Stress Management
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Stress Management

10 Oct

Posted at 11:50h in Envision Possibilities, Focus and Prioritize, Planning Tools, Productivity for How You're Wired, Stress Management, Time Management, Tips for Easier Living

 

In my last blog post I explained the importance of setting your goals and intentions, and we discussed why adding intentions was so important. In my book Productivity for How You’re Wired, I share 3 different models you can use to set goals and intentions based on your structure preference. You can create your own plan by following the steps below.  Definitely do the first 3 steps. Steps 4 and 5 are optional based on “how you’re wired.”

Step 1: Identify Focus Areas

Focus areas are the spaces in which you want to spend the time of your life. In a financial budget you’d have areas such as home expenses, utilities, clothing, food, and entertainment. For your life’s Focus Areas these may be business/work, professional development, personal growth, self–care, family, spirituality, friends/social, volunteerism, service, activism/advocacy.

Step 2: Set Goals and/or Intentions
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 “what is the purpose of doing these things” (the priorities.) The answer will bring the goal or intention into focus. Keep your goals and intentions concise and clear. They cue you to remember. They do not need to include ALL the details.

Step 3: Determine Strategic Priorities
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 so you understand what want to do, but not so much you can’t easily grasp the action.
  • When identifying your priorities, it is often helpful to prime the pump by ask yourself questions such as these:
    • What project, task or action is critical to my success/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? 

Step 4: Create your Mission/Purpose/Success Statement

This is your WHY, your driver, what motivates you in work and/or life. If you know your WHY, add it now. If not, it often comes into focus as you complete the rest of the map. This step is optional. Add it if it supports you. Your statement should inspire you:

  • Use words that will reinforce what is important to you.
  • Define what success means to you.

Step 5: Plan your Quarterly Tactics

If you thrive in high structure and you’re excited about having a full–blown, step–by–step quarterly plan, this last section is for you. However, if the thought of doing this last step sounds dreadful, you’re best to skip it.

  1. Think the project through.
  2. Now put the project elements in order. Consider what steps must come before the others. You’ll probably identify a couple of things you are missing. Add those in.
  3. Estimate the time you’ll expect to spend on this element. A good rule of thumb is to double your time estimate.
  4. Now plug the elements into your quarterly plan.

Start thinking about what matters to you.  Use a template from the book or design your own. What’s most important is that you take a bit of time to identify how you want to “spend” your time.

This is an excerpt from Chapter 7 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.

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.

23 Sep

Posted at 12:42h in Productivity, Productivity for How You're Wired, Stress Management, Time Management

The brain cannot do its best productive work when overstressed, anxious, or under threat. 

Productivity, Stress and Flow Brain Model

A lot is written today about stress and anxiety. We know exercise, meditation, and good sleep help reduce stress. However, little is discussed about the effects of stress and anxiety on our productivity. In a nutshell, the brain cannot do its best productive work when overstressed, anxious, or under threat. (Excerpts from Chapter 3 of Productivity for How You’re Wired.)

Here’s the neuroscience:

Neuroscientist Paul MacLean’s Triune Brain Model provides a straightforward model to understand the impact of fear and stress on the brain in conjunction with evolution and the hierarchy of brain functions. MacLean describes the brain in terms of three regions:

Brain Stem: From an evolutionary perspective, the brain stem is the oldest part of the brain. It controls bodily functions without thought or effort. This part of our brain operates on “autopilot.”

Limbic System: Next in evolutionary age is the limbic system. This is the emotional center of our brain. It is home to the amygdala, the part of the brain that houses the fight, flight, or freeze response. We have some control over our emotions, but under threat or too much stress, the amygdala automatically “hijacks” our thinking brain and takes over.

Prefrontal Cortex: Newest, and least on autopilot, is our Prefrontal Cortex (PFC), our thinking brain. It is here we plan, anticipate, think, and learn. The PFC is where innovation and creative thought occur. It houses our working memory and supports our ability to organize information and draw conclusions.

The PFC and the amygdala compete for control of the brain. When we are our most productive selves, we are functioning from the PFC. However, when there is too much stress, anxiety, or fear, the emotionally driven amygdala kicks in. We move from thinking and being productive to a fight, flight, or freeze state.

When under treat, anxious, or overstressed, our productivity tanks because we’ve moved from our thinking brain to our emotional brain.

Flow

Doing one’s most effective work occurs when a person is in flow. Mihaly Csikszentmihalyi, the architect of positive psychology’s flow state, defines flow as “a powerful and rewarding psychological state that makes extra effort seem worthwhile.”

When in flow work feels like play, time flies (and stands still,) and productivity soars. To be our most productive selves, to be in flow, we need to function from our PFC, our thinking brain.Finding Productivity Flow

When under too much stress, anxiety can be paralyzing. You may relate to that feeling when you get a note from the boss saying “come see me,” or a long-time client calls and says “can we talk?” Just when we need to be at our best, we freeze up and our emotional brain takes charge.

Without enough stress, the brain struggles to move into action. Waiting until the 11th hour to begin a project causes enough stress to move the brain into productivity flow.

Strategies for Getting and Staying in Productivity Flow

The emotional limbic brain almost always wins unless we learn how to manage it. To be in productivity flow we need to employ strategies to help us manage the stress.From overstressed to productive

Knowledge is power! When you start to feel anxious or lose focus, it’s empowering to stop and think — I know what’s going on here. When you realize that what is happening in your brain is the normal physiologic stress response, you can take back control. Deep breathing, a walk, or other calming activity can help, but sometimes simply understanding what is happening is enough to pull you back into productivity flow.

15 Feb

Posted at 14:16h in Planning Tools, Productivity, Stress Management, Time Management, Tips for Easier Living

The 5 Pillars of Productivity

A Note from Ellen: I’ve been working on a book. In the coming weeks I’ll be previewing snippets from the book on my blog. It’s important information I want to share. Today’s post is a summary of Chapter 1.  If you would like to learn more, I’ll post book updates here on the blog. It is exciting. Stay tuned! 

These 5 pillars of productivity are core to your productivity success. Whatever you learn, whatever you do, keep these in mind and build from here.

Productivity is a Quality of Life Issue

Productivity is a quality of life issue. When we don’t know what is important, we end up doing unimportant things. We spend our weekends thinking we’ll get work done, yet we’re exhausted and don’t. We end up more stressed and less effective come Monday morning, worried about the work we didn’t do. Finding a way to work better brings greater ease, peace, and happiness to both career and life.

One Size Does Not Fit All

Each of us is wired differently, and what works for one person absolutely may not work for someone else. Being willing to experiment and discover productivity solutions that fit YOU is essential. I discuss this pillar in depth in this post: Productivity That Fits How You’re Wired.

If It Isn’t EASY, It’s Too Hard

One of the biggest mistakes that people make when trying to improve their productivity is making their systems too complex. Too many steps and the systems are destined to fail. Too much time to learn the systems and more time is spent on the tool, with little time spent on the task itself.

Not All Work is Equally Important

Pareto’s principle, the 80/20 Rule, supports the concept that you can achieve 80% of the results in 20% of the time. Learning how and when to apply the 80/20 rule helps free up time for important things, in and out of work. Be deliberate in how you invest your time.

  • 20% of your work/clients contributes to 80% of your profits
  • 20% of your apps are used 80% of the time
  • 20% of your meeting time achieves 80% of decisions
  • 20% of your time yields 80% of the result

 Plan Your Work and Work Your Plan

Taking the time to plan is the secret sauce to productivity. If you think you don’t have time to plan, you don’t have time NOT to plan. Investing a little time for planning drives the shift from overwhelmed to productive.

The greatest benefit of planning may be the process of thinking things through. Winston Churchill may have been right when he said “Plans are worthless, planning is priceless.” Yes, sometimes plans go awry. However, things go much more awry without them.

  • Planning helps you stop worrying about missing a deadline or an opportunity.
  • Planning helps you to anticipate so surprises are minimized.
  • Planning helps you prioritize tasks moving you towards focused success.
  • Planning helps you use your time well. When you say yes to something off–plan, you are saying no to working on–plan.