Frequently, I hear some version of the following, “I am always putting out fires.” Events in life cause people to have to stop, focus on some “emergency”, and solve an unexpected problem or challenge. These individuals become self-appointed firefighters, dousing problems with a flood of their time, only to move onto the next 5-alarm crisis.

In professional settings, the tendency to always be putting out fires is often a sign of poor planning and an emotionally reactive workplace. For example, 15-20% of revenues for manufacturing companies and 30-35% for service businesses go towards rework or “firefighting” activities. Constant firefighting puts companies at risk of stressed-out employees, customer defections, damaged brand reputation, and potential safety or ethics issues.

Instead of having to react as a first responder, proactively look at planning more to keep the fires from popping up in the first place. However, even with the best preparation we all will need to put out “time” fires. Only next time, approach it differently.

Fuel Reduction

This method involves deliberately burning excess vegetation in a controlled manner. The process reduces the amount of combustible material (fuel) available for potential wildfires. When applying this to time management, look where you can stop wasting time (social media is one big area).

• Planning: Fire managers carefully plan these burns, considering weather conditions, fuel moisture, and terrain. You need to plan flex time in your calendar for time fires.
• Execution: They ignite small areas under favorable conditions, allowing the fire to consume underbrush, dead leaves, and small trees. If you sense issues coming, jump in and see if you can preemptively solve them to set formal time for the future.
• Benefits: Reduces the intensity of potential wildfires, makes them easier to control, and can improve habitat for certain species. In your case, your emotions and Stress are held in check.

Firebreaks

Firebreaks are gaps in vegetation or other combustible material that act as barriers to slow or stop the progress of a wildfire. In your case, it is blocking off time for critical activities that you will protect your time as much as possible.

• Creation: Firefighters may use controlled burns to create these gaps, or they might use mechanical methods like bulldozing. Again, you can choose to engage in items as things begin to smolder and prevent it from starting to burn uncontrollably.
• Width: The width of firebreaks can vary from a few meters to several hundred meters, depending on the expected fire intensity. In a sense of time, smaller gaps of preplanned time can help prevent large chucks of your time to quench the time test.
• Maintenance: Regular burning or clearing of firebreaks is crucial to maintain their effectiveness. Establishing predicable meetings dedicated to addressing tactical items can prevent fire surprises.

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Backburning

This is a tactical firefighting method used during active wildfires, rather than a preventative measure. For you, this is looking at your calendar and deciding what allocated time needs to be adjusted or reduced in the future to make the personal or professional fire an all- consuming time event.

• Purpose: To deprive an advancing wildfire of fuel. In a time sense, you maintain concentration on all priorities will keep you from feeling like the fire is surrounding you.
• Method: Firefighters set controlled fires ahead of the main fire front, burning the fuel in its path. Again, keeping an eye on your planned other activities will ensure you are still proactive in your approach.
• Control: These fires are set to burn back towards the main fire and are carefully managed to prevent them from spreading in unwanted directions. Knowing there might be more than one way to solve your problem, doing targeted tasks instead of fully fighting the time fire, this may allow you to get it out while still getting other items done.
• Timing: This tactic requires precise timing and favorable wind conditions to be effective and safe. That is where an effort to optimize and not just manage your time helps.

You do not need to feel like a firefighter. Yes, business and personal “fires” will happen in life, but it does not need to be the norm. Reduce the fuel for time fires by proactively planning your schedule (allowing flex time) to focus on what you know is important. Create firebreaks in your life routines to be ready when surprise events take place. When you are firefighting, keep a sense on all the other important activities so you don’t burn everything down.

David Buck is the author of the book The Time-Optimized Life, owner of Kairos (Time) Management Solutions, LLC. Learn how to apply the concepts of proactively planning and using your time. Take the Time Management Analysis (TMA), the Retirement Time Analysis (RTA), or all the other free resources offered to help bring more quality time into your life.

The post Putting Out Fires Differently first appeared on Infinity Lifestyle Design.

David Buck Time Strategist

In 35+ years of business development, David developed a strong awareness of what it took for people to be productive and efficient, not just busy. He also personally sought to gain a balance of having a successful career along with the ability to pursue a meaningful personal life.

That led David to start Kairos Management Solutions, focusing all his attention to guide business professionals who struggle with a lack of flexibility in their life to gain more quality personal time. David helps others craft a strategy around their current management of time, and then define a lifestyle of intention, ease, and joy.

In 2024, David released two books, the first being The Time Optimized Life. The book reframes the reactive nature of time management and replaces it with a proactive method of time optimization. In addition, he co-authored The Retirement Collective, where he highlights and provides solutions for how to maximize the use of time for people in post-career life.