All posts by Deanna Ritchie

At some point, even the most relaxed and chilliest person experiences stress and anxiety. It’s just a part of life and can often be managed relatively. But, what about the nagging stress and anxiety that never leaves you alone? There is much written nowadays about stress and anxiety, and thankfully, stress is finally being mentioned in tech and entrepreneurship. Now, you even have permission to reduce your stress and anxiety.

This type of chronic stress shouldn’t be ignored as it can lead to serious effects on the body like:

• Headaches
• Muscle tension
• Fatigue
• Chest pain and heart disease
• High blood pressure
• Obesity
• Insomnia
• Upset stomach

Additionally, it negatively impacts your relationships, work performance, and productivity. In short, when not addressed, chronic stress and anxiety can be detrimental in all aspects of your life.

The good news is that you can reduce stress and anxiety by doing the following.

1. Identify Your Triggers

Before going much further, you first need to determine what’s causing you to struggle with stress and anxiety. After figuring this out, you can then look for solutions. For example, if a client is the main culprit, then you may want to fire them. Even though you may lose out on the income, is it worth more than your well-being?

You may even discover that you get stressed and anxious over things that you have no control over. In this case, you may want to take a deep breath and focus on what you can control and accept that this is entirely out of your hands.

In either case, jot down your worries and look for patterns. You may even realize that merely writing these feelings down makes you feel a little better.

2. Take Care of Your Body

You’re bound to hear this a million times. But, that’s because taking care of yourself is one of the easiest and most effective ways to calm yourself down.

Even if you don’t feel like it, make sure that you eat healthy at work and home, get plenty of sleep and be active daily. If time is a concern, there’s always time the day to go for a walk or stretch. The ley is to get moving so that you can release those endorphins.

3. Meditate

“Research suggests that daily meditation may alter the brain’s neural pathways, making you more resilient to stress,” psychologist Robbie Maller Hartman, Ph.D., told WebMD.

If you’re new to meditation, it’s not that hard. Simply sit up straight and have both feet on the floor. Next, close your eyes and focus on a positive mantra, such as “I feel at peace.” Then, using one hand on your belly, sync this mantra with your breaths. If something else pops into your mind, let it “float by like clouds.”

I would also suggest that you use essential oils or light candles during this time as well. Scents like lavender, jasmine, orange, and sandalwood can help decrease anxiety. Maybe you need to take a soak in a bubble bath with candles all around you. Take a moment to think and consider what’s best –, and you will likely be inspired by the correct path you should take.

4. Learn How to Self-Soothe

Whenever we are “faced with an anxiety-inducing situation, our body’s sympathetic nervous system automatically triggers physiological changes,” writes Jamie Long Psy.D. in Psychology Today. “Our breathing quickens, adrenaline is secreted, and our heart begins to race,” aka the fight or flight response.

This natural survival mechanism can come in handy during a life-threatening emergency. But, “when the threat is imagined (e.g., I’m going to bomb this presentation, and everyone will know I’m a fraud), the fight or flight response is unnecessary and very uncomfortable,” says Long.

The best way to resolve this is through self-soothing techniques like diaphragmatic breathing. You can also try positive self-talk and tightening and releasing your muscles.

5. Guided Imagery

“Guided imagery is like taking a short vacation in your mind,” explains Elizabeth Scott, MS. “It can involve taking a moment to imagine yourself being in your ‘happy place’ — maybe picturing yourself sitting on a beach, listening to the waves, smelling the ocean, and feeling the warm sand underneath you.”

Until you know how to do this thinking — or meditation — on your own, you can begin “with a recording where you listen to someone walk you through a peaceful scene.” Once you’ve got this down, all you have to do is shut your eyes and escape somewhere peaceful. During your journey, don’t forget to think “about all the sensory experiences you’d engage in and allow yourself to feel as though you’re really there.”

6. Take Control

It may not seem like it initially, but there is a solution to every problem. However, if you remain passive and don’t grab the bull by the horns, then nothing will change. I know this can be intimidating, but once you take control of your own actions, you’ll feel more empowered and confident. If you are working from home as a freelancer, here are a couple of ideas, and here are six tips for taking back control and performing better.

7. Do Something That You Enjoy

When you feel stressed and anxious, you should block out the time, even if it’s just 10 to 15 minutes, to do something that you enjoy. Tune into what you like to do, such as:

• Spending time with friends, family, and even your pets.
• Listening to your favorite music.
• Reading.
• Doing something creative like writing or drawing.
• Playing your favorite sport.
• Doing a hobby like gardening or sewing.
• Volunteering.

I’ve found that volunteering is the best way for me to reduce stress. Maybe it’s not the volunteering, per se, but somehow, being with others helps. You think higher thoughts, you feel good about yourself — you gain a better understanding of others — and you make a difference you can see.

8. Reassess Your To-Do-List

Take a real good look at your to-do-list. Is it daunting and full of non-essential items? If so, reorganize your list so that it only contains no more than your five top priorities for the day. With a great to-do list, you’re not wasting your time on unproductive activities. You’ll be able to see those actions that are helping you achieve your goals. As a result, you’ll be more likely to maintain a healthy work-life balance.

What if you can’t eliminate specific tedious tasks? See if these tasks can be automated or delegated to someone else. It may cost you a couple of bucks, but it will be money well spent.

9. Don’t Be a Cheapskate

Speaking of spending money, Calendar’s Max Palmer suggests that you know when to be frugal and when not to be cheap. For example, make sure that you set aside the appropriate amount of money in your budget for legal and insurance fees.

“In startups, Murphy’s Law will always come to bite you in the ‘you know what,’” adds Palmer. “What can go wrong, probably will.” So, to keep your mind at ease, “make sure you’re covered” by working with “a reliable legal counsel. And, “don’t skip out on shielding your business from potential liabilities.”

10. Schedule Time Off

I’m well aware that you have a business to run, and the last thing on your mind is taking time off. But, you’re not a machine. You need time to rest and recharge. Not only will this increase your productivity, but it will also help alleviate your stress and anxiety.

During your scheduled time off, which can be weeknights after six p.m., weekends, or scheduled vacations — make sure that you completely disconnect from work. To completely disconnect — think words like detaching, disengage (my favorite is, sever!). Whatever will mean (to you) not responding to work-related texts, emails, or Slack notifications. Sever, sever, sever.

Count on and depend that this is your time to unplug and enjoy life. Don’t feel guilty about it either. Okay, maybe like me, you’ll feel guilty — but you’ve earned it. A great truth I’ve learned is that the world won’t end if you’ve been off-the-grid for a couple of hours.

It shouldn’t come as a surprise, but the workplace can directly impact your productivity. Check to see if the layout is inefficient in your office or if it encourages distracting and unhealthy habits. You’ll want to improve productivity at your office, and business productivity takes a leap when the design of your office is taken seriously. Here are ten office design tips that will boost employee productivity.

1. Consider your layout.

Before setting up your office, you first need to take into consideration the needs and challenges of you, your team, and your startup. You also need to factor in your company’s culture, personalities, various working styles, and your budget. These considerations may sound like a lot of work upfront, but it’s the most effective way of determining how you’ll want to design your office.

For example, open plans have been all the rage for years. But, some studies have found that private offices make employees more productive and happy. At the same time, that may not click with your startup. There may not be enough money to give everyone their own space — it also may not align with your culture flexibility and free-thinking. In this case, you may want to invest in standing desks or allow your team to work wherever they want.

If you’re stuck, the folks over at SnackNation have 15 creative office designs you could use for inspiration. You can also ask your employees for their feedback on what type of office layout they prefer. If you are a remote worker — please set up your home office with the same care that you would if you had an entire office full of employees.

2. Create opportunities for movement.

“The best way that I stay focused during a long day of work is to acknowledge when I’ve hit a productivity wall and to take lots of short, quick breaks to gain a new perspective on what I’m working on,” Jamie Fertsch, director and co-founder of XDesk, told Business News Daily.

There’s so much truth to that statement. For starters, there has been this gives everyone a chance to take a break and recharge mentally. As a result, these “mental” breaks keep us focused. Additionally, this can counter a sedentary lifestyle. As a result, you’re improving your overall health, reducing stress, and increasing your energy levels.

One way to encourage your time to get up and move is to provide them with stand-to-sit-desks. You could also place specific equipment, like a copy machine, on the other side of the office. You could also have multi-purpose areas where people can exercise. And you could hold more walking meetings instead of relying on a conference room.

3. The psychology of color.

Different colors have various effects on us psychologically, such as emotion and behavior. You likely have heard this before if you’ve been in business long. When picking the colors for your brand, colors are critical and applied to your office design can be a great bonus.

With that in mind, here are how the following primary colors impact the psyche:

• White. It’s associated with cleanliness, but can be uninspiring. Use this color for the kitchen or open space.
• Black. Conveys authority, as well as sinister undertones. However, when used as a complementary accent, it can create a luxurious workspace.
• Purple. Purple is considered an unnatural color. But, it also represents the color of royalty and ambition.
• Green. Affiliated with balance, growth, and nature. Research also shows that it can improve your creative performance.
• Blue. Usually seen as one of the most productive colors. Of course, this depends on the type of work you’re doing. However, it often boosts relaxation and intellectual thought. With that in mind, a blue design can help to boost employee productivity.
• Red. An emotionally intense color that can raise mental energy flow — And, I don’t care because it’s my favorite color. It can be overpowering, however. It’s better suited for furnishings or social areas.
• Yellow. A popular color for teams since it promotes happiness and positivity.
• Orange. This color can promote mental stimulation and happiness. It’s used best when highlighting your most important design elements.

4. Soak up natural light.

Lighting can affect everything from workplace safety to productivity to mental health. More specifically, natural light is essential for circadian rhythms and can boost happiness and Vitamin D intake.

In a study entitled “Impact of Workplace Daylight Exposure on Sleep, Physical Activity, and Quality of Life,” researchers compared workers in offices with and without windows:

“The extent to which daylight exposure impacts office workers is remarkable,” said study co-author Ivy Cheung, a neuroscience doctoral candidate at Northwestern University. “Day-shift office workers’ quality of life and sleep may be improved via emphasis on light exposure and lighting levels in current offices as well as in the design of future offices.”

If you haven’t been able to install more windows in your workplace, you can use mirrors or reflective furniture. But, find a way to amplify the natural light you do have. Or, you can purchase full-spectrum lightbulbs that can mimic the appearance of natural light.

5. Incorporate plants.

Plants can reduce stress, sickness, and noise levels. They can also boost creativity, productivity, and clean the air. So, if you haven’t done so yet, it’s time to place low-maintenance office plants throughout your office.

6. Art and personal items.

Besides incorporating plants, add some artwork in there as well. According to a Business Committee for the Arts and the International Association of Professional Art Advisors survey, 94% believed art enhanced the work environment. Also, 64% experienced an increase in creativity and productivity. As an added perk, art makes a statement about your company’s values.

Also, allow your employees to personalize their workspaces. It’s been found that this can lower stress, and it makes them feel more comfortable.

7. Designate office zones.

Create various spaces in the office that are used for specific tasks. Examples include:

• Collaboration zones, like a break room that encourage your team to mingle and exchange ideas.
• Fun zones, such as a game room, where everyone can decompress and come together.
• Quiet zones where people can nap or think without being disturbed.
• Private zones where employees can work on their most essential tasks in peace and quiet.

8. Rethink meeting and conference rooms.

We spend a lot of time in meetings. Middle managers can spend around 35% of their workday in meetings. So, it just makes sense that you make them as productive as possible — including its design.

Like the rest of your office, let in as much natural light as possible and make sure that all the equipment and furniture are comfortable and functional. Make sure that you use the right colors, go back, and review the psychology of colors. And, eliminate distractions like flickering lights, outside noise, or tables that wobble.

Also, if the room isn’t large enough to accommodate the size of your audience, then move it somewhere else. You need attendees to be comfortable enough so that they can focus. Learn how to invigorate your meetings.

9. Install community boards.

“Pin-up boards a great way to broadcast messages about what’s going on in the office or can act as a central location to share corporate culture, big accomplishments or office humor,” writes Shelcy V. Joseph on Forbes. “Get creative with the display!” adds Joseph. “Make sure to refresh the images, flyers, or photos for a new dose of inspiration.”

You may also want to have whiteboards or chalk wall in the office. This way if anyone has an idea, they can quickly jot it down.

10. Change up amenities.

“Sometimes it’s as simple as amenities that make life easier,” writes Jeff Pochepan on Inc.com. “While having that game room, or the soundproof music room can be a great place for employees to recharge their batteries, collaborate with colleagues, or just relax for a few minutes — these are not the only things companies can do.” Remember, “not all amenities are luxuries.”

Replace the unhealthy snacks in vending machines with better options. Or, sign-up for a delivery service like SnackNation that will dropoff nutritious snacks for the office. Also, you can offer on-site services like on-site childcare.

Legendary film critic Roger Ebert once said, “I believe empathy is the most essential quality of civilization.” And, from my own personal experiences, I couldn’t agree more. The first example that comes to mind was a former boss. I learned a lot from him on how to be an effective leader, and I greatly respected him. That’s why I was taken aback on one specific occasion. This boss taught me why empathy is the most critical leadership skill as a result of “doing it wrong.”

An acquaintance of mine had been in a car accident. Unfortunately, he passed away. The next day while at work, I was lost in thought and not really myself. I overheard my boss ask a co-worker what my problem was.

While I was upset, I was still at work and able to do my job. I was surprised that the boss didn’t ask me what was going on directly. And why say this to someone right next to me where I would overhear? This particular individual boss must have had lower-emotional-intelligence to act in this manner. I obviously wasn’t broadcasting this news to my co-workers. Maybe this boss was busy — but in my grieving self — I took his actions as a sign that he lacked empathy, and that bothered me. I didn’t necessarily want to explain what was going on. I just wanted him to understand that emotionally, I wasn’t at 100 percent.

Since then, I’ve made it a point to be an empathetic person — at work and home. It’s actually something that I continue to work on since I feel it’s helped me become a better person. On top of that, I would say that empathy is also arguably the most important skill one can possess –especially when you’re in a leadership role.

What is empathy, and why is it important?

In simplest terms, empathy is putting yourself in someone else’s shoes. However, Psychology Today has a more detailed definition; “Empathy is the experience of understanding another person’s thoughts, feelings, and condition from his or her point of view, rather than from one’s own. Empathy facilitates prosocial or helping behaviors that come from within, rather than being forced, so that people behave in a more compassionate manner.”

There are three types of empathy:

• Affective empathy is being able to understand someone else’s emotions and respond appropriately.
• Somatic empathy is where physically experience what someone else is experiencing. For example, you may blush when you see someone who has just been embarrassed.
• Cognitive empathy is when you’re able to understand another person’s mental state, like thinking about what is going through their mind.

When you’re able to experience empathy, you’re more likely to build and fortify social connections. It also encourages you to regulate your own emotions. And it promotes helping behaviors.

Those aren’t just amazing traits as a person; they’re also ones that will make you a better leader. Empathy is always important in life, but here are the reasons empathy is so meaningful for leadership, as well.

It’s in our DNA.

“Evolutionary biology and neuroscience have taught us that humans are hard-wired for empathy from birth,” wrote Maria Ross in a previous Entrepreneur article. While writing her book, The Empathy Edge: Harnessing the Value of Compassion as an Engine for Success, Ross found that the idea of empathy being is “an innate part of our humanness spawned the concept of Homo Empathicus. This Latin phrase, Homo Empathicus, is the concept that we as humans survive and thrive on collaboration and belonging, not on self-interest or isolation.”

Simon Sinek also found that we find comfort in being a part of a group. “Our confidence that we can face the dangers around us depends on feeling safe in a group,” Sinek says. “Being on the periphery is dangerous. The loner on the edge of the group is far more susceptible to predators than someone who is safely surrounded and valued by others.”

Because of this, this explains why empathy is so vital. When we help others and feel valued, it releases serotonin and oxytocin — or as Sinek says, “all the warm and fuzzies.”

“This carries over in the business world, as more and more studies reveal that employees do their best work when supported by empathetic cultures and leaders,” adds Ross.

Empathy creates a more loyal, engaged, and productive team.

Empathy creates bonds. It also shows that you care, value, and understand others. For example, an employee’s performance may be suffering because they’re going through a personal matter. As a consequence, they’re battling insomnia or not able to give 100% at work.

Instead of questioning their work ethic or talent, getting to the root of the problem lets them know that you have a personal interest and concern for them. In other words, they’re not an employee. But an individual that you have affection for.

When your team feels like they’re valued, appreciated, and cared for, they become more loyal, engaged, and productive. Studies show that as leadership demonstrates empathy, employees are willing to put in more effort. And, as a bonus, you’re more likely to retain them. Creating loyal teams includes your virtual teams too.

Teaches presence.

“Empathy means listening attentively, putting your complete focus on the person in front of you without becoming distracted,” writes Lolly Daskal. “As a leader, you are present to listen, understand, assist, and support, not to advise or fix or reply but simply to be.”

“Being present means allowing others to have their moment, and it teaches us as leaders to be patient. It means putting others ahead of yourself,” adds Daskal. That may be challenging in such a competitive world, But, it’s vital if you want to get the most out of your team.

Increases happiness.

When your staff is happy, everyone reaps the benefits. Not only are they more productive, but that positive energy can also be spread to others like your other employees and customers. Imagine if an employee wasn’t in the best of spirits and took that out on colleague or customer. Besides breeding a more toxic work environment, that customer may vow not to support your business again.

Furthermore, it’s another way to keep your top talent. One study found that 66% of employees would quit if they felt underappreciated.

Fosters innovation collaboration.

When people feel like their voices are being heard because you have an interest in what they have to say, they’re more willing to share their ideas. Those innovative solutions could improve not only their performance but the output from everyone within the entire organization.

Additionally, empathy leads to a more collaborative workplace. The main reason is that they feel safe expressing their thoughts and ideas. But, because you know what’s going on behind the scenes, you can also identify the best way for them to work. For example, if a colleague recently lost a loved one, you could allow them to work from home for the next couple of weeks. If you are forcing an employee to come into work, this is not going to create a pleasant environment. Starting a new project with another department head would be even worse.

How to practice empathy.

If you believe that you’re in short supply of empathy, you can easily enhance this skill by:

• Getting to know people better, such as their interests and background.
• Stop rushing to judgments and critiques.
• Listening more and talking less.
• Becoming more aware of other’s needs.
• Ask someone how they are doing if you notice they may not be feeling well, or when you think that something’s wrong.
• Being genuine and even a little vulnerable.

In turn, this will make you a better person, as well as a more focused and inspiring leader. And, this will eventually breed a more creative, dedicated, and productive team.

If we were in a room together and I asked everyone who feels that time is in short supply to raise their hands — I feel everyone’s hands would rocket into the air. Of course, there are many reasons for feeling that time is short because it is. The logic can be as simple as not being organized or taking on too many responsibilities. But what we want to do for higher productivity is work on reducing phantom workload.

For some individuals, the lack of time is something more profound, like not focusing on the appropriate activities at the right time. That’s likely the most common reason why so many people struggle with time management. There are multiple reasons why the latter is so common. Everything from not identifying your priorities to procrastination are leading culprits. But, consider something called “phantom workload.”

The words phantom workload were coined by Marilyn Paul, Ph. D., and David Peter Stroh. Phantom workload “is the unintentional work created when people either take expedient but ineffective shortcuts or avoid taking on such as essential.” Examples include difficult tasks like:

• Clarifying mission, vision, and values
• Asking questions that challenge what is ambiguous or unrealistic
• Identifying and resolving conflicts
• Clarifying and streamlining decision-making processes
• Providing candid, constructive feedback
• Differentiating people with sanctions and rewards
• Launching innovative projects
• Making decisions that require disinvestment in programs or projects

When not addressed, the phantom workload leads to a variety of consequences such as rework, unproductive meetings, organizational conflicts, and fractured relationships. It’s also a leading source of wasted time since you’re working on “the same problem over and over again.” Eventually, phantom workload “leads to greater stress and a further reluctance or inability to engage in difficult tasks.”

So, yeah, phantom workload needs to be acknowledged and squashed sooner than later. But, how exactly can you reduce your phantom workload? Here are ten areas that you should focus on.

Set a limited amount of realistic goals.

“Clarifying the unique contribution you want to make enables you to set a limited number of goals,” writes Paul and Stroh. Everyone from purposeful managers to aspiring entrepreneurs to employees should “work toward one to three goals at a time.”

It sounds simple enough. But, it’s a tried and true way to eliminate multitasking and ensures that you’re currently focused on the right activities. Furthermore, it assists you in managing the following tradeoffs:

• Short-term vs. long-term
• Urgent vs. important
• Easy vs. difficult
• Comfortable vs. unpleasant

“These tradeoffs are tough because we often prefer the left-hand column,” add Paul and Stroh. To address the items in the righthand column, you first need to know what tasks you’re avoiding and be able to separate the urgent from the important. Additionally, you need to determine what you’re essential tasks are and when they’re due.

Most importantly, I would add that when setting goals separate those that should be SMART and ones that you can achieve. If the goal is too large, then break it down into more manageable tasks.

Change your behavior.

It’s inspiring that you want to manage your time more effectively. But, just because you want to doesn’t make it so. Goals are not as easy as just making a goal. Goals involve changing your behavior so that the change will stick.

To get started, you first need to ask and answer why you want to change. Often the answer includes listing the benefits of the change. For example, reducing phantom workloads would make your meetings shorter and more meaningful. As a result, you’ll have more time to spend on more critical activities. But, the by-product is that the meetings themselves are more effective and efficient for participants.

Identifying your “why” has another perk. The why will keep you motivated to follow through with the changes you’re making.

Next, you’ll want to create a vision. If you’re stuck, this is your “long-term, big-picture aspiration.” Athletes tap into the power of visualization every day to help them reach their goals. To get to the target, they need to practice and hyper-focus on what they’re working on at the moment. An example would be where an athlete gets to the weight room every other day and do the sprints and speed on the odd days. Business, just like athletics means you can’t just lift the weights and hit the field the same day. Lengthy preparation and follow-through are essential.

After you’ve created your vision and plan, take stock of what’s really preventing you from getting time in control. Because the reasons will not be the same for everyone. You may think you are brutally honest with yourself — but to be sure — consider soliciting feedback from others. It’s no easy task to ask for feedback as you may feel vulnerable — but it’s essential to “think” with someone besides yourself. With outside feedback — you’ll likely get to the root problem faster and easier.

For example, you may believe that to be successful; you have to work 24/7/365. In reality, the most productive people take frequent breaks to rest and recharge. They also know that they don’t need always to be “on.” Productivity experts — and indeed the finely-tuned business people I’ve watched — set boundaries on when they’re working and when they’re not. It’s another proven way to reserve energy. The energy reserve allows them to tackle the more critical responsibilities because there’s only so much time in the day to complete them.

Plan out your day.

Imagine waking up and having no direction for the day. How productive do you think you’ll be? Do you believe that this strategy will encourage you to spend your time wisely? Of course not.

Make the planning for tomorrow a part of your evening routine. It’s probably one of the best ways to reduce phantom workloads since this encourages you to schedule out your entire day properly. What’s more, a concrete plan will help you maximize your day around when you’re most productive.

For example, if you’re prime times are eight am to one pm and then from three pm to six pm, those blocks of time would be reserved for your most important tasks. During lulls, you can take a break, grab a snack, meditate, or focus on less important tasks like responding to emails.

Be more protective of your time.

Since time is our most valuable asset, it should be protected as much as possible. Reducing distractions and interruptions, such as turning off smartphone notifications and closing your office door, is a great starting point. So is saying no to time requests that aren’t serving a purpose.

These may not seem like big deals. But, if you’re answering every email as soon as it comes in, you become more focused on your inbox instead of your priorities. The same is true when helping others or accepting each and every invite. These pull you away from the activities that deserve your complete attention.

Clap back against procrastination.

Although not always the case, sometimes we delay working on more important tasks because it feels better than feeling overwhelmed. It’s also the better option when we dread working on unenjoyable tasks or work that we don’t feel qualified to do.

Overcoming procrastination isn’t nearly as complicated as you would believe. You need to figure out why you’re putting off a specific task. From there, you can find the right solutions. You could also practice mindfulness, and self-compassion, and schedule your hardest tasks when you have the most energy.

Other techniques would be to change your thinking from I have to do something to I choose to do it. Also, give the five-minute rule a spin — this is where if a task takes under five minutes you should just get it done and over with.

Break any competing commitments.

Coined by organizational psychologists Robert Kegan and Lisa Lahey, competing commitments is resisting change by unconsciously redirecting energy to obligations that are in conflict with our goals. For example, you decide not to say “no” to time requests because you don’t want to offend anyone — even though this is causing you to neglect your own priorities.

If you’re in a leadership position, you can help your team get to the bottom of what’s getting in the way of change by:

• Guiding “employees through a set of questions designed to uncover competing commitments.
• Having “employees examine these commitments to determine the underlying assumptions at their core.”
• Employees start “the process of changing their behavior.”

It’s fairly straightforward. But, it will take time to go through this process. Ultimately, it will be worth the investment since it will help drive successful change.

Get motivated.

We all have those off-days when you wake up and don’t feel like doing squat. As a consequence, you’re going to do anything but your essential work for the day. When feel like this is occurring, regain your motivation by visualizing your long-term goals, practicing positive self-talk, and establishing a reward-based system.

Moreover, find inspiration through quotes or Ted Talks. And, knock out a simple task to get some of the momentum flowing.

Help others help you.

There’s no shame in asking for help. It’s a part of learning and growing. So, take advantage of requesting help when you need it. Learn this skill early in your career. You can find help if you work your guts out all the rest of the time.

For example, ask a coach or mentor how they successfully managed their time. Ask family members to help out with household chores. And, delegate some of your workloads to those who are interested or have the skills to get the job done.

Use helpful tools.

There are a variety of tools that you can use to help you reduce your phantom workload. For example, Calendar is a scheduling tool that eliminates those back-and-forth communications when scheduling a meeting. It pretty much automates your scheduling for you.

There are also project management tools, like Basecamp or Monday.com, that streamline managing all of your projects. And, there is no shortage of tools that can automate everything from billing to posting social media updates.

The key is to find out where you’re wasting time on repetitive and tedious tasks. Then, you can find the right tool to help solve this problem.

Find what works best for you.

Finally, experiment with different time management and strategies. There will be some trial and error involved. But, it’s the only way that you’ll discover what works best for you.

What’s your most valuable resource? Without coming across as too off-color, if you thought of anything other than time management then you would be sadly mistaken. You already know that time is a finite resource. That means once it’s gone, there’s no getting it back. But what is time management and why is it important?

It’s worth gaining an understanding that time management plays a major role in not only your success but also your overall happiness. Time management is a big deal, yet, so many people take it for granted. There could be a variety of reasons for not paying attention to time management. It may be because people just don’t realize how valuable their time is and why managing it is crucial.

What is Time Management?

Here at Calendar, we define time management simply as “the ability to plan, organize, and control your time.” Another big definition we use is, “save time, be more productive, and focus on the things that matter.” By setting aside the right amount of time, and protecting that time, you can apply this resource to the right activities. By applying your best super-power resource to activities where you’re best suited will help you reach your goals. Performing work you’re happy with will also help you maintain a healthy balance between work and life. As a result, we’re all more productive and fulfilled.

At its core, time management includes planning for the future, setting goals, prioritizing tasks, and monitoring where your time actually goes. It’s also used to set deadlines, delegate responsibilities to others, and ensures that you don’t waste any precious time on unproductive activities.

Although people have been tracking time for centuries as it was needed for their survival — like knowing when to plant and harvest crops — what we think of time management is a more recent development. During the Industrial Revolution people began to live by the clock instead of by the sun.

Over the years, people began to expand on this concept and explored ways on how employees could improve their performance. For example, Frederick Winslow Taylor, who published “The Principles of Scientific Management” in 1911, analyzed ways of how workers could optimize and simplify their jobs.

Today, however, the time management definition has expanded to include all aspects of your life. The main reason for looking at the sum total of your life is that you don’t want your personal and professional lives to be in a constant battle with each other. For example, working 60 plus hours per week doesn’t leave you with much time to spend with your family, unplug, or to grow as a person.

Why Time Management is Important

If you’re still not convinced that time management is important, here twelve reasons why it should become a priority for you to master.

You make the most of the time you’ve got.

Everyone, whether if you’re Jeff Bezos or Oprah Winfrey, have the same 24 hours in a day. However, the most successful people in the world are able to squeeze the maximum benefit to themselves out of the time allotted in life.

You may think that this ability to corner the market of time has something to do with carpe diem. And, in a way it does. But, it really means that the person takes care of all of the important pieces of life without having to sacrifice sleep or leisure time. With their priorities out of the way, the person can then go on a spending-spree with their spare time. It often appears to others these select few are able to crank out a ton of work, while also being able to enjoy their lives — and they can.

Encourages self-discipline.

Without self-discipline, there’s no way for you to possess good time management skills. For example, you may be procrastinating on a task which leads to you spending all morning on social media and YouTube. If you had self-discipline, you wouldn’t get so easily distracted and get down to brass tacks. Rethink how you are going to handle this situation next time it comes up. How will you take hold of yourself and get to work when you are procrastinating?

I can tell you that beating yourself up for procrastinating has never helped anyone. But thinking differently about procrastination, might. Self-discipline doesn’t just assist you in your career. It motivates you to develop healthy and lifelong habits. Furthermore, it can boost your self-esteem, help you master specific talents, and pushes you to become a better person daily.

Do more in less time.

Time management isn’t about getting more done. Instead, it’s about being able to focus and prioritize your time so that you can deliver better results in a shorter amount of time.

I have never put much stock in the morning person or night owl theory. All babies seem to turn around to waking up early within a short amount of time. I just don’t see too many entrepreneurs that don’t get their backsides out of bed early and get to work.

But, let’s say that you consider yourself a morning person. That means that you have the most energy in the AM. As a result, you’ll be able to power through your obligations early. With that in mind, you wouldn’t schedule your most important tasks in the afternoon or evening when you may be dragging a little and don’t have the energy or focus to get additional work done.

Reduces stress.

Yes, stress can kill you.

“Chronic stress can lead to heart disease, cancer, lung ailments, and cirrhosis of the liver — well, the list goes on,” writes Max Palmer in a previous Calendar article. “Stress can also affect your brain, suppress your thyroid, cause blood sugar imbalances, reduce your immunity and ability to heal, and even cause some to commit suicide.”

“Here’s the thing, stress management and time management go hand in hand,” continues Palmer. “When you manage your time more wisely, you feel more in control,” are able to meet deadlines and avoid any last-minute surprises. “You also become more efficient and prepared to handle anything that life throws your way.” Ultimately, this will help you become more relaxed and less stressed — which could save your life.

It makes you feel more fulfilled.

When you’re able to complete your most important work, cross-off items on your to-do-lists, and have free time, you’ll have a more fulfilled life. I mean is that anything better than accomplishing all of your goals for the day and still get home in time to have dinner with your family or catch the latest Marvel flick with your friend? Wouldn’t it feel refreshing and empowering to wrap-up a project before it’s due so that you can disappear for a long weekend? Personally, that’s what we all should strive for in life.

You’ll be more reliable.

I don’t know about you, but I never want to be “that” person. You know who I’m talking about. They show up an hour late to a meeting, flack-out on plans at the last minute, and always miss deadlines.

Time management won’t always solve these problems. External factors like your car breaking down on the way to work or a social event could cause you to be late. However, if you’ve properly managed your time, that isn’t the norm. Instead, you’ll earn the reputation of someone who is respectful of other people’s time and always delivers what they promised in a timely manner.

It gives you an energy boost.

Here’s another misconception about time management; you keep working non-stop until you’ve completed a particular task. That couldn’t be further from the truth. Instead, time management prompts you to take frequent breaks so that you can rest and recharge. As a result, this will keep you from losing any momentum that you’ve built-up.

Prevents indecisiveness and procrastination.

There are several ways to properly manage your time. As already discussed, this could be knowing what to focus on and allocating the right time to that exact activity. However, it also involves planning in advance. For example, you can avoid hectic mornings if you laid out your clothes, packed your lunch, and reviewed your calendar every night. Now when you wake-up in the morning you’re ready to tackle the day and aren’t rushing around.

The benefit of this is that it speeds up and improves your decision-making. The reason is that you’re prepared in advance and aren’t spending time on less important matters. It’s almost like having your life is on cruise control.

Additionally, this can help eliminate procrastination and reduce unnecessary stress. And, it helps you preserve your mental energy for more important responsibilities.

It allows you to take advantage of new opportunities.

When you aren’t spending as much time on your work or wasting your time on unproductive activities, the door opens for you to discover new opportunities.

For example, since you’ve completed your most important tasks for the day, you can attend that networking event you didn’t think that you had the time to attend. At this event, you may connect with a new client or learn or learn a new skill that can make you more effective at work.

It helps you reach goals.

Imagine a time when you set a goal. Regardless of how big or small it was, it probably felt amazing. In fact, you most likely felt empowered and more fulfilled.

With proper time management, you are finally able to accomplish any goal that you’ve set in your life. In turn, you could be more motivated at work or follow-through with a personal life goal like learning a new skill or developing a healthy habit.

Identifies your priorities.

With so much going on in our lives, it’s easy to lose sight of what’s truly important. That may not sound like the end of the world. But, without identifying your priorities, you may end up spending time on the wrong activities.

Consider this. Your business is launching a new product. As such, you may have to work extra hours for the next week to ensure that it hits the market on time. Because of this, you know that you can’t meet a friend for lunch or schedule a doctor’s appointment during this time. These happy activities will have to wait until you have the availability.

I know that doesn’t sound fun, but, that’s life. You need to compromise so that you can be productive while still enjoying your life. It’s a juggling act that time management can help you accomplish.

Improves everything in life.

Saying that time management will improves everything in life — Hyperbole? Not at all. Now, time management may not fix everything in life — but it will improve everything.

Think of all of the instances and examples that have been listed. Thanks to time management you’re able to deliver quality work on-time — which can help you earn a promotion or obtain new clients. Outside of work, because you’re aren’t working around the clock, you can do the things that make you happy, take care of your health, and improve your relationships. That can lead to a more meaningful, productive, and less stressful life.

Most importantly, researchers have found that by planning your time wisely, you can maximize your happiness.

Getting Started With Time Management

There’s no denying that time management is important. But, it’s still something that most people struggle with. If you’re in this camp, here are some pointers to help get you started:

• Track how you spend your time to eliminate time-wasting activities. Also, this can help you stop over-or-underestimating how long specific tasks take to complete.
• Say “no” more often to avoid scheduling conflicts and distractions. For example, if you have a meeting scheduled, then you can’t accept another invite directly before or after that event. Moreover, this habit will protect your time and prevents other people’s priorities from weighing-in ahead of your own.
• Establish SMART goals so that they can be realistically achieved.
• Schedule your most important tasks when you have the most energy and focus during the day.
• Ditch your bad habits. Replace them with better ones, such as having a morning routine and taking care of your health.
• Break down your largest goals and projects into more manageable bite-sized pieces.
• Delegate, outsource or automate tedious and recurring tasks so that you can focus on more important items.
• Get organized in advance. Also, maintain that by clearing the clutter and putting everything back where it belongs.
• Batch similar activities together so that you’re not bouncing back-and-forth between various tasks.
• Stop multitasking and focus on one task at a time.
• Use an online calendar to keep you organized, receive reminders, and protect your time.
• Don’t go “full-throttle.” Pace yourself and take frequent breaks so that you don’t burn yourself out.

Of course, those aren’t the only ways to step up your time management game. But, it’s a start. The most important thing to remember is to find the hacks and system that works best for you — even if other’s tell you otherwise. Remember, it’s your time and you need to determine how you’re going to spend it.

When starting a business, it probably makes the most sense to use a hierarchy when structuring your business. After all, it’s your idea, so you why shouldn’t you be running the show? There’s also evidence that hierarchies are preferred since it makes it easier for people to understand relationships within an organization and determine where they stand among their colleagues. Here are seven reasons your business doesn’t need a hierarchy.

A present, more and more organizations are opting to go with structures that are flatter and are more democratic. “There is a growing body of evidence that shows that organizations with flat structures outperform those with more traditional hierarchies in most situations,” writes Tim Kastelle, a professor of innovation at The University of Queensland Business School, in the Harvard Business Review. “There are sound business reasons for treating people with dignity, for providing autonomy, and for organizing among small teams rather than large hierarchies.”

Here are 7 reasons why your business doesn’t need a hierarchy.

1. Hierarchies are outdated.

Let’s be honest. Hierarchy is an age-old system. It was originally designed by the military and embraced by corporate America. While there was a time when the hierarchy was effective, it’s become obsolete in many ways. In today’s collaborative and interconnected world there are other ways to build your business above what the old system can bring you.

As a result of instant communication, endless access to free information and resources, and being able to organize and collaborate with others, there really isn’t a need for a strictly hierarchical structure. The decision-makers and (“thinkers”) are at all company levels nowadays. “Doers” are doers at every level. Thinkers and doers, act this way autonomously and automatically.

As IBM noted in a 2008 report entitled, “The new collaboration: enabling innovation, changing the workplace;”

“In the old way of thinking, employees make themselves valuable through what they know. But in the new way, people make themselves valuable by seeking opportunities to work with others and tapping into the expertise that others possess. In the old way, content is owned and protected. In the new way, content is developed through participation; it is fluid, contextual and leveraged to create opportunities through ongoing collaboration. In the old way, directories of people provide static contact information. In the new way, dynamic profiles reflect what people do, with whom and how well they do it.”

As a result, organizations are ditching hierarchy with structures that are more effective in today’s modern workplace. One example is holacracy. The definition of a holacracy is, is defined on holacracy.org as a “comprehensive practice for structuring, governing and running an organization that removes power from a management hierarchy and distributes it across clear roles, which can then be executed autonomously without a micromanaging boss.”

Companies like Zappos have adopted holacracy in order to create a more non-bureaucratic and flexible workplace.

2. Hierarchies don’t move quickly.

Here’s another issue with hierarchies — they move way too slowly. No pivot ability.

Today, organization have to be able to adapt to rapidly changing market conditions — whether that be changing consumer tastes or economical factors. This means they need to be agile, flexible, and able to make decisions fast.

“Put simply, it can’t handle speed well,” Harvard professor John Kotter told Debbie Robins in The Huffington Post. “Rules and procedures that inevitably accompany hierarchies almost never change fast even if they are now irrelevant, overly burdensome, and the like.”

“And over time, it’s so easy for hierarchies to keep adding levels and rules, to keep making the walls of silos thicker, which slows everything down even more,” add Kotter.

3. Hierarchies stall creativity and innovation.

Let’s say you’re an entry-level employee and have an amazing idea. Chances are that you won’t be able to share that idea with the owner. Instead, that idea has to work it’s way up to going through several managers. While these managers have the power to veto the idea, they don’t have the power to implement.

In other words, creative and innovative ideas are often rejected before they can even reach the top of the organization. No wonder Vanderbilt professor David A. Owens has dubbed this the “hierarchy of no.”

“Regardless of how much lip service is given to wanting new, fresh ideas,” author and associate professor of leadership and innovation at Oral Roberts University David Burkus writes, “people experience a subtle bias against creativity in uncertain situations.”

4. Everyone isn’t in the same boat.

Recent research shows that egalitarian efforts work better than hierarchical teams.

“When you look at real organizations, having a clear hierarchy within your firm actually makes people turn on each other when they face an outside threat,” says Lindred Greer, a professor of organizational behavior at Stanford Graduate School of Business.

“The egalitarian teams were more focused on the group because they felt like ‘we’re in the same boat, we have a common fate,’” adds Lisanne van Bunderen of the University of Amsterdam. “They were able to work together, while the hierarchical team members felt a need to fend for themselves, likely at the expense of others.”

5. Hierarchies are just a game of “telephone.”

Remember the “telephone game” you used to play as a child? It was where you and your friends had passed on a word or phrase by whispering it to the person next to you. When that word or phrase reaches the last person it was probably completely different.

This happens in hierarchies frequently because for communication to go from the top of the to the bottom, it has must go through several managers. When it does reach the bottom, the message is vastly different than whe the original message was.

Quit playing the “telephone game” and make transparency a top priority for your organization.

6. Millenials want to end hierarchies.

As the largest age demographic, you can’t ignore this group. If so, you’re missing out on arguably the best talent out there. It’s no secret that Millennials have been wanting to end hierarchies ever since they came into their own. Millennials want the chance to make a difference and have their voices heard. They also demand more choice and control in where and how they work. Thanks to the emergence of technology, this has become possible.

For example, we have entire teams for Calendar in different states in the U.S. and in different countries. They’re all working remote. This means that all of us can work whenever and wherever they like. I’ve found that they’re more engaged and productive. This seems to also be reducing my expenses — since I don’t require a large office space.

7. Hierarchies can lead to distrust.

All decision-making and power being held by a select few in a hierarchy cause distrust. Why? Do one or two decision-makers mean the big boss doesn’t trust you, nor masses? Usually, yes. Ironfisted decision-makers lead to micromanagement in order to eliminate unnecessary risks. Eventually, employees feel demoralized and unable to make decisions. The employee then waits for the “higher-power-boss” to make the decisions — lowering productivity.

Conclusion

With the slow demise of hierarchies, research has found that autonomy increased job satisfaction, boosted productivity, and reduced turnover.

Take a few moments to consider if it’s time to get rid of the hierarchies in your business. It may be the best decision that you make this year. Look at the companies, such as Zappos, and others who have empowered their employees and catapulted their business productivity — merely by dropping hierarchy and giving power to the masses.

Everyone has attempted to multitask at some point in their life. Maybe it started when you were attempting to watch TV and finish schoolwork in your younger years, or attempting to talk on the phone while finishing up an important report. Multitasking is a way that we try to get more out of the time on our Calendar. Here’s what science says about multitasking.

Multitasking might be your favorite way to forge through your daily tasks. The logic is flawless. Accomplishing two things instead one thing is always better. Or is it? If it takes you twice as long to accomplish the two tasks at once, is it really a good idea? Let’s find out what science has to say about the feasibility of multitasking.

What is multitasking?

Before we discuss whether or not humans can handle multitasking, let’s define the word. Multitasking is attempting to do or more things simultaneously. Unlike segmented amounts of time for a task, such as half an hour interval, multitasking is attempting to complete two or more things at the exact same time. If you are dividing your time between tasks and focusing on one thing at a time, then you are not multitasking. But, there are ways to get more done in a day.

Can humans multitask?

Unfortunately, science seems to agree that humans simply cannot multitask. Although the idea of multitasking sounds amazing, only a very small percentage of the population can actually do it. You might still disagree and believe that you are an effective multitasker. However, the science behind the conclusion that multitasking is inefficient is everywhere. You might be able to multitask but it is costing you productivity.

What Science Says About Multitasking?

The human brain seems to be set up to handle one task at a time. It is impossible to change the way our brains are set up, so it is better to accept reality and avoid multitasking. If you choose to multitask, then you are costing yourself time and efficiency that you cannot get back.

Split attention

Dividing your attention between two separate tasks is almost never a good idea. Best-case scenarios, you have half of your attention on two separate tasks. Worst case scenario, you are unable to focus on either task and take extra time to complete both. Not only does multitasking affect the overall amount of time it takes to complete tasks, but it can also lead to a poor quality product for your efforts.

Time costs

When you attempting to multitask, you are switching back and back between tasks. Multitasking equates to losing time while you switch back and forth. As you continually shift your focus between tasks, you are forced to lose your concentration on one task and transfer it to the next. Incrementally, you can accomplish things by returning your attention to a single task enough times. The time lost in between tasks can add up.

You may be able to save time by focusing on one task, completing, and finally moving on to the next task. If you choose to forgo multitasking, then you will be able to focus on a single task until it is complete. Through this concentrated effort, you will be able to finish one task in a timely manner and then move on to the next task.

Difficulty focusing on a task

As you work through your tasks, you may notice that you have difficulty focusing on a particular task as you continue to jump between tasks. When you break your concentration and switch tasks, it can make it extremely difficult to refocus your attention. Although it is different for everyone, interruptions can cause you to lose your focus and prevent you from completing a task in a timely manner. Figure out how to motivate yourself each day on your big tasks.

One study found that it tasks an average of 25 minutes to fully return to a task after you have interrupted. If you think of the switching between tasks as an interruption, then you may have a better grasp of the lost productivity. The constant interruption from one task to another can cause a break of focus that is difficult to restore.

Are there exceptions?

Yes, according to one study, around two percent of people were able to multitask effectively. These supertaskers are actually able to complete two tasks simultaneously without a decrease in their effectiveness. The other 98% of people were unable to multitask at all. It is fairly likely that you are in the 98 percent of people who cannot multitask. However, a select few are able to perform multitasking with ease. You may believe that you are a “supertasker” but do not allow yourself to be deceived by your own brain. It is very likely that you cannot multitask well.

What about the easy tasks?

Of course, there some easy tasks that you are capable of completing simultaneously like watching TV while folding your laundry or listening to a podcast while cleaning your house. Simple things that do not require too much of your brainpower to complete on their own are usually easy to lump together.

However, any tasks that require focus should be done individually. A good example is texting while driving. Unfortunately, this is a way that many people multitask. Studied have shown that drivers that text cause accidents similar to drunk drivers. Any task that could put your life at risk is not a task that you should attempt to multitask.

Any task that requires focused attention should be done without a competing task. For example, you should avoid completing important work assignments while working on another task. Even if the competing task seems simple, like talking on the phone, it is capable of taking your attention away from the important assignment. It may take you longer to produce a subpar version of the assignment if you continue to multitask.

How to remove multitasking from your Calendar

You should consider removing multitasking from your Calendar. The science is clear: humans cannot multitask effectively. Unless you are a “supertasker” then it is time to quit your multitasking habit. If you’re skeptical that multitasking less will help you to accomplish more, — then just try it for a few weeks. Maybe you are one of the two percent who actually can multitask? However, you might be surprised how much more you are able to accomplish without multitasking compromising your productivity.

I hate to be the bearer of bad news, but you may not be the best at calendaring your day. Technology is moving at breakneck speed, and we’ll have tool advances to enhance our time usage along with new and advanced advice. For now, schedule your day this way to increase calendar productivity.

Create your daily plan the night before.

The first place to start when scheduling your day to increase calendar productivity is by actually planning your ideal day. Best, for me, is to prepare the night before. This way when you wake-up, you know exactly what your day is going to look like and where you’re going. You’ll be less sidetracked by minor emergencies or indecisiveness.

There’s no right or wrong way to map-out your day, but here’s what you may want to include:

• All of your appointments, phone calls, and meetings for the day.
• The top three priorities that you want to complete, or make progress-on, by the end of the day.
• Take time for self-care, such as exercise, meditation, or learning something new.

When planning your day, make sure that you’re realistic. You may have ten items you consider as “priorities,” but you most likely will not accomplish all of them. Some people feel disappointed because they didn’t accomplish everything on the to-do-list.

Once you’ve narrowed down your top three priorities, jot down the practical action steps that will help you cross these items off on your to-do-list. The list can help you remain focused and ensures that you have everything you need for the day.

With your daily plan in order, you can go ahead and schedule it into your calendar.

On a final note about your evening routine: You may want to consider the timesaver of preparing your meals and clothes for the next day. Laying everything out the night before can be done at the same time. Ideally, you can do all this on a Sunday night or a couple of days in advance. The forethought saves you time and decision-making energy.

Jumpstart your day with a morning ritual.

A morning routine encourages you to get into the right flow as soon as you wake-up. It sets up your mind and energy so that you’ll have a productive day. Best of all, you’re not wasting energy thinking about what you need to do. It’s automatic.

While everyone has their own ideal morning routine, here’s what you should add to your morning routine if you want to have a productive day:

• Wake-up before everyone else so that you have time to yourself without being disrupted.
• Drink a 16 oz glass of water (I drink a bottle) upon awaking. Then after your morning routine, grab one more of these drinks, so that you remain hydrated throughout the day. Don’t lounge through this drink — just chug it down — and be done.
• Avoid your phone and use this time for deep thinking and reflection.
• Exercise so that you have the mental and physical energy to power through the day.
• Consume a healthy breakfast. Like exercise, this will keep you mentally and physically sharp.
• Read for around 15 minutes so that you learn something new or keep up-to-date about your industry.
• Meditate for around 10 minutes. It can help improve your ability to focus.

Eat your frog first thing in the morning.

Mark Twain once famously said, “Eat a live frog first thing in the morning, and nothing worse will happen to you the rest of the day.”

Since then, time management experts have embraced this idea. The idea simply means that you should tackle the most important or challenging task first thing in the morning. Believe it or not, science backs this up.

According to Dan Ariely, a Duke University professor of psychology and behavioral economics, people are usually most productive within the first two hours after becoming fully awake.

“One of the saddest mistakes in time management is the propensity of people to spend the two most productive hours of their day on things that don’t require high cognitive capacity (like social media),” Ariely wrote during a Reddit AMA. “If we could salvage those precious hours, most of us would be much more successful in accomplishing what we truly want.”

So let’s say that you wake up at 6 am. You should identify your frog and schedule it into your calendar at eight or nine am at the latest. No exceptions — okay unless you get off-track. If you get off track; use your trusty “I’m getting back on track mojo.”

After you’ve eaten that frog, you’ll have a sense of relief. I think of it as “logging in on life,” and “powering-up.” These mental images give a great start to the day — then you can devote your remaining energy to soft tasks like answering emails for an hour. OR, if you’re having a great day — decide, “today I’m going to dive into my productivity-hacks.”

Schedule your days in blocks.

When planning your daily tasks, use time blocking. Block out specific times to accomplish specific tasks in your calendar. For example, you could block out nine to 11 am to eat your frog. The calendaring and the blocks allow you to know precisely how you’re going to use your time and the time frame to complete each task.

According to guru Cal Newport:

“Sometimes people ask why I bother with such a detailed level of planning. My answer is simple: it generates a massive amount of productivity. A 40-hour time-blocked work week, I estimate, produces the same amount of output as a 60+ hour work week pursued without structure.”

To get the most out of time blocking you should schedule 90-minute chunks of undistributed work. You’ll turn off notifications on your phone or computer and possibly placing a “Do Not Disturb” sign on your door.

Since our office is open — we have specific cues for code. No earphones mean. “okay to bother, I’m on a soft task.” The white earphones mean “approach with caution.” The noise-canceling headphones mean, “stay the hell away; I’m busy.”

Why 90-minute intervals? The human brain can only focus on a task for 90-120 minutes. A 20-30 minute break is needed afterward for the brain to recharge so that it can focus on the next job.

Batch same-type tasks together.

When filling-out your calendar, start batching tasks together. As explained by Amanda Abella in another calendar article, “Batching refers to a productivity hack where you only focus on similar tasks. For example, if I have to take meetings, I’ll take them all the same day. If I have several articles to write for clients, I will do that all the same day as well.”

“The idea is simple. If you’re not jumping around doing different tasks, your brain doesn’t need to take the extra time to adjust.” It helps to remain focused on the task at hand and make your time blocks as productive as possible.

Don’t forget to schedule breaks.

It’s just not possible to be at peak productivity 24/7. You need to schedule breaks throughout the day so that your brain has time to rest and recharge. This way, when you jump back to work, you’ll be refreshed and refocused.

As Tim Ferriss wrote in The 4-Hour Workweek, “Alternating periods of activity and rest is necessary to survive, let alone thrive. Capacity, interest, and mental endurance, all wax and wane. Plan accordingly.”

No matter the size of the company — meetings are a necessary evil. Meetings are where you and your team set a strategy, brainstorm ideas, gather team insights, and check the status of a project. But, founders should consider a companywide, “no meetings day.”

You already have a handle on the fact that your talent isn’t too keen on meetings either. Meetings often feel like a waste of time to your team when they are so busy. Particularly difficult on your team are, the status meetings, check-ins, regular team meetings and of course, those pesky update meetings.

Would your team rather watch paint dry than have a company meeting?

According to one poll, 46 percent of respondents stated that they would prefer to do anything else besides sitting in a meeting. What’s more, 17 percent said they would choose to watch paint dry, while eight percent reported that they would rather have a root canal.

But, it’s not just the employees who aren’t fond of meetings. A report published by Harvard Business Review found that over 70 percent of the 182 senior managers surveyed agreed that meetings are unproductive and inefficient. Respondents added that meetings prevent them from completing their own work (65 percent), partaking in deep thinking (64 percent), and missing out on other opportunities to bond with their team (62 percent).

As a result, more and more organizations are choosing to set a “No Meeting Days.”

Why you should consider a companywide, “No Meeting Day.”

To be fair, this isn’t a groundbreaking idea. The idea of having a companywide “no meeting day” has been implemented by many businesses over the years.

Here are a couple of examples:

• Since 2013, Asana has a company-wide rule “No Meeting Wednesdays.”
• After becoming CEO Aria Healthcare Kate Kinslow instituted “No Meeting Fridays.”
• Kelly Eidson, the cofounder of Moveline, has swamped meetings on Tuesdays or “Maker Days.”
• Tristan Walker, founder, and CEO of Walker & Company only schedule meetings on Tuesdays and Wednesdays.

Why have these organizations, and many other organizations, decided to take a stand against meetings?

Dustin Moskovitz, the cofounder of Asana, writes, “The gist is that the “makers” suffer greatly from interrupting meetings in their flow time. Managers are generally used to having a schedule-driven day — so it seems easier for them to throw a disruption into somebody else’s calendar,” the memo reads. “Makers also do this to each other.”

Kelly Edison tells Fast Company that the Tuesday, “‘Maker Day’ is a day where the goal is for people to be productive with a big problem they are trying to solve.” Edison adds, “People in the [product] team can work wherever they want and don’t have to be accessible to anyone but themselves.”

Tristan Walker says that on Mondays, Thursdays, and Fridays “I try to take zero meetings so I can get work done. Tuesdays and Wednesdays it’s usually back-to-back-to-back meetings.”

Between project management software, automation, and the fact that meetings waste both her personal and professional time, Amanda Abella writes in a previous Calendar article that she’s ditched team meetings altogether.

If you’re still not convinced, then consider that businesses lose $37 billion in unnecessary meetings every year, as well as:

• Between preparation, traveling, and attending a five-person meeting eats-up 53 hours and 24 minutes.
• 91 percent of meeting attendees admit that they daydream during meetings.
• Meetings also can add stress to employees. 73 percent are stressed because the meeting takes time away from their family. 64 percent mentioned that they are concerned about work piling up.
• According to Public Health England CEO, Duncan Selbie, “sitting in too many meetings can slow down metabolism and reduce the body’s ability to regulate sugar and blood pressure. This can lead to serious health concerns like obesity, diabetes, and cancer.”
• Your organization can boost productivity by 20 percent by eliminating meetings.

How to establish a meeting-free day every week.

It’s one thing to say that you’re going to implement a “No Meeting Day,” but how can you follow through?

The first step is to make a commitment.

Time coach and author of How to Invest Your Time Like Money, Elizabeth Grace Saunders, suggests, “To start, I blocked off every Wednesday on a recurring basis on my calendar. That way, when people used my online scheduling system, Wednesday simply wasn’t an option.”

Set boundaries.

Saunders adds, “Making a meeting-free day a recurring event instead of picking the day week by week increased my chances of setting boundaries and following through.”

Once you’ve decided to make the commitment, Saunders recommends that the next step is to, “Discuss your strategy with close colleagues and your boss. That conversation can include why you see this as an important part of your schedule. It also says what people can expect from you — not only in terms of meetings — but also in terms of communication. This clearly shows when you will (or won’t) be available on email. The goal is uninterrupted focus.”

With those first two steps out of the way, you should also consider scraping status meetings entirely. Instead, use project management software. Use communication channels like Slack, companywide newsletters, or even just a spreadsheet mounted to the wall work well. This way everyone remains in the loop and are aware of the status of projects without having to attend a pointless meeting.

There are still some meeting you must have.

Yes, there are still some meetings you must have. However, think about replacing meetings with something fun, such as a public outing. This way you and your team can still exchange ideas and information and bond with each other without being stuck in a conference room.

Conclusion

Finally, realize that there will be times when you still need to have meetings. This will include times such as when meeting with a potential client or kicking-off a new project. To ensure that meetings are highly productive, use the following tips:

• Send out an agenda at least 24-hours in advance so that everyone is prepared.
• Follow Jeff Bezos’ “two-pizza rule” — and keep meetings as small as possible.
• Clearly define the role of every attendee.
• Keep meetings short — ideally no more than 18 minutes.
• Enforce a “no cell phones” rule.
• Instead of sitting in a conference room or office, have a standing or walking meeting.
• Consider lunch meetings.
• Assign tasks at the end of the meeting.
• Send out a follow-up email.

If worse comes to worse, here is the best advice we can on how to run a meeting that doesn’t suck.