Productivity
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Productivity

19 Feb

Posted at 08:38h in Planning Tools, Procrastination, Productivity for How You're Wired, Time Management

Planning Facilitates Action

The most valuable thing about planning is that it forces you to slow down and think! There are lots of proverbs about planning:

  • People who plan like to plan but they don’t
  • We plan, God laughs.
  • Life is what happens when you’re busy planning.

And the famous Dwight D. Eisenhower quote “In preparing for battle I have always found that plans are useless, but planning is indispensable.”

From a productivity perspective, planning is indispensable. Are plans useless? Probably not. The question is how to plan most effectively.

For some, identifying individual steps is enough. They gain the greatest benefit from thinking through the plan. Others benefit from regularly referring to the plan. Still others like to refer to the plan and document their progress along the way.

Planning project steps makes the execution so clear that your move into action is logical and easy.

Plan to Plan

Assuming that planning will happen without intention will set you up for not planning. The first step is to plan to plan, and that means adding the action of project planning to your task list. Then when it’s time to create your plan you can follow my easy 6-step process.

Ellen Faye’s 6–Step Project Planning Process

  1. Grab a stack of sticky notes – Write down each task associated with the project on its own sticky Don’t worry about writing them in any order, just write as fast as the ideas come to you. Be sure to use a new note for each individual task.
  2. Put the sticky notes in order – Consider what has to come before another step and the most logical order to do the work. During this process, you may think of extra steps. Create sticky notes for those steps and insert them into the process. Try organizing your notes on a vertical surface like a window or blank wall. You will be able to see how things relate and be able to easily move your notes around.

post it planning

NOTE: Sometimes these first two steps are enough. If others are involved, it’s time sensitive or very complex consider adding in steps 3 to 6.

  1. Assign a length of time to each step – Jot down on each sticky note your projection for how long the step will take, be it 15 minutes, an hour, or a week. When making your time estimates be sure to include thinking time, ramp–up time, interruption time, and break time. A good rule of thumb is to double your initial time projection.
  2. Assign due dates – If you have a deadline, start with the last sticky note and write the deadline on that note, then using the time projection, work from the last note backward. Date each note with the day it is due. If you can’t make the deadline as projected, look to see where you can adjust your timing, or if the deadline can be extended.

If there is no hard deadline, start on the first sticky note and assign due dates moving forward.

  1. Assign responsibility – If more than one person is working on the project, it’s helpful to identify who is responsible for each specific task and write it on sticky note.
  2. Place for easy reference – Transfer the information to your Priorities Task List, share with your team, copy to your planner, or simply leave the plan up on the wall.

For some, the tactile act of writing out the tasks and moving them around on sticky notes brings the project to life. Others are more comfortable doing this electronically on a simple spreadsheet.

project planning template

Regardless of the tool, following the steps compels you to think things through, and that is the real value of planning.

This is an excerpt from Chapter 11 of my new book Productivity for How You’re Wired available on Amazon. The Project Planning Templates is included via the time tools link discussed in the book.

21 Dec

Posted at 17:55h in Planning Tools, Productivity, Productivity for How You're Wired, Time Management, Tips for Easier Living

to do list pro secrets

We’ve been talking about your to-do/task list the last few posts. Here are my favorite pro tips for an effective to do list.  With the new year upon us, it’s a good time to tune up your processes.

Capture Your Thoughts

  • Use your list as a capturing device. If you think you’re going to remember everything without writing it down, you simply won’t remember what you’ve forgotten. And if you really can remember EVERYTHING, this probably won’t be the case as you get more and more responsibilities, in and outside of your work.
  • Get in the habit of capturing thoughts as you think of them. Capture new to-dos directly on your list, make a note and put it in a specified place that you check when updating your list, or send an email or message to yourself to cue you to add the task to your list.

Be Concise 

  • Your task list will serve you best with fewer words. The more words, the more visual clutter and the more difficult it will be to see what you really need to do. The purpose of your list is to cue you into action. The brain works off of cues; it doesn’t need full explanations.

Projects Don’t Belong on Your CRITICAL or HOT List

  • A frequent stumbling block in task management is that people put projects on their task list. This is where project planning will serve you. What steps do you need to take to create the workshop? 
    • Brainstorm the steps onto either an electronic document or on individual sticky notes. Taking time to think through the steps makes everything easier.
    • Once you have the individual steps, then you can more easily put them in order and see if anything is missing. 
    • Now that you have the steps of your plan, you can decide when you will execute on them, adding them to your to do list in individual steps.

Removing Things from You List Is Good Too

  • Guess what! Just because something is on your task list doesn’t mean it needs to stay there. Life changes. Priorities shift. What seemed like a great idea three weeks ago may not sound like a good idea today, or next week, or the week after. 
  • Before leaving a task on your list ask yourself:
    • Is this task still important?
    • Is there someone you should check in with and discuss if the task is still a priority?
    • If this task has been on your list for a long time and you still haven’t done it, how important can it really be?
  • Removing unimportant things from your task list ensures you are focusing on your high-value work. 

Update Regularly 

  • Doing the right tasks at the right time supports your goals, intentions, and priorities. To execute on your tasks, you need to keep them top of mind. 
  • For a task list to keep you focused and directed, it needs to be maintained. Without proper maintenance, it quickly becomes obsolete. Your investment of time and energy to set it up is wasted. 
  • Planning puts you on the path to better productivity. If you want to be more effective and less stressed, a properly maintained task list is an indispensable asset. 

This is an excerpt from Chapter 9 of my new book Productivity for How You’re Wired available on Amazon. Worksheets and online templates are included via the time tools link discussed in the book.

30 Nov

Posted at 09:51h in Planning Tools, Productivity, Productivity for How You're Wired, Time Management, Tips for Easier Living

In my last blog post I introduced you to the Priorities Planning Method. My method helps you identify which tasks to address NOW. When your task list is used and maintained following this methodology, important tasks won’t get lost, and you will feel confident and under control.  

The key is to organize each task into categories:

The CRITICAL Category – These are tasks that you must do now, today, or perhaps tomorrow. If there is no option to delay, it goes here.

  • Must be done today (or tomorrow at the latest)
  • Must be done or you can’t stop working for the day
  • There is NO OPTION; you must do it

The HOT Category – Tasks that are bubbling up to CRITICAL go here. These are the things that need to be done this week or in the next few days or there is a consequence:

  • You will miss a deadline
  • It will cost you money
  • You will be embarrassed
  • You will let someone down who is important to you
  • You will let yourself down
  • You won’t ever get to your high-value work

Filter questions, questions that help you see the situation more clearly, help you determine which tasks are HOT.

  • Does this task help me meet a goal or intention?
  • What are the consequences if I don’t do this task on time? 
  • If I don’t do this task in the next few days, will I miss an opportunity or will it cost me money?
  • If I don’t do this task, who suffers?
  • If this task doesn’t get done, will I let myself down?

Don’t skip over letting yourself down. Your work performance and satisfaction are affected by your ability to prioritize some of the things that are meaningful to you. It is easy to put everyone’s tasks in front of those that will inspire and motivate you. This is a great opportunity to start prioritizing yourself. 

The SOONER Category – Needs to be done soon, but not this week.

The LATER Category – If it can wait until LATER or if it is something you’re just thinking about doing, it goes in the LATER column.

Other Categories That May Be Helpful

The benefit of limiting yourself to four categories is that it’s easy to manage. If you are keeping a paper system, you can easily fit the four categories on one piece of paper. If you are managing your tasks in an app or spreadsheet program, you may want to add more.

Waiting: The WAITING category is for those items you’ve taken action on and are waiting for someone else’s action before you can proceed. The value of the waiting list is it keeps your CRITICAL and HOT lists clean and filled with actionable tasks.

Completed: The COMPLETED category is like checking off a task. Moving an item to COMPLETED feels great. Additionally, you can use this to verify the status of a task, or simply to have a running list of work you’ve completed.

Projects: A PROJECT category can be created if you would like to have a dedicated column for projects you are working on. Alternatively, the online template tool provides space for project work to be planned out and assigned into CRITICAL – HOT – SOONER – LATER categories.

Ideas: Sometimes ideas come to mind that aren’t ready to go on your list, but you don’t want to forget them. You can add an ideas category to your priorities planner or keep a running list on a notes app. 

Other Categories: Sometimes something will pop up that can be its own category; things to pack for vacation, things to discuss with your team or boss, ideas to capture relating to a specific project. When creating another list makes sense, please do so. Just remember to delete it when it is no longer relevant. 

Taking the time to organize your tasks may seem wasteful, but it helps you become proactive in your work. The only way you’ll know if this can work for you is to try it!

This is an excerpt from Chapter 9 of my new book Productivity for How You’re Wired available on Amazon. Worksheets and online templates are included via the time tools link discussed in the book.

13 Nov

Posted at 12:10h in Planning Tools, Productivity, Productivity for How You're Wired, Time Management, Tips for Easier Living

 

In my last blog post I introduced you to Time Mapping. This week we move on my personal favorite step of The Productivity Flow Framework: The Priorities Task List. 

Tasks without sequence are like an unordered list of directions. What if I told you that you could have a to-do list that delivers the right tasks in the right order at the right time, like a conveyer belt delivers the next item to build a product? Using my Priorities Task List methodology  gives you the ability to adapt your list to any tool or situation you wish. And it can serve you the rest of your life, because once you learn it you won’t have to figure this out ever again. 

You can have this kind of productive list. There are two conditions for this system to work: 

  • YOU have to trust the system.
  • YOU have to use the system. 

That’s it. Like many of the things I share with you, you’ll find it reasonably simple. Too simple to work? No, not at all.

How about so simple it can’t not work. It’s time to reengineer your list! Your task list should support you, not stress you out or overwhelm you. It should manage your actionable tasks for you. We start by dispelling some common list mistakes: I call them List Land Mines.

Land Mine 1: Projects not tasks

What I See: A huge reason people get stuck getting through their lists is they include multi–step projects. To be effective, lists should consist of simple actionable steps. 

Diagnosis: Project paralysis 

    • When the project is too large, it becomes overwhelming and gets skipped until it’s almost too late. 
    • When the project isn’t planned, it is unclear where to start and what to do next.

Instead: Projects are easier to address and complete when they are broken down into actionable tasks. Key steps should be integrated into your list. When you are clear on the steps, it’s easier to know what to do next.

Land Mine 2: The big, long list

What I See: Many people keep their tasks on one big, long running list. Often a notebook or phone note of page after page of actions. They spend the majority of their time trying to figure out what to do next.  Then, when they are checking the list, they start by looking for something that might be important. On the paper list, asterisks and codes go in the margins, and completed things are crossed off. On the phone list, maybe things get deleted. Or maybe not. Alternately, there is the multiple-lists method. Every time you think of something else to do, you start a new list, or add it to the closest napkin or envelope back you can find. 

Diagnosis: The big, long lists are simply a bunch of words. It doesn’t help you determine what is important, nor does it organize the tasks in a way that helps you identify what needs to happen next. Multiple notes of actions are equally problematic. You end up writing the same task down over and over, which makes you feel like you have more to do than you actually do. Or you can’t find your list so you start a new one. However, you’re not sure what’s on the list you can’t find, and that nagging feeling of missing something important persists.

Instead: You are going to compartmentalize things on your task list by priority. And you will sort and group at the same time. When you unload the dishwasher, do you take all the silverware out and put it on the counter, then sort the forks from the spoons and knives, then put them in the silverware drawer? Or do you spread the utensils all over the counter and leave them there? No, you go from the dishwasher and sort the silverware directly into the correct compartments in the utensil tray. You are going to do the same thing with your tasks. Just like you need compartments for the spoons and forks, and just like you know where to find the knives in your kitchen, you are going to create compartments for your tasks. That way you will know exactly where to put what you need to do and where to find what you need to do next.

Land Mine 3: Rewriting over and over again  

What I See: Time spent copying over big, long lists onto new big, long lists.

Diagnosis: What do you have to show for that hour or two spent copying your endless list? Just a new endless list and more frustration. You are not advancing your productivity.

Instead: You will learn how to create a self–maintaining system. Regardless of tool, you will learn how to keep your list current. It’s a better use of your time to review, prioritize, and move into action than to rewrite.

Land Mine 4: Leaving updates to chance 

What I see: You occasionally update your list when you feel like it or when you’ve missed something important. There is no process.

Diagnosis: Updating after you’ve dropped the ball is too little too late. You add to your stress and are being reactive rather than proactive. 

Instead: It’s important to build a routine around managing your tasks. A good list is one of your most powerful productivity tools. Remember, however, it only works if you maintain it.

Land Mine 5: Expecting the Tool to Fix the Problem

What I see: You’ve bought countless planners. You’ve downloaded innumerable apps. You keep looking for the magic tool. Up until now, every attempt you’ve made to integrate a new task list has involved buying a tool. That’s like buying books before you know how to read or pads of college ruled paper before you know how to form letters. 

Diagnosis: The tool is secondary. It is not the solution. That’s why all those apps and systems you’ve purchased haven’t worked. Until you have a good methodology, you’ll continue to be frustrated.

Instead: Stay tuned for my next blog post where I’ll tell you all about the Priorities Planning Method.

This is an excerpt from Chapter 9 of my new book Productivity for How You’re Wired available on Amazon. Worksheets and online templates are included via the time tools link discussed in the book.

17 Apr

Posted at 10:35h in Focus and Prioritize, Productivity, Productivity for How You're Wired, Stress Management, Time Management, Tips for Easier Living

Counteract Burnout

Excessive busyness is no longer looked upon as a badge of honor. More and more companies are moving towards eliminating the frenzied activity and psychologically unsafe conditions that cause burnout. What can be done?

From an Organizational Perspective:

  • Shift from the quarterly results mentality to sustained positive performance
  • Support work cultures that value members of the team
  • Dismiss managers who create and promote dysfunction.

From an Individual Perspective:

Knowing that your work culture may be contributing to your burnout is validating; however, it’s probably not enough to effect change. We, as individuals, need to learn how to protect ourselves from chronic stress and burnout.

The emotional component must also be considered. Finding balance between your passion for contributing to a project’s success and caring for yourself is much easier said than done. 

In monitoring your relationship with burnout, consider the following:

  • Self–value — Just because you can do something doesn’t mean you should. Just because you can do it better than anyone else still doesn’t mean you should. 
  • Connectedness — Do you feel connected to your work colleagues? Do you fit in?
  • Contribution — Are you part of something bigger than yourself? Are you empowered to do the work you were hired to do? Does your work matter?
  • Work Fit — Are you working to your strengths? If not, this in itself is exhausting.
  • Support — If you have a problem, is there someone you can go to for direction or to help you sort things out?
  • Balance — Can you slow down enough to relax or are you always seeking your next big rush?
  • Interests — Do you have interests outside of work? What else matters?
  • Fun and Joy — Do you know how to have fun? Do you know what gives you joy? 
  • Happiness — Have you lost yourself? Are there things that make you happy that come from inside you and not from external validation? 

What does relax mean to you? Another exercise class? Reading more? Cooking more? If these activities help you decompress, then great. But for many, they are simply personal to-dos, done for outcome and not pleasure. What makes you happy? What helps you enjoy life? We are human BE-ings, not human DO-ings. Can you identify one act of “be-ing” that helps you relax? 

Take a few moments this week and self-coach yourself around some of these questions.  You could journal, take a contemplative walk, or simply sit and “be” with a question or two.  Setting intentions about how you wish to live and creating structures that support your personal self are positive actions you can take.

This is an excerpt from Chapter 5 of my new book Productivity for How You’re Wired available on Amazon. Worksheets and online templates are included via the time tools link discussed in the book.

06 Mar

Posted at 11:55h in Productivity, Productivity for How You're Wired, Productivity for Leaders, Stress Management, Tips for Easier Living

Causes of Burnout

Burnout is trending. For many years, it didn’t seem to be a topic of much interest. It was almost like it was okay. IT IS NOT OKAY! 

Burnout can use up our physical and mental resources over time. Yes, USE UP, as in never be able to regain full capacity, full processing ability, full memory access. GONE! That is scary. 

Unfortunately, many employers see their employees as commodities. Commodities to use up and replace with other hard-working suckers who want to fast-track or prove themselves. The employees end up working endless hours, often suffering chronic stress and sometimes burnout.

If you are worried about chronic stress, I hope you find a place to work that values you and a way to live that fulfills you. In the event you can’t, it’s important to educate yourself about stress and burnout and how to take care of yourself. Don’t hold your breath waiting for someone to tell you to work less. This one is up to you.

What is Burnout?

Burnout doesn’t just happen. It is a process that occurs over time. The World Health Organization  defines burnout as chronic work–induced stress that has not been successfully managed. New science has also recognized burnout in non–work conditions such as parenting, caring for elderly parents, and unemployment. Whatever the source, all agree burnout results from long periods of ongoing stress.

When stress persists, it’s called chronic stress. When chronic stress impacts emotional health, physical health, and work efficacy it becomes burnout.

Causes of Burnout

Work Culture – Burnout is often driven by working conditions. In her seminal article, “Burnout from an Organizational Perspective”, Stanford Business School Professor Dr. Leah Weiss shares research showing that much burnout comes from toxic work cultures. 

Conditions that cause chronic stress include feelings of not belonging, being unappreciated, having little or no support, being micromanaged, and not knowing what is expected. These ongoing conditions move the brain into an always–on stress response.

Toxic Team Members – An organization’s tolerance for toxic team members contributes to burnout. It isn’t unusual for leadership to overlook abusive treatment of others when the harasser is a rainmaker or makes great promises about impacting profitability. 

Abusers are clever and they know who they can con. They also know who is smart enough to see through them. Their reaction is to smear and lie about those that can disclose their charade. Being a victim of that type of abuse is especially stressful. Continued work in this kind of situation is rarely sustainable without support.

Level of Job Stress – Certain jobs carry with them greater stress. Helping professionals, health care workers, and civil servants in harm’s way have stress baked in. The slightest negative change in working conditions can tip the scales toward compassion fatigue and eventual burnout.

Family of origin scripts – Mental scripts around work often reflect upbringing and family dynamics. These messages can contribute to chronic stress and burnout.

  • Was working extremely long hours modeled for you growing up?
  • Were you taught that anything less than 100% was not okay?
  • Do you worry about disappointing others if you don’t produce?

How you’re wired – Your own needs and values can also affect your relationship with work.

  • Does being busy make you feel good about yourself?
  • Is your identity tied to your work?
  • Are you addicted to the adrenaline rush of collaboration and results?

What doesn’t cause burnout — Oversensitivity or “taking things too personally” are excuses used to blame workers for something someone else is doing wrong. One’s reaction does affect how the stress is processed; it is a symptom and not the cause. 

This is an excerpt from Chapter 5 of my new book Productivity for How You’re Wired available on Amazon. Worksheets and online templates are included via the time tools link discussed in the book.