In this edition of the Masterclasses of Managerial Excellence, we explored an essential theme for managers: organization and time management. How to structure your day, manage priorities, and avoid the multitasking trap in a world where distractions are omnipresent and information overload constantly threatens our productivity? To answer these questions, we had the pleasure of welcoming Julien Guenia, a recognized expert in organization and founder of the “organizology” method.
Why Is Organization Crucial?
Julien Guenia opened the session by discussing a problem we all face: information overload, the excess of information that overwhelms us daily. According to him, digital technology can affect our concentration and efficiency. A study he cites shows that the closer the smartphone is to us, the less we perform in our tasks. Our attention is constantly solicited, even unconsciously, by these digital tools. The challenge is therefore to learn how to manage these distractions and organize our work to remain productive.
Brain Dump: A Key Concept to Free the Mind
Julien presented the idea of the “brain dump,” a simple but powerful tool to free the mind from intrusive thoughts. It involves creating a space, whether it’s an application, a Google Doc, or even a notebook, where you write down all the thoughts that come to mind, like “call the dentist” or “pay a bill.” The goal is not to interrupt your work phase by getting sidetracked, but rather to process these thoughts later. Julien emphasizes the importance of this method to avoid multitasking, which proves to be less effective than focusing on one task at a time.
A Structured Method for Organization
Julien insists on the need to follow a clear method for managing time and tasks. Rather than operating on “feeling” or intuition, he recommends using checklists and task lists. These tools, comparable to cooking recipes, are improved over time and allow for structuring one’s days. Julien reminds that this approach is two and a half times more effective than the absence of a method.
The Calendar at the Center of Organization
For Julien, the calendar is the central element of organization. He advises integrating project deadlines, identifying tasks to be accomplished, and regularly reviewing one’s schedule. Julien compares this method to the famous “big rocks” metaphor: start by placing the most important elements (the big rocks) in your calendar, then add secondary tasks (the small rocks), and finally the less important elements (the sand). He reminds that you must also keep time for yourself and your loved ones, hence the image of “the beer” at the end, to symbolize the importance of moments of conviviality.
Managing Priorities: The Art of Saying No
Julien then addresses a delicate point: how to manage situations where you have too many good priorities? He explains that it is essential to prioritize based on the impact of tasks and projects on objectives. The question to ask is: “Which action will have the greatest effect on overall success?” This sometimes involves saying no to certain opportunities to stay focused on the essential. On this topic, he mentions the MOSCOW method for prioritizing project tasks by classifying them into four categories:
- Must Have (Essential),
- Should Have (Important),
- Could Have (Optional),
- Won’t Have (Not necessary).
Discipline and Time Limits
Julien reminds us that, despite all the methods and tools available, we are all limited by the 24 hours in a day. He emphasizes that it’s crucial to recognize our limits and accept that we can’t do everything. On this note, he suggests using a ‘closed to-do list’: every morning, create a list of tasks you commit to accomplishing that day, and don’t add new tasks along the way. This method allows you to focus and evaluate your ability to complete tasks within the allotted time.
Engaging With a Partner: The ‘Sparring Partner’
Julien recommends finding a ‘sparring partner’, someone with whom you can share your goals and support each other mutually. This creates a form of positive pressure, as you feel accountable to the other person. When you commit to moving forward together on objectives, it becomes more difficult to disengage.
Conclusion: Time Management, Finding a Balance
In conclusion, Julien Guenia reminds us that time management and organization are skills that require practice and discipline. Tools such as the ‘brain dump’, prioritization, and setting up a well-structured agenda are all levers to regain control of your time. The essential thing is to find a balance between work and personal moments, while remaining flexible in the face of unexpected events.
Don’t miss the next Masterclass!