Social Media Time Management
1) Manage Disruptions
The key to managing disruptions is to have daily priorities. Sounds
simple, but isn’t. Pick three things that you have to get done today,
and focus relentlessly on those. (Hint: they should always be tied into
your bigger picture goals, or you’re wasting time). If that means you
have to say “I’m blogging for an hour”, do that, and let nothing but
emergencies stand in your way.
Realistically, unexpected stuff pops up. Document it, find a home
for it so you can address it later, and give yourself permission to
forget it until the time comes where it makes the priority list. If you
have to address it now, take note of what you’re working on and come
straight back to it when you’re done.
2) Control Information Overload
Stop trying to be everywhere. Just stop. In social media,
information overload is yours to own and manage. Pick your two or three
social sites and, unless your JOB is to spot the next big things, stick
with them. Adopt new tools or strategies only when there is a
compelling business reason to do so.
Subscribe only to the blogs you read, and unsub from the ones you
don’t, without apology. Delete email you aren’t going to respond to (be
honest), and never use your inbox as a to-do list (see #6). Turn your
IM off when you’re trying to work. Lots of ideas getting in the way of
execution? Create a parking lot for them so you can capture them and
get them out of your mind. Visit this once a week, and see if any ideas
on the paper warrant a move to reality.
3) Leverage Tools
Use a desktop tool like TweetDeck, Seesmic Desktop, CoTweet or HootSuite to streamline your Twitter use. Blog using a fluid tool like WordPress
that has a suite of plugins to make your life easier, and use the
scheduling function to write posts in advance. Make folders in Google Reader so you can prioritize your blog reviewing depending on how much time you have available.
However, resist the urge to automate your interactions. Automate and
consolidate everything you can up to that point, but the engagement on
social sites needs to be you, not a robot. THIS is where you need to
spend the time.
4) Annotate and Share
If you don’t have one already, get a Delicious.com
account and use it for your bookmarks. I say bookmark freely, even if
you never get back to reading it. If you want to find something, it’s
easier to go back to it. If you don’t, your links can be a valuable
resource of information to others (and you can send them to your
specific tags if you get repeated requests for the same information).
Use sites like Slideshare.net to share your presentations, and get
ideas or frameworks for ones of your own. Try Flickr Creative Commons
for sourcing images and sharing your own. Get to know and love the
collaborative power of Google Docs or Zoho, so you don’t have to send stuff around in emails. Leverage your intranet or project tools like Basecamp to share information. The less time you spend looking for stuff, the more time you have to DO stuff.
5) Sometimes Templates are Okay
If you’re asked the same question several times a day in an email,
write up a little framework of a response that you can personalize for
each recipient, but that contains the bulk of the information you need
to share. Same with Twitter. No, this doesn’t mean an autobot, this
means having a set of standard links on hand or responses to common
questions that you can respond to as needed without having to recreate
it every time.
Build an FAQ page on your site to point people do. Create sharable
documents that contain frequently requested information and have them
on ready five in a folder for easy access. Build your tags in Delicious
so that you can send people there for broad categories of related
information, like statistics or case studies.
6) Wrangle Task Management
When you’re processing email or items in social media, every time a task pops up, you need a place to put it. I use Things for Mac, but there are lots of programs that will work, even the (gasp) task list in Outlook.
When you’re overwhelmed by what you’re supposed to do (say, the
notes from a seminar you just attended or the volume of stuff in your
inbox), process one thing at a time and ask yourself “What do I need to
do with this as a next step?”. Whatever that task is, create an item
for it on your task list and archive the rest of the information for
later reference. Bonus step? Tag the items on your list that are doable
in less than five minutes so you can take time each day (say, 35 to 45
minutes) to plow through a handful of those.
7) Communicate Expectations
Sometimes, you don’t have the answer. Sometimes, you don’t have the
time to get to something right now, but you will at some point. Honesty
and humility go a long way to helping manage expectations for
responsiveness online. Try these:
- “I’d love to get that information to you, but I need 48 hours. Will that be okay, or do you need it sooner?”
- “I don’t have the answer to that, but I’d like to send your request to someone who does and have them respond. Is that okay?”
- “Hey there, I got your note but need a little time to respond. I’ll be back to you within the day.”
- To your boss, perhaps: “I’d like to complete this project, but here’s the information/resources I’m missing to get it done…”
This is another reason why it’s crucial to infuse some humanity into
your conversations online, so folks know that you’re just a person over
there, not a superhero or a robot. You need time to spend with your
kid, feed the dog, spend with your spouse, read a book. Yes, you should
still do those things. Being sure that folks know you’re responsive in
a reasonable fashion but not going to be able to handle things ’round
the clock is super important.
8 ) Establish Routines
If you have regular tasks and tactics to focus on, you’ll want to try and carve out time for them. Some examples:
- Blogging
- Reviewing and responding to email
- Listening and Monitoring (unless you have a dedicated staff person for this)
- Reporting and Analysis
- Checking in on social networks – Twitter, Facebook, LinkedIn, Forums, Community sites
If you set aside specific hours in your day, turn off other
distractions. (Yes, it’s okay to close your email program). Put your
phone on Do Not Disturb or let it go to voicemail. Even 30 minutes of
focused time on a single task, on a regular basis can ramp up your
productivity. It is NOT “inauthentic” to set times to interact on your
chosen social networks. It’s all a matter of balancing priorities.
9) Unplug.
Please. Get offline. Go outside. Take a bath. Play with your kid. Go
to the movies. Or go to an in-person event or Tweetup. There is nothing
that will derail your social media efforts more than never walking away
from them.
You need perspective from an unplugged view so you priorities stay
in focus. You need time to scribble your goals on paper, or just think.
Productivity isn’t always about how many balls you’re juggling.
Sometimes, it’s about very careful editing of how you do – or don’t –
spend your time.