-AI cooperation can help free up time for human practitioners to focus on strategic work.

Block some time for blue sky afternoons once per week where you ask yourself: "What am I doing that I shouldn't be doing? What am I not doing that I should be doing?"

The Stop, Start, Continue method is effective when reflecting on the regularly occurring tasks you do. As People School and author Vanessa Van Edwards recommends, identifying what you want to start doing, like a new project, social platform, or group to collaborate with. Stop doing lower value or inefficient tasks, or items you can delegate. By the time you get to Continue, you'll be able to see clearly what is working - and plan to do more of it.

Aside from the previously mentioned essentialism and prioritizing tasks - I encourage whatever path brings clarity and a clear mind to focus on the tasks at hand. This could be a health or fitness routine early in the morning or at certain stressor points in your working day. Sharing the workload and trusting those who have earnt that trust also helps immensely.

Review the impact your work had. Impossible for internal communications? Too intangible? I don't think so! Part of your job as an internal communications professional is to maintain a network of good relations throughout your organization. Ask for feedback. Listen to the 'bush drums'. What are you hearing? What is the sentiment? We can only evaluate the outcome and effects of our communications strategy if we are willing to take an honest look at the predominant narratives among our workforce. If you maintain good and trusting relationships, you will be able to gather real insights, evaluate your impact and adapt your approach as needed. This also requires a trusting reporting line up the chain that will listen to your insights.

Comparison is the thief of joy - measure progress against your past self as opposed to others. Unplug - make/block uninterrupted time for yourself. As someone with introverted tendencies, I also enjoy journaling my thoughts.

1. Get enough sleep. 2. Build exercise into your schedule to de-stress and clear your head. 3. Plan your most demanding work when your thinking is clearest and most creative. 4. Include a couple short breaks during the day to recharge. 5. Give yourself a complete break from work on Saturdays to pursue your passions and hobbies. 6. When the balance gets out of whack - and it inevitably will at times - make up the personal time later.

Creativity needs space, boredom. Internal communication needs lot of creativity, also in problem-solving. Make sure that every day there are times that you do nothing. Learn to forget your mobile. Miss-place it or just go for a walk without it. Learn to do less. And remember to enjoy life. It's what happens now.

Recargar tu batería todos los días es PRIORIDAD UNO y para hacerlo te dejo unas ideas: 1. Dormir por la noche siempre a la misma hora y evitar ver noticias desagradables o preocupantes antes de dormir. 2. Ayuno digital. Hacer a un lado el celular, tablets, computadora, al menos una hora antes de dormir. Créeme no las necesitarás y le harás un bien a tu cuerpo y a tu mente. Al día siguiente, despierta, estírate, sal de la cama, agradece 3 cosas, ve al espejo y date los buenos días con una sonrisa, después de eso ya estás listo/a para ponerte al corriente del mundo digital. Pero si lo haces hasta después del desayuno ¡excelente!

1. Celebrate your wins and the present moment. 2. Articulate your boundaries - learn and master the art of diplomatically saying 'no'. I'd recommend the 'Three types of 'no's' framework from Judd Antin to start. 3. Focus on what you can control, not on what you can't. Slay any existing or potential energy vampires. 4. Physiologically - Get enough sleep, rest, breaks, exercise, hydration, meditation. 5. Psychologically - Spend time with friends, family and make time for leisure/things you love doing. 6. Motivation 3.0 by Daniel Pink.

It’s easier said than done to “balance”. When you’re in the thick of it, you feel like you’re drowning. Instead of trying to change your life, change one thing. Like, try to drink one less cup of coffee today. Or, use that little block of time this afternoon to meditate. Or even, get up 30 minutes earlier and enjoy that time. Start adding up those micro moments and you’ll soon find yourself enjoying life a lot more. Its rewarding!

Say NO to the work that doesn't matter We all take pride in work that is meaningful and impactful. Yet, so many are part of the "make-it-look-pretty," "make it sound good," and "just send it out," brigade. What if we only supported the projects where business goals were clearly identified and were connected clearly to the strategy or values? What if we fought to ensure we targeted messages to reduce noise that is associated with one-size-fits-fall, watered-down generic communication. Maybe what we did would be valued more by the employees versus ignored. I often say that our death-knell is when we teach our audience to ignore us and the leaders we are communicating on behalf of. Always ask what success looks like for the organization.

Power hour! Designate one hour each day for high-priority tasks. Turn off notifications and focus. Slice through your to-do list with a katana. Rank tasks by urgency and importance. Create dedicated time blocks for different tasks. Break your day into intense 25-minute bursts of productivity. After each, take a 5-minute breather. Rinse and repeat. Cultivate mental resilience. Meditate, exercise, swim or whatever it takes to stay sharp in the trenches. Continuously assess your performance. Learn from your victories and your defeats.

I've seen many internal communicators becoming successful and influential in what they do by being great networkers and following a data-driven approach. The more stakeholders from different hierarchy levels, locations, business units and departments you know, the better feeling you will develop to focus on the messages that truly matter. Finally, that should be backed by both quantitative and qualitative data, helping you to dynamically adjust your priorities.

Take a breath before you start, and as often as you can, to remember to keep the horse before the cart. Don't let that heavy cart of daily tasks and pressing issues get things out of perspective. As a mindfulness/ meditation practitioner I put my state of mind first. Everything flows better from there. The 'horse' might be your family. At work, maybe the needs or goals of the team or person you serve. It might be the customer, your values, or career progression.

I find multitasking is an efficiency killer. With so many things to do, we often juggle between tasks in order to meet the deadline and to get that one more tick on our to do list. But over time I have seen that if I stop multitasking and focus just on the task , or on one aspect of the task, time is managed effectively and quality work is delivered.