Caroline Ceniza-Levine

Build in 2011 Office Breaks Now

Since the frenetic pace of office life today often means that well-intentioned breaks fall by the wayside, you need to proactively build in these office breaks.  In fact, as 2010 closes into its final quarter plan the rest of your 2011 breaks now.

In my last column, I mentioned my colleague who cancelled a lunch last-minute.  I used her as an example of what NOT to do.  It was not that I felt she shouldn’t cancel on me but I felt strongly she shouldn’t cancel her lunch.  You are more productive when you take periodic breaks.  Since the frenetic pace of office life today often means that well-intentioned breaks fall by the wayside, you need to proactively build in these office breaks.  In fact, as 2010 closes into its final quarter plan the rest of your 2011 breaks now:

Schedule lunch dates for January.  Instead of filling your holiday cards with the generic “let’s get together”, propose an actual date.  Aim for four confirmed dates to kick off the new year.

Block your calendar for catch-up time.  I block my Outlook calendar for the first two hours of Monday morning and the last two hours of Friday afternoon.  Monday morning, I use that block to get through emails and orient my week.  Friday afternoon, I review the important, but not urgent memos and emails that I saved throughout the week.  This way, I don’t start and stop my work all week when these issues arise, knowing that I have Friday set aside.

Reserve time for strategy days.  Every month, I block my Outlook calendar for a whole day.  I use that day to catch up on longer projects that have been set aside and can’t be done in my Friday blocks.  I may end up taking that day off as a vacation day.  Because I haven’t scheduled anything, I have an easy vacation option if I need some out-of-office time.

Schedule training and development opportunities on an annual basis.  Look up your company’s offerings, and sign up now as far in advance as you can.  This way, you reserve your space in the class AND the space on your calendar.  If you are self-employed, think of workshops or conferences you wish to attend, and reserve for these.  Last resort, block off a few hours each month for Training, and read business books or trade magazines during this time.  You need a break from the day-to-day and time to invest in your development.

Pencil in vacations, doctor appointments, and other personal commitments.  By scheduling in advance, you avoid double-booking or letting important events lapse or forgetting altogether.  Don’t forget personal enrichment:  Build in dates with your significant other and best friends.

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