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Productivity Consulting and Leadership Coaching for business and nonprofits - get your most important work done. Collaborating with leaders and their teams to become more strategic, focused and productive. Leadership and Board Coaching, Strategic Planning Facilitation, Productivity Coaching and Consulting, Professional Speaker.
Productivity Coach, Productivity Consultant, Leadership Coach, Executive Coach, Business Consulting, personal productivity, time management, nonprofit, board coach, collaboration, strategic planning, facilitation, change management, leading productive teams, project planning, board development, volunteer engagement, association management, workplace productivity, executive director.
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Working HybridIt seems we just got used to working at home and now we are returning to the office in some way. Today’s workforce is everything but stationary.

Productivity in the hybrid work environment focuses on mobility and flexibility. Your office is in your work bag. The goal is to work effectively regardless of location. Leveraging the benefits of this new work paradigm means looking at productivity differently.

Acknowledge the Difference

  • Time in the office can be energizing and inspiring. Take advantage of the lift you get when you’re with others, understanding that effectiveness improves with a change of pace and environment.
  • Child care and family obligations shift. Going to work provides a much-needed break. The flexibility enables you to be better in each situation.
  • Self-care continues to be important. Taking time for a walking meeting or planning an exercise break with colleagues helps to maximize the time. Leaders are on the lookout for ideas to support the new normal. Tell them what you need.
  • Planning your start and stop times in the office is helpful to helping you create routine and provides markers to keep you on task and effective.

Uplevel Communication

  • Hold planning meetings with your family or roommates. While regular review of work schedules and obligations is always helpful, holding regular planning meetings when one or many are working from home and hybrid is especially valuable.
  • Communicate goals and deadlines. Understanding expectations helps all parties manage deadlines and avoid stressful last-minute time crunches. Share a work-plan that identifies steps, deadlines, and areas of responsibility.
  • Leaders should consider no meeting days to encourage people to come to the office on meeting days, and support focused work time on WFH days.

Redefine Meeting Etiquette

Meetings in which some participants are in the room and others are on video chat present their own challenges. Identifying these challenges and creating new agreements to support them ensures all participants are treated fairly.

  • Those in the room can read non-verbal cues more easily than those on video. Meeting leaders should create extra space for clarifying questions and priorities.
  • Side conversations exclude those not in the room. While they are always annoying, during hybrid meetings they are especially detrimental.
  • Sometimes new ideas come after the meeting when in-person participants are still in the room. Be sure to include any post-meeting comments and actions in the meeting notes and create time to discuss at the next meeting.

Plan Work Strategically

With less structure it is even more important to build in supports to boost your productivity.

  • Weekly Planning: Identify which tasks are most effective doing at home and which are most effective doing at the office. When doing your weekly planning, block out specific tasks for the place they are most effectively performed.
  • Home is best for project, quantitative and focused work.
  • Office is best for meetings, small group work, creative problem solving and planning/
  • Task Management: When working hybrid, you’ll want to add in the variable of where you are doing the work. You can adjust your task list by dividing your list into HOME and OFFICE subsections.
    • Each day, write out a physical list of the most important things you intend to accomplish for the day.
    • Be deliberate and identify what’s possible to do for the day depending on other commitments and amount of time the identified tasks will take.
    • Build in time when at the office for conversation and walking to meetings.
    • Build in time at home for taking care of the kids/pets and household chores you’re squeezing in.

Create Parallel Work Spaces

Boosting productivity in the office is dependent on your particular work set up.

  • If you have an office, focus on creating an easy transition between work and home. Create parallel equipment set ups; two monitors, a wireless keyboard and mouse in both locations so all you have to do is plug your laptop in and start working.
  • If you have an open seating arrangement, follow the above noted recommendations AND work to find your best space at the office.
    • Don’t pick the center cubical. Instead choose a space at the end of the row so you aren’t between two people that can be distracting.
    • Be mindful of the person with the bellowing voice and move as far away as possible.
    • Sign up for conference room space. Work whenever you can with a door.
  • If you have a permanent desk assignment follow both guidelines above. If it is too hard to concentrate in your assigned space, explain to your manager that your productivity is compromised and work to find a better arrangement. Chances are they’d rather have you in the office some of the time than have you working at home all of the time. See if they will work with you to come up with a better solution.

Take Care of Yourself

Working hybrid blurs the lines between work and home. Consider new ways to refuel and reenergize to create conditions to do your most productive work.

  • Differentiating between work time and non-work time can help you to move from the working-all-the-time mindset and help you create the space to give your mind and body necessary recharge and renewal time.
  • ESQ – Exercise, sleep and quiet are your secret weapons. If these basics aren’t in place everything else will be harder.
    • Sleep – When working hybrid, staying on the same sleep schedule for office and home days will help your body acclimate more easily. An added bonus would be on WFH days using your extra commute time for self-care and starting your work day at the same time.
    • Exercise – Walking, working out, doing quick burst exercises all can help your brain work better. If you’re stuck and can’t get started with your work, move your body.
    • Quiet – Research indicates that downtime improves creative thought, problem solving, and replenishes work mojo. Meditation, reading, playing games all help soothe the mind so when you work you are more focused.
  • Take advantage of being able to go to the office. Don’t automatically think you don’t need to be there. As social beings’ connectedness and sense of belonging is an inherent need. It’s hard to motivate when you don’t feel connected.

Working hybrid brings more complexities. If we can structure our work and our time effectively, the hybrid model – working from home for focused work time AND going to the office to collaborate and connect, is the best of both worlds.

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.

Most people rely on their internal compass to get their important tasks done. But what happens when that internal compass doesn’t motivate you ENOUGH for you to get started?

Sometimes deadlines or bosses exert enough external pressure to complete the task, but other times even that isn’t enough. Add to this, that the more time passes, the worse the incomplete tasks make you feel, and the task becomes even more daunting.

How can you get those daunting tasks done? (more…)

It’s surprising to see how many of my clients are traveling at this time of year. So much is going on that sometimes people tell me they wonder if it is even worth the effort to get out of town.  Add to that the stress of re-entry and it’s no wonder our vacations don’t do such a good job of sustaining us.  Of course I have a solution – and it is in that old fashioned form of a list.

I’m all about lists supporting you in getting the right things done, and we do that by creating zones in the list.  For travel the list I suggest looks like this:

Get Out of Town with Peace

Get Out of Town with Peace

 

To make it work for you do as follows:

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search bar

Sometimes just the smallest thing makes a difference.  We spend a lot of time on computers and if we could do what we needed to do faster than there would be more time to do the things we want to do.  Here are my Top Ten Google Search Tricks that help me save time.

Tip Issue Type in Results
1. Spell Don’t know how to spell a word? Type in the word spell and your closest guess. As long as your guess is reasonably close, Google returns the correct spelling Spell infintesimal Infinitesimal
2. Google Images When looking for a product, type in product description and select “images” for your search tool (grey options across the top – 3rd one) Desk top file and select “search images” Pages of desk top files pictures that you can shop from
 3. Define Need a definition?  You don’t need to go to a dictionary website.  Type in “define” and the word. Define Complementary Full dictionary definition
4. Minus Sign If you want to find something but leave out certain results use the minus sign Caterpillar – tractor Insect options not machinery company options
5. Date Range To identify a range of years use two periods. I use it often to get the most current technology results iPhone updates 2018..2019 Only listings posted during that range of dates
 6. Timer Let your computer alert you after a certain amount of time?  Type in “timer” and the length of time. Timer 10 minutes A countdown timer that dings when you are out of time
7. Math Don’t have a calculator handy?  Google does equations. Type in the equation and you’ll get the answer 365 * 24 8760
8. Weather What’s the temperature outside weather and zip code 10 day forecast
9. Answers questions Google is just like your smart phone’s assistant (Siri) When is daylight savings 2014 Starts March 9, Ends Nov 2
10. Exact Words When searching for exact words use quotes to delineate the exact words you are looking for  “Michael C. Jones” Only searches that have the words Michael C. Jones, in that order.

 

Done with Evernote

Done with Evernote

Delegation is sharing some of your responsibilities with the people that work with you.  The leader who is not delegating is trying to do it all, and we know how well that works out… There is only one of you and your job isn’t to do everything, it’s to drive the important work.

Just as setting priorities for ourselves is critical to goal achievement, helping our team learn to set priorities is critical too (this works at work, at home and in volunteer settings.)

Delegating priority tasks is great, but without follow up and accountability it almost seems that delegating is more trouble than it’s worth.  However, when done well it’s a game changer. All of a sudden you are free to drive forward.

A good delegation system has the following components:

  1. Delegate clearly – specifically identify the what, the how and the when
  2. Confirm understanding – ask the assignee to repeat back the assignment to ensure that you’ve been as clear as you need to be
  3. Be available – your job is now to mentor and support.  If there are questions, the assignee needs to feel safe coming to you for direction
  4. Follow up – if you don’t hold the assignee and YOURSELF accountable the assignment will not make it to the top of anyone’s priority list.

My accountability partner of choice for delegating is Evernote.  Evernote has some great features that makes it an ideal follow-up tool:

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