Setting “Availability” Boundaries
Apr 12, 2024
I am re-reading the 4-Hour Work Week by Tim Ferris (totally recommend this btw) and it reminded me that the goal in our career is to be more “effective”, not more “productive”.
Being productive means constantly being “on”, and therefore makes us ‘busy’.
For example, if you're productive you'll try to make the most of every minute, responding to all requests and every email within a certain timeframe.
Instead, you want to aim for effectiveness - working on stuff that actually matters. These are the things that give you the sense of accomplishment, purpose and satisfaction. The things your managers will praise and notice you for.
To implement ‘effectiveness’ you need to be great at setting boundaries, and you need people to understand why you are setting boundaries. If you don't? People will wonder why you haven't responded to that message, or why you are declining certain meetings.
Here are the steps that work...
Step 1: Be clear on what would be an effective use of your time
You've already stated how you want your week to go. This is different. I want you to get clear on what are the 3 big actions (could be more than 3, just don't over commit) that'll move the needle. The items that if you did these 3 things, it would be an effective week.
Step 2: Start the conversation
Who has a vested interest in what you deliver (your boss, stakeholders,
You'll need to get them onboard with two things this week:
1. The 3 things you're focused on this week. You need their support that these are the key deliverables for the week, and if other tasjks don't happen, including new issues that arise, that someone will help you, or that it's okay that they don't get done. This may need to revisited throughout the week, but at least you have permission to say 'no' to a bunch of stuff.
2. You're prioritising work as well as areas outside of work (aka your personal life). That means you may need to be offline at times, and that you'll be starting at x and finishing at y. This may include declining certain meetings, and not responding outside of hours.
You have permission to switch off phone and Teams notifications so you're not interrupted. I put immovable meetings in my calendar (set to private) called ‘dinner with family’ so I would leave on time.
If people ask where you were, you can say "I've been consumed with those 3 important items" this week.
Step 3: Block time and trial it
Here's what you should block time in the diary for:
- Time to focus on your big 3 items without outside distractions.
- Time for lunch and stretch / snack / meditation breaks
- Time to catch up on emails and messages
I blocked out time in my calendar (and half hour each side) to go to Yoga after work for 3 weeks as a trial. Of course my manager forgot and sent me invites for meetings, but I declined any meeting that overlapped regardless of who it came from. It took guts but I did it.
Boundary setting takes guts ladies!
Step 4: Up the ante with ‘flow time’
I started scheduling into my calendar 2 hour “free flow work time” blocks twice per week where I could get into the flow of work. I chose times that historically weren’t meeting heavy. Again, I talked to my manager first and told her what I was doing and why. Getting your boss on board is imperative (they’re secretly wishing they could do the same).
Step 5: Communicate wider
I changed my email signature to reflect when I was available and when I’m not (copy of my current signature for my business email as inspo). Setting boundaries can be as simple as just stating it!