Productivity
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Productivity

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.

24 Jan

Posted at 19:44h in Envision Possibilities, Focus and Prioritize, Productivity, Time Management

It's not really balanced...

Work-life balance isn’t really a thing. Betty Friedan has been quoted as saying “you can have it all, just not all at the same time.” Balance implies evenness, sameness, a destination. It isn’t.

No one is ever in balance for more than a moment. Perhaps what we are striving for is harmony. In classical music, sometimes the percussion is louder, sometimes the strings are louder, sometimes the brass is louder. There are forte sections where everything is blaring at once and there are pianissimo sections where sound is barely audible. And there are rests, quiet spaces when no sounds are made at all. Just like life! In life, different parts are louder than others at different times, but as a whole, it can be harmonic and beautiful.

When on a deadline or project, work is loud. During times of celebration or sadness, family is loud. While training for a 5K or other personal endeavor, self-care is loud, and when on vacation there are times of quiet and silence. Framing life like a symphony and striving for harmony seems so much more reasonable.

If one were to divide a “life pie” into four balanced parts — work, family, self-care, other interests —  you would be spending an equal amount of time on each portion.  That’s not how life is.  And we know no day, week, or month is ever the same. To think it would be is not realistic. Additionally, imagine how boring life would be if every day and every week were the same.

What would be possible if you gave yourself permission to live in harmony and not strive for perfect balance all the time?

Harmony at Work

The same concept of harmony applies to work as well. If you are only doing unrewarding tasks and projects, it’s hard to stay engaged. Therefore, when creating your task list, consider the importance of putting meaningful things on your list. If all you do are things to please others, you won’t be very motivated to do your best, most productive work.

Traditionally, around Thanksgiving, I write a blog post about our lives being too full, like a Thanksgiving plate. If we fill our Thanksgiving plate with foods to please everyone else, we won’t have room to eat the foods we love. This results in us leaving the Thanksgiving table unsatisfied and unfulfilled. Then later, we eat more pie than we should. If you want to be satisfied, it is important to make room for the sweet potatoes and stuffing, or whatever your favorite Thanksgiving food of choice is.

In life and work, it’s important to make room for the things that matter too. Is it time to pull your passion projects off the back burner? Is it time to stop spending precious time making unimportant things perfect? Is it time to have more fun? With variety, NOT BALANCE, you’re much more likely to be productive.

This is compiled 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.

20 Dec

Posted at 14:54h in Envision Possibilities, Focus and Prioritize, Productivity, Time Management

 

This is not your typical business school goal setting post! It’s about getting clear about what’s important to you.  Because when you know what is important, it is easier to say yes to the things that matter.

Intentions and Not Just Goals?

Goals are useful in some cases. They just aren’t applicable for everything. Considering intentions (how you want to live) expands your possibilities.

Goals have specific outcomes

  • Make profits over six figures this year.
  • Complete the team on-boarding program by June.
  • Lose four pounds a month each month this year.

Intentions clarify how you wish to live

  • I work smart and provide a great service.
  • I live a healthy, happy life.
  • I give my best self to my family.
  • I continue to learn so I can help other leaders grow.

Goals AND Intentions 

Most people have both goals and intentions. To focus on one and not the other is addressing just a portion of what is important.

My clients tell me they need help figuring out how to get all their work done. In reality, work is only part of the challenge. Many say they would like to take time off without worry, spend more quality time with their families, and even have a bit of time for themselves. As you work through identifying your own goals and intentions, you may want to consider more than work. Remember, a key reason to improve productivity is to have a full and better life.

Use the Planning Map Snapshot format below to plan a better 2023

Step 1: Identify Focus Areas — The life areas you choose to prioritize.

  • Focus Areas are the spaces in which you want to spend your time. In a financial budget, you’d have areas such as home expenses, utilities, clothing, food, and entertainment.
  • Your life’s Focus Areas may include business, work, professional growth, personal growth, self-care, family, spirituality, friends, volunteerism, service, activism, or advocacy.
  • Only Four Areas! Challenge yourself to limit your number of Focus Areas to four. When you spread yourself too thin, you end up accomplishing less. When you force yourself to narrow your focus, you do better work and are more productive.

Step 2: Determine Goals and Intentions — The ultimate outcome you are striving for.

  • A few people can state their goals or intentions off the top of their heads. Most can’t.
  • If the answers don’t come easily to you, start by developing your priorities (step 3). Then use your priorities to back into your goals and intentions. While it goes against every rigid business planner’s process, completing your priorities first can help you see exactly what matters.
  • Ask yourself “what is the reason these priorities are important? What is my purpose in accomplishing them?” The answer will bring the goal or intention into focus.

Step 3: Set Priorities — The overarching projects and tasks you need to complete to achieve your goal or live your intention.

  • The next step is to figure out the three most important things you want to accomplish in each Focus Area. Your priorities should be actionable within the established time frame of your plan.
  • The priority should identify what you will do.
    • Start with an action word such as plan, complete, strategize, or implement.
    • Be concise — provide enough detail for you to understand what you want to do, but not so much you can’t easily grasp the action at a glance.
  • When identifying your priorities, it often helps to prime the pump by asking yourself questions such as these:
    • What project, task, or action is critical to my success or my organization’s success?
    • What do I want to accomplish?
    • What would I be disappointed with if I didn’t achieve?
    • What do I need to do to be who I want to be?
  • Was it hard to identify three priorities for each life area? Having too many priorities is more often the problem. Remember, it’s better to do a few things fully and well than attempt many things that never reach completion.
  • While you may only have three priorities per goal or intention, when you consider your four Focus Areas, you will have twelve priorities for the entire year. Completing twelve priorities is a challenging, yet generally attainable target.

My wish for you for 2023 is that you take a bit of time to get clear about what’s important for 2023. I suspect that if you do, you will actually have a happy New Year.

This is compiled from Chapter 7 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.

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.