Better Work Better Life Blog
Making Productivity and Leadership More Human
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Better Work Better Life Blog

12 Mar

Posted at 12:38h in Meeting Best Practices, Planning Tools, Productivity, Tips for Easier Living

Meetings and breaks are often viewed as disruptions to a productive day, but I’ve come to see them as essential anchors that provide structure to an otherwise unstructured day.

I’m not talking about a day where you have appointments all day long, rather one of those wide open days where you plan to accomplish boat-loads of work and where you see yourself getting tons of tasks marked off your list or make great progress on a big project.  What happens instead is the lack of structure results in lagging, procrastination, and the feeling you have so much time that you don’t move into action.

Don’t get me wrong, I can usually get a ton done on those days designated for “focus” work.  However, my productivity soars when I have a couple of meetings or appointments scattered throughout the day.  Let’s say I have a meeting at 11. Instead of frittering my morning away, my mind knows it has a couple of hours to complete tasks before I have to stop for the meeting.  This does two things:

  1. It pushes me into action much earlier
  2. It pushes me to push towards completion of the task I’m working on before the meeting.

Even scheduling activities like going to the gym can serve as a productivity boost. Actually, I love that as a pusher, since if I want to work another 30 or 60 minutes I can without consequence. It’s the idea that there is some structure in my day to help me be my best and do my best work.

I love discovering new productivity tools, and the stopping point is one such discovery for me. I imagine this is like what Frances Cirillo discovered with his Pomodoro technique.  Cirillo coined the term Pomodoro Technique in the late 1980s when he created a system to help him move through work with greater ease.  He built regular breaks into his work time.  A typical pomodoro (named for the tomato shaped egg time he used…pomodoro is Italian for tomato) is 25 minutes of work, and a 5-minute break  repeated 4 times.  You know when a break is coming, which is helpful  to keep you working.  I personally get frustrated with the 25-minute/5-minute cycle. I’m just getting into flow at 25 minutes and the last thing I want to do is stop. And 5 minutes is certainly not a long enough break for me.  But since we can make our own productivity rules, I changed my cycle to 50 minutes on and 10 minutes off.  You can experiment with this as well.

Incorporating structure into an otherwise unstructured day, along with strategically timed breaks, offers a powerful opportunity to test and discover the ideal amount of structure you need to do your best work and reach your peak productivity.

If you enjoy my blog, you’ll love the insights in my book, Productivity for How You’re Wired, available on Audible, in print, and as an ebook all on Amazon.

04 Feb

Posted at 11:19h in Focus and Prioritize, Meeting Best Practices, Productivity

If there’s one improvement I could wish for my clients, it would be to spend less time in meetings and more time on high-value work. While I believe meetings are crucial, the real value lies in the ability to act on decisions and initiatives post-meeting. Without this follow-through, meetings become a poor investment of valuable business time.

Assess Your High-Value Work

Not all work is equally important. It is crucial to prioritize tasks that have the most significant impact on reaching your business goals. That’s where your time should be focused. If your days are filled with emails, chats, and long meetings, the essential work driving your success isn’t being accomplished.

Applying the 80/20 Rule for Success

Pareto’s principle, the 80/20 rule, illustrates this concept. If 80% of your results come from 20% of your time and effort, then you should allocate more time to high-value work that directly contributes to long-term business growth. This involves reducing time spent on less impactful activities like emails, drafts, and meetings.

Why 50 Minutes

For a meeting to be effective, there must be time to implement decisions made during the meeting. Clients often rush from one meeting to the next, leaving little time for action, or even to identify actions. This results in pages of meeting notes that are rarely acted upon, rendering much of the meeting’s work useless.

Additionally, the first few minutes of meetings are often wasted waiting for latecomers. If they hang up or end at the top of the hour, they can’t be somewhere at the same top of the hour if they have to go to a different room or office, or even if they one to take one minute to run to the restroom.  When people they are late, they are wasting everyone else’s time. Many times we wait a couple of minutes for everyone to show up, and even if we start on time, then we end up repeating ourselves.

Adopting a 50-minute meeting strategy results in the following improvements:

  • Time to record meeting actions on to-do lists/task management tool.
  • Brief breaks between meetings to refresh and refocus.
  • Prompt arrival at the next scheduled meeting, respecting everyone’s time.

To optimize productivity, I recommend companies implement a 50-minute meeting policy, ensuring meetings are focused, and efficient, and result in actionable outcomes.

If you enjoy my blog, you’ll love the insights in my book, Productivity for How You’re Wired, available on Audible, in print and as an ebook on Amazon.

07 Jan

Posted at 11:09h in Change, Productivity, Stress Management

One of the most interesting aspects of my work is recognizing trends. When I consistently hear similar things from clients, my brain starts making connections. I suppose this is what is meant by the term “thought leader”… at least, I hope so.

Here’s one of my recent observations: Clients who work from home prefer to talk at the end of the day, while those who go to the office seek recharge time. Challenges often arise in households when there are both remote workers and in-office workers.

I recall reading that in the “olden days,” when men went to the office and their wives stayed home, it was suggested that wives give their husbands time to unwind before discussing their day and children. While this may sound outdated, in essence, when we remove gender roles, the concept is not far off.

I notice that individuals who work from home yearn for social interaction. They lack the same level of connection as office-goers. Regardless of your beliefs about productivity, from a social standpoint, people working alone desire a sense of belonging. Studies show that this feeling of connectedness enhances engagement and commitment to work outcomes.

So, what is my recommendation? In coaching, we emphasize that change starts with awareness. We cannot improve something we are not aware of. Therefore, let’s recognize that those working alone have different needs than those who are in an office environment all day.

What comes next?

After creating awareness, we need to embrace this new idea. This involves experimenting with various solutions. It requires collaboration between at least two individuals, with communication as the initial step. This includes acknowledging needs, fostering an environment where needs can be expressed, brainstorming solutions, testing them, evaluating, and committing to the ones that work.

My clients have reported increased happiness by intentionally incorporating relaxation time, exercise time, and quiet time for partners who go to the office, as well as scheduled talk time for those working alone.

For individuals who live alone and work remotely, a proactive approach to combat isolation is vital. What social opportunities sound fulfilling? Can you join a club, engage in activities, set goals to see friends or family regularly, or schedule phone calls or virtual meetups?

One thing is certain – being proactive and intentional in adapting to this new working dynamic definitely improves work and life.  

Unlock your potential with my book Productivity for How You’re Wired! If you enjoy my blog, you’ll love the insights in my book, available now on Audible, and in print and as an ebook on Amazon. Don’t miss out—I’m excited to share these transformative strategies with you!

09 Dec

Posted at 14:05h in Change, Envision Success, Productivity, Stress Management

Lately, at the end of my coaching sessions, a natural follow-up to discussing takeaways and actions with my clients has been asking them if there is a specific word or phrase they want to keep in mind to help them engage with the session’s actions. The word that keeps resonating with me is “mantra,” and I include it at the top of my clients’ session notes as their chosen mantra.

This practice has proven to be an effective tool for my clients’ growth, and it’s something you can also use to keep key ideas and actions top of mind for yourself. Central to this concept is the incorporation of your new mantra. I encourage my clients to commit to a technique that keeps this idea visible as they work on developing this new habit. Some approaches we’ve explored include:

  • Placing a post-it with the mantra written prominently near their computer.
  • Creating a graphic with the mantra as their desktop background.
  • Setting an alarm with the mantra as the label.
  • Adding it to the top of their daily calendar as an all-day task or event.
  • Using apps like Streaks for daily reminders.

The idea is that to establish a new habit effectively, we need consistent reminders that actively prompt us to move into action. This approach is far more reliable than simply relying on memory to remember.

The term “mantra” originates from the meditation practice of repeating a word or phrase to calm the mind and reach a meditative state. While my use is not about meditation, it indeed aims to bring calmness to the mind. Stress can push our brains into fight, flight, or freeze mode, hindering our productivity and keeping us from using our thinking brain. A habit-building mantra can provide comfort and stability during challenging growth phases.

Examples of mantras my clients have crafted include:

  • “Just because I can doesn’t mean I should.”
  • “Fear means I’m being brave.”
  • “I’m already everything I want to be.”
  • “Be patient with myself, I’m doing the best I can.”
  • “I fully embody and own my lifestyle without guilt.”
  • “What I have isn’t due to luck; it’s because of hard work.”
  • “Simplify: How can I make this easier?”

To create your habit-building mantra, start by identifying a new routine, habit, or action you wish to develop. Craft a concise phrase to motivate you into action, then select a method to help you remember to stay on track.

Matra is powerful.  What a great support to help you work and live better. 

Unlock your potential with my book Productivity for How You’re Wired! If you enjoy my blog, you’ll love the insights in my book, available now on Audible, and in print and as an ebook on Amazon. Don’t miss out—I’m excited to share these transformative strategies with you!

22 Oct

Posted at 10:08h in Change, Focus and Prioritize, Productivity, Time Management

4 D's: Delegate, Delay, Delete, Do

Have you heard of the 4 D’s?  It’s a principle that has been circulating in my professional circles for years but has gained even more relevance in today’s workplace. Given the workload my clients face, there must be solutions beyond simply working harder and longer. Lately, I’ve been emphasizing the importance of the 4 D’s as a filtering tool to help prioritize tasks on their to-do lists.

Here’s what you need to know to help you use the 4 D’s to filter your tasks.  Look at your task list and for every single item on it ask yourself:

  • Can I delegate this?
  • Is this time-sensitive or can it wait?
  • What would be the consequences if I don’t do it?
  • Is this a priority in the coming week?

Delegate It

My favorite delegation quote is by Pierre Omidyar, the founder of eBay. He says that “five times 80% is much larger than 100% of me.”

Delegating is hard:

  • It takes time
  • It takes effort and planning
  • It takes patience
  • You have to follow up
  • Team members probably won’t do it as well as you at the beginning

But Delegating is Worth It:

  • If you’re doing someone else’s work, you aren’t doing your own work.
  • It improves the effectiveness of the entire team.
  • It provides opportunities for growth and drives engagement.
  • Best of all, delegating gets it off your plate.

My delegation process involves:

  1. Defining what to delegate.
  2. Identifying the right person for the task.
  3. Providing clear instructions.
  4. Maintaining open communication.
  5. Supporting the delegate while empowering them.
  6. Following up on delegated tasks.

If you can, delegate the task

Delay It

Not all tasks are of equal importance. To determine what can be delayed, consider:

  • The impact of postponing the task.
  • Who might be affected by the delay.
  • Whether approval is needed to delay the task.
  • If discussing the delay with someone is necessary.

Time is limited, so prioritizing tasks based on their impact and importance is helpful. If the task isn’t time-sensitive, consider delaying it.

Delete It

Ask yourself, “What would happen if I didn’t do this task?” Some tasks lose their importance over time or may no longer align with your goals or current situation. If a task is deemed non-essential, remove it from your list.

Do It

If doing something serves you, your goals, your business, or someone important to you and it is high impact then that’s a good reason to do it now.  Other reasons are the ones I suggest you use to help you prioritize your tasks – if you don’t do it in the next few days

  • You will miss a deadline
  • It will cost you money
  • You will let someone down
  • You will be embarrassed
  • You will let  yourself down

Productivity is about intentional action, so if a task is significant and time-sensitive, tackle it promptly to maintain efficiency. With intention, doing it now makes sense.  And that is what productivity is all about.

Unlock your potential with the upcoming audio version of Productivity for How You’re Wired on Audible! If you enjoy my blog, you’ll love the insights in my book, available now in print and as an ebook on Amazon. Don’t miss out—I’m excited to share these transformative strategies with you!

01 Oct

Posted at 15:04h in Productivity, Tips for Easier Living

The Value of Systems

Some people love systems, while others resist them. Have you ever asked yourself why you have a system in place? We utilize them so we don’t have to reinvent the wheel every single day.

Most people strive for efficiency. This helps clear time for the tasks that need to be done, while still leaving room for the things we want to do. A useful tool for increasing our efficiency is a well-designed system.

What do you have a system for?

  • Getting ready for bed
  • Getting dressed in the morning
  • Paying bills
  • Establishing children’s bedtimes

These everyday tasks involve numerous steps, yet we perform them so frequently that they become routine. Initially, we need to think through the process, but after repeating it enough times, it becomes automatic. This is the process of learning and integrating new systems and methods.

What systems would be beneficial for you to develop, practice, and execute often enough to become second nature? Here are a few of my favorites:

Planning Today’s Work

  1. I review my calendar, check my emails for anything new, and look at my task list for high-priority items. Then, I assess how much time I have available for work.
  2. Based on this, I determine my tasks for the day. Sometimes I jot them down on a sticky note; other times, I work directly from my task list. It’s perfectly fine if it varies from day to day.
  3. What helps me the most is having a curated list of priorities to focus on each day. I strive to include only the work I can realistically complete. On days when I do this, I am often amazed by how much I accomplish.

New Client Onboarding

  1. I open my master Getting Started document and customize it with the specific needs of the client. I then save the document with the client’s name.
  2. Next, I open an email and use a pre-written template saved in my signature. I update the email with the client’s name, start dates, and materials needed, and add a personalized greeting. I attach the Getting Started document.
  3. I enter the client’s email address, hit send, and I’m done! This entire process takes just five minutes. I’m a bit embarrassed to share how quickly I can do this—I want my clients to feel special. Most of the time, the effort lies in the personalization.

Weekly Meal Planning

  1. I keep a running grocery list. Whenever I use an item up or get close to finishing it, I add it to the list.
  2. Before heading to the store (or ordering groceries), I plan what I’ll cook or eat for the week.
    1. My breakfasts tend to be repetitive. As long as I have eggs, fruit, and the ingredients for oatmeal and granola, I’m set.
    2. For lunch, I prefer leftovers from the previous night’s dinner. I also keep tuna fish packets, salad ingredients, and sliced turkey breast on hand—this is usually all I need.
    3. I enjoy cooking dinner a few nights a week as it helps me make healthier choices and serves as a great creative outlet. First, I look at my calendar to determine how many nights I can realistically cook. Then, I select recipes accordingly—usually around three. I try not to overdo it to avoid wasting food. I browse my collection of recipes (which I often change) saved in a three-ring binder or flagged in a favorite cookbook and write down the necessary ingredients on my grocery list. If an item isn’t available, I can figure out a substitute on the spot.
  3. I cook! Knowing I have ingredients for a few different meals gives me the flexibility to whip up whatever I’m in the mood for. However, I make it a priority to prepare fresh fish the same day I buy it.

From these examples, you can see that developing a system can apply to nearly anything. I bet you have numerous systems in your life that you don’t even realize.

Stop Reinventing the Wheel Consider applying this approach to the areas that challenge you. Can you identify one task that frustrates you and that you struggle to complete? Do you have a system for it? Probably not. Can you create one? Likely. If you’re having difficulty, please comment below, and I’ll be happy to share some ideas to help you get started.

Coming Soon to Audible: Productivity for How You’re Wired, print, ebook, and soon as an audio book, available on Amazon.