priorities
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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priorities Tag

 

What’s the difference between a Productivity Coach and a Time Management Coach?This question is a thing.  And I don’t want it to keep you from getting the support you need, so I will share with you my thoughts about what I think the difference is.

Really nothing, and perhaps everything.  Time is fixed and finite.  We all get 168 hours each week and no matter what we do we can’t change that.  It is how we spend that time that that we can control.  Both a Time Management Coach and a Productivity Coach can help you build supports and systems to help you maximize the time you have.

It doesn’t quite matter what a coach calls themselves. A good coach is going to work with you to come up with solutions to the issues you bring. And while you may think the goal is to improve your work productivity – that’s not all. While clients call with the goal to improve things at work, what they really want is to have time, energy, and focus for things other than work. As a coach I work with my clients to routinize the less unique aspects of their work and life so they both do their best work AND enjoy their time not working.

Some of the things I focus on as a productivity coach is helping clients do their work effectively and efficiently.  Common outcomes include:

  • Putting systems in place to control what’s controllable. This results in less stress about work and more focus to do the work
  • Making time off count. The only thing worse than working all weekend is not working, yet not relaxing because of the worry of what’s not done
  • Identifying and doing the work that matters, to the right degree of excellence (not beyond)

Yes, these outcomes are all about how you spend your time.  And while our focus is on productivity, it’s productivity around your time.  If your struggling with stress around your tasks and the pressures of your life, you may want to seek out support from a Productivity Coach or Time Management Coach.  As “they” say, I don’t care what you call me…just call me!

 

There is a cute meme going around saying it’s simply “day,” not Monday, or Tuesday, or Wednesday…. just day.  And yes, sometimes the days just run together because there is not a lot of differentiation. It does seem like every day is kind of the same.

That sameness makes it easy to fritter time away.  Without having to be at the office, or a client at a specific time, or having to prep for a trip, or even meet friends for a night out, time seems to fly by.

What can you do to boost your productivity during these unstructured times?  In the absence of external structure, we have to create internal structure! Here are some possible ideas how:

  1. Create a daily checklist
  2. Identify the 1 (or 3) most important task to accomplish each day.
  3. Set specific intentions for living well
  4. Plan time “on” and time “off”

Daily Checklists

  1. Cues you to do your important tasks
  2. Holds you accountable
  3. Shows results

Out of necessity I created a simple Excel doc and have been using it daily since the beginning of May. I feel like I’d be lost without it.  It changes a bit as time goes on and my priorities shift. Here’s a snippet of what it looks like now:

Identify Top Daily Tasks

Take the time to write out the most important things you intend to accomplish for the day. Use a post-it and stick it somewhere you’ll be able to see all the time.  Here are some options:

  • Top 3 tasks
  • Top 1 task – and 2 on deck
  • Top 1 task (I love this one because it ensures your focus is only in one place!)
  • Top 3 tasks – and on deck tasks if the top 3 are quick

I’ve had clients who find success with all these options. Try them and see what works for you.  Right now the most popular selection is #2 – Top 1 task, and when that gets done move to the 2 on deck.

Set Intentions

What do you need to do to live well? Make a list.  Set your intentions.  Then when you plan your week, be sure they are integrated.  Here are some examples:

  1. Work no later than 6pm
  2. Protect 8a-9am for email and daily planning
  3. Create two 2-hour blocks for project work
  4. Practice Yoga 3 times a week
  5. Meditate at least 5 minutes each day
  6. Do a cardio workout 2 times a week
  7. Make time to plan healthy food choices

Plan time “on” and time “off”

When working from home it is so easy to work all the time. Going to the office created separation. Now you have to create that for yourself.  Protect your non-working hours.

  • Create a space where you go to work. Don’t go to that space during non-work hours. If you need your computer, use it elsewhere.
  • Try a tech-Shabbat/Sabbath. With the endless Zoom meetings and phone calls it is healthy to give yourself 12 hours off. Try shutting your tech off on Saturday or Sunday.
  • Take a few days off – if possible, find a place to go for a few days. If there is nowhere safe to go plan a stay-cation and put work on hold.

At the beginning of the pandemic, much was discussed about working from home.  In my opinion, way too much discussion.  I don’t know about you, but I was overwhelmed with the sheer volume of newsletters, emails, and social media posts, as well as the endless links of things to read shared by well-meaning friends. Even if I only read selectively, it took so much time!

It was all too much. The rebel in me was not about to jump on that bandwagon and inundate you with more.  I took that break, but now I feel like I have information that will help you adjust as we move into this new normal.

From talking to clients and colleagues around the world, it’s clear that things are different depending on location.  I’ve heard of a few people preparing to head back to their offices now, while others are being told not to plan to return until 2021.

With that in mind, here are my productivity tips for the next few months:

  1. Be ruthless with your online reading/viewing time
  2. Create more structure than usual
  3. Schedule non-working and working blocks of time
  4. Plan (and take) vacation/stay-cation time

My intention with this blog has always been to keep the posts short enough so you can quickly read them and absorb them.  I do not want these posts sitting in your inbox. Please read what I am sharing and then delete this email!  You can always reference back at www.ellenfaye.com/blog.  (The search feature will help you find what you’re looking for.)

To keep this short and sweet, I will address each of the above noted topics in individual posts. Today’s topic:

Be ruthless with your online reading/viewing time

Now more than ever be super selective with what you are choosing to spend your time reading and watching.  The availability of information is enormous and endless. I have clients that spend hours reading things that they have never asked for, yet because it’s in their inbox or feeds, they feel compelled to read it.  Here is how you can manage this:

  • Set specific hours for online reading – that means articles, blog posts, texts, videos, and messages from well-meaning friends. If you stop for a quick read/view of everything that is sent to you, it’s going to be hard to get your important work done. Try blocking out time at the very beginning of your day, at lunch, and at the end of your day for this.
  • While it may be interesting or have value, ask yourselfwhat else is reading this now keeping me from doing?” Some of you with a super high need for completion may need this extra nudge to keep you on task with the work you want to be doing.
  • Reframe and read without guilt! – build in a system to help you stop “reading on the ping.” Move what you want to read to a folder, mark it unread, or flag it for later; then when you get back to it you can enjoy reading without guilt.

I can’t help thinking that solidifying these habits now are going to make you even more productive later! In my next post I’ll be address how to create more structure in your day, and why this is more important now than ever. Talk to you soon!

 

 

 

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.

This week’s topic comes from a client’s inquiry.  She is seeking a better way to balance freelance work, her full-time job, and everything else going on in her life.

The word that comes to mind is RUTHLESS.  She will have to be ruthless in her planning, her priorities, AND her follow through.

A solid plan is paramount:

  • Treat this like you have two different jobs – treat the freelance job like you had a boss and you had to show up. If you’re serious about the other responsibility you can’t not do it just because you don’t feel like it. This holds true for freelance/gig/second jobs, volunteer commitments, family tasks, and other responsibilities.
  • Quantify time allocated to each commitment – If you want to work in your freelance job 20 hours a week and your regular job 40 hours a week, get real about what a 60-hour work week will be like. What do you have to say “no” to to say “yes” to this?
  • Plan it out on your calendar – now let’s bring this to life by clarifying what your week is going to look like. Plug into a calendar grid what you’ll do when. Create a spreadsheet beginning with what time you’ll wake up and what time you’ll go to sleep.  (I call this Ideal Week planning – ideally, if all things go well – my week will look like this…)
  • Pledge to yourself that your 2nd responsibility is as important as your day job – not necessarily in hours, but in commitment. Monitor your actions.  Log your time. If it’s not working ask why not.
    • Are you too tired?
      • Are you working with your body clock?
      • Can you swap office and freelance time?
    • What can change?
      • Are you going to bed at the right time?
      • What other work can you delegate/pass on? – hire someone to clean your house, have your groceries delivered, take your laundry to a wash and fold service.
    • Are you motivated enough?
      • How much do you really want to be doing all you are doing?
  • Assess success weekly – is there a friend or coach you can check in with to discuss how it’s going? Or is it enough for you to be accountable to yourself?
      • Did you reach your goals?
        • If so – what worked?
        • If not – what didn’t work?

At the end of the day there are only so many hours. If you are going to say “YES” to multiple responsibilities, what do you have to say “NO” to?

What is the connection between productivity and leadership?

Perhaps the question is how can these two concepts be pulled apart?

  • A great leader creates the environment for their team to be successful; thus productive.
  • A productive leader gets things done – and that’s not going to happen without strong leadership.

Leaders who produce:

  1. Know what’s important and ensures their team focuses on that work
  2. Have systems in place so team-members know what’s expected
  3. Create space for growth, creativity, and innovation
  4. Develop cultures in which team-member contributions matter
  5. Build connections so that team-members feel they belong

 

Want to learn more? This week I share my appearance on Smead’s Keeping You Organized podcast:

 

The Connection Between Productivity and Leadership  – https://www.youtube.com/watch?v=ET-rmKOFh1U