Project Management

When calendars collide: Five scheduling tips for busy IT consultants

Juggling work and family commitments can be a constant battle for many independent consultants. Here are ways for helping your business and personal calendars play nice.

 One of the more difficult and persistent aspects of maintaining a work/life balance is managing schedule conflicts. "Family comes first," but only up to a point. You can miss dinner in order to solve an urgent problem for a client, but how about showing up late for your child's band concert, graduation, or wedding? Where do you draw the line?

In some ways, this is more of a problem for independent consultants than employees. We have multiple clients, each with their own list of priorities and scheduling issues. We have to juggle all of their calendars, in addition to our personal priorities. On the other hand, independents usually have greater flexibility in controlling when we work, so we can often move things around more easily to reconcile these conflicts. But we have to be smart about it, or we can easily spend all our time thrashing.

Here are some tips for managing your busy work and life schedules:

  • Stay flexible. When a client approaches me with an urgent need, they're often surprised if I tell them that I can make time for them. "Aren't you busy on anything?" they'll sometimes ask. Even though I almost always have plenty of work lined up to fill my days, I try to avoid nailing my schedule down as much as possible; this allows me to shuffle things when an emergency arises. Also, we geeks can sometimes be terribly predictable creatures of habit, laying down precise rituals for ourselves in order to stay organized -- but we have to be able to give some of that up in order to be responsive.
  • Don't get pushed around. Even though you want to make time available when asked, you're still in charge of your own schedule. If you let them, clients will gladly set your deadlines -- you want to resist that unless it's necessary. If a client says they need it now, it's okay to ask "Why?"
  • Prioritize. How important is it that this or that gets accomplished today? Evaluate the consequences of pushing each thing back versus the benefit (to your client, to your family, or to yourself) of getting it done now. Naturally, different people will feel differently about those priorities, so you have to figure their happiness or displeasure into the equation. Who's going to be more upset, and what will the consequences be? Is there any way to make it all right with them?
  • Be open. Don't hide the factors that make up your decision. There's no reason to be ashamed of the fact that you're a human being with a life; in fact, enlist the help of your clients and your family in evaluating your relative priorities. Not that you need to air your personal issues in front of your customers -- indicating that you have a personal or family issue that requires your time should be enough information. Likewise with your family; they often don't realize how important an engagement could be to your business, and they can resent it when you choose work over family time. So you need to make it clear how you feel, as well as listening to their point of view.
  • Put everything on one calendar. For a long time, my wife kept a separate calendar for family matters, and I only kept work-related items on my calendar. That was disastrous. I'd never remember to consult her schedule before making commitments on mine. She still keeps her own calendar, but anything that involves me in the slightest gets put on my integrated calendar as well.

These lessons come from hard experience, and I'm still a long way from doing this right every time. It's too easy to slip into resentment when clients horn in on my family time, or family matters interrupt my work time. Instead of asking "How could they be so inconsiderate?" I need to focus on the shifting priorities that caused the situation. Then instead of an imposition, it becomes a puzzle that I need to figure out how to assemble -- a puzzle made of calendar-shaped pieces that all have to fit together into one big calendar.

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About

Chip Camden has been programming since 1978, and he's still not done. An independent consultant since 1991, Chip specializes in software development tools, languages, and migration to new technology. Besides writing for TechRepublic's IT Consultant b...

10 comments
pwatson
pwatson

When the client knows the value you deliver they are much easier to work with regarding scheduling. That does not mean that the system crash right before the end of the financial quarter will not have them flapping around like... Well, you know. There are times that you must simply make a decision. My good friend told me that consultants frequently promote the idea that their work is such a matter of urgency that it is life or death. The upside is that the client will see us as valuing their business and attentive to their needs. However, it can also be interpreted as a sign of desperation, greed, or misplaced priorities when they know it would take at least one, if not two, all-nighters to produce a comprehensive proposal or estimate by the date you are promising. While our work is important, it is not life or death. It is quite unlikely that someone will die because of a miscalculation (bug) in the way customers are aggregated by region. If you are an independent consultant, you may be on your own when priorities collide. If you are working through a consulting services organization, enlist their help, if needed, to resolve the issue. Before you select a consulting services company with which to work, find more than one consultant who has had experience with such a situation. Find out what the company did and the result.

pwatson
pwatson

My wife and I use Google's calendar sharing capability for ourselves. We even created accounts and calendars for our kids, even though they are not yet totally free to surf at will. Each calendar can be displayed in different color on the shared view.

Sterling chip Camden
Sterling chip Camden

You are right -- most of what we do is not a life or death matter. I often have to remind myself of that to avoid having a stroke.

Sterling chip Camden
Sterling chip Camden

Michael Hunt offered the same solution above. It's a great idea, if I could only convince my wife that Google isn't going to use our daughter's ballet schedule for their own evil purposes.

michealhunt
michealhunt

I use one calendar for work and one for family things, but since I use Google Calendars for both, they overlay and I always see all the appointments on both

PMPsicle
PMPsicle

Prioritizing is a key to success ... hope you were able to help your daughter with her math. I second the calendar comment. I've stopped trying to do a separate business calendar. Instead everything goes on the family calendar. We still occasionally mess up but it's helped immensely with preventing the "where am I supposed to be this second" problem. In fact, I've gotten to the point where I prefer to let my wife do all my scheduling. (Uh, now I know why they say the secretary is the most powerful position!) Glen Ford,PMP http://www.trainingnow.ca http://www.learningcreators.com/blog/

JayTeeEl
JayTeeEl

Keeping perspective is indeed the biggest challenge I've had since I began my consulting gig 10 years ago, and I expect it will continue to be. I schedule family and friends in the calendar just like working jobs. Giving them that kind of priority has made me see a 7-yr old's softball game is just as important in my life as golf with a client, as is working past dinner time because the client has a deadline. A happy consultant makes better decisions and gives better advice.

Sterling chip Camden
Sterling chip Camden

Unfortunately, I can't convince my wife to put her calendar online. She still insists on dead trees.

Sterling chip Camden
Sterling chip Camden

Me, too. Anything that involves a change in my physical locale goes on her calendar. I have learned to love Big Brother (though don't tell her I called her that).