Setting the Scene

In the hectic and crazy world of a technology startup, managing multiple collaborations and transactions simultaneously can be overwhelming. At one point, I was handling up to ten marquee clients in parallel. The pressure was immense, but I discovered that the key to maintaining control and achieving success lay in creating and adhering to clear boundaries. Here’s how I structured my day to maximize productivity and ensure that I delivered strategic value consistently.

Morning: The Sacred Time

Rule #1: No Meetings in the Mornings

I instituted a strict rule: no meetings before noon. I recognized that I was freshest in the morning, and I wanted to harness that energy for planning, thinking, and strategizing. This sacred time was dedicated to tackling the biggest rocks – the most critical tasks that required my undivided attention and sharpest focus.

Work expands to fill all available time. Without boundaries, it would be easy to let the pressure of numerous collaborations and transactions take over my entire day. By setting firm boundaries, I could ensure that my mornings were reserved for high-value activities. This approach allowed me to create strategic value before the day descended into the inevitable chaos of the afternoon.

Meeting Efficiency: Structured and Short

Rule #2: Preference for Standing Meetings

For the meetings that did occur later in the day, I preferred them to be standing meetings. There’s something about standing that keeps the energy high and the focus sharp. More importantly, these meetings were planned to last only 30 minutes, but they could be concluded much sooner – as early as the first three minutes – if the intent was achieved. Meetings didn’t need to adhere to the standard 30-minute slots that are the norm in every calendar application. They only needed to be as long as necessary.

Every meeting had an agenda, and it was led by the person who called it. This meeting leader was responsible for ensuring that the meeting stayed on track and covered the required points. Furthermore, all meetings were followed by a memo, ideally sent the same day. The memo detailed the reason for the meeting, summarized the discussion, elaborated on the key next steps, and formalized the discussed outcomes. This practice ensured that everyone was on the same page and that there was a clear record of what was decided and what needed to be done next.

Respecting Time: A Non-Negotiable

Rule #3: Communication Boundaries

Another crucial boundary I set was around communication. Work related communication was discouraged outside the hours of 7:30 am to 7:30 pm, with a few select exceptions. These exceptions were well-known, and everyone understood who/what they were. This rule ensured that everyone’s personal time was respected and that there was a clear understanding of by when the end-of-day work was expected to be completed.

The lived shared values created by this open and honest understanding fostered clear expectations and helped build a cultural foundation. This foundation not only respected the separation of work and rest but also created a uniform understanding of the workday and helped strengthen a collborative team structure. This structure allowed people to comfortably lean on each other, especially considering the connected nature of our work – where most of our tasks had dependencies on the work to be executed by others.

Winning the Day

By noon, I generally felt that had already won the day. On a typical day, I would have created strategic value and set the stage for a productive afternoon. Even though the latter part of the day could be chaotic, I knew that the most critical tasks were already asigned and/or accomplished. This approach allowed me to maintain a sense of control and ensured that my efforts were aligned with the strategic goals.

Your Turn: Creating Value with Boundaries

Reflect on your own work routine. What boundaries do you need to create to ensure that you can deliver value each and every day? Consider adopting some of the practices I’ve shared:

• Reserve your mornings for high-value tasks.
• Prefer standing meetings and limit them to the necessary duration.
• Always have an agenda and follow up with a memo.
• Respect communication boundaries to maintain a healthy work-life balance and to create real and honest expectations for when the work is due.

By setting and respecting these boundaries, you can take control of your day, focus on what matters most, and consistently create strategic value.