{"id":15028,"date":"2015-11-27T08:00:32","date_gmt":"2015-11-27T13:00:32","guid":{"rendered":"https:\/\/simpleprogrammer.com\/?p=15028"},"modified":"2018-04-12T00:41:42","modified_gmt":"2018-04-12T04:41:42","slug":"protect-productive-time","status":"publish","type":"post","link":"https:\/\/simpleprogrammer.com\/protect-productive-time\/","title":{"rendered":"Protect Your Productive Time"},"content":{"rendered":"<p>You only have 24 hours a day\u2026 1,440 minutes\u2026 86,400 seconds. \u00a0At first glance, this may seem like a lot.\\n\\nBut it is not.\\n\\nThere is a very limited supply of time, and it can be your friend or your enemy. And you get to choose if you are in control of your time, or if you let others control it.\\n\\nThat is why you need to <b><a href=\"http:\/\/www.amazon.com\/exec\/obidos\/ASIN\/B00PY5X52Q\/makithecompsi-20\" target=\"_blank\">Protect Your Productive Time<\/a><\/b>.\\n\\nBut why? Why do you need to protect your time? And how do you do it? Let me tell you.\\n\\nI am a .NET developer who is very passionate about enterprise search, primarily with Apache Solr. And this is great because I\u2019ve spent the last few months of my life building the search api library for one of the Big Four auditing firms. It is a huge project, with hundreds of developers, and my library is only a very small piece in comparison to the rest, but it is a very important piece none-the-less.\\n\\nAnd while working here, one of the things that I\u2019ve noticed is how programmers have a tendency to give estimates that are not too accurate. Why does this seem to be a recurring issue?\\n\\nWell, there are the endless meetings that they don&#8217;t account for in their estimates. There&#8217;s their own overconfidence \u2014 or ego estimates as I like to call them \u2014 and a tendency to assume features are simpler than they really are. Also, most people need a &#8216;warm up&#8217; period in the morning to get into the zone or \u201cflow,\u201d but then they have constant interruptions. If you want to learn more about getting in the productivity zone, I recommend <a href=\"https:\/\/en.wikipedia.org\/wiki\/Mihaly_Csikszentmihalyi\">Mihaly Csikszentmihalyi<\/a>\u2019s book <a href=\"http:\/\/www.amazon.com\/exec\/obidos\/ASIN\/0061339202\/makithecompsi-20\" target=\"_blank\">Flow<\/a>. It\u2019s a classic and a must read.\\n\\nGoing back to estimates, let\u2019s say for example that you estimate a task will take 40 hours, so just-in-case, you overestimate and say it will take 60 hours. This won\u2019t work. Why? \u00a0One good reason is that the next 20 hours might be filled with another 10 hours of meetings and interruptions. Just think about it for a minute. How many times a day (or hour) do you get someone that comes to your desk and says \u201chey, do you have a minute?\u201d and in some cases without even letting you answer, they sit down or put a laptop on your desk and start explaining what they need.\\n\\n<img loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-15051\" src=\"https:\/\/simpleprogrammer.com\/wp-content\/uploads\/2015\/11\/Depositphotos_21911609_m-2015.jpg\" alt=\"Say no\" width=\"267\" height=\"400\" \/>So let\u2019s go back to the original question. \u00a0Are you still going to be able to be done in time?\\n\\nThe answer is usually no.\\n\\nSo what I observed is that some people couldn\u2019t function properly in this environment and couldn\u2019t deliver what they promised when they promised.\\n\\nNot me.\\n\\nI delivered what I promised.\\n\\nOn time.\\n\\nWith very little bugs (I can\u2019t lie. I had bugs!).\\n\\nHow?\\n\\nWas it because of my technical prowess?\\n\\nNot really. I am a decent developer (and can proudly say a Pluralsight author, Syncfusion author, passionate about Search, speaker, presenter, and trainer among a few other things), but nothing out of the ordinary. There are some developers that I know who are way better than me technically, but I can beat them by a mile in terms of delivery.\\n\\nHere\u2019s the \u201csecret sauce\u201d:\\n\\nI did three things:\\n\\n<\/p>\n<ul>\\n    <\/p>\n<li>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0Communicated properly<\/li>\n<p>\\n    <\/p>\n<li>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0Organized myself<\/li>\n<p>\\n    <\/p>\n<li>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0<b>Protected my productive time fiercely but kindly<\/b><\/li>\n<p>\\n<\/ul>\n<p>\\n\\nAnd I was very aware of the first two, but not too much of the third one, which now that I am fully conscious of its importance, I put it as a priority in my day to day work.\\n\\nWhen and how did it become very evident to me? Here is the exact moment.\\n\\nSo, there I was one day minding my own business, heads down in Visual Studio, when Brent (one of the testers) approaches me and asks if I have time to review a bug and explain. It was a good moment \u2014 that\u2019s what I thought \u2014 so I said yes. So he then looks to his side and about 3 cubicles down he signals a thumbs up to Radhika, another very nice tester, to which she smiles and with a face like a kid on a christmas morning says \u201cyaaaaay\u201d.\\n\\n<img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-15056\" src=\"https:\/\/simpleprogrammer.com\/wp-content\/uploads\/2015\/11\/Depositphotos_55381575_m-20151.jpg\" alt=\"Depositphotos_55381575_m-2015(1)\" width=\"350\" height=\"233\" \/>And then it hit me.\\n\\nI had been protecting my time by managing all interruptions in a way in which I could focus on working and then schedule time for other people\u2019s needs later. This might sound very simple, but it wasn\u2019t. Everyone has their own deliverables for a specific date and time. And as much as you would like, their deliverables are their top priority, not yours.\\n\\nAnd the better you are, the more time people take away from you. I have a friend who peers call \u201cTable of Contents\u201d because he knows everything. How much time do you think he spends working on his deliverables vs. fixing issues on other people\u2019s deliverables? The answer is simple. Most of his time is spent helping others, and he has to work until late at night to finish his stuff, while the developer he helped goes home at 5 pm.\\n\\nTo add insult to injury, top developers usually get more work assigned. It kind-of makes sense from a management perspective. If you have a developer who is very productive, assign them more work and overall the project will benefit from higher productivity. The problem is that this is just short term thinking. As you squeeze out every last possible drop of code from a top notch developer, the end result will usually be a burned out developer or a resignation letter. \u00a0Some managers don\u2019t even seem to care. Burned out? Get another contractor or employee, rinse, wash and repeat. But this is a discussion for another post.\\n\\nLet\u2019s get back to time. Does it sound familiar that others come to your desk asking for your time? Do you have to help them the minute they arrive because \u201cit is urgent\u201d? Or \u201cc\u2019mon man, it is only 5 minutes\u201d?\\n\\nWhat most human beings forget or don\u2019t know is that the human brain requires concentration and focus, especially for activities like coding or design. Context switching breaks your process, which means that you need time to get back into your thought process. I am not an expert, but I heard that from any interruption you need at least 15 minutes to refocus and keep working. So a 1 minute interruption in reality can be 16 minutes that you will never get back. That\u2019s why John Sonmez asks people <a href=\"https:\/\/simpleprogrammer.com\/2015\/08\/06\/why-you-shouldnt-message-me\/\">not to message him<\/a> while he is focused at work.\\n\\nIn my humble opinion, that is not a good deal for you.\\n\\nDo you just put on your noise cancelling headphones and a big \u201cDo Not Disturb\u201d sign in front of you and code away?\\n\\nIt is not that simple either.\\n\\nUnless you are a one man army product development unit, or your work is totally isolated from everyone else\u2019s, then you are a necessary and useful component of your team\u2019s development, and there is an intricate set of dependencies that cannot be ignored.\\n\\nSo what should you do? Let me tell you what I do and a few more tips that I have learned while out on the field.\\n\\n<\/p>\n<ol>\\n<\/p>\n<ol>\\n    <\/p>\n<li>Turn off chat and rely on an asynchronous communication method. In layman terms, instant messaging applications like Skype, Skype for Business, Lync, Google Chat or similar will keep breaking your focus continuously. I do agree that they can be tremendously beneficial, especially for distributed teams, but in most cases chat can be more of a distractor.\\nBut don\u2019t uninstall it right away. You can use the \u201cBusy\u201d status so that you are not distracted while focusing on your work, and then during break times you can go back, check the messages and respond. Most applications also let you set a special message, so you could add a phrase like \u201cFocused work time. Will reply soon\u201d to let others know that you are not ignoring. This is very useful, primarily if you are working in an organization where it is common to expect prompt replies to IMs.<\/li>\n<p>\\n    <\/p>\n<li>Take breaks. Did you know that your brain needs breaks? If you want to learn more about recommended work times and breaks to increase your productivity, I suggest you check out the Pomodoro technique.<\/li>\n<p>\\n    <\/p>\n<li>Manage your email instead of letting it manage you. This is the other big distractor: email. We all get bombarded by emails on a daily basis. A friend of mine, and the best PM that I have worked with, Ian, had a personal game where he kept a record of how many emails he received on a given day related to the activity that was taking place. Kind of like when you do trend analysis on Big Data, but at a small scale. \u201cToday I received 259 project related emails and it is demo day of version 1.7!\u201d<\/li>\n<p>\\n<\/ol>\n<p>\\n<\/ol>\n<p>\\n\\nIf you consider how much time it takes for a human being to read 259 emails and respond to them, then he would spend all of his day just reading and replying without having any time to do any of his work.\\n\\nI assume some of you already did the math, and in his specific case, he got an email almost every 2 minutes in average.\\n\\nYes, his was an extreme case. I\u2019ve noticed that the higher you are in the \u201cfood chain,\u201d the people have a tendency to add you to the thread. The developer can later claim \u201cIan was copied,\u201d and that can get him out of trouble (or at least the developer thinks it will).\\n\\nThe same advice goes for email. While email is very important, your objective as a developer is to deliver working code within budget and on time. So please do not forget about email, but don\u2019t make it priority #1 above your deliverables.\\n\\nRemember, responding emails can keep you from getting fired, but delivering top notch quality code can get you promoted or a raise if you play your cards right.\\n\\nI recommend you schedule email-dedicated times, and let your peers know so they have a better expectation of when you will be replying.\\n\\n<img loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-15058\" src=\"https:\/\/simpleprogrammer.com\/wp-content\/uploads\/2015\/11\/Depositphotos_3088256_m-2015.jpg\" alt=\"Cute child begging IT support for help\" width=\"266\" height=\"400\" \/>Okay. So at this point, we have covered two of the biggest distractors, IM and email. But what about the \u201chey do you have a minute?\u201d cases where someone sits next to you and expects you to jump head first into their need.\\n\\nDon\u2019t get me wrong. I do it from time to time. It is an impulse. You need something and someone else has an answer. The impulse grows the more desperate you are.\\n\\nHere is an example from a few months ago. I had already about an hour\u2013 that felt like an eternity \u2013 trying to modify a dependency injection scenario where I couldn\u2019t get the bloody thing to work, and I knew that both of my team members, Sandeep and Satish, who were sitting quietly in their cubicles across from me, could definitively help. \u00a0First of all, I was trying to get it done by myself. Just asking for help at the tiniest issue is not good. As a developer, I get paid to deliver, which involves finding solutions to problems that I run into in the process.\\n\\nI had it almost sorted out. There was something that I was missing. When I decided it was time to get help, I did interrupt Satish, but I did in what I believe was a nicer way, not being abusive of their time.\\n\\nI waited a bit for a time when I believed it was okay to ask for help, which was after his phone rang and he hung up. So I approached him and said \u201cHi Satish, I have a problem with IoC. Would you be able to help me when you get a chance.\u201d I didn\u2019t take my laptop with me either, because that would be applying pressure.\\n\\nHe said: \u201cYes I can, please give me 15 minutes.\u201d About 20 minutes later, he told me he could help. And indeed there was something I missed, I corrected the error, continued development, and was able to check in the feature a bit later.\\n\\nI did interrupt his work stream, but in such a way that he commanded his time. I asked for his help, but on his terms, whenever he felt it was a good time.\\n\\nAs I said, there are dependencies that can\u2019t be ignored, but the trick is to be respectful of other\u2019s time and expect the same.\\n\\n<img loading=\"lazy\" decoding=\"async\" class=\"wp-image-15057 alignleft\" src=\"https:\/\/simpleprogrammer.com\/wp-content\/uploads\/2015\/11\/Depositphotos_3753845_m-2015.jpg\" alt=\"wireless internet connection\" width=\"350\" height=\"232\" \/>IM, email and one on one help can <a href=\"https:\/\/simpleprogrammer.com\/2015\/04\/06\/5-ways-to-destroy-your-productivity\/\">destroy your productivity<\/a>, but they are more manageable than the next level of interruptions that can wreak havoc on your productive time: meetings.\\n\\nMeetings are a double-edged sword. They are an absolute must in some cases, but a complete waste of time in others. And it may be difficult to know in which direction it is going to go. So let\u2019s take it one step at a time with a real world scenario.\\n\\nI participated in a large Agile project. In such a case, there are multiple teams that have different focused responsibilities. At a general level, you have the business people coming up with the specs, which then flow to the designers, who then pass it along to the architect team, development, testing, and deployment. The process is a bit more complex than this, and it is called Daikibo or Agile at scale, but you get the general idea.\\n\\nIn such an environment, it is of utmost importance that there is fluid communication and that every team down the stream understands fully what needs to be done.\\n\\nThus, we have meetings. Granted that specific issues can be followed up via emails, work items or IM\u2019d, but sometimes a meeting is required to \u2013 as the clich\u00e9 says \u2013 \u201cget everyone on the same page\u201d.\\n\\nI give kudos to a well-run and organized meeting that has a very clear objective, which is met, and only the right people are involved.\\n\\nDoes this happen often? No, not really.\\n\\n<img loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-15059\" src=\"https:\/\/simpleprogrammer.com\/wp-content\/uploads\/2015\/11\/Depositphotos_18597589_m-2015.jpg\" alt=\"Bored panel of judges or interviewers\" width=\"350\" height=\"233\" \/>Meetings are abused continuously to levels that make my Outlook cringe in pain! I\u2019ve already blogged a few times about this in <a href=\"http:\/\/blog.pluralsight.com\/tips-for-meetings\">Pluralsight<\/a>, and on my personal blog about how to <a href=\"http:\/\/www.xaviermorera.com\/2015\/03\/five-ways-meetings-suck-and-how-to-make-them-rock\/\">improve<\/a> meetings and what <a href=\"http:\/\/www.xaviermorera.com\/2014\/07\/these-5-things-are-destroying-your-meetings\/\">hurts<\/a> your meetings.\\n\\nSometimes I\u2019ve felt as if we\u2019ve had meeting inception. In some of the projects I have participated, it feels like we have meetings to plan for meetings! Eternal d\u00e9j\u00e0 vu. A glitch in the Matrix?\\n\\nIncreasing your meeting\u2019s productivity is a topic that I intend to cover very soon in a different post, but for now, the general recommendation that I have for you is to minimize attending meetings to only when strictly required, by those that have something of value to add to the meeting, and at times that do not interrupt those who need uninterrupted time to concentrate and work. An example is at the beginning of the day, around lunch time and near the end of the day.\\n\\nThis is a concept known as core working hours. I saw a team down the hall put up a sign that explains this very clearly: \u201cCore working hours are from 9 am to 11:30 am. Please do not interrupt, and expect a delay on our responses\u201d. How great can this be? 2.5 hours of uninterrupted work time. So much productivity behind a closed door!\\n\\nAt first it might be a bit hard to have a part of the team not responding to your emails right away, providing instant replies to your messages or attending back to back meetings. But there are some very clear benefits to this model.\\n\\nFirst, makers will concentrate on delivering. Don\u2019t you hate when there is a team member that has a high priority item that is urgent, they don\u2019t finish, and when you ask them why they answer \u201cbecause I\u2019ve been in XYZ meetings and responding to my emails.\u201d This drives me nuts!\\n\\nBut notice that I am not saying all developers do this. Only a few do, but you get a potential excuse out of the way. For the rest, they get time to concentrate and work.\\n\\nAnother benefit is that other team members, when they know that a person will not be available during a particular period of time, will get used to planning ahead and communicate using email or via comments in work items. It doesn\u2019t matter that much which tracking system you use, but it does make a difference if you use one. In Simple Programmer, we use Trello, but I am a big fan of Jira as a work tracking system. So much so that I have two courses on Pluralsight on Agile, both with Scrum and Kanban.\\n\\nA core working hours agreement will definitively allow team members to have time dedicated exclusively for working, and this is great. But, you do have to take it one level above, and this is the hardest one: getting each person to be as productive as they can be.\\n\\nThis is no simple feat in any way that you look at it, and it goes beyond what can be done at a team level because it needs to happen at an individual level.\\n\\nFor a person to reach a peak and optimum performance level, they need to be in the right conditions \u2013 core working hours being one that I want to convey \u2013 and in the right mindset.\\n\\nHow can this be achieved? There are multiple books and methods that can be learned to achieve maximum productivity. For example Sonmez does it using the Pomodoro technique, which he covered in the Soft Skills book and released recently in a course on his productivity secrets.\\n\\nBut this is the topic of discussion for another post, which I believe will be touched on at length in many more Simple Programmer posts, as well as the book and recently released course.\\n\\nWhat I wanted to focus on was how to set the right conditions in a work environment that will allow you to be ready for the next level of maximum productivity.\\n\\n<img loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-15060\" src=\"https:\/\/simpleprogrammer.com\/wp-content\/uploads\/2015\/11\/Depositphotos_67654169_m-2015.jpg\" alt=\"Stylish young businessman doing a presentation\" width=\"267\" height=\"400\" \/>Let\u2019s do a quick recap of what I presented:\\n\\n<\/p>\n<ul>\\n<\/p>\n<li>\u00a0\u00a0\u00a0Time can be your friend, or it can be your enemy<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0You can manage your time, or you can let others manage your time<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0To be able to create (i.e., write code in case of a developer) you need blocks of uninterrupted time<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0After each interruption, your brain needs some time to refocus and get in the \u201cflow\u201d to produce optimum \u00a0results<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0IM is a constant interruption, try to minimize the use of it and set your status to \u201cBusy\u201d with a friendly message when working<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0Schedule email<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0Don\u2019t interrupt people with the expectation they will help you right away; instead, ask politely for help on the schedule of the person that you are seeking help from<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0Meetings can be good, but they can be evil as well; thus, invite only the people that are absolutely required with a clearly defined agenda and meeting objective<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0A core working hours agreement can set the right conditions for levels of optimum performance to flourish<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0Time can be your friend, or it can be your enemy<\/p>\n<\/li>\n<p>\\n<\/p>\n<li>\n<p>\u00a0\u00a0\u00a0With the right conditions, going to the next level is up to you<\/p>\n<\/li>\n<p>\\n<\/ul>\n<p>\\n\\n<\/p>\n<p>And there you go, that is my advice. <b>Protect Your Productive Time!<\/b><\/p>\n","protected":false},"excerpt":{"rendered":"<p>You only have 24 hours a day\u2026 1,440 minutes\u2026 86,400 seconds. \u00a0At first glance, this may seem like a lot.\\n\\nBut it is not.\\n\\nThere is a very limited supply of time, and it can be your friend or your enemy. And you get to choose if you are in control of your time, or if you&#8230;<\/p>\n","protected":false},"author":19,"featured_media":15050,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"categories":[162229812,2185,162229802,162229820,162229840,1591],"tags":[],"class_list":["post-15028","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-advice","category-best-practices","category-communication","category-community","category-skills","category-teaching"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Protect Your Productive Time - 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