Program tactics is a newsletter for program managers. I write about tactics and strategies to help anyone level up their career and impact (mostly around tech, but applied broadly).
PT#008 Timing is everything - Program Tactics
Program Tactics #008 - Timing is everything
"Either you run the day, or the day runs you." - Jim Rohn
Estimated reading time: 2.5 mins
Are you timing your messages wrong?
Let's take two program managers.
They both have an important program that they're running and need to ask for an update on a deliverable from their team.
One requests an update first thing in the morning. The other one sometime after lunch.
One of them made a mistake in their approach.
Timing makes all the difference
Here's something I've learned in 12+ years of leading projects and programs.
Most people log in for their workday without a plan for what exactly they'll work on. They take time to assess and pick what's most important to work on.
When you message them at the start of their day, they take your plan into consideration, and more often than not execute on your request that very same day.
When you message them well after their day has started (usually after lunch), you missed the boat for same-day execution.
The task will get done, what's the big deal?
When people get your message late, usually it won't happen until the next day or later.
More often than not, people without good systems for tracking their work will forget about it. They'll assess the new day with whatever hit their inbox that morning, forgetting what you sent at 4:12pm.
Basically you'll find yourself following up more with the people you messaged later in the day, as opposed to the group you messaged at the start.
This introduces a delay to your program deliverables, and double work for you to do to followup.
A one day delay isn't usually bad. String multiple days of delayed starts and your program is now going slowly.
The tactic - 'Morning Sprint'
At the end of every workday, make a plan of attack for tomorrow.
Review all your programs, deliverables, risks, updates, etc.
Who do you need to ask for updates on? What do you need them to do? What else do you need to kick off?
As soon as you login, block out all distractions and start sending your messages right away.
I call this the 'morning sprint.'
It's a lot of busy work at the beginning of the day, but it enables and accelerates your impact to your programs and the organization.
You have to build this muscle
While you get used to operating in this manner, I recommend a calendar reminder at the end of your day. Spend 15 minutes gathering your thoughts to prepare for execution. Then write them down so there's no guesswork when you login the next day.
Personally, I write my next day's actions on a 3x5 card. In the morning I grab it and start crossing things off. When I'm done, I throw it away and pull out a new 3x5 card to prep for the next day.
As you implement this tactic, take note of how much more responsive your stakeholders will be.
They'll thank you for being on top of things.
You'll be happy to have more time back.
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Program Tactics Newsletter
Program tactics is a newsletter for program managers. I write about tactics and strategies to help anyone level up their career and impact (mostly around tech, but applied broadly).
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