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Change

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!

29 Jan

Posted at 10:12h in Change, Focus and Prioritize, Planning Tools, Productivity for How You're Wired, Stress Management, Time Management

Unlock Your Productivity

The last many posts shared with you systems for creating your path to productivity. I bet, however, your asking yourself “how do I make this part of my routine?” The answer is daily planning  and weekly planning. These practices help you learn a process that in time will go on autopilot and you’ll just do it. 

At the beginning, planning will take time and practice. As you get comfortable with the processes and integrate them into your routine, it will take less time and become easier. Start by scheduling an hour each week for weekly planning and five to fifteen minutes each day for daily planning. 

This is a true investment in your productivity and quality of work. You won’t know the value until you start doing it and feel confident and under control. When you miss a week or a day, you’ll notice the difference. You feel the stress, the worry of not knowing. There’s nothing like an out-of-control week to motivate you to invest the time to plan. 

Life isn’t perfect, however, and sometimes you’ll miss the planning blocks. That’s ok. The system doesn’t fail if you skip; it will be there waiting for you. The idea is to jump back in, catch up, and not lose traction.

Your Weekly Planning Checklist

Weekly planning is a time to review, assess, organize, and prepare for your upcoming week. The Weekly Planning Checklist provides you with numerous options on what to do during your planning time. As with everything productivity related, all options may not apply to you. Review and select the ones that will support your best work. Test and experiment, ultimately crafting a checklist of your own.

Here is the menu of options I share with my clients for Weekly Planning

  1. Review Your Calendar – is everything on your calendar that needs to be? Do you have to prepare for anything coming up? Does anything need changing?
  2. Essential Structures – add in relevant commitments from your Time Map and Essential Structures
  3. Process Loose Notes (physical and electronic)  and Papers – clearing the decks once a week keeps you from losing track of important things. Once you are caught up it’s not as hard.
  4. Clean up Computer – close open windows, pasting relevant links onto your task list.
  5. Update your Task List – read over everything so you don’t miss something important. Move items up, down or off.
  6. Triage Email/Electronic Messages – review, delete, clear out, file/label, prioritize – whatever system you have – be sure you know what you need to focus on this week.
  7. Clear Your Space – if this is an issue for you take the time to clear the surface on your workspace. Return your dishes/mugs to the kitchen, put your supplies away. Physical clutter slows you down.
  8. Goal Checking – check in on your Goals and Intention periodically.  

When to Schedule Weekly Planning

There are many good times to do Weekly Planning: 

  • Friday afternoon is a good choice for some. They have their plan for the upcoming week so they can relax over the weekend. Sometimes it becomes clear that they will need to work a few hours over the weekend to be ready for the week.
  • Others like to plan first thing Monday morning. This can get a bit dicey if urgent things tend to pop up. Monday morning planning is most successful when done early before typical work hours begin.
  • Many of my clients prefer to invest weekend time to do their weekly planning. They find it worth the weekend-time trade off to spend an hour on Saturday or Sunday morning, or even Sunday evening, knowing when they walk into their office Monday morning they will be focused and ready to work.
  • A couple of clients like to plan mid-week because of the cycle of their businesses. 

It doesn’t matter when you pick to do your weekly planning. What matters is that you pick a time and schedule it as a recurring event on your calendar. You are giving yourself the gift of time and setting yourself up for success by creating and integrating a routine to keep you on your path. 

Your Daily Planning Checklist

Daily planning focuses on productivity and planning Today’s Work. It targets key planning tools to support you in doing the right things at the right time for the day ahead.

Here is the menu of options I share with my clients for Daily Planning

  1. Review Your Calendar – is everything on your calendar that needs to be? Do you have to prepare for anything coming up? Does anything need changing? Complete calendared reminders.
  2. Check Task List – does anything need to move up, be added, or marked off as completed.
  3. Triage Email/Team Messages – does anything need to be added to today’s to dos?
  4. Plan Today’s Work – what are your priorities for today? Make an achievable “Today’s Work List.”  If you completed it you can always add more, but start off being realistic. 
  5. Other Activities – such as daily tracking, clearing your desks of projects you aren’t working on today, and review of mantra’s on inspiring quotes.

Scheduling Daily Planning – Morning Launch or Daily Wrap 

Investing five to fifteen minutes at the start or end of your day pays off exponentially. Planning creates awareness around your priorities and helps you focus on the most important work. As with Weekly Planning, this may take longer as you figure out your own process. Over time you’ll do it without thinking, and it really will only take you a few minutes. If you have unique habits or you use the block of time for processing email then you’ll want to add more time; however, the daily planning of Today’s Work can be done quite quickly.

The Morning Launch and Daily Wrap have the same elements, you simply are doing them at the beginning of your workday or at the end of your workday for the next day. Morning Launch is effective for those of you who do better planning at the start of your day. Daily Wrap is effective for those of you who prefer to prep for the next day at the end of the prior day.

Not sure which is best for you? This is a perfect time to experiment. Try one week of Morning Launch and the next week of Daily Wrap. Which worked best? 

  • Which one did you do more consistently?
  • Which one helped you feel in control of your day?
  • Which one lowered your stress?

Again, not all components will apply to you. Review and select the ones that will support you best. Test and experiment to craft a checklist you will want to follow daily.

My clients tell me time and again that when they do their daily and weekly planning they are less stressed and more proactive, and if they skip it they aren’t. Isn’t that worth a try?

This is an excerpt from Chapter 10 of my new book Productivity for How You’re Wired available on Amazon. Daily and Weekly Planning Checklist templates are included via the time tools link discussed in the book.

28 Nov

Posted at 08:24h in Change, Productivity, Stress Management, Time Management

overcoming procrastination

I’ve been hearing a lot lately about people struggling with procrastination. The pandemic has taken a lot out of us, and we are all a bit worn down. When we put off doing what we “need” to do it makes us feel undisciplined and lazy.  The self-compassion experts tell us that just makes things worse.

Instead of beating yourself up, it is much more effective to figure out why you procrastinate. Then you can take positive action to overcome the obstacle. Procrastination is typically NOT about discipline!  When the system is right and you understand what is happening then it takes much less willpower to move into action.

Procrastination Strategies

If simply intending to do the task worked, you wouldn’t be reading this. There are a number of less-typical strategies you can try to see what will help YOU blow through YOUR procrastination obstacles.

Figure Out Why You Procrastinate – There are many reasons people procrastinate. Figuring out your reason(s) is the first step to overcoming them.  Is it self-doubt or do you just need more information?  Do you need more time for the information to percolate in your head, or do you simply need the stress of the deadline to activate?  Are you unclear if the task is important? Or do you just hate doing it?  Understanding the cause of our individual brands of perfectionism helps us move into action.

Make the First Step Small – focus on getting started. Don’t worry about finishing. Set one mini-goal to get you to sit down and start.

Trick Your Brain – Start with an easy task to stimulate your brain. Take advantage of the “pleasure seeking” chemicals and as soon as you finish the easy/fun task move to one of the “harder to complete” tasks.

Identity Motivation –Use a character trait you like about yourself to help you activate. i.e. – I am a learner, I have perseverance, I am a problem-solver. Then ask:

  1. What kind of situation is this?
  2. Who am I?
  3. What does someone like me do in a situation like this? If you consider yourself to be thoughtful – then you’ll ask yourself – what does a thoughtful person do in a situation like this? If you consider yourself to be a problem solver then you’ll ask yourself – what would a problem solver do in a situation like this?

Body Doubling – Body Doubling is having a partner share your space to help keep you on task. They don’t need to do anything in particular. Their very presence helps move you to action.

  • Meet a friend at the coffee shop and work on your “hard” project alone – together.
  • Meet a colleague in the conference room and set your Pomodoro timer.
  • Ask a family member to sit with you while you are getting started.
  • Hire a NAPO Professional Organizer or other consultant to work on your project with you

Change Location – A unfamiliar space can provide just enough stimulation your brain needs to move into action. Weather permitting try working outside, a new coffee shop, or even a new location at work or home. Simply changing chairs at your kitchen table may be enough to shift how your brain is processing the environment.

Freak Yourself Out – Creating controlled stress can help. Make a list of the top 3 consequences of not doing this project. Now make another list – top 3 consequences of not doing this project on time. Not failing can help move you into action.

This is a combo repeat blog post with information from Chapter 4 of my new book Productivity for How You’re Wired available on Amazon.  Next post we’ll look at the burden of procrastination.

21 Jun

Posted at 16:50h in Change, Productivity, Stress Management, Time Management

overcoming procrastination

I’ve been hearing a lot lately about people struggling with procrastination. The pandemic has taken a lot out of us, and we are all a bit worn down. When we put off doing what we “need” to do it makes us feel undisciplined and lazy.  The self-compassion experts tell us that just makes things worse.

Instead of beating yourself up, it is much more effective to figure out why you procrastinate. Then you can take positive action to overcome the obstacle. Procrastination is typically NOT about discipline!  When the system is right and you understand what is happening then it takes much less willpower to move into action.

Procrastination Strategies

If simply intending to do the task worked, you wouldn’t be reading this. There are a number of less-typical strategies you can try to see what will help YOU blow through YOUR procrastination obstacles.

Figure Out Why You Procrastinate – There are many reasons people procrastinate. Figuring out your reason(s) is the first step to overcoming them.  Is it self-doubt or do you just need more information?  Do you need more time for the information to percolate in your head, or do you simply need the stress of the deadline to activate?  Are you unclear if the task is important? Or do you just hate doing it?  Understanding the cause of our individual brands of perfectionism helps us move into action.

Make the First Step Small – focus on getting started. Don’t worry about finishing. Set one mini-goal to get you to sit down and start.

Trick Your Brain – Start with an easy task to stimulate your brain. Take advantage of the “pleasure seeking” chemicals and as soon as you finish the easy/fun task move to one of the “harder to complete” tasks.

Identity Motivation –Use a character trait you like about yourself to help you activate. i.e. – I am a learner, I have perseverance, I am a problem-solver. Then ask:

  1. What kind of situation is this?
  2. Who am I?
  3. What does someone like me do in a situation like this? If you consider yourself to be thoughtful – then you’ll ask yourself – what does a thoughtful person do in a situation like this? If you consider yourself to be a problem solver then you’ll ask yourself – what would a problem solver do in a situation like this?

Body Doubling – Body Doubling is having a partner share your space to help keep you on task. They don’t need to do anything in particular. Their very presence helps move you to action.

  • Meet a friend at the coffee shop and work on your “hard” project alone – together.
  • Meet a colleague in the conference room and set your Pomodoro timer.
  • Ask a family member to sit with you while you are getting started.
  • Hire a NAPO Professional Organizer or other consultant to work on your project with you

Change Location – A unfamiliar space can provide just enough stimulation your brain needs to move into action. Weather permitting try working outside, a new coffee shop, or even a new location at work or home. Simply changing chairs at your kitchen table may be enough to shift how your brain is processing the environment.

Freak Yourself Out – Creating controlled stress can help. Make a list of the top 3 consequences of not doing this project. Now make another list – top 3 consequences of not doing this project on time. Not failing can help move you into action.

12 Jun

Posted at 08:42h in Change, Envision Success, Focus and Prioritize, Planning Tools, Stress Management, Tips for Easier Living

When setting intentions and goals it’s helpful to categorize, or as professional organizers like to say; group like things together.  When we see things in categories it’s easier to make choices.

My favorite example of this is black dress shoes. If you put all your black dress shoes together you will likely have about 10 pairs.  When you see them all in one place, it is easier to decide which pairs matter most. Only then you can give away the shoes that don’t fit, hurt your feet, or are too worn to wear.  Grouping like things together brings clarity to what is most important.

We can apply this concept of grouping to the activities, obligations, and priorities in your life as well.  When we “see” them all together it helps us focus on what is most important.

Look back at your definitions of success from last week.  Now consider how you are spending your time.

Are you doing the things that support your definition of success?

How can you group your life areas together in a way that respects the uniqueness of what really matters to you? Here are some examples to spark your creative juices. Feel free to use your own words as well.  I recommend picking the 4 or 5 “buckets” that reflect the things that support your definition of success:

Self-Care Family Spirituality
Friends Volunteerism Service
Activism Business Growth Career
Work Professional Development Health
Personal Growth Fun & Leisure Home Environment
Creativity Relationships Exercise

 

Your UNIQUE Focus Areas:

  1. ___________________________
  2. ___________________________
  3. ___________________________
  4. ___________________________
  5. ___________________________

 

CHARACTERISTICS of your Focus Areas

The next step is to identify CHARACTERISTICS of your focus areas, and in turn the actions that support what is important to you. This will help you get clear about your focus and priorities.

Remember, only when you are clear about what you want to FOCUS on can you FOCUS on it. 

Here are some examples that can be applied to your non-business self:

  • Self-care:
    1. Go to the gym twice a week
    2. Make time to talk to four friends at least once a week
    3. Meditate 20 minutes 4 times a week
  • Family:
    1. Spend at least one hour a week reading, playing games, or actively engaging with my children/grandchildren/nieces/ nephews/etc.
    2. Have lunch with mom once a week
    3. Have a date night with my partner two times a month
  • Service:
    1. Volunteer at least 5 hours a week
    2. Identify one cause to stand behind
    3. Don’t spread myself too thin

And for work:

  • Professional Development:
    1. Read at least one business book monthly
    2. Listen to a podcast once a week
    3. Prepare for certification exam by October
  • Business Self-Care
    1. Leave work by 6pm most days
    2. Work from home 1 day per week
    3. Have lunch with one new colleague each week/month
  • Business Growth
    1. Complete XYZ project
    2. Develop program to improve customer feedback X%
    3. Improve department profitability X%

 

What are the characteristics of your unique focus areas?

  1. ___________________________________
    1. _______________________________
    2. _______________________________
    3. _______________________________
  2. ___________________________________
    1. _______________________________
    2. _______________________________
    3. _______________________________
  3. ___________________________________
    1. _______________________________
    2. _______________________________
    3. _______________________________
  4. ___________________________________
    1. _______________________________
    2. _______________________________
    3. _______________________________
  5. ___________________________________
    1. _______________________________
    2. _______________________________
    3. _______________________________

 

Creating Your Very Own Success Formula Blog Course Details – This is the 2nd in a multi-series of posts.  Check this post for the big picture. Future posts can be delivered to your inbox by signing up for my blog. And please share this opportunity with your friends and colleagues.

06 Jun

Posted at 05:46h in Change, Envision Success, Focus and Prioritize, Planning Tools, Stress Management, Tips for Easier Living

What does success mean to you?

Don’t just say what you think you should say.  Stop.  Think.  Each and every one of us get to define success on our own terms.

  • For some success is defined monetarily
  • For others it’s more about lifestyle
  • And for others it’s about making a social impact
  • For you it may be a combination of these or something completely different.

What’s really cool is that you get to choose how your actions impact your definition. There are many things to consider as you create the life you envision or perhaps envision the life you wish to create!

This week’s exercise is a brainstorming about the life you wish to live. I don’t want you to write goals here (standard goal writing takes the form of   SMART Goals with the SMART meaning Specific, Measurable, Attainable, Realistic and Timely.)  Rather I’m asking you to consider SMART Intentions.  This is your opportunity to reflect about what success really means to you.

This exercise doesn’t have to take long.  My guess is that you know the answers already. And remember your brainstorming guidelines:

  • Don’t judge your thoughts – write down anything and everything that comes to mind
  • Wild ideas are helpful and encouraged – the more creative you get the clearer you’ll become

To organize this information, pick one place to keep your notes.  This can be a Word doc, a Google doc, an Evernote, a OneNote, or a simple notebook or file folder.

What does success mean to you?

  1. _____________________________________________________
  2. _____________________________________________________
  3. _____________________________________________________
  4. _____________________________________________________
  5. _____________________________________________________
  6. _____________________________________________________
  7. _____________________________________________________
  8. _____________________________________________________
  9. _____________________________________________________
  10. _____________________________________________________
  11. _____________________________________________________
  12. _____________________________________________________
  13. _____________________________________________________
  14. _____________________________________________________
  15. _____________________________________________________

Sit with this list.  Highlight or asterisk the top few that feel most important.

Creating Your Very Own Success Formula Blog Course Details – This is the 2nd in a multi-series of posts.  Check last weeks post for the big picture. Future posts can be delivered to your inbox by signing up for my blog. And please share this opportunity with your friends and colleagues.