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important work Tag

24 Oct

Posted at 16:17h in Envision Possibilities, Focus and Prioritize, Planning Tools, Productivity for How You're Wired, Time Management

My last blog post we discussed the importance of setting your goals and intentions. This week we move on to Step 2 of the Productivity Flow Framework: Time Mapping.

A time map helps you create a vision of how you want to spend your time. You can think of this as a vision board where you are creating a picture of something you aspire to, or as a budget for your time. This is useful for several reasons:

  • It forces you to think through how you are going to fit in time for the various priorities you’ve identified in your goal and intention setting exercise.
  • It helps you allocate your time most effectively — both at work and at home.
  • It shows you if you need to re-prioritize commitments.
  • It helps you see if your expectations are realistic and feasible.

When you create your time map you’ll want to consider any or all of the following: 

Morning Routine: Do you need time for the kids or pets, exercise, meditation, showering, getting ready, and eating breakfast? Or should you sleep as long as possible and only do the essentials to get to work on time? 

Work Time: 

  • Starting Time — How long is the commute? Do you read the news, peruse social media, check email? How much time do you want to spend on these tasks? Factor in these variables to determine your realistic start time.
  • Work Transitions — Are you magically going from one meeting to the next? Even in the era of Zoom, it does take a couple of minutes to make it to the next call. Oh, and you wanted to recap notes in between? And take a bio break. And grab a glass of water. Planning transition time is important.
  • Focus Work — When can you do your flow, creative, and cognitively taxing work? Can you block out interruptions and do it during the day, or is this better left to an early morning, late afternoon, evening, or weekend block of time? If you block two hours for focus time, does that include checking email, clearing your desk, getting a snack, or anything else you need to do to be able to attend to the work itself? Would it be helpful to build in ramp-up time?
  • Ending Time — When is your work hard stop? Being intentional about when to stop working supports you in developing realistic guardrails. 

Exercise: Do you like to exercise before, during, or after work? Do you need to plan in time for getting to the gym? Shower time? How often do you want to work out? How long are the work outs?

Self-Care: Do you want to have time to take care of yourself? Pleasure reading? Pedicures and massage? Yoga? Meditation? Alone time?

Friends and Family: Do you want time to go out with your friends or partner? How much time do you want to spend with your parents, kids, and family? What else do you want to add in?

Other areas from your Goals and Intentions: Do you need time for a second business? Extra learning? Professional development? Personal projects?

This is your opportunity to think through how you want to use the time you have. About how long transitions REALLY take. About how much sleep you REALLY need, how much exercise you REALLY want to get, and even about when you will take time to appropriately fuel your body with food. 

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 just how much time you have to “spend.” Time mapping empowers you to depict how you REALLY want to live. It is your opportunity to create a vision for what your ideal week will look like and your first step to living it. 

This is an excerpt from Chapter 8 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.

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.

19 Jun

Posted at 16:41h in Envision Success, Focus and Prioritize, Planning Tools, Productivity for How You're Wired, Time Management, Tips for Easier Living

 

In my last post I introduced you to the Productivity Flow Framework featured in section 2 of my new book Productivity for How You’re Wired. Today we move to Chapter 7 where we explore the first concept of the framework – setting your goals and intentions.  Remember, the reason we do this is to clarify and commit to priorities – those things that take time yet YOU deem as most important.  

Many of my clients struggle to set priorities. When asked they simply aren’t sure about what is and isn’t important. Setting goals and intentions helps you clarify what is important – namely those things you want to achieve. Goals have a specific outcome. Intentions are more general and reflect how you wish to live. We look at how and why to integrate both into your plan.

Why 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 the value of this exercise.

Goals

A goal has a specific outcome: 

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

The business world embraces the acronym SMART to define the best practices of goal setting. 

  • SPECIFIC
  • MEASURABLE
  • ATTAINABLE
  • REALISTIC  
  • TIME–BOUND

A benefit of measurable goals is that they help define achievement. If you know you want to make $100K for a period of time, then you also know when you have attained that benchmark. This takes a bit of pressure off the workaholic, type A, never-enough driver. It helps them to know it’s actually okay to slow down. Goals are great for certain aspects of your work and life. They’re just not the complete picture. 

Intentions

An intention clarifies how you wish to live. 

  • I work smart and give 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.

Intentions speak to your inner-self and bring meaning to the things you do. They can be aspirational, motivating you without the pressure of measurement. Intentions help you find success as defined by you.

Consider SMART intentions:

  • SOUL–FOCUSED
  • MEANINGFUL
  • ASPIRATIONAL
  • REASONABLE  
  • TRANSFORMATIVE

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.

Success On Your Own Terms

When people think of success, most think dollars. However, when they clarify what success means to them, they typically find they are seeking something more holistic. The money part is more the vehicle to get to the life they want. 

Do you want to have time to take care of the kids or an aging family member and still have a career? What if you want to travel and still have your work? What if your success is defined by having time to give back to your community?

Success is not always about the money. Being intentional about what matters in the big picture of life helps keep you from falling into the trap of letting others define success for you.

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.

15 May

Posted at 17:59h in Envision Success, Focus and Prioritize, Planning Tools, Productivity for How You're Wired, Time Management, Tips for Easier Living

Today’s post summarizes Section 2 of my new book Productivity for How You’re Wired. I will provide more detail in future posts but we’ll start here –  with  the 30,000 foot view.  

The Productivity Flow Framework provides you with tools and context to help you achieve your goals and intentions and become your most productive, successful, fulfilled self. 

  • It is strategic. You are creating your process to work more effectively. 
  • It is a framework. It provides you context to work within. 
  • It flows from tool to tool. Everything impacts everything else, and helps you find flow in work and life.
  • It is customizable to your structure preference and productivity style. It reflects you.

Think of it as a picture frame. It holds the picture. The picture is you.

Goals and Intention Setting

We identify goals and intentions to clarify what is truly important. If you aren’t clear, or if too many things matter, you end up spreading yourself so thin that you are on that proverbial treadmill and it is only with luck the right work gets done.

By taking the time to clarify and create your own strategic plan, you are laying the foundation for doing the work that improves your quality of work and your quality of life. 

Time Mapping  

A time map helps you create a vision of how you want to spend your time. Think of this like a vision board where you are creating a picture of something you aspire to, or a budget for how you want to use your time. 

  • It helps paint a vision of what you want your life to look like. 
  • It helps you take the time to think through, and plug in, the various priorities you’ve identified in your goal and intention setting exercise.
  • It helps you see if your expectations are realistic.

Essential Structures

Boundaries come to life as Essential Structures; what you need to say YES to and what you need to say NO to to be your best self. The Time Map gives us clues and from it we are able to create a concrete list of

  • Winning Conditions – the nonnegotiable choices you make that you want to become habits
  • Guardrails – the things you must say no to in order to do the kind of work you want to do and be the person you want to be.

Task Prioritization

This tool is more tactical and directly impacts your day-to-day work. The central concept to take away from this section is the importance of sequentially prioritizing your work based on your goals, intentions, and essential structures. Most to-do list tools organize tasks by day or date. This is different. Organizing tasks by priority ensures you are doing the right things at the right time.

Weekly and Daily Planning 

Weekly and Daily planning makes being productive much easier. You can function without planning; however, without a plan, you can’t maximize your time or be focused and strategic, and you won’t ever be sure you are successful. 

  • Planning helps you use your time for the things that have the greatest payoff — your high-value work.
  • Planning ensures you are set up to use your time to act on the things you’ve deemed most important.
  • Planning gives you benchmarks to reach so when you aren’t working you can actually relax. 

The Productivity Flow Framework helps you build a solid foundation. And with this foundation you can delve into the tactics that will help bring your current situation into alignment with your vision for work success and a better life. 

Think of the framework as you would a border of a puzzle, the frame that links everything together. Just like a puzzle, with perseverance, you’ll get the full picture. Taking responsibility for your productivity is something only you can do.

This is an excerpt from Chapter 6 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.