The Productivity Pro® Blog by Laura Stack - Time Management, Getting Things Done, How to Be More Productive

Spam can be annoying and time consuming. In a test, Northeast Netforce investigators “seeded” 175 different locations and monitored the fake addresses over the next six weeks for spam; 100 percent of email addresses used in chat rooms received spam; 86 percent of posts in newsgroups received spam. So what can you do to help reduce it? Bottom line: Don’t use your work address or personal address for open, public forums, where spammers are harvesting your email address. Create a screen name that isn’t associated with your email address or a “dummy” email address. Your ISP can automatically forward the “dummy” address to your “real” address. When spam builds up, delete the decoy. For $9.95 a year, you can get a block of 500 disposable email addresses to use from www.Spamex.com. You can also purchase spam-filtering software for your computer, which “grabs” junk email and files it in a special folder, separate from your real email in the in-box (my favorite is McAfee Spamkiller, www.McAfee.com).

I was reading an article in Information Week appropriately titled, “Eaten by the Email Monster.”  http://www.informationweek.com/blog/main/archives/2006/08/eaten_by_the_em.html

It links to several useful articles on how to handle information overload.  I thought I’d add my thoughts on how to efficiently process email: the 6-D Information Management System™:

1. DISCARD = Delete it

2. DELEGATE = Forward it

3. DO = Reply immediately if it will take you three minutes or less

4. DATE = Needs work but not now.  The key is to somehow get it out of your in-box.  Pick one favorite method and try to be consistent, so you don’t confuse your brain about what you did with that email.  Options:

* Move to a process folder called “Action” or something similar.

* For emails that require action, move (NOT drag, which creates a copy) them to Tasks (or drag to the to-do icon in Lotus) by right-clicking the message and selecting Move to Folder, and then Tasks.  A new Task automatically opens and inserts the email into the text portion of the message, which can now be replied to right out of the task).  This physically removes the email from your in-box, not just create a copy.

* For time-sensitive emails (meetings or appointments), follow the same procedure above, but select Calendar after you Move to Folder, which will open a new calendar item and automatically move the email message to the text portion of the window.

* If you’d rather work with a paper copy, print the email and file it in your tickler folder. Create a personal folder called @Tickler and drag email there that requires follow-up. When the paper copy (trigger) comes up in your tickler file, you know the original is in your @Tickler folder. That will save you from having to retype the email message when you respond to it.

* Copy the email into the contact’s record in your contact management software (such as ACT or Goldmine) and schedule an activity to follow up.

* Set an email reminder (NOT a calendar reminder or Task reminder) by right-clicking in the flag area (NOT setting a flag) and selecting Add Reminder.  Fill in the day and time you want the reminder on the email, and move the email to the proper project folder.  You will get a reminder when the email isn’t in your in-box (Outlook 2003).

* Forward it back to yourself, select Options, and check “Don’t deliver before,” fill in a date and send.  Delete original.

* Drag to the proper email personal folder, and write a to-do on your paper planning as a cross-reference to remember to do it.

5. DRAWER = If no action is required, but you’d like to keep the email for reference, create a personal folder for the project or reference type and drag the email to the correct folder. Or you could create a Word or other word processing document and save it on your hard drive.

6. DETER = Unsubscribe from email lists and tell your friends to stop sending you their “joke of the day”! Or use the Office Assistant (under “Tools”) or other Rules to automatically moving email from particular people to certain folders (or just delete it then).

I hope this helps!  Force yourself to do one of the 6 D’s every singe time you look at a new email. All the email in your in-box will be new, and you will stop re-reading messages over and over.  Do a major processing spree like this at least three times a day, but do NOT check them as they are coming in.  Turn off the global alerts, set Rules to play for important people, and control your OCD trigger-happy email finger!

I wanted to share my favorite Palm trick (I use MS Outlook and a Treo 700p). 

I was frustrated by being in the grocery store and not having my list with me.  Then a friend would tell me her experience at a great restaurant, and darn if I couldn’t remember the name when my husband asked where we should eat.  We’d be at the video store and couldn’t remember the name of the funny DVD my dad suggested. 

So, I created a Note in Outlook for each of these categories:

1.      Books to read

2.      Groceries to buy (even though “go to grocery store” may be a task, this list contains the individual items I need to remember to buy)

3.      Shopping to do (a list of things I need to remember to get when I’m running errands)

4.      Honey-do’s for John

5.      Gift ideas (one for each person)

6.      Meagan’s friends (I can never remember their names)

7.      Johnny’s friends

8.      James’ friends

9.      Neighbors (who lives where, kids, pets, etc.)

10.  Passwords (I know I’m not supposed to do this!)

11.  Combination locks (so I can take the sticker off)

12.  Babysitters (so many to keep track of)

13.  Errands to run

14.  Girl Scouts (copied from roster)

15.  Soccer (roster)

16.  Bus stop info

17.  Teachers (all the info handy on my kids’ teachers all in one place)

18.  Restaurants to visit

19.  Videos to rent

20.  Master task list

As I think of things to add to my lists, I open the appropriate Note and type it out.  When you close a Note, it automatically saves.  When I sync, they are loaded in the Memos in my Palm.  Wherever I am, I can then glance at my Palm and see the grocery list, video list, restaurant list, etc.  Think of them like electronic Post-it notes.  I love Memos on my Palm!

I’d love to hear from anyone on your Notes: how do you use them I haven’t listed here?

Productively yours,

Laura

I’ve always marveled at how the airlines load the planes.  The crew announces that they will load from the rear of the plane forward.  Then the first class passengers are boarded, which blocks the way for the next wave, as the first class stands in the aisles getting settled.  Then the elite fliers like me board, who block the next few rows in front behind first class from the next wave, which are supposed to be in the back of the bus. 

NOW United has hit upon a brilliant but "duh" strategy: use both the front and rear doors of the aircraft.  Why didn’t they think of this sooner?  That should have been done years ago!  (Honestly, I didn’t even know it was possible to board from the rear.)

United Airlines (Ted flights only at this time) has started testing the first of five new advanced jet bridges it plans to install at Denver International, my home base (hooray!), a move that United estimates will help the carrier reduce boarding times.  This is the first time the technology is being used by any airline in the U.S.  The load/unload turn will be shortened by an estimated ten minutes—not a lot of time—but enough for United to fly the planes more each day—eventually easing crowded, oversold flights.  Good long-term strategy.

Another bonus: the new bridges automatically connect to planes using sensors that detect the aircraft’s position, which eliminates the need for gate crew to drive the bridge over manually.  Wow!  You mean no more surprising the gate crew when you’re early and sitting there for another ten minutes, effectively eliminating the benefit of being early?  Cool.

Of course, this is happening just at a time when many of us elite fliers are being forced to check a bag due to heightened security around liquids.  Will this saved 10 minutes off-set the 30 minutes of extra time it now takes on each leg of my trip, checking and waiting for baggage?  Nope.  But it will be less frustrating not to get smashed in the back of the head with a duffel back as the back-seat passengers pass.  And eventually maybe an open seat next to me again.  And less time sitting on the plane waiting for departure.  And more route options.

United, you get a productivity thumbs-up!  I’m thrilled to be a Denverite and happy you’re my airline of choice.

Personal productivity is such a broad field of study and encompasses so many topics of discussion!  The catalog of seminars I currently offer lists 21 courses, all related to personal productivity.  I could literally talk for two weeks non-stop about everything I’ve learned in the past 14 years of full-time study on how to improve personal productivity.  So I thought it would be helpful to suggest a framework in which to discuss and study the various components.

In order to be productive, you have to:

1.      Set yourself up for success.  You have to do a lot of things before you can dream of being productive.  You must put systems in place and maintain those systems.  They are the enablers; the supports upon which your productivity is able to spring forth.  I will call these FOUNDATIONS.  Foundational elements are factors such as your energy level, the way you set up your space, organizational systems, and advance planning.

2.      Prevent things from destroying your productivity.  You might have all the Foundations in place, and then everyone else comes along and messes it all up.  We have to try to stop, avoid, avert, or ward off these bandits.  I will call these OBSTACLES.  Obstacles may include interruptions, ineffective meetings, improper delegation, and excessive socializing.

3.      Make the best use of every minute every day.  Once you’ve set yourself up for success and protected yourself from environmental influences, then your self-discipline kicks in.  This is what you actually do while you’re trying (or not) to be productive.  This is what I call your EXECUTION.  Your ability to execute will depend on how well you’ve laid out your schedule, how you use downtime, your decision-making abilities, concentration level, avoidance of multi-tasking, etc.

So there you have it: FOE.  A constant reminder that productivity is not always easy, but the rewards are immeasurable.

Some things can be in all three categories, depending upon what phrase of the process we’re referring to:

·        Technology, for example, is necessary for Execution, but it can also be a Foundation, if you don’t have the right resources and tools at your disposal, or an Obstacle if you don’t know how to use it correctly or don’t have your setting such that you’re not constantly interrupted. 

·        Meetings can also be in all three categories.  When Executed well, meetings can be a beautiful thing to behold.  But if the Foundational elements of a code of conduct, agenda, advance reading materials, expectations, etc., aren’t present, it can’t be executed properly.  And if during the meeting we’re seeing side conversations, items coming in that weren’t on the agenda originally, or starting and stopping late, for example, meetings realize huge Obstacles that stymie the return.

I’d love your input on this.  What elements of personal productivity fall in each category?  Where are your strengths and weaknesses?  What other examples touch all three?  I send free eBooks for posting comments, so let us hear from you (and don’t forget your email address).

In the August edition of my monthly newsletter, I posed the question to my readers: What does productivity mean to you? In other words, how do you know when you’re being productive? I thought you would be interested in some of the responses I received, which I’ll post here. If you have another one to add, leave your comment here, and I’ll send you a free eBook to thank you for your time (make sure to leave your email address).

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Dear Laura, Productivity means that I am able to work, to network, and to accomplish the goals set by my boss and not feel any undue stress in the process. I feel very goal oriented and goal focused on productivity days. My sense of accomplishment is an elated feeling that carries me into the next day of work. Sincerely, Carol V.

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When I know what needs to get done and I get all of the "tasks" done that are important to me. Mark K.

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Dear Laura, A good day is when "all four burners are firing" and a bad day is when "I’m spinning my wheels." When you’re having a good day, things don’t take as long as you expect. You have the info at hand. The work flow makes sense and you have all the reports from subordinates. The decision is obvious and the words flow clearly and succinctly. You walk away feeling great and that you’ve gotten two days work done. "Spinning your wheels" involves waiting for permission and "CYA" activities, being told to do things with people who aren’t here, a mental lapse that makes things hard that you know perfectly well you can do. Everything takes twice as long as it should and you’re never going to get done. Everything is frustrating and difficult. I find when I’m really in the grip of such a day; the best thing to do is clean out my pencil drawer. Doing something mindless and finite gives me a chance to stop and refocus without feeling like I’m just sitting around. Going on break doesn’t have the same effect because you’re still worrying about the problems. Sharon P.

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I feel that I am being PRODUCTIVE when I am tackling those big, important projects that are moving my business forward and bringing in results. I feel like I am ORGANIZED when the house is running smoothly, I’m on top of the ticky-tacky daily paperwork, appointments are kept, errands are run, bills are paid on time, the bank statements are balanced, etc. I very seldom feel that I am both productive and organized at the same time – usually it is one or the other and that is why I am reading your books and newsletter. For once, I am trying to get it all done and done well. Sandi D.

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Productivity means…having done everything I meant to do yesterday, keeping in control of today, and actively preparing for tomorrow. This kind of productivity is measurable simply in terms of comparing actions taken against goals set – how close are we to meeting a goal, how long did it take us to get there, did we get there in time? Understanding my capabilities day to day is key to setting the right goals; working hard and smart is key to meeting them. It’s counter-productive to allow myself to get despondent if I don’t meet every daily goal but acknowledging a missed goal or an unproductive period is part of designing a more realistic goal or working smarter today. I think that I achieve optimum productivity on those days/weeks/months when I’ve really taken time to analyse my daily capabilities and then used this knowledge to set realistic goals (n.b. ‘realistic’ isn’t a code word for ‘easy’ – these goals can be ambitious and really stretch me/my reports/my colleagues/my company but I have to be sure that we’re all capable of at least getting close otherwise I’m wasting everyone’s time and missing another opportunity by focussing on an unachievable one). Loving the email newsletters – thank you for your continuing inspiration. Mary Ann L.

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Productivity means accomplishing your goals; tasks; etc. in a timely manner. This is a consistent performing activity. You have organized your To-Do’s; planned your day; etc. The rewards of productivity are: 1. Stress-free feeling 2. A clean desk 3. Guilt-free pursuit of quality time activities(what is "special" for you) 4. A sense of accomplishment Lou S.

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So…what does productivity mean to YOU?

So I check into the Crowne Plaza today. Executive level. Nice suite. A neat package on my bed, based on advice from a sleep expert, Michael Breus of SoundSleep Solutions, containing ear plugs, eye mask, lavender spray, and a sleep CD. Amazing. I go over to the concierge lounge to get a snack and a glass of wine. Settle in. Two businessmen enter, bartender greets them as they are obviously regulars like NORM, "Hey! Got out a bit sooner tonight!" "Yeah," one replies, "we were able to leave earlier than usual." I about fall over. Wouldn’t it be cool to partner with a hotel in a similar fashion, to help their guests be more productive at the client site, so they could leave the office earlier, get back to the hotel sooner, and enjoy the amenities the hotel has to offer…like the sleep package…the thick duvet mattress…the free internet, etc. What do you think?  Know any hotel executives?

Read an article called Keys to manage a busy life http://www.connpost.com/women/ci_4185512 by Amanda Cuda (who also happened to interview me for this article and featured my new book). 

I like the lessons learned from the woman in her case study, "With so much going on, Winter has learned to organize and prioritize just so she can stay on top of her life. For instance, she’s let go of housework, hiring someone to clean the house every other week. Working at home allows her to be available if her daughter needs her."

I recently realized the value of having a housekeeper.  No, I’m not lazy.  Yes, it can be expensive.   It costs me now $100 every other week.  But think about how much you drop going out to eat or buying clothes or on entertainment.  You just have to decide where your priorities are.  Because after work, whereas most people are doing laundry and cleaning the house, I’m spending time with my family. Just like the Mastercard commercial: priceless.  I also don’t watch the 2.7 hours of television Americans average each day.

You want to find more time and manage a busy life?  Get someone to clean your house and turn off the television.  That will be a great start.  Then hire someone to do your laundry.  But that’s another day…

I was reading an article called "Blackberries don’t fit in bikinis" by Joe Robinson, the author of the (very good) book Work to Live: The Guide to Getting a Life.  I laughed out loud with his use of the term OCP: Obsessive Compulsive Productivity.  That’s really good.  The article talks about how working on vacation actually lowers productivity, a notion I’ve always supported.

http://www.latimes.com/news/opinion/la-op-robinson13aug13,0,7024004.story?coll=la-opinion-rightrail

Seems it’s time for a reminder on how to go on vacation:

Once you’re convinced that you’d better do yourself, your coworkers, and your family a favor by going on vacation, the next question is how to do it. That might seem like a silly question, but seriously, some people tell me they take a vacation just to accomplish all the things they can’t do while they’re at work. That’s not a vacation! You don’t get recharged, refreshed, and rebooted unless you actually get away from the office and into an environment that’s conducive to relaxation. Here are some tips:

Leave for two weeks. If you are only off for one week, your coworkers and staff will hold things for you “until you get back.” If you’re off for two weeks, it’s more likely others will do it themselves since it can’t wait that long. It takes three days just to unwind and another three days just to ramp back up before returning. So challenge yourself to get bored on your vacation. Be off long enough to ask, “What is today, anyway, Monday or Tuesday?”

Limit or eliminate your contact. The objective of a vacation is to get a psychological break from work to recharge your batteries. Don’t think you are oh-so-important that you have to contact the office every day when you’re gone. You’re not really as indispensable as you think you are. If a bus hit you tomorrow, the work would still get done. If you are that irreplaceable, I would point out you’re not developing your replacement properly, so you can be promoted. Get the right people to cover for you and forward your calls. Put an auto responder on your email saying you’ll be gone until (x) time and so-and-so is available to respond to immediate needs. If you must be in touch, limit your time to set hours such as 8:00 to 10:00 AM, and then enjoy the rest of the day. If you spend your vacation worrying about clients, prospects, and computers, you aren’t really taking a vacation.

Pretend you’re a tourist. Leisure time doesn’t have to be fancy, just away from the office. Even if you don’t have the funds to take an expensive vacation, you can relax in your own backyard. Go to museums, local attractions, and historical sites in your state. Make plans with friends or plan a camping trip. Take the time to remodel your bathroom, organize your photo albums, or complete your child’s baby book.

Enjoy yourself. Go ahead and eat those desserts you would typically avoid. Spend money on things you wouldn’t normally buy. Stay out and sleep in later than you normally would. Take the dinner boat cruise and the water-skiing lessons. Buy souvenirs and clothing and treasures of the area. Consider expenditures as investments in your emotional health.

Always have the next trip planned. Coming back from vacation is depressing. Allow for it with an extra day before you go back to work, because you might have the blues. When John and I return from our annual Hawaiian excursions, I’m always commenting, “This time last week I was on the beach.” To combat this, plan another trip. Put a date on the calendar, because if you don’t, it won’t happen. Buy plane tickets and schedule around it. Start planning and getting excited.

When my three-year-old Johnny is fussy, I tell him, “You’re grouchy. It’s time for you to take a nap!” Similarly, you might need to lovingly tell a colleague or a friend it’s time to take a break. If your significant other tells you to take a vacation, take it seriously and don’t shoot the messenger. Your friends and family may have a point, and your productivity and happiness depend on your listening to that advice.

I’m reading an article by David Javitch at http://msnbc.msn.com/id/14305067/ who suggests that dealing with bored employees is a management problem and should be handled through accurate job descriptions and job enlargement.  Although I believe he presents some valid points, he doesn’t look at the subject from a personal productivity standpoint.  This should be a two-pronged attack, as there is a LOT an individual can do to take the initiative and work productively despite boredom.

For example, I don’t like entering credit card receipts into QuickBooks. It would be really easy for it to stack up for a month. When it comes time to pay bills and balance the books, I can suddenly discover five or six other urgent things requiring my attention. Unfortunately, not all of our jobs thrill us. Even tedious, boring tasks must be completed. Here are some suggestions to help you concentrate on a task that bores you:

Do a leading task. Perhaps the task is making you anxious, such as returning a complaint call from a customer. Select a simple, low effort part of the task to get you started. For example, you could pull the customer’s file. Perform another leading task, such as reviewing the file. Pull the phone closer. In other words, complete everything up to the part of the activity you dread. Then the ONLY thing left to do is pick up the phone. In order to discharge negative emotions, it might help to write down your thoughts and figure out what you’re going to say before you call.

Eat a frog first. By completing unpleasant tasks early in the day, you won’t feel the impending sense of doom hanging over your head all day. I like Mark Twain’s quote, “If you eat a frog first thing in the morning, the rest of your day will be wonderful.” Identify the “frog” on your list each day and eat it first. You’ll feel great all day.

Vary your activities. For mental and physical alertness, be sure to vary sitting activities with standing ones, mental activities with physical ones, and writing tasks with social tasks (such as meetings, phone calls, etc.). It will help prevent fatigue and keep your efficiency high.

Create rewards. Make a deal with yourself that when you complete the boring activity, you will do something fun afterward. By creating internal enthusiasm, I’m able to sit in front of the computer and enter receipts non-stop for an hour. I know that after I’m done, I get to eat chocolate and take a walk!

Turn it into a game. Pretend like this is the first time you’ve done this task. Give yourself a “pep talk” and be more enthusiastic. Whistle while you work. Turn on some light background music.

Give yourself new responsibilities. Tasks that bore you can be changed! Can you find a way to do that task better? Can you make it more interesting? Can you do more research on the project? Can you add another piece to it, to make completing it more exciting? Instead of just paying bills, create a budget, and compare items. Learn more about where your money is going.

Check for Job Fit. Stress levels that are too low can contribute to job burnout. Perhaps you’ve been doing the same thing for too long. Is it time for a new challenge? Can you ask for new responsibilities? Can you join a committee or start a new task force? Because you know your job so well, you are the perfect person to redesign an inefficient process.

If you try these things and your work never gets more enjoyable or meaningful than before, then you have to look elsewhere. If you are consistently bored, you probably aren’t in the right job.