You're juggling client meetings in the field and office tasks. How do you find the perfect balance?
Striking the perfect balance between client meetings and office tasks is essential for productivity. To navigate this challenge:
- Prioritize tasks by urgency and importance, using a digital organizer or app.
- Schedule blocks of time for fieldwork and office duties to ensure each gets dedicated focus.
- Leverage technology for remote access to office files, enabling work from anywhere.
How do you maintain balance between on-the-go client interactions and desk-bound responsibilities?
You're juggling client meetings in the field and office tasks. How do you find the perfect balance?
Striking the perfect balance between client meetings and office tasks is essential for productivity. To navigate this challenge:
- Prioritize tasks by urgency and importance, using a digital organizer or app.
- Schedule blocks of time for fieldwork and office duties to ensure each gets dedicated focus.
- Leverage technology for remote access to office files, enabling work from anywhere.
How do you maintain balance between on-the-go client interactions and desk-bound responsibilities?
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I have a 4 step principle which has always worked wonders for me in past years 1. Anticipation Pre- set your goals and priorities before engaging into any sort of planning. Of course this needs allignment with client and project outcomes. 2. Planning (Creating a Structured Approach) Try being as detailed as possible in project planning by listing the scope of activities (different than the scope of work), estimated time investment, outputs and the likes. 3. Execution (Balancing Field Meetings and Office Tasks) 4. Deliverables and Follow-up (Ensuring Satisfaction and Future Business)
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In short, you don't! There is no perfect balance and looking for one is not only a waste of your time and effort but is the road to disappointment. Instead look for ways you can compromise and do the best you can. I've held client meetings over Teams whilst stood in a field somewhere, its not the best, but sometimes you just have to aim for good enough.
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Durante a execução de projetos um dos principais desafios é equilibrar as reuniões com os clientes e as tarefas do escritório. Posto isto, algumas medidas podem ser adotadas para enfrentar este desafio, como: - Invista um tempo no planejamento semanal das atividades com o objetivo de organizar melhor o tempo entre as reuniões externas e as demandas do escritório; - Estabeleça quais são as demandas prioritárias e, portanto, que precisam de maior atenção; - Use ferramentas de gerenciamento de projetos e aplicativos de calendário para tornar mais fácil o controle das demandas; - Desenvolva uma comunicação clara e objetiva com o cliente de forma a manter todos na mesma página e esclarecer todas as dúvidas.
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Typically, before going out to the field, I list tasks that need to be completed and delegate tasks as much as possible so that things get moving even when I am not in the office. I try to get ahead of tasks by putting in extra work before going out, especially those that are urgent. Access to work apps on my mobile phone helps as well so I can respond to quick response queries. An out of office helps as well so that delays in response are accounted for by those that try to reach out to me while out on field. The above practices allow me to stay focused on people, clients and tasks I need to do while out on field.
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Manter o equilíbrio entre reuniões de campo e tarefas de escritório requer disciplina e planejamento. Começo priorizando atividades com base em prazos e impacto. Para o campo, uso a tecnologia para registrar dados e acompanhar métricas em tempo real, otimizando o tempo no escritório. Reuniões com clientes são programadas estrategicamente para não sobrecarregar meu cronograma. Além disso, pratico uma comunicação eficaz para que o time que participo possa lidar com tarefas administrativas enquanto estou em campo. Flexibilidade e organização são as chaves para encontrar esse equilíbrio.
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The biggest gap I see most people make is even when they are using whatever tool they choose to record all of this data and action items….by the end of the day they lose the time and energy…and short-term memory….to close out this last piece of what should be considered part of the workday. All too often it’s easy to say that something can get done in a day or two…and then life happens. The end result is what could have taken an extra hour or two at the end of the day when notes and pictures were taken….now turns into substantially much more time….and headaches. When planning for time spent on any project, always give yourself an extra 1-2 hours at the end of the day - just to compile notes and match up pictures and documents.
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Being honest about your constraints is important. Most people are in a similar, if not the same boat so will understand. I try to utilise the days I cannot survey on due to weather or personal commitments. Most of my surveys are in the morning starting at dawn, so will not be in usual office time and I always start by suggesting afternoons. It will never be perfect but its important to try to concentrate on one thing at a time.
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Find balance by prioritizing tasks and setting a clear schedule. Allocate specific blocks of time for client meetings and office work, ensuring minimal overlap. Use digital tools to manage deadlines, and communicate availability to both clients and colleagues to set expectations. For fieldwork days, focus on client interactions and urgent tasks, while reserving less critical office work for non-meeting times. Utilize mobile technology to stay connected and complete smaller office tasks between meetings. Regularly review and adjust your schedule based on changing priorities. Maintaining clear boundaries and flexibility allows you to stay productive and responsive in both areas.
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Delegate internal administrative routine office tasks. Only the highest priority tasks should be handled by yourself. Clients are always the highest priority. A list of topics for each meeting. A list of your questions to the Client or other interested parties. Communication should be truly two-way. (you know, sometimes timely and clearly properly formulated questions or ideas optimise the time of long meetings with Clients). Ability to connect to individual or short-time scheduled meetings remotely, without video. Additional resources and delegation are a must by all means. You may be at the training or on the vacation... Or at the award presentation for the Best Customer Focused Contractor of the Year. Why not? ☺
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Prévoir Hierarchiser Déléguer le non stratégique Organiser les moments pour se concentrer à temps complet sur ces tâches et aucunes autres. Agir avec force.😁
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