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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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COVID-19 (Coronavirus) has more people working from home.  Follow these tips to maximize your productivity.

  1. Identify Your Most Important Work Each Day
    1. Organize your tasks by priority – know what has to be done this week, what you want to get done this week, and what MUST be done by the end of the work day. Focus there!
    2. Make a physical list of today’s tasks and keep it in front of you. If it is not in front of you, it won’t be top of mind. (Hint: on your phone or computer isn’t as effective as a written note in front of you.)
    3. Some clients find it helpful to estimate duration and identify task start times of the physical today’s tasks list. That helps fight the “time expanding to the time available” challenge.
  2. Create a Workspace That Supports Your Success – Most of what is written about working from home is how to use your time and how to prepare for work.  I know plenty of effective people who work in their pajamas or exercise clothing all day. For many, what they are wearing doesn’t drive productivity.  The biggest obstacle I’ve observed is not being physically set up for success. Having a work space that supports productivity is crucial:
    1. Have Supplies in Reach:   Have pens, pencils, markers, post-its, letter pads, files, action priority lists in reach.  While your “office” may be your kitchen island, your dining room table, your back porch, or a comfy chair in your family room, you still need to designate a space (a close by drawer or cabinet perhaps) for the things you need to get your work done.
    2. Set Up Your Technology: Do you have a printer handy?  Is it connected to your Wi-Fi and computer?  Do you have a second monitor for detailed projects (this can increase productivity exponentially.)  Do you have a handy place to charge your ear pods, and mouse and other technology?  Is your Bluetooth hooked up?  Many people say “I’ll do that later” and never get to it.  Taking the time (or hiring someone to help you) get your tech set up makes a huge difference.
    3. Find a Quiet Space: Are you able to have a conversation without interruption?  Yes, we know that it’s great to have your kids close by, but sometimes you need to be able to close the door and focus.  If you are working in a “public” space, I recommend having a backup location designated for times you need quiet.
  3. Get Clear to Beat Procrastination – There have been some good articles written lately that procrastination is more of an emotional issue than a discipline or work-habits issue.  I agree and have typically found procrastination to be driven by one of two things:
    1. Lack of Clarity About What’s Most Important – when you’re not clear you end up doing fun or easy stuff instead…
      1. If you work for yourself it’s helpful to create annual goals/objectives/priorities to help you know what to say no to and what to say yes to.  If you aren’t clear about what your priorities are, then it’s going to be really hard to achieve them. (I address this in this blog series)
      2. If you work for a company, I recommend a sit-down with your manager to discuss priorities and what is actually important.  You’d be amazed at how often it’s just assumed that everyone is on the same page…and they aren’t.
    2. Not Knowing How to Do Something or Where to Start – so you just don’t start.
      1. When I dig down into it with my clients, they procrastinate because they aren’t clear about how to do what they want to do. Often, we will come up with a step by step plan, identifying actions, order, and steps for completion.  Once they have that plan, they can move into action.
      2. Sometimes you just need more information.  Once that’s identified then my clients can figure out how to gather that data, and once they have the information, they can proceed.
      3. Sometimes things just need to percolate before moving into action.  Listen to Adam Grant’s Ted Talk on Pre-crastination!
  4. Set Boundaries to Minimize Interruptions
    1. Set boundaries (rules) for those who are home with you about when and how you are to be interrupted. Schedule breaks and share those time with your family/friends/roommates so they don’t feel the need to interrupt as often.
    2. Set work hours and be sure that people in your sphere know you are WORKING from home. Many people think it’s ok to call and chit chat or that you can take an hour walk or lunch break.  If you want to avoid working 24/7 then setting specific work hours is crucial.
  5.  Leverage the Benefits of Working from Home
    1. Quiet, Uninterrupted Time: A lot of my clients really struggle working in open spaces. There are constant interruptions and sometimes headphones don’t screen out the noise.  In some offices it’s not politically correct to wear headphones, or to wear them all the time.  Even a day a week at home, to do project work, can make all the difference.  The brain is not set up to handle multiple inputs.  Practically all people have trouble focusing and getting into flow when they can’t hear themselves think.
    2. Time Efficiency: You can get your work done more quickly working from home and/or accomplish more during your work day. Of course, there is the obvious too – not taking 15-minute breaks at the coffee machine to chit-chat, not going out for an hour lunch (yes, take a lunch break, but you don’t need a hour!), and not being asked to answer the phones or pick up the slack because there is slack to be picked up and you are there to pick it up.

Be a More Productive Leader

Thrilled to be quoted in the same article as Bill Gates!

As the boss of MicrosoftBill Gates would take one week, two times a year, and escape by himself to a secret clapboard cabin somewhere in a cedar forest in the Pacific Northwest.

It was what he called his “Think Week.”

Gates would arrive by helicopter or sea plane, and spend the week reading papers written by Microsoft employees pitching new innovations or potential investments. He read as many papers as possible, sometimes doing so 18 hours a day, staying up until the wee hours of the morning, according to The Wall Street Journal.

”…I would literally take boxes out to a beach place and sit there for a week reading them day and night and scribbling on them to putting it entirely online,” Gates said in 2008 video of of Microsoft’s CEO Summit.

Work done during one Think Week eventually led to Microsoft to launching Internet Explorer in 1995. And in 2005, Gates was reading a paper called “Virtual Earth” that described building a virtual map with information on traffic and live images of final destinations.

Gates’ Think Weeks started in the 1980s; the first ones were quiet visits to his grandmother’s house. As they evolved, no visitors were allowed to the cabin during Gates’ Think Week (other than someone who dropped off two meals a day at the cabin, and on year a Wall Street Journal reporter) and Gates’ cabin was stocked with Diet Orange Crush and Diet Coke.

“When I talk about the early days, it’s hard to explain to people how much fun it was. Even with the absurd hours and arguments, we were having the time of our lives.” – Paul Allen

View image on Twitter

Gates’ “week in the woods” idea is smart, says Laura Stack, president and CEO of consulting firm The Productivity Pro. “I would recommend this approach,” Stack tells CNBC Make It. “People should have a ‘third place’ that isn’t work or home, where they can find focused time to think and create and clarify your strategic thinking,” Stack says. “We must create an environment that gives us the ability to focus our minds without interruption from coworkers, spouses, children, pets and technology, or we’ll never be able to concentrate on higher-order activities.”

 

Leadership coach Ellen Faye agrees: “While exercise, yoga, and meditation are great solutions to managing the stress of every day, there’s nothing like disconnecting for a longer period of time to create the space for important decisions and objective creative thought,” she tells CNBC Make It.

“I think of it as a one week long shower. Because we know that in the shower we have these really great thought processes, but those are flashes and moments, and when you go away for a period of time alone you’re able to get more significant results,” she says.

Stack and Faye both employ the technique in their own careers.

“I check myself into my third space — a local hotel up the road — every quarter to write for 48 hours. I’ve published eight books in 14 years using this approach,” Stack says.

Faye says she spends at least four or five days alone at a yoga retreat every year “for deeper creative thought.”

But your “third place” doesn’t have to be far away or fancy. it could be “Starbucks, the library, or the gazebo in your garden. I recommend at least eight hours, but it’s best to take several days to ‘clear the decks,’” Stack says.

As for Gates, his Think Week eventually expanded from just him reading about ideas and providing feedback, to later Microsoft’s top 50 engineering “thinkers” throughout the company doing so.

In the 2008 summit video, Gates said, “We have institutionalized it as kind of a grassroots process and this is a way that somebody who is even just a year or two into the company and has ideas that may or may not relate to the group they are in can write something up.”

 

mystery box

A friend shared a blog posted with some quick easy organizing tips this morning and that got me thinking about productivity and organizing.  I try to keep a productivity voice to my blog – it’s what I do and who I am.  But, sometimes good old fashion SPACE CLEARING is the one thing you need to do to be most productive.  Everything I talk about is a cross between getting organized and being more productive – they are not separate, getting organized is what you do to make yourself more productive.  So in honor of Jodi’s post, here are a few tips to help you clear some space.

A PLACE FOR EVERYTHING: The greatest benefit of having a place for everything is NOT that you know where to find something when you need it (though that is lovely), it’s so you have a place to put things so they are not sitting around cluttering up your physical or emotional space.  I always think more clearly when my space is clear and it only takes a moment to put things in their place.  Having THE place is the secret.  Here’s an example:

  • Unattached or Unidentified Cords and Wires – everyone has them.  My solution is to create a MYSTERY CORDS and WIRES BOX.  When I’m looking for a cord or wire I know exactly where to go look.  But the best part is that cords don’t clutter my surfaces, if I have one I toss it in the box.

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Ever wonder why some people notice clutter and others don’t?  Have you been curious about why some people are comfortable going down a list while others prefer to hop around?  The answer is related to who they are, not to what they chose.

In the Coaching world, we look at needs and values to help our clients create environments in which they can be most successful.  Needs can include things such as Adventure, Fame, Fellowship, Freedom, Happiness, Health, Love, Power and ORDER.  Just like some people NEED adventure, others NEED order.

Another powerful Coaching tool is self-observation.  Have you ever observed yourself in terms of NEED FOR ORDER?  Awareness around its importance can be a wonderful clue to creating the environment in which you are most at ease.  With the degree of stress that most people feel, whatever can be done to create a less stressful/more productive environment should be prioritized.  Where do you fall on the Need for Order Continuum?

THE NEED FOR ORDER CONTINUUM

The first step is awareness.  The second step is thinking about what you can do to change your environment.

I’m curious to hear your thoughts.  Please leave a reply on my blog at https://www.ellenfaye.com/blog/.

 

Our lives are busy and full to the extent that we are like the Energizer Bunny that just keeps going and going and going. I know I feel like sometimes I take a licking and keep on ticking? My clients share with me that they feel that way too. What if we were to hit the pause button, what would happen?

For me creating space both physically and in my calendar enables me to see what is most important. Only then am I able to focus on the things that are fulfilling and really matter. Actually, the pause is the only way I can see what matters and is important. (Can you tell I just got back from a weekend yoga retreat?) It makes all the difference.

How can you make space?   (more…)