Are you a map junkie? Here are some cool map features on the Web, built around Google Maps:
• Zip codes: type in a Zip code and see an outline of that Zip code area on the map; or click on the map and find the Zip code. maps.huge.info/zip.htm
• What time is it? Click on the map anywhere in the world (or type in a city/country name), and see the local time in the nearest big city, also international country/city phone codes. www.gchart.com
• How far did you walk? Double-click on points on the map; you’ll see the route traced and the cumulative length of the route in miles (with mileage markers displayed). www.gmap-pedometer.com
Do you wiki? What is a wiki? A wiki is web software designed for collaboration. Unlike a traditional website where pages can only be read, in a wiki everyone can edit, update and append pages with new information, all without knowing HTML. Multiple people in same or different locations can all edit the same documents and create a shared archive. I like Jot.com. You don’t have to install a thing, and if you can use Microsoft Word, you can use JotSpot.
JotSpot’s wiki can be used in numerous ways:
Create a corporate intranet
Manage projects
Collaborate on documents
Keep a backup copy of your email by cc’ing your wiki
[Laura Stack] Two published by Broadway Books, a division of Random House. The first was Leave the Office Earlier (2004), and the newest is Find More Time.
MSFT: Why did you write “Find More Time” and how will it help people?
[Laura Stack] My readers asked me for it. After reading my first book on workplace productivity, they said, "Okay, now that I’m more productive in the office and getting out of work on time, now what? How can I be more productive on my ’second shift’ at home?"
MSFT: Is it complementary to “Leave the Office Earlier?” [Laura Stack] Yes, it’s the next step. This book picks up where Leave the Office Earlier leaves off. Now that you’re more productive during your workday, this complementary book teaches you how to get things done at home, rather than feeling that you never have enough time. You can create a fulfilling, productive life…or just wander through it aimlessly, never quite satisfied with what you accomplish. You don’t have to read my books in any particular order: One book doesn’t depend on the other and there’s no duplication of content.
MSFT: What’s so special about this book? [Laura Stack] Most self-help books focus on a single skill such as organizing, stress, or time management. This book takes a wholistic productivity approach and looks at the big picture of everything you’re trying to accomplish at home and what prevents you from getting things done. It takes a classic study in productivity and moves it from the workplace to the home.
MSFT: What can readers find here that they can’t get in any other book on the market today? [Laura Stack] I’ve read a lot of books on how to organize your kitchen but don’t know of another one that is written from a productivity perspective at home: efficiencies, time savers, tasks, errands, bills, chores, etc.
MSFT: What qualifies you to author such books? [Laura Stack] I’ve been studying, researching, writing and speaking personal productivity full time since 1992. Productivity is my passion and obsession. I see how productivity helps people gain time to do the things they really want in life, and it spurs me to learn more about it every day. I’m a prolific reader and writer. I educate through my books, speeches, training seminars, Webinars, a monthly newsletter http://www.theproductivitypro.com/resources_subscribe.html and my blog http://theproductivitypro.typepad.com/the_productivity_pro/
MSFT: How do you define productivity? [Laura Stack] The value of your output (results) relative to your inputs (time and effort).
MSFT: What did you do before you became a consultant, and how/why did you choose this career path? [Laura Stack] I always knew I wanted to be a professional speaker, so I geared my school and career choices around that path. I worked at Fortune 50 company as a trainer while working on my MBA, then taught as an adjunct professor for a while, then joined CareerTrack and taught time management and organization public seminars around the country, and then started my business in 1992.
MSFT: How did you come up with the 8 pillars of personal productivity featured in the book? [Laura Stack] Think about how a home in a high flood zone is constructed.It is most likely built on a platform supported by strong pillars or columns.If one or several pillars are weak or missing, the house’s stability is threatened. But if the pillars are strong, they can save the home from damage when a hurricane or flood comes through. In the same way, pillars also support your life—your personal “house.” The strength of your supportive structures determines your ability to perform at your productive best. When one pillar is weak or non-existent, you feel unstable and your life begins to tilt. If several of your life pillars need repair, you may feel like the walls are collapsing around you—or even feel like you could crash. But when the pillars are strong, you won’t be bothered at all when the “floods” hit: activities to schedule, meals to cook, laundry to do, and projects to tackle that you hadn’t even anticipated. It’s vital to discover and strengthen the weak pillars in your life, so you can weather the challenges that come your way—or at least reduce their impact. With proper life support—with strong pillars—you can function optimally.
This book identifies eight pillars of personal productivity that support successful lives. Each pillar is a chapter with the first letter of each factor starting with the letter “P”:
PILLAR 1: PLANS
PILLAR 2: PRIORITIES
PILLAR 3: PERSONALITY
PILLAR 4: PESTS
PILLAR 5: POSSESSIONS
PILLAR 6: PAPER
Pillar 7: POST
PILLAR 8: PLAY
The concept is simple. When all eight pillars of productivity support you equally, you’re better able to accomplish your life goals.
MSFT: What’s the best way to read/use this book – do you need to follow the chapters sequentially or can you skip around? [Laura Stack] No, you don’t have to read the chapters in order; I use a Web hyperlink concept. After all, you wouldn’t choose to work on the same issues that others select. Each pillar (chapter) has ten components, so the comprehensive 80-item quiz guides you to “jump” right to the chapter and specific items that addresses your weakest pillar.
MSFT: Why did you include quizzes with each chapter—do you expect people to really do them? [Laura Stack] Everyone loves the quizzes! Each chapter in this book features a quiz that details the most important components in determining the strength of the pillar. The quizzes are organic; the learning is created from within them. To customize your personal productivity program, I’d recommend taking the quiz first and starting with the chapter with the lowest score.
MSFT: What are the three most important things you want people to remember after reading the book? [Laura Stack] Determine what you’re trying to achieve in your life, make sure your time reflects the things that are important to you, and improve the things that prevent you from living that life.
MSFT: What’s your favorite productivity/time-saving tip, how did you arrive at it, and why? [Laura Stack] I just had lunch with one of my best girlfriends, who received an advance copy of the book. She said she’s saved herself an hour a day just by implementing one of my tips. She has two small children who are always asking for snacks, drinks, plates, etc. So she designated one of the bottom drawers in her refrigerator as "kid-friendly" and moved the string cheese, yogurt, applesauce cups, etc., to the bottom where the little ones can reach them. She moved all the kids cups, silverware, tupperware, etc., to a bottom drawer in the kitchen instead of having them high where the kids couldn’t get them. Then she bought a small container and poured some milk in there, so the kids could now get their own milk because the gallon was too heavy before. The kids are thrilled with their new-found independence and have been more than happy to participate in this new "self-serve model."
MSFT: Do you find most people you consult with/meet work to live, or live to work? [Laura Stack] I think most people WANT to work so they have enough money to live, but they are working so many hours somewhere along the line they started to confuse their work with their life. I’m out to reverse that dynamic. I believe you can care passionately about your personal life and your career without sacrificing either.
MSFT: Are peoples’ attitudes about work/life balance changing and if so why and how? [Laura Stack] Yes,
U.S.
productivity levels have declined to "normal" levels of 2.5% or so, after record years of almost 5% in 2001-2003. The pendulum is swinging back the other way to favor the worker. Many people have grown tired of working long hours, and now that the economy has recovered somewhat, are finally throwing their hands in the air and saying "Enough!"
MSFT: You have such a busy schedule, do you follow your own advice, and if so, how often, or if not, why not? J [Laura Stack] Haha, yes, I usually test out my own advice on myself. With three kids under 10, a husband, a house, a full-time job, volunteer work, etc., I live a "normal" life just like my readership. I wouldn’t be able to do what I do if I didn’t employ these skills and techniques most of the time.
MSFT: Have you ever failed at managing your time, and if so, can you give us an anecdote of why and what the consequences were? [Laura Stack] Sure! I’m fallible just like anyone else. I’m actually fairly lazy. I don’t like to work hard, so I like to find the most efficient and least brain-damaging way to do something. I’m also a great procrastinator. I can find a million other tasks that I MUST complete before I get to that project I’m avoiding.
MSFT: On the flip side, can you share an experience that was an aha! moment that made a huge change in your pattern of work/productivity? [Laura Stack] I am a HUGE Outlook junkie. In fact, I’m proud to have just received my certification as an Office Specialist in Outlook. When I first got Outlook, it was like, "Okay, here’s how to send an email." But once I discovered the journal, filters, views, moving email to tasks, etc., I was so excited about all the neat things I could do and to this day am thrilled when people’s eyes light up when I show them little-known tricks and tips.
MSFT: How many speaking engagements, consultations, etc. do you do in a year/just how busy are you? [Laura Stack] I average around ten speeches or training seminars a month, so I give well over 100 presentations a year on all kinds of different personal productivity topics: http://www.theproductivitypro.com/program_seminars_and_workshops.html
MSFT: When it’s all said and done, what are the most important things in your life, and how do those compare to what you’re hearing from others when you’re consulting? [Laura Stack] I am blessed to have found a career that is fun. I’m one of the lucky ones who can’t tell the difference between working and playing. I encourage everyone to keep looking, keep trying, keep reaching, until they find that magical career path that lets them put their feet on the floor every day and say, "YES! I can’t wait for this day to begin!" When you discover that magic, you won’t work another day in your life, and the money you receive is the bonus that now allows you to focus your time on the things that really matter: family, health, happiness, spirituality, etc., whatever is important to you.
MSFT: What is the topic you’re planning to cover in your NEXT book and when might we be seeing it? [Laura Stack] I can’t tell you, or I’d have to stick pins in your eyes. Seriously, it’s on ENERGY. Now people are asking me, great, I’d love to be more productive at work and at home, but I’m just exhausted all the time. How do you get the energy you need to be productive in the first place? So that’s the question I’m answering in the next book. The publishing process is quite lengthy, so I imagine it won’t hit bookstores until fall 2007. But watch for it! Thanks for your interest!
“Over five million people at work in the United Kingdom regularly do unpaid overtime.”Sheesh, if we in the United States could only be so lucky to have such a low number.The WorkSmart Web site has a fun quiz at http://www.worksmart.org.uk/workyourproperhoursday/quiz/where.php.They believe there are five main reasons why people do unpaid overtime, so take the quiz and find out if you’re a “Stay Late Sheep,” a “Beast of Burden,” a “Cat Herder,” a “Chaos Theorist,” or a “Desk Junkie.”
We have National Leave the Office Earlier day, and the United Kingdom has Work Your Proper Hours Day!According to the site, February 21 marks the day when the average person who does unpaid overtime finishes the unpaid days they do every year and starts earning for themselves.No wonder there is a United Kingdom version of my book “Leave the Office Earlier”!
As a general tip, use your down time productively while traveling, especially on planes.Most travelers waste hours of productive time on the airplane sleeping, watching movies, or listening to music. You, however, are going to work. Unless you’re exhausted and need to take a nap, take advantage of the uninterrupted time and get some work done.The more you get done while you’re traveling, the more time you’ll have available to be with your family you return. Before you leave, do some planning and determine what you can complete while you’re away from home. Read business journals and trade magazines, answer emails, write thank-you letters, complete routine paperwork, review large reports and board materials, or do project and advance planning. If you feel good about what you’ve accomplished, pull out your pleasure reading. In the hotel, don’t watch television! If you’re a television person at home, discipline yourself to say, “This is my time. There’s no one else to take care of but myself. I’m going to use it to get ahead.”
At home, having a Virtual Private Network (VPN) will allow you to work at home a day or two a week from your home computer and have full access to the corporate intranet, shared files, as well as your email and calendar.Remote Desktop technology will allow you to access files from your work computer while at home, exactly as if you were sitting at your desk.
When traveling out of town, keep up with phone calls, email, and clients, so you won’t have a pile of correspondence waiting for you when you return. To be truly productive, you’ll need the latest tools and technologies to stay connected and keep in touch with colleagues and family. Without a good cell phone plan, for example, you’ll hesitate to make long-distance calls. If you don’t have a wireless Internet connection at your hotel or a hot-spot subscription, you can’t stay on top of your email. It’s worth paying the $10.00 (or whatever the hotel charges) to get wireless access in your room! You’ll need Outlook Web Access to keep up with email and appointments or access to Web Mail on your ISP’s server.
Windows SmartPhones and Pocket PCs enable you to send and receive email when you’re on the go and can’t access the Internet from your laptop.I carry a Treo SmartPhone and use my taxi time between the airport and hotel to check email, respond to important messages, and return phone calls.
My husband, John, and I traveled to
Singapore
, where I was to speak at several conferences and events.We wanted to keep in touch with our three children while we were out of the country but didn’t want to pay a lot for phone charges.So we used www.Skype.com to make free phone calls back home via the Internet and hooked up a USB Webcam on both ends, so we could hear and see each other.It was a wonderful way to stay connected and gave us a personal touch we couldn’t get over the phone.Webcams are also helpful for professionals working frequently from home who want to see their co-workers during phone or video conferences.
I’ve worked from home for sixteen years now.Whether you have a home office or telecommute frequently, here are the tools of the trade you’ll need efficiently work from home:
1.A supercomputer with lots of RAM and a large hard drive
2.External back-up system (Zip drive, network, CD, etc.)
25.Shortcut “hot” keys automatically type a string or paragraph of text (www.shortkeys.com).
26.Capture Express software allows you to easily “grab” a portion of your screen (screen shot) to add to workbooks, save as a picture, or email in lots of cool shapes besides a rectangle (http://www.wintools.com/automation.htm).
“Where does the time go?” you lament. “I just need to find more time!”Here are some ideas to get you started on your quest:
1.Reduce waiting time. If your doctor or meetings always run late, plan ahead.Make good use of this time and carry note cards, bills, and magazines in your tote.
2.Limit your television watching. Reduce the amount of time you spend each day.Sensible limits may relieve any guilt you may feel after overindulging in television time, while freeing up time for more worthwhile pursuits. Or perhaps tape your shows and skip the commercials.
3.Say no to yourself. If you’re not excited about attending a social function, then don’t go! That way, you’ll have time to relax. Or if you planned to go grocery shopping, and you’re dreading it because the sun is shining and you’d rather be in your garden, it’s perfectly fine to change your mind and decide to do it tomorrow.
4.Cut down on cleaning. Keep cleaner within easy reach and spray the shower before getting out of it. Wipe the bathroom sink after each use. If you’re inclined to make the bed, pull up the quilt before you get out of it. Use washable throw rugs with rubber backs in heavy traffic areas. Change filters on the heating/cooling system frequently to cut down on the amount of house dust.
5.Batch tasks when you can. It takes longer to do small administrative tasks one at a time. Instead practice “saving up” these items. Put all your copies in a “to be copied” project file; your filing in a “to be filed” bin; your receipts and business cards into a “computer” project file. Pick a regular day and time to handle all these tasks at once.
6.Don’t put things down “just for now.” Temporary places too often become permanent places. Put something away while it’s in your hand rather than allowing the clutter to accumulate in large piles. If clutter does build, take a moment to straighten rooms as you leave them.
7.Reduce time at the store. Make use of catalogues, which will gift-wrap and mail presents for you. Buy gourmet gifts from an online bakery or specialty store to have on hand when you attend parties—nuts, jams, teas, dried fruits, and candies make excellent gifts. Wrap extras for a guest who shows up unexpectedly and gives you a gift.
8.Hire it out. You can get the kid down the street to mow your lawn for $20. Considering the $50 you can easily drop when you eat out at a restaurant, that’s money well spent. Now think about hiring out housekeeping, laundry, cooking…
9.Change your pace. If you normally do your grocery shopping on Saturday, pick a weeknight to go instead. The stores are much less crowded on Wednesday evening than Saturday during the day. The feeling that you want to get home, instead of feeling like you have all day, will keep you clipping down the aisles.
10.Focus on simple pleasures. When your day’s work is done, make time for yourself. Certainly having relaxation doesn’t have to be expensive or complicated. Think bubble bath versus spa; a cup of really good coffee versus going to a four-star restaurant. Yes, the more extravagant occasions are nice, too, but when you focus on simple pleasures, you’ll get more for less, in less time, more often.
I just read a white paper by Leade Health called "Employee Obesity is Number One Factor in Productivity Loss." Check out the release at http://www.prnewswire.com/cgi-bin/stories.pl?ACCT=104&STORY=/www/story/04-18-2006/0004341811&EDATE= and the white paper at http://www.leadehealth.com/Leade_Health_WeightManagement.pdf. The organization is of course trying to get businesses to sign up for its "health coaching" program for weight management, which I’m sure has merit, BUT…is obesity REALLY the number one factor in productivity loss? I mean, come on! More than useless meetings? Hundreds of emails every day? Co-workers "dropping in" to chat? Surfing the Net and doing personal business? Those things affect all of us, regardless of our shape and size.
The paper cites research that a Body Mass Index (BMI) at risk (>27) yields an average productivity loss of 5.79 hours per week in absenteeism, disability costs, and worker productivity, which is even higher than productivity loss related to smoking. The total productivity loss per employee with an “at risk” BMI, factoring in an average salary of $17.25 per hour over 48 weeks, equates to approximately $4794 per year.
I would dare say many, many workers lose more than 5.79 hours a week on timewasters completely unrelated to their weight. So, readers, WEIGH IN! Do you believe this study?
Keith Hammonds posted a comment on the Fast Company magazine blog:
"Are you still in the office? In New York, it’s nearly 6 pm on the eve of a holiday weekend. What are you doing there? (What am I?)
What’s keeping you from going home? Right now? Do you really have so much work that has to get done, or did you spend too much time in useless meetings, or responding to needless emails? Or, you know, checking the stats for your Roto league?
I got a note from the PR rep for someone named Laura Stack, who calls herself "The Productivity Pro." Stack apparently "has declared June 2nd as National Leave the Office Earlier Day. This national holiday encourages workers to eliminate time wasting behaviors and improve productivity habits. With better behaviors, workers can leave the office earlier and get home to their family and friends."
So, ok, this is an unusually shameless publicity ploy. And it worked–whatever.
What’s the reality? If you were a lot better about organizing your work and your time, could you reduce a 10-hour workday to 8 hours? How would you start doing that? (We’ve written about one guy, David Allen, who might help you think that through.)
Or is there simply more work than a so-called standard workday can contain?
Laura Stack is now a Certified Microsoft Office Specialist in Outlook 2003! This premier Microsoft desktop certification is a globally recognized standard for excellence in knowledge of Microsoft Office software. The Office Specialist program measures proficiency and awards a valuable credential recognized worldwide as proof that an individual has the desktop computing skills needed to work productively and efficiently with that software application.Schedule Laura’s seminar "Microsoft Outlook® Integration: Tips and Tricks for Managing Workflow" on site at your organization.See http://www.theproductivitypro.com/PDFs/UsingMSOutlookEffectively.pdf for a description.
Mark your calendar now for June 13, 2006!My newest book Find More Time: How to Get Things Done at Home, Organize Your Life, and Feel Great About it (Broadway Books) hits bookstores that day.If you order it on www.Amazon.com that day (where it’s cheaper than the bookstore price) and forward your receipt to me at Laura@TheProductivityPro.com, I will send you a bundle of other goodies!You must purchase the book on that day to get the freebies, so ask a co-worker to purchase it for you if you’ll be out of the office. Offer does not apply for purchases made at any other bookstore.Laura’s new book has already been picked up by four book clubs and will be printed in an exclusive hardcover edition, which will be available to members of those book clubs only.
