Archive for the ‘Productivity’ Category
Friday, July 2nd, 2010
Tuesday, June 15th, 2010
Workplace Productivity: Protecting Yourself From Drop-In Interruptions
Protecting Yourself From Drop-In Interruptions
1. Set up a self-help center.
If you have people walking into your office and asking for forms or answers to their questions, create an answer area outside of your office. You could use a document sorter, cabinet, or wall storage.
Every time you’re asked for something, stock it in the self-help center. That way the next time someone comes in and asks for that exact same information, you can say, “Absolutely. It’s out there in the self-help center.” And guess what? Pretty soon people start helping themselves, saving you time.
2. Use an understood signal.
Use an understood signal with the rest of your team that communicates “I am really up against a deadline right now. I would really prefer not to be interrupted. If there’s an emergency, come on in and interrupt me. But I’m trying to get ready for a meeting in 15 minutes.”
This signal could be a Do Not Disturb sign. Maybe police tape across the door. I’ve seen people wear orange armbands or different color hats. It doesn’t matter what it is, as long as everyone on the team is familiar with the signal and respects it. Of course you can’t wear your hat all day. You have to abide by the spirit of the signal, but this technique will reduce the amount of interruptions.
3. Set up appointments.
When someone drops in to your office to discuss a client file or an upcoming project, your brain may become completely wrapped up in something totally different. So requesting “Hey, can I call you in thirty minutes? I’ll wrap this up and will be prepared to discuss your project at that time.” That way you can finish what you’re doing, get prepared for the new appointment, and speak intelligently without being rushed.
4. Set aside some down-time with your team.
Get together with your team and agree on certain times of the day to work, such as 9:00 to 10:30 every day. Agree that you won’t drop in on each other, call each other, or hold meetings. We will simply work. Reserve a 90-minute period of time for no interruptions and head-down focus time.
5. Create set office hours.
Block out your calendar and schedule fixed office hours, where you’ll be available for interruptions. In the same way college professors have “office hours,” you could designate times you are ready and available for drop-ins. Outside of those periods, you’re there, but you’re busy working.
For example, my travel agent doesn’t book tickets on Mondays. Guess when we call? Tuesday through Friday. You might think people wouldn’t abide by this, but they will. Come up with your hours, perhaps 9:00-11:00 and 1:00-3:00 on Monday, Wednesday, and Friday. Print out your calendars. Post them where people can see them, and they can sign up for times to come and discuss particular issues with you at that time.
6. Schedule regular check-in times with your manager.
What if your manager is always in meetings or traveling? When she is back in the office, you’re tempted to grab her and rattle off the 17 questions you’ve been saving. Instead, use a log to keep track of all the things you need to discuss. Schedule a set time each week to get together and discuss everything at once. Perhaps it’s going to be at 8:00 AM or 1:00 PM or both. But you know that you’re going to have a period of time that you’ll be able to cover all your questions. That way, rather than interrupting nine times and asking one question each time, you can interrupt one time and ask nine questions.
7. Revise your office configuration.
Consider your office configuration and desk arrangement. If you face a hallway or a busy traffic area, you’ll look up as people walk by. If someone catches your eye, smiles, and says, “How are you?” Boom! You just bought yourself a ten-minute interruption. The better way to face is with your back to the door, so you are less likely to be distracted by those random drive-by visitors.
8. Screen your calls.
Okay, admit it. When the phone rings, how many times have you looked down at the Caller ID, saw who was calling, and let it go to voicemail? We’ve all done that!
That’s not necessarily a bad thing. It is often a good idea to use technology when you are working on deadline, or you’re trying to get your manager out the door for a meeting in 15 minutes. It’s a good idea to let that call go.
9. Hide.
That’s right – hide. If you have a pressing deadline and just simply can’t stop getting interrupted, go somewhere people can’t find you. Find an empty conference room or use the office of a coworker who is on vacation. Go down to the cafeteria or the library. If nothing else, pick up your laptop and head off to Starbucks or work from home, where people can’t find you. At least then, you can plow through a project without being interrupted.
To find out more about The Productivity Pro®, Inc. or have Laura Stack speak at an upcoming meeting or event, please visit at www.theproductivitypro.com.
Make it a productive day! ™
© 2010 Laura Stack. All Rights Reserved.
Wednesday, January 6th, 2010
Time Management: The Productivity Minute Video #23 Do NOT Make New Year’s Resolutions
Are New Years Resolutions really productive? Laura Stack, The Productivity Pro(R), talks about how resolutions and how to really make positive changes for the New Year. (C) 2009 Laura Stack. All rights reserved. http://www.theproductivitypro.com
Wednesday, September 9th, 2009
Work Life Balance: The Productivity Minute #16 Beating the After-Work Low-Energy Blues
Work Life Balance: Laura Stack talks about ways to maintain your energy after work. Keep up your energy so that you can enjoy your evenings and after-work time with friends, family and yourself. (C) 2009 Laura Stack. All rights reserved. http://www.TheProductivityPro.com
Wednesday, June 10th, 2009
Time Management: Ten Reasons Tasks Never Move off Your To-Do List (and how to fix it)
I recently surveyed my readers on the eternal question of productivity: Why is it that some things on your to-do list never get done? Some great responses rolled in, ranging from the classic (too many interruptions) to the matter-of-fact (I don’t feel like doing it).
But as diverse as the responses were, it didn’t take long to see certain themes emerge. Below are the top ten issues at the heart of the problem and some guidance on how to deal with them.
1. You haven’t made the necessary decisions. Your to-do list should be full of clear, actionable ideas—in other words, things you can actually do. If you have a vague goal, like “Have a sale,” you’ve still got a lot of thinking to do before you can hit the ground running and make real progress. Take a minute to figure out exactly what you need to accomplish: What kind of sale? When will it take place? What will it promote? Once the task is more fleshed out, you’ll be more likely to make progress on it.
2. You haven’t talked to the people involved. Are you worried that you don’t have the necessary support to make your idea happen? If you need buy-in, go get buy-in. Chances are that your first step should be to pick up the phone or schedule a meeting. Even if you don’t get the answers you want, at least you’ll know where you stand. From there, you can move forward, adjust your strategy, or simply move on. Wherever the idea ends up, at least it isn’t festering on your list.
3. You haven’t done your homework. Perhaps you know you need to schedule a teleseminar series, but haven’t gotten around to researching which platforms are available. Figuring out the mundane logistics is now keeping you from making an important decision. Carve out some time to do the legwork, or better yet, delegate that part of the task to someone else. Once you have a better idea of your options, you can focus on the real issue at hand.
4. You’re ignoring your internal clock. We spend so much time focused on schedules and deadlines that we often forget to pay attention to our body’s natural rhythms. Yes, your Outlook calendar might say that a block of work will fit perfectly on Wednesday afternoon, but if that places your big task in the middle of a low-energy period of your day, you don’t stand a chance. Keep your daily energy levels in mind as you plan your day. Start high-energy projects early if that’s when your concentration is at its best.
5. The task is unpleasant. The first step is admitting it! If you’re being honest with yourself, you probably have an item on your list that hasn’t been done simply because the task is unpleasant and you’d rather not do it. If that’s the case, it’s time to get tough. Make a decision right now to either do the task, delegate the task, or forget about it altogether. If you need to do it, stop thinking about it and just get it done. If it can be delegated effectively, go ahead and make arrangements with someone else. And if you’re going to eliminate it completely, cross it off your list and for goodness’ sakes move on already!
6. The task is overwhelming. You don’t know where to start. Is there an item on your to-do list along the lines of Complete Huge Multifaceted Project XYZ? No wonder you aren’t making progress! The task it too big. Large or complicated projects need to be broken down into manageable chunks or else they’ll always take a back seat to the smaller, more manageable things on your list. After all, would you rather spend the afternoon completing five smaller items on your list or barely making a dent in one? By identifying a few key steps, such as “Gather Project documents” and “Outline project scope,” you’ll know exactly what needs to be done next and be less likely to hesitate as you take action.
7. You are plagued with distractions and interruptions. Seemingly innocent interruptions like checking e-mail, answering the phone, or chatting with coworkers will eat your productivity alive. And although many of these interruptions aren’t necessarily your fault, managing them is your responsibility. Identify your time wasters and take immediate steps to correct the problem. You might need to set regular times each day to check e-mail or close your door to let coworkers know you’re temporarily unavailable. Not sure where your time is going? Keep a detailed log for a few days and find out once and for all.
8. You are constantly putting out fires. Does it seem impossible to achieve any real long-term focus as you jump from one urgent, immediate priority to the next? Good leaders understand how important it is to make time for true high-value activities, even if they don’t present themselves as urgent, deadline-driven issues. If you spend every day jumping from one issue to the next, you might help avert disasters, but you won’t ever accomplish anything substantive. Instead, focus on the cause of all those urgent interruptions. Do they come from lack of planning, procrastination, or a team that isn’t empowered to handle simple issues on their own? Once you address the underlying problems, you’ll be able to focus your time and energy where it belongs.
9. The task requires a lot of work for little reward or recognition. Recognition is nice, but don’t live and die by it. If the task is worth doing, it is worth doing regardless of whether you will be recognized for the contribution. If it’s not worth doing (but you have to do it anyway), just get the darn thing done and move on to something more fulfilling. In the meantime, your paycheck is your reward.
10. You day is overscheduled before you even sit down in the morning. You schedule time and bend over backwards for everyone else…why don’t you do the same for yourself? Make appointments with yourself and treat them with the same level of importance as you would a meeting with a client or coworker. If you know you need three hours to get something done, schedule three hours to get it done. And I mean really schedule it. Put it on your calendar, eliminate distractions, and treat the task with the same respect you would a one-on-one meeting with a live person.
So there you have it: ten huge productivity bandits—decide which ones best apply to you. Be relentless as you kick them to the curb and get those tasks checked off your list!
Make it a productive day! ™
(C) Copyright 2009 Laura Stack. All rights reserved.
Thursday, May 7th, 2009
Increasing productivity: 55-1/5 Ways to Boost Productivity Today!
Okay, let’s face it. We’re all trying to do more with less.And chances are that you and your company have already made the big, tough decisions needed to streamline operations. But what about the little things?You can still boost both personal and team productivity in lots of smaller ways that are easy to implement and provide immediate results. Read on for quick tips on getting more done.
1. Hit the ground running. Don’t waste the first hour of the day. As soon as you arrive, focus on getting something done before you even think about checking Facebook or dropping in on a coworker.
2. Decline a meeting. Meetings are necessary. Every meeting is not. Don’t automatically accept every meeting invitation you receive, especially if there is no clear agenda or outcome.
3. Close your e-mail. Do you drop what you’re doing every time you hear the new e-mail sound or see that little envelope icon in your system tray? Close Outlook and focus on the task at hand. Better yet, turn off the alerts and notifications in your email program.
4. Use voicemail. An always ringing phone is a productivity killer. If something is worth your time, the caller will leave a message. Let it go to voicemail when you’re focused.
5. Institute office hours. If you have a constant stream of people dropping by, consider setting up regular hours of daily availability. Then stick to it.
6. Say “no.” As companies try to do more with less, there’s a good chance that you’ll have to cut back on lower-value activities. Don’t be afraid to decline tasks that aren’t a good use of your time. (The first time you do this will be the hardest.)
7. Keep a time log. Do you have a good idea of how you spend your time each day? If you don’t, use a paper time log or track your time in Outlook so you know how your precious minutes and hours are being spent. The Journal is great for this.
8. Help your team prioritize. Make sure they know what’s important so they can allocate their time and energy appropriately. Help them help you.
9. Set goals. Once priorities are crystal-clear, be sure to set some measurable goals. Appropriate, attainable targets will help keep your team moving in the right direction.
10. Take an interest. Doing more with less can lead to less discretionary time and more stress. Show your people that you have an interest in them beyond their role as employee. If they know you care, they’ll be more engaged in what they’re doing.
11. Delegate. Are you the only one capable of doing a given task? If not, consider passing it to someone who’s also able. Your time is too valuable for tasks that don’t require your skills and expertise.
12. Define roles. Make sure everyone on your team knows who is responsible for what. Lack of clarity will lead to diminished productivity.
13. Fail fast. Even when resources are limited, it’s important to continue taking risks. Don’t be afraid to fail, but if something doesn’t work out, be committed to failing quickly and moving on.
14. Look ahead. The higher up in an organization you are, the more you should be looking ahead. If you are dwelling on the past or bogged down in the details of the day, you won’t plan effectively for what’s down the road.
15. Question everything. Rethink tasks, big and small. Don’t just assume that because it’s on your list it needs to be done. If cuts can be made, make them.
16. Think bottom line. In the simplest terms, there are really two sides to a successful business: saving money and making money. If what you are doing doesn’t help your company do one or the other, give some serious thought to whether it’s a good use of your time.
17. Provide options. When dealing with your peers or higher-ups in your organization, don’t just point out problems. Today’s businesses need solutions. If you’re going to bring up a problem, bring a few possible solutions and recommendations along as well.
18. Be available. With heavy workloads and economic anxiety, your people are under considerable stress. Make sure they know you can be reached to discuss any issues they might have…large or small.
19. Segment tasks. If a project is too big to get your head around, make a list of the first few steps to get you started.
20. Defend your time. We’re all getting good at managing shrinking budgets, but why aren’t we more protective of our time? Don’t just give yourself away to anyone that asks. Be selective.
21. Train on the cheap. A three-day trip out of state for a seminar or conference might not be in the budget this year, but you still don’t want people getting rusty. Keep an eye out for less expensive, less time-consuming training activities like conference calls and webinars.
22. Train each other. Instead of relying on traditional, formal training methods, consider tapping your team. Let your people take turns sharing their expertise with the group through an informal presentation. Or tackle a business book together and digest the results afterwards.
23. Use checklists. It’s amazing how a simple checklist can keep a task moving along. Whenever possible, create a list to address recurring needs.
24. Meet smarter. Don’t sit down at a meeting without an agenda. Start on time, end on time, and stay on task in between.
25. Brainstorm smarter. Ever attend a brainstorming session that turned into a lengthy, anything goes free-for-all? If you need to get the creative juices flowing, stay on track by having a clear goal in mind and working towards it consistently throughout the session.
26. Collaborate smarter. Use common sense when collaborating. Don’t wade through a 15-page e-mail string trying to solve a problem that could be addressed with a two-minute phone call or a quick team synch-up.
27. Complete a task terribly. If you’re having a hard time getting started on something—such as writing a letter or drafting a report—take a few minutes and do an absolutely terrible job. Just getting started is half the battle. You’ll find that it is quite easy to transform your shoddy first draft into first-rate work.
28. Expand horizons. A challenging business landscape is the perfect time to improve the capabilities of your team. If someone shows an interest in something beyond their job description, considering finding ways to get that person involved. Give your solid performers the opportunity to knock your socks off.
29. Make a public promise. Sometimes the best way to get something done is to state your goal publicly. If you tell your team you will review their job descriptions by the end of the week, you’ll be less likely to put it on the back burner.
30. Set expectations. When someone requests something of you or your team, agree on a timeframe for completion. It will help you manage your priorities and provide better service if you don’t have a big stack of ASAP projects with unclear deadlines.
31. Help others help themselves. If someone is asking you to do a task that they should be doing on their own, offer support without agreeing to do the work. Tell your requester that you’d be happy to review a draft or weigh in at a team meeting, but that you aren’t available to inherit the project. You might end up with very limited involvement. And sometimes, you’ll find that with the project wasn’t a priority after all (go figure).
32. Consistently work towards the big prize. Sometimes you’ll have a big idea that can never seem to gain traction, thanks to all of the day-to-day issues competing for your attention. Carve out some daily or weekly time to work towards that big goal, whether it’s writing a book, developing a high-profile initiative, or building a tough business case. An hour a week now can add up to big things down the road.
33. Schedule appointments with yourself. Don’t just use Outlook for your daily appointments. If you need to carve out time to work on something specific, put it on your Tasks and block out time just like you would a meeting with a real person. Don’t stand yourself up!
34. Put the economy in perspective. With all the economic doom and gloom in the news these days, a lot of people are carrying around serious financial stress. Help your team understand where your company stands in the scheme of things. A realistic idea of where things stand will mean less nagging anxiety and better productivity.
35. Recognize achievement. Especially when things get hectic, it’s easy to miss opportunities to praise the people on your team. When financial options are limited, a little recognition for a job well done can go a long way.
36. Reward often. Even if it’s just buying a round of morning bagels or dishing out the occasional gift card, look for opportunities to reward achievers, both individually and as a group.
37. Segment tasks. If you can never seem to get the ball rolling on a big project, think of it as a series of smaller tasks. The work will seem less intimidating, and you’ll have a good chunk done before you know it.
38. Stop doing something. Sometimes, serous prioritization means letting go of certain tasks or responsibilities. If something isn’t adding value to the organization, it’s time to let it go.
39. Be in customer service. We tend to think about our work in terms of the things we create – reports, documents, etc. Try to think of yourself as a service provider, focusing on relationships, prompt responses, and strong rapport with others.
40. E-mail efficiently. If you’re getting a ton of e-mails each day, it’s probably killing your productivity. Encourage your team to save their thoughts throughout the day and drop them into a single message. You can answer in one fell swoop instead of 17.
41. Minimize interruptions. Don’t make it a habit to drop everything whenever someone stops by your desk or calls you on the phone. Politely but firmly direct non-urgent issues to a later time when you can give the matter your full attention without compromising what you’re doing. Schedule the meeting while they watch.
42. Eat well. Eating a real breakfast and a healthy lunch will help you feel better and have a more productive day. People who say they don’t have time to eat are full of hooey. You always have time for what you choose to make a priority.
43. Walk around. Human beings weren’t designed to sit at a desk under fluorescent lights all week. Make it a point to get up, walk around, and catch some sunshine throughout the day. You’ll be amazed at how a five-minute stroll can improve your perspective and take a bite out of stress.
44. Batch tasks. Don’t let small, repetitive tasks repeatedly interrupt your day. Carve out a few dedicated minutes each day to handle repetitive tasks like filing, processing mail, or handling invoices. Get things done in batches.
45. Think production, not perfection. Perfectionism can be productivity’s biggest enemy. Sometimes good enough really is good enough. Save your perfection for when it really matters.
46. Be decisive. Don’t waste time with indecision. It will often take less time to correct a mistake than it does to obsess over the decision. Once the decision’s been made, it’s easier to move forward.
47. Be on time. If you want others to respect your time, you need to respect theirs. Plus, being consistently on time sends a message that you are reliable and have your act together.
48. Opt out. That means taking a pass on any clubs, task forces, committees, mailing lists, etc. that are demanding more of your time than they are worth. Don’t feel guilty about it.
49. Avoid toxic people. Some people are never happy and are eager to tell you why. They can occupy your time and drain your energy. Don’t let them.
50. Be healthy. A strong, healthy body is the foundation of productivity. Eat well, get some exercise, and take care of yourself. Better health means more energy. More energy means getting more done.
51. Help your team understand their contribution. Company leadership might talk a lot about corporate goals and objectives, but it isn’t always easy for employees to understand how their contributions influence the big picture. Help them get the idea.
52. Tame technology. Every piece of technology has a point of diminishing returns. If you’re wasting time surfing the internet, obsessing with your BlackBerry, or updating your social networking profiles, take a step back and reassess how you’re using the tools.
53. Burn the midnight oil sparingly. There will ALWAYS be more work to do than time to do it. Putting in long hours at the office or late nights at home should be the exception, not the rule. Focus on getting more done during regular working hours and reclaim your life.
54. Organize your space. Clutter and confusion will not only slow you down, but it will drain your energy as well. Make the effort to get your work area in order and reap the benefits day after day.
55. Uni-task. Multitasking has its place, but the best way to get something done is with uninterrupted focus. Be like a postage stamp…stick to one thing until you get there.
55-1/5. Close out the day. Don’t waste the last few minutes of the day. Make it a priority to close out your day by organizing yourself and setting priorities for the day to come.
Make it a productive day! (TM)
(C) Copyright 2009 Laura Stack. All rights reserved.
Wednesday, May 6th, 2009
Check out PRODUCTIVE! Magazine
Download a free PDF of a great new magazine—PRODUCTIVE! magazine. First two editions available. I’m delighted to be listed on the blog roll and look forward to contributing. Their stated mission:
Our Mission:
Productive Magazine is a platform where the top productivity bloggers will share their best productivity principles and tips’n’tricks. Let’s help everyone get more done and be more productive!
Wednesday, April 22nd, 2009
The Productivity Minute #11: How to be Unproductive
If you were actually trying to be unproductive, what would you do? If someone were watching with a video camera from your ceiling, what behaviors would you change. Laura Stack dishes about participants in her time management seminars telling their secrets of how they waste time. And how their images of an unproductive day often resemble their actual days!
(C) 2009 Laura Stack.
http://www.TheProductivityPro.com
Friday, April 17th, 2009
Connecting with People: Relationships are Productive!
One of the trickiest parts of leadership is finding a way to strike a balance between your employees as subordinates and your employees as real, live people.
Managing relationships with the people you work with (and for) is as important to your everyday productivity as it is to your career.
(C) 2009 Laura Stack. www.TheProductivityPro.com
Listen Now:
Tuesday, March 10th, 2009
Recessionary Productivity Strategies: How to Get Lean and Mean in 2009
Times are tough.
That means businesses everywhere are forced to do more with less. Budgets are being cut. Headcounts are being reduced. In many offices across the country, the only thing that isn’t being reduced is the workload.
It all comes down to finding ways to do more with less – more work with fewer people, bigger projects on smaller budgets.
Just remember that, historically, great opportunities have been found in times of great challenge and hardship. Now, as organizations and as individuals, we all have a (hopefully!) once in a lifetime opportunity to look a global financial crisis in the face and excel in spite of it.
So how do we survive and thrive in an economy that bites back? It’s time to take the gloves off and get lean and mean in 2009.
(C) 2009 Laura Stack. www.TheProductivityPro.com
Listen Now:
