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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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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!

 

 

 

  1. Google Calendar
    • Because it syncs flawlessly with my iPhone.
    • Because of the new REMINDER feature that reminds me of tasks I need to do on a specific day.
    • Because I can paste a phone # or Zoom link into the location field.
  2. Apple Watch
    • Because I can keep my phone on silent and my wrist vibrates when I have a call or text.
    • Because I can quickly find my iPhone at any time by pressing one button (iPhone pings!)
    • Because I now don’t need to have my phone with me all the time.
      • I really value that I can get help or be reached in the case of an emergency.
      • And I love that I don’t have to carry a pocketbook and can pay for things with Apple Pay.
  3.  Evernote
    • Because it’s easy to manage my tasks and change my categories as needed.
    • Because it’s easy to manage a project in a note.
    • Because it’s easy to find the notes I take!

Productivity Tools I WANT for Hanukkah/Christmas – The ability to mark my texts as UNREAD….The ability to mark my texts as UNREAD…The ability to mark my texts as UNREAD…The ability to mark my texts as UNREAD….

 

Managing Over

This week I’m sharing content from an another article I was featured in. Thanks again to Kathyrn Vasel, of CNN Business for the great article on How to shut down an over-talker at your next meeting.

 

(CNN)Meetings can be a bore, but they can really drag on when someone is talking too much or going off topic.

If one person dominates the conversation, it can deter others from speaking up and mean missing out on new ideas and getting a variety of opinions.
“I’ve never led a team where there isn’t some degree of someone who is an over-talker,” said Ellen Faye, a productivity and leadership coach.
Leaders need to learn how to manage a meeting. They need to take charge when someone goes off the rails, but they also need to tread carefully when it comes to reining the person in.
“You want meetings to be useful, and if you have someone who goes on and on — that meeting has become non-productive,” said Faye.

Set a firm agenda

It’s easier to keep people on track with a comprehensive agenda that includes topics and time frames. It provides a blueprint to what will (and won’t) be discussed, which can help people stay on topic.
Set the tone of the meeting from the start: Telling attendees that you plan to keep things moving and on topic can make people more aware of their speaking time and make it less awkward if you have to step in.

Create time limits

Setting parameters can also help curb over-talkers.
You can request that people keep their comments to around one minute or two, or that they share their top thought and then move on to the next person, Faye recommended.Another option is to outline that you want to hear from each participant at least once, but no more than three times.
“That way, everyone is compelled to speak up and participate, but the over-talkers will be more limited,” said Faye.

Steer them back on track

We can all get into the weeds sometimes and risk getting bogged down with details that aren’t relevant.

If that’s happening, Faye suggested saying something like: Those are great details to work on. Let’s keep a note of that for later.
“It takes a leader with confidence to know when enough is enough,” she said.

Create a ‘parking lot’

Making sure participants feel heard is important, but sometimes their ideas just aren’t relevant to the topic at hand.

Those ideas can be sent to a “parking lot,” which is a list you create, either on paper or for everyone to see.

This validates an idea, but keeps the conversation on topic. Just make sure to circle back to the parking lot at the end of the meeting.

“The actions in the parking lot need to be forwarded in some way,” advised Hallie Crawford, a certified career coach. That could mean moving an ideato the next meeting’s agenda, assigning someone to look into it, or dealing with it via email.

Politely interrupt

If there’s a serial over-talker or someone has been going off on a tangent for several minutes, it could be time to interrupt — just be polite about it.
If someone is being verbose and not getting to their point, Crawford suggested saying something like: “Joe, if I can interrupt, I think that is a great thought. Do you have any recommendations of how we can implement that plan or strategy?”
She also said phrases like: “Sorry to interrupt, but in the interest of time” or “bringing us back to the agenda” can also get people back on track without coming off as harsh.

This week I’m once again sharing content from an article I was featured in. Thanks to Kathyrn Vasel, of CNN Business for the great article on How to Make Meetings More Effective.

You’re running your meetings wrong. Here’s how to make them more effective.

Meetings often get a bad rap. We have too many, they’re too long and they prevent us from being as productive as we could be.

“People don’t hate meetings, they hate meetings that waste their time,” said Ellen Faye, a productivity and leadership coach.

But sometimes meetings are necessary, and can be useful tools for getting things done, brainstorming new ideas and tackling problems at work.  You just have to do them right.

Keep the invite list exclusive
Only invite people to whom the subject matter of the meeting is relevant. “People don’t often really think about who really needs to be at the meeting,” said Neal Hartman, a senior lecturer in managerial communication at the MIT Sloan School of Management. “Lots of people get invited and if the topic isn’t relevant to them, they feel like they have nothing to contribute and they are sitting there thinking of all the other things they could be doing.” Limiting the size of the meeting can also spur better conversation, said Paul Axtell, author of “Meetings Matter: 8 Powerful Strategies for Remarkable Conversations.” “The quality of conversation is dependent on quality of the relationships that walk into the room. Fewer people are more likely to connect.”

Have a clear agenda
Make sure all attendees have a good sense of the subject and goals of the meeting before they walk into the room. When you send the calendar invite with the time and location of the meeting, it helps to also include an agenda with the intended topics of discussion. “It’s particularly useful to put a suggested timeline for each agenda item.” said Hartman.  Give people adequate time to review and digest any complex data or documents before the meeting to avoid putting anyone on the spot and to keep the meeting moving. “If you are expecting your meeting to be effective and productive and you want to be able to make a decision, you need a certain degree of information and data,” said Faye. And if you expect some participants to run part of the meeting, give them advanced notice and a time limit.

Get broad participation
Now that you’ve invited only the necessary players to your meeting, make sure you get input from everyone. “If you have done a good job selecting the participants … it’s useful to hear from everybody to get a nice range of insights and perspectives,” said Hartman. The meeting leader should make sure everyone feels comfortable contributing and rein in any conversation hogs who tend to dominate meetings. There are different ways to encourage everyone to speak up. Some implement a rule that everyone needs to speak once, but no more than three times. Others will simply make sure to call on everyone in the room at some point. “The people who are quiet have good information and if we skip them and don’t hear them we aren’t making the best decision for the team and aren’t getting the best outcome,” said Faye.

Limit your own talk time
While meeting hosts play an important role in the effectiveness of the meeting, they also have to be careful with how much they are talking. One of the biggest problems that leads to unnecessarily long meetings is the leader talking too much and not asking questions or listening, according to Bob Sutton, an organizational psychologist and Stanford professor. “You have leaders who talk to allegedly show off their knowledge, when asking questions helps make everyone feel engaged and recognized,” he said.

Have a call to action
Too often if you ask participants of the same meeting what was accomplished or discussed, you’ll get different answers. To avoid that, the meeting leader should take a few minutes to review what was decided on, any deadlines and the next steps to move forward. “If you don’t leave with specific commitments and timelines, then for the most part you didn’t accomplish anything,” said Axtell.” Most often the missing piece is not nailing down who is doing what and then not following up.”

Limit tech
Technology has made our lives much easier, but it can also be a major distraction in meetings. “If you are texting or emailing during a meeting, you aren’t engaged,” said Faye. “There is no way your brain can be doing that and listening and following the conversation.” Meeting leaders should set expectations and ground rules on what technology will be tolerated and they should practice what they preach. Some companies have even banned technology in meetings or make people turn in their devices at the start of the meeting.

Avoid lip-service meetings
Managers can run the most well-run meetings, but if there is no execution afterward, it can cause friction with employees. “Some leaders seem to believe that if they have meetings and are just listening to people and don’t follow up on the opinions or advice, that will make employees feel better,” said Sutton. That’s not the case. “People get really frustrated,” he said.

If it’s daily, keep it short and try standing
If a daily meeting is deemed necessary, keep it moving and keep it short — no more than 20 minutes. “If it’s a daily meeting where you are reviewing actions … I would do a standup meeting where everyone is eye level and everyone moves on,” said Faye.

Track how much time you spend in meetings 
Some job roles require multiple meetings a day, but Faye recommends aiming to have only two hours of meetings a day with four at the most.
“This gives you enough time to follow up, react and do other work,” she said.