The insight this tracking gave me was well worth the hours spent this weekend analysing the data.
Firstly, for the logging I used the Impetus app for Android, then set the Tabata to 50 rounds, with the Work timer set for 10 minutes. I left all other settings blank. So it just alarmed every 10 minutes throughout the whole day. The only thing I had to do was remember to switch it on at the beginning of my day – which by day three wasn’t a problem ;)
I managed to account for 99.34% of my time and have sorted the data in various ways. The over-arching summary showed me that after 6 months moving from peer to senior manager, I’m still in the weeds quite a lot. I need to be working much more on projects and actual project work only accounted for 12% of my total time (though I could add some email work and research in there, it still would be less than 20%).
I’ve started drilling down now to activities that can be delegated (and all of my directs are keen for me to pass stuff down – which is great). The past 6 months, with one on ones and feedback has also helped get the team on track with their own responsibilities and know my expectations (read “demanding”).
Here’s what I found (warts and all).
project work 12.02
see staff/ managers 10.88
writing reports/ letters/ agendas 9.54
email general 9.35
drop ins (by staff, managers, directs) 8.21
one on ones 6.68
Research (project related) 2.86
email responses 2.48
update Evernote (GTD style) 2.48
coffee breaks 2.1
Reading (industry knowledge and MT) 2.1
chatting to directs, staff 1.72
phone calls 1.72
personal emails 1.34
Arriving first thing, seeing directs 1.15
filing, capturing (GTD style) 1.15
prep for meetings 1.15
approvals, signing 0.76
walking back to office from meetings 0.76
bathroom breaks 0.57
performance management 0.57
personal texts to kids/partner 0.38
Now to break it all down even further and delegate! This will coincide well with a team planning off-site I want to organise in the next few weeks (actually will get my admin to organise it ;)