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

I asked my newsletter readers "What do you do to keep your energy up during the day?" and received the following replies.  Please comment if you have a tip to add!

Hi, I do little ‘sprints’ through out the day, especially if I am feeling tired. I will get up & run in place or walk quickly around the house for 5-10 minutes (I work at home) it gives me just enough of energy bursts to keep me going. Thanks, Misty

Misty Kenner- creativity coach

www.pictureperfectscrapbookco.com

I live in the

Midwest

. I work for a larger company in a smaller town.  I am fortunate that the parking lot at work is not that large. When I feel tired, during my lunch break I will go out to the car (truck), recline the seat and catch a short "catnap".  15-20 minutes does it for me.  I know that some folks feel they need 1-2 hours to feel rested. 

Another tip I read someplace was to drink a caffeinated beverage, then take a short nap.  I takes that long for the caffeine to get into your system and take effect. So you benefit from the nap and you have the caffeine buzz to keep you going.  It has worked for me, my son lives a 1000 miles away.  Sometime when we go to visit my wife and I will drive through the night.  I have tried it a few time, it seems to work well for me. 

Mark Keehr    

I realize this won’t work for a lot of people but I work out on my lunch hour.

I am up at 5 to get myself and two small children ready.  My 5-year old son gets dropped off at a sitter to go to school while my 2-year old daughter rides with me on the 45-minute commute to get dropped off at preschool at 7:20 so I can get to work by 7:30.  Then at 4:30 it’s hit the highway time to get sissy picked up and then hightail it home to get brother picked up before 5:30.  Rush home to get supper fixed – get homework done – get the kids in the tub – go clean up the kitchen – start a load of laundry – finish the bath – read a story – finish the laundry – fall into bed to do it all over again.  I was always complaining I didn’t have time to work out until I finally just decided something had to be done.  Our park district has a full fitness center (at a very reasonable rate) just 5 minutes from work so I can hop over there – work out for about 40 minutes and rush back to work.  I feel so much more energized in the afternoons – I have also lost 46 pounds out of 100 to boot!

I also try to eat healthy fruit snacks and yogurts in the afternoons to keep my blood sugar up.

Charyle Smith

The best way for me to stay up, maintain a good attitude and fee energized all day is:

I begin my day at 4:15 am with a 2.5 mile run/walk on my treadmill, with some meditation and prayer along the way.  After a quick shower I dress for the work day, have my coffee, vitamins and a light breakfast of dry cereal and or cheese toast.  During my 30 minute drive to work I use this time to meditate again and have short breath prayers.  All of this ensures that I am wide awake when I get to the office and ready to face the day and my co-workers.  I also try to get in some form of physical exercise each evening to relive the day’s stress.  I try to keep to this same schedule on days off as well as week ends. 

K Meekins CPS

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?

I’m mulling about my monitor.  I was reading an article at online.wsj.com/articles/talking_tech about a research study done by Microsoft’s Center for Information Work, which looks at the way office workers use computers.  They found that with three monitors per worker, productivity jumped NINE PERCENT.  That’s unreal.  Nine percent might not seem like a lot to you, but it’s getting to the point where it’s really hard to squeeze a few extra productivity points out of workers, so that’s a very large amount.  When you look at the stock market trading floor, you see multiple monitors everywhere—that group has already realized it’s required to see all that information.

Perhaps I wouldn’t have three monitors, but I’m seriously considering adding a second.  It seems like I need one computer for communications and one for work.  I usually have at least five applications/documents going at once, and I’m having to constantly switch between them.  I could use one to monitor my calendar/email/IM/blogs and one for my customer database, Word, PowerPoint, etc.  Hmmm…as long as I had the ability to turn off one monitor…it would prevent "multi-tasking" when I’m trying to concentrate on a document.  Windows XP supports using multiple monitors and has the Dualview feature built in. Dualview lets you add a separate monitor to your laptop and view different programs on each display, so I know it could be done.

I’m curious to hear from any of you who have two monitors.  What’s been your experience?

Don’t Be Left Behind: the Right Computer Skills Can Make All the Difference

Kelly Dodson knows firsthand why companies value the ability to use computers and software. An administrative assistant in Kansas, Dodson used to keep her CEO’s calendar by hand until one day an important meeting slipped through the cracks.

That painful experience compelled her to seek training in the effective use of the company’s scheduling software.  And today, she feels she couldn’t do her job as well without it.

As early as 1999, the Progressive Policy Institute estimated that 75 percent of employees use computers in their work, and that figure continues to increase as computers make their way into more and more aspects of individuals’ lives.  Since just about every job today is connected to computers and software in some way, employees who lack the ability to use that information successfully are finding themselves increasingly marginalized.

The effects of this evolution for individual workers are real, and they show up most vividly when it comes to the bottom line — research has shown that workers with the right computer skills can earn 20-40 percent more than those without. The U.S. Bureau of Labor Statistics’ Office of Productivity and Technology agrees, emphasizing, “It is not merely the employee having a computer on his desk—but rather having complementary computer skills—that causes wages to increase.”

Commenting on Information Workers’ adoption of technology, Laura Stack, productivity expert and author of Leave the Office Earlier, remarked “The people who succeed are those who take the time to figure it out rather than struggling each time, doing it the hard way, or taking too much time.  Employees who self-educate themselves will experience a performance boost from using the full range of available functions.”

That is to say, whether you’re an administrative assistant, auditor or staff attorney, having the right computer skills can make a difference in your career and your paycheck.

So what can you do to get those skills?  Dodson was lucky enough to develop them on the job, with support from her very understanding employer.  But without basic computer literacy, it can be tough nowadays to get that job in the first place.

The web offers a myriad of courses and programs on a range of technical skills, from basic computer literacy on up to complex programming and IT training.

“Software training is evolving into a just-in-time approach,” says Stack.  “Many workers complain about the slow response from the company help desk or lack of available training.  It’s more efficient for workers to access self-help online resources, such as Microsoft Work Essentials, to allow them to find answers to problems they are experiencing in real time.”

Microsoft Office Work Essentials is a comprehensive resource with occupation-specific tools in programs such as Excel, Word and PowerPoint.  The site has hundreds of free templates, how-to articles, product demonstrations, tip sheets and other resources. Available 24/7 at www.microsoft.com/workessentials, professionals in more than 30 occupations, including auditors, project managers, sales managers, human resources professionals and many more will find tools to help them improve their skills.

“Local computer superstores and community colleges also offer inexpensive courses on many common software packages,” says Stack.  “The day I spent at CompUSA learning PowerPoint saved me much time and frustration trying to figure it out myself.  Doing a search at www.amazon.com will display a vast array of literature to read on the topic.”

Whatever method you choose, one thing is for certain: educating yourself in today’s computer programs is a sure way to make yourself more appealing to prospective and current employers.

I’ve had several people email me in the last few days about the U.S. productivity figures released by the Bureau of Labor Statistics a few weeks ago.  Great news.  3.2% increase in the first quarter.  But not quite where we were in 2002-2003 with levels over 4%.  One quarter in 2003 had over 8%!  That’s when we were all working like dogs, when everyone was afraid of losing their jobs, before employees screamed "enough"!

But still it’s absolutely amazing that we can sustain this level of productivity.  Fundamentally, why should you care?  Well, why does your organization care about  productivity? In order to be successful, your organization must both make money and save money. To make money, it must find and keep customers. To save money, it could reduce benefits, staff or salaries; it could reduce the quality of its products; it could cost costs and expenses. Or it could improve employee productivity.  So improving productivity looks like a pretty good option.

So why should you care about productivity? The main reason is that you don’t get laid off <g>. But seriously the benefit is that by becoming more productive, overworked employees can get the same amount of work done in less time and leave the office earlier. Employees get a life, and organizations get to keep them. The organization doesn’t have to hire as many people when productivity improves, theoretically putting the money back into salaries, resulting in more money for each person.  Not to mention the economy benefits.  Not sure you’re feeling the increase in money part yet, but you will. 

The pendulum is swinging, and retention will once again be the battle cry in a couple years.  Keep up the good work!

Think Americans are the only ones concerned with long hours?  Check out http://www.worksmart.org.uk/workyourproperhoursday/

“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”!

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? 

Now that spring is two days away, I’m looking forward to a boost in productivity.  When Daylight Saving Time begins on April 2, we should see greater employee productivity across the board as more sunlight returns.  The lack of sunlight during winter months is taking its toll on productivity and energy levels in the workplace, according to ComPsych® Corporation. ComPsych’s Tell-it-Now(SM) poll, responded to by more than 1,000 ComPsych client companies nationwide, asked employees whether they were affected by fewer hours of light in their workday. Some 43 percent of respondents reported feeling less productive all day during winter months. Another 23 percent reported decreased levels of energy due to less daylight, while 30 percent reported feeling the same year round. Only four percent of those polled said they work harder during winter months.

I know I personally feel listless and less energetic during the winter, to the extent I wonder if I have Seasonal Affective Disorder (SAD), which is characterized by lack of energy, increased appetite, and irritability over at least two consecutive winters, followed by non-depressed periods in the spring and summer months.  The recommended treatment is light therapy, which has worked like a charm for me.  I use an Apollo goLITE mood relief light for 30 minutes a day, at 7:30 in the morning, while I’m walking on my treadmill.  I attach it to the rail of my treadmill and watch the news while I exercise and give my brain a seratonin boost from the light.  I’ve heard others say the light treatment helps them not only with energy and productivity, but jet lag and sleep problems as well.  I’d love to know your productivity experiences surrounding energy, winter months, and/or light treatments.