Tip Thursday - Productivity

Sometimes when we are struggling with remaining productive it is because we are feeling less than motivated. However, trying to become motivates when we're not feeling it can prove challenging.

Instead, focus on your commitment instead. When you are working on something that is important to you, or that you are committed to getting done, your motivation is not an issue. next time that you feel your motivation is a little lacklustre, try focusing on your commitment instead.

Not only will it help you move through the task but you just might find some of your missing motivation along the way!

Tip Thursday - Productivity

Often our biggest challenge in getting things done is finding the time. However, we often engage in
activities over and over using only our familiarity with the task to shorten the time it takes. Instead, think of everything you do as a potential 'process', one that can be documented, repeated and potentially outsourced.

By doing this you put yourself in the position of creating systems for completing your work that eliminate duplicative processes. Thinking of this potential before you engage in a new activity opens you to the streamlining process, allowing you to create the processes as you go. That way you only expense the full time a task takes the first time, freeing up all future expenditures.

Eliminating 'Overwhelm'

We have all experienced a time in our lives when we felt that there were so many things requiring our focus, when there was so much on our plates, that we were unsure how (or even if) we were ever going to be able to get through it.  For many of us these moments of overwhelm tend to arise relatively infrequently.  For others, it almost feels like a constant state.

Regardless of the frequency with which we have to face this feeling though, we know how paralyzing and crippling the feeling of overwhelm can be.  Enough so that we may find ourselves shutting down, refusing and unable to move forward. With so many priorities and so many things screaming for our attention we can quickly become so overwhelmed that we are unable to determine what actions to take next.

Think of all the mental noise that our constant thoughts of items on our to-do lists and things we need to remember create. If we envision all of those thoughts that enter our brains flowing like water into a glass we see how quickly our glass (and brains) become full and overflowing. We become overwhelmed when we feel that we can no longer contain and hold onto all of those thoughts, we become fearful of forgetting, of overlooking a priority, of falling short.

One of the easiest ways to manage this feeling is to create a Dumping Ground List. Get out a pad of paper and begin dumping all of the thoughts that are in your head onto the paper. Think of this as one massive list of all of your thoughts, your priorities, your to-dos, your 'cannot forgets'.  As you purge those thoughts from your mind, capturing them on paper, begin noticing how much lighter you feel. The stress of potentially forgetting something floating in your head lessens as a concrete journal of all those 'somethings' takes shape.

Don't qualify any of your thoughts thinking it's not important enough or that you won't forget it. Anything that you are trying to remember in your head needs to be recorded on the list.  Don't take up unnecessary brain-space.  Clear the clutter in your head by committing it to the Dumping Ground.

Once your list is complete take highlighters in 3 different colours. Designate one colour for your 'Immediate' priorities. These are the items on your list that must be completed within the next two days. Using a second colour highlight those items that need to be completed within the next 5-7 and a third colour for those that must be completed within 7-14 days.

You likely have items on the list that have not been highlighted. These are either items you have been carrying around that you feel you 'should' take care of, but that really aren't that important or urgent, in which case let 'em go, and those that may be important but whose time frame is long enough that you need not worry about them today.  These items you can revisit in 3-5 days and build into your action list.

Actively focus and work on the few items you have highlighted that need completion within the next 2 days. Don't worry about the rest - you'll get to them.  Just know that they are recorded there for you to reference when you have the available brain space to focus on them.

If you are someone that suffers from a sense of overwhelm often, you may find that maintaining this running Dumping Ground List becomes your best tool.  Cross off items as you complete them and continue adding to it as more things arise. Maintaining the list means you always have a concrete record of items to refer to, freeing up your brain space and power to focus and hone in on those priorities that are important 'now'.

Dedicate a small lined book to your Dumping Ground and develop the habit of taking it into meetings with you, adding to it as items get assigned or you are extending promises.  Using the book to extend and direct your brain's focus may be one of the best productivity and success tools you activate. Certainly it's a great way for you to eliminate the feeling of being overwhelmed by everything on your plate and get down to the business of managing them instead.

Tip Thursday - Productivity

All productivity tips typically focus on optimizing your ability to get things done. However, this is only important if the things on your list are important. Otherwise, you are merely trying to keep busy.

Ensure that you are constantly building in activities that move you toward the fulfillment of a 'big' goal - something that moves you, inspires you, drives you, fulfills you. Without this you will likely always struggle to stay 'productive', simply because you have no interest in working on what you're working on!

Finding Your Flow

We all have an optimal state of focus at which we are our most productive.  These are the moments inThe Rise of Superman: Decoding the Science of Ultimate Human Performance...which we are fully immersed in what we are doing, allowing us to get further and faster.  This is what is referred to as being 'In Flow'. According to Steven Kotler, author of

"Flow is an optimal state of consciousness, when you feel and perform your best.  It's the moment of total absorption. Time speeds up or slows down like a freeze-frame effect. Mental and physical ability go through the roof, and the brain takes in more information per second, processing it more deeply."

There is over 150 years of research in the study of flow, which professional athletes have long taken advantage of. They are typically extremely skilled at deliberately creating a state of flow, to enhance their performance in real-time moments of need.  Given that a gallop poll suggests that the average business person spends less than 5% of their day in flow we all have room for improvement.  Imagine if you were able to increase your moments of flow to 15% .  Just that shift would serve to double workplace productivity.

Use the following insights to help you learn to Find Your Flow more consciously and strategically...

Challenge Yourself.  For flow there is a clear balance that must be struck between Challenge and Skill. Too little of a challenge and boredom will set in.  A challenge without the needed skillsets to accomplish it will lead to anxiety.  The ideal is a high level of challenge where your existing skills are also high.

Take Risks.  All risks require focus.  Even emotional risks require concentrated effort.  Keep the above point in mind, looking for risks that present a challenge for you, a step outside of your comfort zone, but that fall within your skillsets.

Clear Distractions.  It will prove difficult, if not impossible, to work in flow if you are constantly being interrupted. Block off time, shut off electronic devices and close your door!

Use your Senses.  The deeper your level of engagement, the more of your senses you are likely using. Open your senses to immerse yourself more fully in the task.

Change the Environment.  Your workplace environment can drive comfort and complacency, which may work against your finding flow. A more complex environment, with a certain element of novelty can demand your focus, making it far more difficult to simply 'walk' through your day, since your habits and routines won't fit these new and challenging situations.

You'll know that you're in flow when you find yourself so absorbed and involved in what you are doing that you lose your sense of self and time to the task.  You will experience greater clarity, motivation and satisfaction from the work.

Given that your best and most productive work comes out of your moments of Flow, it makes sense to learn to cultivate these moments. Use the tips above to help you take your productivity (and success) to the next level!

    

Mondays Got You Down?

Ahhh... the weekend!  Many spend their week in anticipation of their upcoming weekend, their time

away from the grind of their workweek, only to find themselves spending half their weekend - Sunday - counting down the minutes until Monday once again arrives.  Research has indicated that people legitimately suffer from the Sunday Blues, anxiety that is brought on by thoughts of having to head to work the following day.  

The largest reason cited is that Mondays are typically the most stressful day of the week. Anticipating and worrying about how 'bad' heading back in to the office will likely be creates negative emotions that often lead us to be less productive on Monday, adding to our negative view of the day itself.

Psychology shows us that our current emotional state not only has a huge impact on our performance and productivity but that it also influences and impacts those around us.  So, our negative emotions don't just bring us down, but they drag down those around us!

Alexander Kjerulf, an international author and speaker on Happiness at Work (yes, it's possible!) says that the Monday Blues are so prevalent that they have become a cultural phenomenon that describe feelings of depression, tiredness and a sense that work is unpleasant and unavoidable. However, there are definitely ways that we can help to start our work week on a more positive note.  The following are 6 top suggestions from Happiness experts.

1.  Prepare Ahead.  Prepare for a positive Monday on Friday.  Leave yourself as few dreaded tasks, carried over from Friday, as possible. This not only helps your transition into the new workweek go much smoother but it also allows you to relax more fully over the weekend, which also de-stresses you.  Use Sunday night to prep ahead to, getting yourself organized to avoid the last minute rush that tends to spike those feelings of stress and anxiety.

2.  Focus on Positives.  Often we are focused solely on all of the difficult and tough tasks in store for us that week, failing to balance them with all of the activities we are excited about.  Start off the week by listing all of the things you are looking forward to that week to keep your energy up.

3.  Dress for Success.  Give yourself the boost or lift you need on Mondays by reserving your favourite or new outfits for those days.  Use the boost they give you to kick-start the week and snag a few compliments along the way.

4.  Schedule Light.  Knowing that Mondays can be hectic and stressful, don't add to them by over-booking your day.  Deliberately leave it a little lighter to give you room to manoeuvre.

5.  Plan Your Weekend.  Give yourself something to look forward to by having something positive lined up for the weekend.  If your weekend tends to serve only as a holding pattern in between work weeks then you are not allowing yourself time to decompress, to recharge, to experience some fun. If you can't build some fun into your workweek (which is also highly recommended) then make sure you give yourself something fun to look forward to over the course of the week.

6.  No TV on Sunday Night.  Although Neilson research shows that people watch the most television on Sunday nights, typically watching a lot of drama, it is not likely to be the best way to de-stress. Enjoy a relaxing dinner, go for a walk, read a book...  engage in activities that don't get your brain focusing on the tension and drama that may be in store for you in the workplace.  The better you are able to forestall worrying, the lower your anxiety likely will be.

Think of each work week as a new beginning, with Monday signalling your fresh start.  This opens up new positive avenues for you to let go of anything you've been beating yourself up over and to engage in more positive action.  Reframing Monday so that it represents beginnings and opportunities may be just what you need to stop hitting the snooze button and to jump into your week smiling.

Creating a Sense of Progress

Perhaps one of the biggest and most consistent leadership challenges that my clients face is the

puzzle of motivation.  They all struggle with how to motivate their people in an effort to keep them focused and producing.  They play with recognition and reward systems in an effort to keep productivity levels up.  Despite their inventiveness and creativity in whatever reward systems they create though, they continue to face challenges in motivation.

Taken down to the personal level though, individual clients also complain of a lack of motivation, often putting it down to the need to get too much done in too little time that they feel burnt out.  It is hard to get motivated to keep slogging when there is just so much more left to do and the end is not in sight.

As it turns out, this last statement is the key.  We are so caught up in being busy that we have lost sight of the 'end', of what it is that we are trying to achieve. We therefore are left at the end of the day having invested 8 hours (or more) of our lives, without any sense that we have made a difference, that we have completed anything of value. Researchers have found that giving people a clear Sense of Progress is more effective at getting people enthusiastic about what they are doing than giving them goals, incentives, recognition or any other kind of reward.  

In fact, this finding was so important that it was recognized as Harvard Business Review's number one breakthrough idea of 2010.  However, it seems that most of us didn't get the memo.  Perhaps because the Progress Principle really isn't all that sexy sounding even though it is effective.  

Progress Principle:  The more that people experience a sense of progress, the more motivated they will be to accomplish more. 

Marketers have long embraced this concept, using it to influence our buying patterns.  A Columbia University study determined that the closer we are to 'earning' a free coffee, the more frequently we start buying coffee. It seems simple enough, but upon closer examination, this is the Progress Principle at work.  Loyalty cards track our purchases, providing us with a method for tracking our progress toward the achievement of a goal, typically a 'freebie' of some kind. 

What's also important to consider is that our goal progress can even be 'illusory' and it will up our motivation.  Consider the impact of two different loyalty cards...

1. A 10 stamp card - in order to get a free coffee
2. A 12 stamp card, with the first 2 stamps 'given' to you as a bonus - in order to get a free coffee

In essence the two cards are identical, buy 10 coffees, get the next free. However, in studies, the owners of the second card purchased their 10 coffees faster than the members of the first loyalty card. Those two bonus stamps made people feel that they had already achieved some progress toward the goal, which left them feeling more motivated to take further action to complete the task.  The Sense of Progress is so powerful that even of Illusory Goal Progress motivates us forward.  

This is an important point to consider, especially after the completion of a goal.  In the first example above, when you redeem your card you are given a fresh, blank card to begin again.  However, research shows us that motivation and performance slow down appreciably right after a goal is achieved.  That blank card is a 'start again' moment that is disheartening, not motivating.  The 'Bonus Stamp' card though has already got a start made.  It already has a couple of small achievements noted that prove motivating toward taking the next steps. It helps get over the motivation drop following goal completion.

Interesting... but how can we use this and apply it to our own goals and challenges in order to up our productivity?

1. Chunk a large project down into smaller goals.  It is far easier to monitor your progress using those smaller steps, which helps keep your motivation up.
2. Each of your chunked project steps, when completed, become 'Bonus Stamps' for the next project chunk.  Your first couple of steps for a goal will always have some early components to it that are already done,  Typically we leave these off of the plan, because they have already been handled.  Instead, include them in your plan, giving yourself recognition for them and some 'Bonus Stamps' for the next phase. If they were steps someone else took before handing the rest over to you, include them anyway.  We know that Illusory Goal Progress works, get it working for you.

Loyalty cards are simply progress tracking systems. Ensure that you have systems in place that help you to track your progress.  Build your own personal system to help you track and reward your progress. We already know that we can be influenced by such systems to help others achieve their goals, why not put the same principle to work to help us stay on track and meeting our goals? 

Creating a Sense of Progress is far more effective at getting us enthusiastic about what we're doing. It serves to catalyze and nourish our motivation and spurs greater progress. We can easily see where our work has made a difference, helping us to feel more purposeful and valuable. If you feel that your motivation seems to have taken a vacation (if not relocated permanently to another city), build your own Big Project Loyalty Card system and see what tracking your progress more actively does to help bring your motivation back online.  

Tip Thursday - Productivity

It is easy to feel overwhelmed, especially with a long to-do list hanging over our heads. Rather than focusing on 'everything', ask yourself instead... What is the best use of my time right now?

Focusing on what is within your control at the moment increases your sense of control over 'tomorrow'.

Focusing on the moment helps you to decrease the stress you feel about what else is on your plate, which makes focusing on what's left so much easier.

Tip Thursday - Productivity

Follow the under 10 minute rule. If a task arrives at your desk that could be done in under 10 minutes, do it right away. It would take more time to read the task, put it aside, and reread it and do it later than just getting it done right away. Often it is the small tasks that are more likely to get sidelined, taking up the mental head space needed for bigger, more complex tasks.

Sleep Your Way to Success

An overlooked but important component of our productivity and success is the quality and quantity of our sleep.  Sleep is an important time for our brains and bodies.  It is during our sleep that our brains work to clear our bodies of toxic waste chemicals, heals and repairs body tissues, consolidates memories, enhances our learning, processes emotional events...and on and on.  Our brains and bodies need this time.

Numerous studies have shown the debilitating impact of sleep deprivation upon our thought processes, productivity and capability.  However, most recent studies are also showing that we are not, as a rule, achieving the restful and rejuvenating sleep that we require to sustain our daily activities.

In order to achieve success and maintain a high level of performance, the quantity and quality of our sleep is a critical component to consider.  If you are not waking up refreshed, focused and ready to tackle anything the day may throw at you, it may be time to review some of your sleeping routines. Consider whether there are any potential changes you need to make to yours, giving your brain and body the time they need to prepare you for the day ahead.

Timing.  We know that our children respond best to a regular bed time, but our bodies and minds do too.  It is far easier to fall asleep when we get into a regular routine and habit.  Try to stick to a consistent sleep and wake up pattern, which will serve to signal the brain when it is to shift into shut down mode.  Certainly we will have exceptions to this routine, but make them the exception, not the rule, if you want to fall asleep faster and easier.

Upgrade your Bed.  You can't expect to have a restful night's sleep if you are sleeping on an old, lumpy, ratty mattress.  Ensure that you have a mattress that will support you the way you prefer to sleep, and a pillow that will do the same.  Oh, and don't forget to change those sheets regularly too. Feeling comfortable in your bed helps to signal the 'relax' function in your brain.

Fresh Air.  I know that there are some people that don't like to have a window open when they sleep, but fresh air and a cooler room are more conducive to a deeper more restful sleep.

No Food or Drink.  Avoid eating any heavy food or drinking alcohol with a couple of hours of bedtime.  Both require too much energy from the body for it to be able to unwind enough to relax for sleep.  Additionally, drinking too much before bed will require you to get up during the night to go to the washroom, which is also disruptive.

Limit Caffeine.  If sleep is regularly alluding you it may be time to review how much caffeine you are taking in throughout the day, particularly in the evening, and determine whether it may be a contributing factor.  Try cutting back on your caffeine intake, at least in the later afternoon and evening to determine if that was the culprit.

No Electronics.  Make sure that any of your laptops, phones or tablet are not in your bedroom or have all of their sound shut down.  Listening to pings and bells signalling the receipt of new messages does nothing to help you unwind and drift off to sleep.  Either keep 'em where you can't hear 'em or shut 'em down!

Avoid those Screens.  Apart from the noises your devices may make that interfere with your sleep, research shows that the blue light emitted by your electronics is disruptive to your body's natural rhythms.  Try avoiding all device screens for 1-2 hours prior to bed time to reduce its impact.  If you must use your devices prior to bed, try turning the brightness of the screen down, or use a light altering software to do it for you.

Relaxing Rituals. Creating bedtime rituals can be an extremely effective way of programming the brain to recognise when we are ready to begin shutting down.  Taking a hot bath, meditating or any other quiet activity can serve as your wind-down signal.  The more consistently it is used the more effective it will be in helping train your brain and body to know that you are preparing for sleep.

Exercise.  We know that there are numerous benefits of exercise, but studies show that those who exercise regularly sleep better at night and feel less sleepy during the day.  It also helps to increase the amount of time you spend in the deeper more restorative stages of sleep.  Exercising in the morning or during the day is great but, because exercise speeds up the metabolism, avoid exercising too close to bed time.  Ensure that you finish at least 3 hours before you go to bed to allow your metabolism to have slowed down.

Sleep is a critical part of our Success formula.  The better the quality of our sleep, the more focused and productive we can be.  However, the more we compromise the nature and quality of our sleep, the less prepared our minds and bodies will be to face the tasks we ask of them.  Creating the bedtime rituals and habits that serve your body and brain are all part of a success strategy that will help you get to the next level.

Tip Thursday - Focus

Consider that the need to Focus in on one thing is not dependent upon your simply saying YES to that responsibility. To successfully focus on one opportunity requires you to say NO to all of the other opportunities and ideas that cross your plate.

Dividing your focus is likely to divide your results. Put your energies and attention where they are best able to give you the results you desire most, putting the rest on 'hold' until then.

Tip Thursday - Productivity

Set time limits for all of your scheduled tasks. This ensures that you haven`t listed more than can possibly get done in a day (forcing you to leave at the end of the day feeling like you have failed to accomplish what you set out to do!) and let`s you `add in` tasks that will `fit`.

Have 10 unexpected minutes available?  Add in a 5-8 minute task.  Most activities expand to fill the time available. If you haven`t set boundaries you are likely to find your 10 minute task taking you the full 30 minutes you have open before your meeting.

Scheduling time limits for your tasks not only ensure that you are not OVER scheduling your day, but it also helps you keep on track for the tasks you do take on.  You'll likely find that you accomplish more in a day simply by keeping loose track of how long you are spending on each task.

Learning to Leave at 5 (Without Guilt)

There are many reasons for us to try and end our work day comfortably at 5pm; we have children and families to care for, we want to fit regular work outs into our schedules, we are working on perfecting our skills at outside activities, the need for relaxation.  Although there are studies that highlight the benefits of not continuously working overtime and of leaving work each day on time, the struggle for most of us rests in trying to make it happen.

We may want to leave at 5, we may promise to leave on time but the day often gets away from us, preventing our wishes from materializing.  It seems that merely setting the intention to leave at 5 is not enough.  We need to consciously develop systems that help us make it happen. The good news though is that these 'systems' can become habits over time, helping us to work unconsciously toward ending our work day at a reasonable hour.

The following tips are all designed to help you manage your work and your day to allow you to leave work at 5pm guilt-free.  Sure, we may duck out at 5 now, but we are often walking out the door carrying the stress of the work left behind on our desks.  The trick is to not just set an alarm and race out the door at a set time at the end of the day, but to leave feeling in control of our workload and good about what we accomplished that day.

Tip #1      Start with the End in Mind.  You must start each day with the clear expectation of when you intend to finish that day.  This isn't a wish, hope or prayer, it is a clear fact.  It is absolute. Creating this expectation before you start your day establishes the target that you are working toward. It will influence you unconsciously, even in small ways, throughout your day. You won`t make choices that might negatively impact its possibility, you will focus better and waste far less time... often without even knowing or realizing it.

Tip #2     Know Your Why.  Why is it important to you to leave at 5?  Family?  Fitness? Education? Fun?  Whatever your reason, the stronger your reasons and the more they align with your personal values, the more likely it is to happen.  If it is really critical to you to get ahead and advance your career and your organizational culture is such that leaving at 5pm will make you appear less committed... know you are never going to be leaving at 5pm.  You may create all kinds of reasons 'why' you just can't make it out the door on time but know that it is simply because leaving on time conflicts with your top 'why' - of building your career.  Your needs and values shift over time though. What your valued last year may not be what you value today. Become clear about what is important to you now - and why.  This is the key to walking out the door at 5 guilt-free.

Tip #3     Important Stuff First.   Always start your day getting the most important things done first. This is how the most successful folks start their day.  If the rest of the day goes sideways, odds are you have already achieved what you really needed to get done, eliminating the need for you to stay late to finish things off.  Whatever is on your list that is a 'must get done today item' should be the first thing you tackle.

Tip #4     Have a Plan.   As a corollary to the tip above, you need to have a plan for what needs to get done each day.  An Action list, a To-do list... it doesn't matter what you call it, but it is important that you are clear about how you are looking to spend the day.  Separate the must-get-done items from the if-there-is-time items.  Knowing the difference between the two is what helps you leave without guilt. If all of the to-do items are jumbled together, anything undone at the end of the day weighs on your mind.  However, separating the two means that as long as the must-get-dones are crossed off you're good to go at the end of day, feeling good about any of the items on the if-there-is-time list you managed to also accomplish!

Tip #5     Set the Expectation.   One of the biggest challenges that people working from home often face is the need to 'train' those around them to understand and respect the parameters of their work day. However, those working within corporations also need to 'train' their coworkers.  Your behaviour drives their expectations.  If they always seem to come to you with issues at 5 minutes to 5pm, and you always stay to resolve them, then you are training them to believe that your time is flexible. Letting people know you have a hard stop to your day, and then leaving on time, establishes your boundaries. Others will start to adjust their behaviour around the expectation of your availabilty.

Tip #6     Schedule Transition Time.  Always allow for 15 to 20 minutes at the end of your day to transition your departure.  You might set at alarm on your computer at 30 minutes before leaving to remind you to begin to transition your exit.  This allows you time to wrap up what you are working on, to record and schedule activities for the following day, to send any final messages and reminders. This means that you don't schedule meetings that would end after 4:30, you don't place a final call at 10 minutes to, you don't take a 'quick' question with 5 minutes left to your day.  You want to engage in behaviours that help you reach your target, not work against them.

Continuously working overtime is one of the most common complaints of workers today and one of the biggest sources of frustration and stress.  However, there is often more that we can do to alleviate some of that stress than we may believe.

As much as I have used 5pm as a target, note that your target may be 6 or perhaps 7pm.  Think about when you are typically calling it quits each day and whether there is a personal advantage to you (a 'why') to leave sooner.  Set that target.  If managing it each work day seems impossible then start with one or two days a week.  Whatever the case, make it an absolute for those days.

Using the tips above you may just find that it isn't as impossible as it once seemed.  As you reap the benefits of reclaiming some time for yourself and other activities, you just might begin to see an increase in your productivity while at work!  At the end of the (work) day, it's not about the hours you put in, but what you put into the hours.

Avoiding Meeting Overload

Most people would agree that they spend too much of their work week in meetings. Typically this complaint is generated by time spent in ineffective and poorly run meetings. However, there is also a concern about the sheer number and volume of meetings that workers are being asked (and expected) to attend, such that they often have days spent moving simply from meeting to meeting, with no time in between to get any 'real' work done!

What options are there for those whose schedules seem to become consumed by meetings?  

The following is a list of suggestions on how to handle a schedule that is dominated by Meeting Overload.  Using any or all of these suggestions may help you to survive and remain productive throughout each of those back-to-back meetings.

1. Advance Strategies.  Review your schedule and evaluate your planned meetings.  Consider which you can Delete, Defer or Delegate. Get picky. There may be meetings that don't require your presence, you just need to be kept apprised of their findings.  Perhaps there are others in your department that are better suited to attend, or who could benefit from the exposure or development opportunities attending in your stead would provide.  Consider each meeting strategically to determine whether they merit your time or whether you have anything to contribute.

2.  Apply Compression.  Meetings are often scheduled to be longer than needed. Where you have the ability, shorten the time allotted or narrow the focus of the meeting to allow for a shorter meeting time.  Most meetings automatically expand to fit the 'available' time.  Reducing the time available simply pushes people to exercise a little more focus in their comments and discussions.  This is more efficient, and typically far more effective.

3.  Be an Outcome Advocate.  Require that Agendas with clearly stated Outcomes be generated for each meeting you attend.  If one isn't forwarded, request it.  You should know prior to attending what the purpose of the meeting is, what the desired outcomes are and how you are expected to help achieve them.  Better preparation on the part of the meeting convener will allow you (and all other attendees) to prep better, helping the meeting to retain focus.  Who wouldn't love to have meetings ending early because they were targeted and well run?

4.  Work to Hard Stops.  Don`t enable inefficiency by allowing meetings to run late. Ensure participants understand the scheduled 'end' for the meeting and work through the agenda items with that end in mind. Don`t allow an inefficiently run meeting to play havoc with the rest of your day. Teach them to respect your time, and increase their meeting management skills, by forcing them to work to the schedule they set.

5.  Consider Alternative Meeting Formats.  If you have a full day of meetings ahead of you consider whether you can create a 'break' from sitting around one meeting room table after another by scheduling a walking meeting instead.  These are perfect for when you are meeting with only one or two others. Getting up and moving not only recharges your batteries, but can also help to spur your creativity. Break the feeling of meeting monotony by switching up the location, the format, the structure.

6. Fuel Up. A day of endless meetings can be tiring, challenging your focus.  Often we are left grabbing some food on the go or, worse yet, failing to eat at all.  On the days that your schedule is overloaded, become more strategic about what food you are taking in.  In this instance you need to use food as fuel, not to simply fill-up.  Eat for the energy you want and need to have available for your day.  Quality counts!

7.  Standing Room Only.  If you are looking to help shorten and target meetings more, arrange for everyone to stand throughout the meeting.  Leg fatigue can help keep everyone on point and task focused.

8.  Engage.  The type and nature of your engagement influences your focus.  If you are answering emails and addressing other issues... Why are you there?  Staying focused on the discussion at hand not only helps to move the agenda items faster, it also serves to keep your energy up while also heightening your visibility and presence.

Meetings are an inevitable and integral part of the business world.  However, an overload of meetings can quickly deplete your personal resources if you don't manage them, and your schedule, well.  Use the above suggestions to help you avoid feeling overloaded or wanting to jump overboard.

Tip Thursday - Success

Successful people do things in the order of their importance. Therefore, they tend to plan their day in
advance. Every night take 5 minutes and write down the 6 things you MUST do the next day, in order of their importance. The following day - do them IN ORDER - so that you never fail to complete the most important items by spending your day completing less important things.

Charles Schwab and Mary Kay Ash both are reported to have used this technique - and both made hundreds of millions of dollars.  A coincidence? I think not!

Give it a 3 day Challenge and see what impact it has on your productivity!

Productivity Lessons from your Kids

We are typically so focused on teaching our children what they need to know to be successful that we fail to recognise just how much they have to teach us. When it comes to productivity there is much we can learn from them. As children we are far more productive in learning new information and skills than we are as adults. Stepping back and stepping out of our 'Adult' mindset can help us to relearn a couple of key skills that we may have left behind in our childhood that just might serve us well as adults.

Get the Sleep you Need

Kids sleep.  A lot.  When they are awake they give whatever they are doing everything they've got, which means they sleep when they need it.  Without enough sleep they are unfocused and irritable. What parent among us has not experienced that! However, without enough sleep we are the same. But, we lie to ourselves ab out it, saying we're fine, that we don't need any more sleep to operate. Research shows us though that a lack of sleep can impair our abilities as much as too much alcohol can. Without enough sleep we lose focus, our memory suffers and our attitude shifts to negative. To be more productive you need to make getting the sleep you need a priority.

Trial and Error

Kids learn by doing. They keep on trying something until they get it. They are even willing to take a few risks along the way, make a few mistakes, take a few bumps and bruises in order to improve and achieve their goal.  Just watch a young child learning to walk, letting go of the coffee table as they step toward the couch.  The pride when they make it and the determination to try again when they miss.

Trying something again and again helps them to perfect the skill.  This is how we learned to walk, to eat, to talk, to ride a bike...  It still works for us today, we just have to hold our pride in check and allow ourselves a few missteps along the way!

Keep the Routines

If you've raised a child you know how essential it is to build some solid routines into their day. These routines are their safe-zones, leaving them able to deal with the other changing elements in their day. The structure gives them the security they need to explore fully all of the 'new' experiences they are faced with.

We are much the same.  Without some solid routines, and the habits they build, life is likely to feels constantly changing and perpetually overwhelming.  We want to focus our mental and physical energies into dealing with the 'new' issues we face, in building 'new' skills, not in constantly solving old ones.  Strong routines manage the 'old' so we have what is needed to take on the 'new'.

Focus on 1 Thing

Kids are remarkable in their focus and concentration.  It may not be for tremendously long duration, but when they are engaged in something they tend to give it all that they've got. They are living fully in that moment, attending fully to it.

We, on the other hand, divide our energies amongst multiple tasks, trying to attend to too many things at once. this tends to decrease our effectiveness and productivity, not increase it.  The better able we are to focus on one task at a time, the faster we will actually get it done.

Know When to Stop

Kids can go, go, go... and then they collapse.  They are interested in an activity... until they are not. And the distinction is clear. They know when they are done, when they have had enough, when they have lost interest and need a change or a break.

We, however, have learned not to listen to the inner voice recommending a break or change in activity, choosing instead to push on through.  However, our productivity markedly decreases when we do. When we feel our attention waning we do far better to take a small break or to switch tasks, each of which allows our brains to focus on something different. Switching it up helps refresh our brains, to keep our focus and attention up, which is a huge boost in our productivity.

If you've ever wished that you could be a kid again... here's your chance to introduce a few childlike qualities into your day, helping you to be more productive.  The bonus is, of course, that getting your work done faster allows you a lot more time to go out and play.  Recess anyone?

Tip Thursday - Productivity

Parkinson's Law states that a task will swell in (perceived) importance and complexity in relation to the time allotted for its completion.  To increase your productivity try shortening the time frame you give yourself to complete a task.  Just as you tend to accumulate 'stuff' to fill whatever size house you own, you expand your activities to fill the time you have to complete a task.  Giving yourself less time to complete tasks increases your focus and productivity during that time, freeing up time for something else.

Tip Thursday - Talk Your Way into Productivity

One aspect of being more productive rests in your ability to focus on a task.  However, sometimes it seems as though our mind is not prepared to think the way we need it to, when we need it to.  You can help to redirect your brain and 'induce' focus by using visuals (draw a diagram or picture to move past words and help t cement your thoughts) and talk out loud, walking yourself through your thoughts. Talking out loud engages a different part of your brain than does thinking in silence, which can be enough to help you focus in on the issue you're grappling with.

6 Tips to Recharge your Batteries

When it comes to productivity, time (and the lack thereof) is rarely the issue we think that it is. We seemingly have little difficulty in finding the time for the things that we truly 'want' to do, rather than those we feel that we need or must do.  Just think about how up-to-date most people are with what's happening in their favourite television shows.

It is therefore less a question of what we have time for and more about what we have the energy for. When our energy is high we are far more likely to tackle the difficult tasks than we are when our energy is flagging.  Therefore, the better we become at managing our energy, the better able we will be able to effectively manage our growing workload and produce the desired results.

The challenge we actually face then is that few of us are truly effective in managing our energy.  We typically don't consciously know how to recharge our personal batteries and we do not go out of our way to build and schedule energy recovery and renewal systems.  Most of us are therefore attempting to get critical work accomplished when our batteries are depleted.  We can't possibly do our best work in these moments, yet we have somehow developed the belief that we need to push through these moments rather than taking a break and gifting ourselves with some recovery time.

Science tells us quite clearly that our brains and our bodies require breaks, short periods of recovery, in order to function optimally.  Without these moments to recharge our batteries we are not capable of the same clarity of thought and productivity as when we are attacking a problem when fully charged.

In a recent Gallup poll, it was determined that only 13% of employees reported feeling engaged while at work and a further study of 10,000 people found that only 11% reported having a great deal of energy throughout the day.  These are not unrelated findings.  There is a strong correlation between our energy levels and our engagement.  The more we learn to manage and control the former, the more we will find ourselves able to experience deeper and more sustained levels of the latter.

Just how can we begin managing our Energy more effectively?  Consider any of the following tips to help you to become more adept in recharging your batteries and managing your energy...

Sleep

Most tend to focus on the quantity of sleep required for renewal.  Athletes tend to average 8.5 hours of sleep a night in order to ensure their performance, whereas most of us regular folk tend to be averaging roughly 6 hours.  Hardly enough time to get those batteries fully charged.  What is perhaps even more important to consider is the quality of sleep that we are engaging in, for however many hours we manage.  Few of us are enjoying restful sleep periods.  To help with this consider changing out your mattress (upgrades are needed periodically), a better pillow, fresh air, earplugs or noise cancelling devices.  Getting more and better sleep is seen by most experts to be the number one most important thing that we could and should be doing to enhance our focus, maximize our energy and optimize our performance.

Connect

Engaging with others can also help us to recharge our batteries.  Certainly avoid the energy vampires, but spending time with others can be a welcome distraction that can revitalize you.

Exercise

Engaging in exercise can provide you with a positive mood boost.  Research indicates that the mood boost can last upward of 12 hours following a period of exercise which is one reason why many recommend exercising first thing in the morning.  In addition to the positive health and fitness benefits of exercise, it is also important for enhancing the overall functioning of our minds and bodies, allowing us more sustained productivity.

Unique Abilities

We get recharged when we engage in activities that utilize our unique talents and strengths. We can take advantage of this by deliberately scheduling activities we enjoy directly following those that we don't, in an effort to provide a boost to our flagging energy.

Breaks

The top 10% of performers will typically work for an average of 52 minutes at a time and then take a break of about 15 minutes.  This on/off rotation is key to ensuring your sustained energy and focus over the course of a full day.  The timing of your on/off cycle may vary from this, but it is important to build in short periods of recovery throughout your day.  You typically know what activities and people cost you energy, enabling you to plan your day around these events.  You want to go into these situations as fully charged as possible and to allow time to recharge immediately following.  Even quick five minute breaks can make a world of difference in your focus and energy levels.

  

Tip Thursday - Building your Creativity

As much as many of us tend to think of Creative moments simply striking as lightening bolts in a
random pattern, most people that rely on their creativity for a living - meaning they must be creative 'on demand' - have found it necessary to have a space that is completely devoted to their creativity. Entering that space serves as a trigger to their brains that it is now time to be creative.  Maya Angelou typically chose to work in small, no frills hotel rooms, rather than her home, as a separation of her living and working spaces, allowing her mind to recognise when it was time for her to work and be creative. This tip also serves as a great signal for increased productivity as well!