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5 Practical Tips for Keeping Your Team Organized

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5 Practical Tips for Keeping Your Team Organized

Your business might be made up of an organized, established, everyday team, or you might be assembling a project-oriented team to address a specific issue. Whatever the case, we all know that throwing people together on a team can produce mixed results. Productivity and effectiveness can vary widely based on skills, experience, personality, or simply placing the wrong person in the driver’s seat.

Whether your team is permanent or temporary, there are some basic, commonsense principles to apply. The way you handle team expectations can make or break any initiative.

Here are five tips you can use or modify to suit specific team needs.

1. Pick your communication tools carefully and use them effectively.

Nowadays, there are a number of communication tools designed to help teams share issues and progress. Effective and timely communication often makes the difference between project completion and seemingly endless delays. If you’re not currently using something to facilitate communication within teams, you might consider looking for a solution that works well in your particular context. Here are some options:

  • Trello allows users to create “cards” that help organize a list of tasks to be completed. Each card may include a checklist to indicate progress. All of your team members have the ability to edit a card, which makes for easier collaboration.
  • Asana limits the number of team members to 15. It features user-friendly “like” and “thumbs up” functions. The ability to view the popularity of an entry at a glance can bring enhanced clarity for decision-making. It can also cut down dramatically on the need for meetings.
  • Slack functions as a chat room for teams. Team members can get quick responses from colleagues even when they are scattered across the globe. Businesses that implement Slack tend to notice a sharp drop-off in the need to send and receive emails.
  • Basecamp syncs to Google Drive and Google Calendar and offers a cloud-based solution that tracks both productivity and time spent on specific projects. Companies that bill based on staff time tend to use Basecamp to evaluate ROI by project, customer, and assigned staff.
  • Teamwork Projects works best by breaking down large tasks into bite-size chunks and assigning them out to individuals. Each subtask can be given specific milestones and deadlines.

2. Use a team calendar for organized project reporting.

Your team members are routinely walking around with more computing horsepower in their pocket than was necessary to put Apollo 11 on the moon. You should only leverage smartphone apps to keep team members on task without being intrusive. While these devices make it possible for your team members to work constantly, you also want to avoid burning them out.

Step one is to create a project calendar on a platform that provides easy access to all staff. Many apps offer a granular approach to permission setting such that various team members can merely comment while others can make deadline edits. When setting up your team calendar, make sure you select a resource that allows you to evaluate progress regularly.

3. Assign specific tasks to specific individuals.

The importance of giving team members both responsibility and ownership can hardly be overstated. When these are lacking, confusion reigns and employees are encouraged to play a perpetual game of Pass the Buck.

Making sure an individual knows and accepts responsibility for the completion of a specific task is an art. If you are too “soft” or otherwise unclear, this can serve as an invitation to not take deadlines and milestones seriously. Should you veer into the opposite ditch and become overly authoritarian, you stifle employees’ willingness to be creative.

If you notice specific tasks that are falling behind schedule, reach out to the responsible team member privately. It may be necessary to reassign that individual, but they will appreciate your not shaming them in a team meeting. Another benefit is that you will learn things in a one-on-one conversation that you will never hear in a group setting.

4. Make team responsibilities organized and abundantly clear.

Be clear on roles and responsibilities. If team members must come to you or another manager to address every problem that arises, you can expect the team to get bogged down in frequent delays. Head off this common issue by designating a team leader to handle team problems. Each task should have one identified person responsible for reporting back.

Resist micromanagement. Give team members the authority to create subchannels using your communications tool. Encourage efficiency by allowing people to communicate only with the people affected by a specific issue. Allowing subchannel chatter encourages people to take greater ownership and frees you from managing the minutiae of every task.

Establishing responsibilities in this manner will make your team more efficient, as people can keep working without stopping to ask permission for every move they make. Clarify which types of issues require your approval. The rest of the time, your team can take primary responsibility for the details.

5. Hold only necessary meetings and require actionable agendas.

Keep organized team meetings few and short. Experiment with allowing meetings to last no longer than 15 minutes. After all, the purpose of meetings is to decide upon a course of action. Far too many discussions end up devolving into purposeless chatter. Make it clear that each team member should leave every meeting with action items.

As many meetings now occur remotely, inform team members that being on time and well prepared are still requirements. Urge your meeting moderator to avoid statements such as, “We still have 10 minutes left. Is there anything else?” Such questions imply that the purpose of the meeting is to use up the time rather than create a to-do list.

Once you draw up the action items, dismiss everyone. Results-oriented discussions help make meetings painless.

Keep in mind that “Your mileage may vary.”

Every business is unique. Even upper-level franchise managers will tell you that “identical” locations can vary greatly from another simply due to issues of geography, culture, population, and climate. The organizational principles listed above may or may not work flawlessly in your setting, so feel free to experiment with the practices that draw the best response from your team.

Just Start — Reducing Anxiety

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Just Start — Reducing Anxiety

Did you know that anxiety disorders are the most common mental illness in the U.S.? In fact, anxiety affects 40 million adults in the United States each year, aged 18 and older. Or, to put it another way, 18.1% of the population each year. And, the COVID-19 pandemic has only further impacted our mental health.

There is some good news, however. And, that’s that anxiety disorders are highly treatable. For some, there may even be strategies that you can use right now that will offer immediate relief. But, for others, you may have to speak to a mental health professional.

In either case, if you want to reduce anxiety, then your first step is just to start. As tennis legend Arthur Ashe once said, “Start where you are. Use what you have. Do what you can.”

Anxiety; Know your enemy.

Before getting too far ahead of ourselves, let’s quickly run down what anxiety is and why it shouldn’t be ignored.

I don’t like to even talk about mental health — and many people feel the same. My feelings are not because I don’t get anxious — but rather the fact that talking about it makes me feel worse. And — why do we have to use the word “mental?” Seriously, these things are as much physical as anything.

“Anxiety is our body’s normal reaction to stress,” explains the staff at McLean Hospital. “When we’re presented with potential danger, our bodies respond to that stress.”

A similar emotional response is fear. When our body responds to an actual or perceived threat, the result is anxiety. And, this is caused by anticipating what will happen in the future.

Examples include waiting to hear back from your doctor, preparing for a job interview, or speaking in front of a crowd. It’s completely normal to feel anxious. However, this can become a problem when anxiety is more than a temporary fear or worry.

“A person who has an anxiety disorder may always be anxious or may easily become anxious about many things,” explains McLean. “Temporary fear or worry is normal, but if the feelings associated with anxiety disorders linger, they can continue to get worse over time.”

Research has found that anxiety disorders can be caused by genetic and environmental factors. For example, being exposed to stressful events as a child. When left untreated, this can lead to a wide range of symptoms, including;

  • Bipolar disorder
  • Restlessness
  • Accelerated heart rate
  • Irritability
  • Headaches
  • Sweating
  • Irritable bowel syndrome
  • Feeling easily fatigued
  • Sleep disturbances
  • Difficulty contracting
  • Substance abuse

Overall, anxiety can have a negative impact on all areas of your life. As such, it should be addressed ASAP. And, you can use the following eleven techniques to get started.

1. Stay in your time zone.

Anxiety is a future-oriented emotion. To combat the worry of what might happen, “reel yourself back to the present,” says Tamar Chansky, Ph.D., a psychologist and author of Freeing Yourself from Anxiety. Ask yourself the following questions;

  • What’s happening right now?
  • Am I safe?
  • Is there something I need to do right now?

What helps me the most is asking, “What are you saying to yourself.” When I first learned about this technique, I had to tune into my inner voice. When I tuned in — I found I was feeling “imposter syndrome” and saying terrible things to myself. The inner convo was something like this: “You’re a piece of shit and don’t forget it,” and “you are nothing and never will be,” “you can’t do this job; you always let people down.”

You wouldn’t say any of those things to your worst enemy — so WHY would you say that to yourself?? Be aware of what you say to yourself.

If there is something you need to do for yourself — schedule another time to revisit your worries. Preferably, your revisiting plan and what you can do should be later in the day so those distant scenarios won’t throw you off track too much.

2. Just breathe.

Slow, deliberate belly breathing can help you calm your body almost instantly. What’s more, it’s easy to implement, free, and can be done anywhere. To get started, follow these five steps:

  • Sit in a comfortable position, close your eyes, and breathe naturally
  • Put one hand on your belly, the other on your chest. As you breathe in deeply, count to four. Count to three as you hold your breath and four as you exhale. As you inhale, move your hand inward; while exhaling, move it outward.
  • Focus only on the sensation of your breath.
  • If your mind begins to wander, refocus on your breathing.
  • Repeat as necessary.

The reason why this is so effective is that breathing exercises encourage you to focus on the present. And it has the ability to slow down your heart rate.

Think about getting better at breathing and maybe turn this into a meditation.

3. Try the 5-4-3-2-1 coping technique.

The 5-4-3-2-1 coping technique is another easy and fast way to help calm your anxiety whenever you feel overwhelmed.

It works like this:

  • Five. Name five things that you see. It can be anything from a bird outside your window to the artwork on your wall.
  • Four. Next, name four objects that you’re able to touch. Everything from a knickknack on your desk, hair, or the floor that your feet are touching is fair game.
  • Three. Pick out three things that you can hear. This could be birds chirping, a running air conditioner, or your breathing.
  • Two. Notice two things that you can smell, like the brewing coffee or your perfume or cologne.
  • One. Finally, take note of a taste, like the flavor of the gum you’re chewing.

When paired with deep, slow breathing, this technique works best.

4. Use power language.

“Mind-body research shows that the words you use can have a powerful effect on how you feel,” says Deanne Repich, Director: National Institute of Anxiety and Stress. “Most anxiety sufferers use negative words that destroy their self-esteem and promote a sense of loss of control,” aka “victim” words.

“Victim words perpetuate your anxiety and fear,” adds Repich. “They create a negative self-fulfilling prophecy that results in anxious thoughts and physical symptoms.”

How can you defeat victim words? Replace them with “power” language. These are words that promote your sense of self-worth.

As an example, converting “I can’t control my anxiety” into “I can control my anxiety, and I’m learning skills to conquer it.” Another would be rephasing “I shouldn’t be late for dinner” to “I may be late for dinner. It’s unfortunate, but it’s OK.”

“Think of your inner power like a muscle, just like any other muscle,” Repich says. “The more you use it, the more toned it becomes and the more you can accomplish.” And, with practice, you’ll be able to eliminate anxiety.

5. The throwback hack.

Georgia Foster and Virginia Alexandra, co-authors of “The 3 Minute Anxiety Fix.” suggest that you look at photos whenever you feel anxious or have anxiety. Ideally, it’s stored on your phone or the cloud so that it can be accessed whenever you need it. This is effective since it sparks a great memory.

They also say that your favorite songs and inspirational quotes can help transport you to a better place.

6. Download a relaxation app.

Mindfulness apps, such as Headspace and Calm, offer guided meditations to help release tension, focus, and sleep. Best of all? Most of these apps feature meditations that last only one to five minutes.

Believe it or not, it only takes a couple of minutes of mindfulness to reduce anxiety. I use Calm religiously because of the wide range of offerings on the app for varying moods and situations (yo! even storytime to listen to while you go to sleep).

7. File it.

Have you ever lied awake at night worrying about everything that needs to get done? If so, you can use the “File It” technique to keep track of these items while putting your mind to ease.

To perform this exercise, follow these steps:

  • Close your eyes and imagine folders on a table. But, there’s also a file cabinet on it.
  • Next, pick up each file and label it. For example, if you need to make a phone call put that in the right folder.
  • After naming the file, acknowledge the racing, why it’s important, and then file it away.
  • Repeat this process whenever a thought pops into your mind.

The idea behind this is that you’re acknowledging and naming your triggers. More importantly, you’re examining them, filing them by importance. As a result, you’re not ignoring your feelings. Instead, you’re developing a plan to deal with them at a better time.

8. Be mindful of what you’re eating and drinking.

If you consume too much caffeine, you may experience heart palpitations. Additionally, caffeine can trigger panic or anxiety attacks — especially if you suffer from an anxiety disorder. Palpitations can also be caused by hypoglycemia or low blood sugar.

Furthermore, it can also cause anxiety or panic attacks because sugar is an adrenal stimulant. For some — it’s paying attention to foods containing refined flour products and even wheat that may cause inflammation as well. And aside from caffeine and sugar, food allergies can also contribute to an overactive nervous system.

Basically, don’t worry too much about anything. My mantra — Eat right, sleep right, and exercise; and most things in your life will go much better. You’ll be better able to handle things.

9. Bring laughter into your life.

“It’s true: laughter is strong medicine. It draws people together in ways that trigger healthy physical and emotional changes in the body,” writes Lawrence Robinson, Melinda Smith, M.A., and Jeanne Segal, Ph.D. “Laughter strengthens your immune system, boosts mood, diminishes pain, and protects you from the damaging effects of stress.”

Also, there’s nothing that “works faster or more dependably to bring your mind and body back into balance than a good laugh,” they add. “Humor lightens your burdens, inspires hope, connects you to others, and keeps you grounded, focused, and alert. It also helps you release anger and forgive sooner.”

When you feel a wave of anxiety, the authors recommend that you find opportunities to laugh, such as;

  • Watching a funny movie, sitcom, or YouTube video.
  • Reading the funny pages.
  • Remembering a moment that made you laugh.
  • Spending time with people who make you smile.
  • Playing with children or a pet.
  • Engaging in fun activities like mini-golf.

10. Get your body moving.

A study from 2017 showed that 77 percent of the participants were inactive for 12 hours a day. In addition to being physically unhealthy, being sedentary most of the day can also affect your mental health. And, thanks to the pandemic, this has only gotten worse.

If you begin to feel anxious, get up and move. Preferably, you want to elevate your heart rate for five minutes through vigorous exercises. I’ve gotten out of bed and zoomed around and around the block — fast, and it kicks off the anxiety — gone. Like the restless leg thing — with an around the block two or three times — gone –. Better if you can exercise well enough during the day, but hey, “we can’t always get what we want, right?”

11. Do something.

Do something, anything. Clean or organize your workspace. Grab a glass of water. Talk a short stroll outside. Start working. Just diving in and working (even if it’s working again at night is helpful for me).

Taking any sort of action will interrupt your thought pattern. And that action will distract you from worrying. Remember, self-care is the most important thing to do for yourself. The AA and NA use another mantra I always use — “Grant me the Serenity” and the NCBI — “HALT” — don’t get too Hungry, Angry, Lonely, Tired.

Please take care of yourself and you’ll start reducing anxiety — just start!

5 Tips for Keeping Your Team on Track During the Day

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Keeping Your Team on Track During the Day

As a manager, one of your top priorities every day is to make sure your team stays on the right track. Your responsibility is to assign tasks and projects and guide the work toward a set deadline. If a detour is necessary, you’re expected to be the guide.

With so many daily responsibilities, unexpected distractions, and the unpredictability of human nature, teams can easily get derailed and lose productivity. Teams need the right mindset paired with proper tools to ensure each day is a productive one from start to finish. 

You need to keep your team members on track no matter what obstacles they face. Try a combination of these suggestions to help out even the trickiest of teams:

1. Leverage Productivity Software

There are dozens, if not hundreds, of apps and tools you can use to help keep your team on task and heading in the right direction. Many can be used for free as well. So you’re only harming yourself if you don’t take advantage of at least a few of them. 

For example, time management is made easier using scheduling tools like Appointment. When time usage is a major concern, programs like this help to keep schedules structured around deadlines and milestones. Other tools like online calendars and time trackers enable employees to be more productive instead of watching the clock.

Another popular brand of productivity tool is project management software. With a program like ClickUp or Asana, you can assign tasks to different team members. You can also designate roles and break a project into progressive steps. Add in a communication tool like Slack, and you’ll have everything you need to streamline team operations. 

2. Manage Your Meetings Better

Meetings can be a double-edged sword. Well-executed meetings provide needed direction and instruction for your team to improve and excel. However, poorly planned meetings can stop productivity in its tracks and do little to help your team move forward.

For starters, consider how often you should hold meetings. Meetings that are held too frequently become redundant and end up wasting time. Meetings that are held too far apart can become long and drawn out. 

Every meeting should have a purpose. Do you need a weekly team meet-up to divide assignments and check on individual progress? That’s fine, but keep them concise. No one wants to sit in an hour-long meeting every week if the goal could be accomplished in a 15-minute team huddle. 

3. Encourage and Empower

Let’s face it. Eight-hour workdays are long. It’s hard for just about anyone to maintain optimal productivity for that period of time. Fatigue, boredom, and frustration can easily derail productivity and get your team off course.

As a leader, part of your responsibility is to encourage your team to overcome these challenges. One way to accomplish this is by offering incentives. An alluring reward can help a team finish a project by the end of the workday with more vigor. Celebrating successes can increase job gratification and fulfillment and encourage team members to stay on track with their goals.

Another aspect of leadership is team empowerment. Put your team in a position to succeed. Provide flexibility so work-life balance isn’t a concern and provide the proper tools for the work environment. You can also make resources available for physical, mental, and academic needs. 

4. Take a Break

Many managers focus on how to get their team to work as hard as possible around the clock. You might find more success by taking an alternate route. While hard work is an admirable virtue, it can lead to faster burnout and decreased motivation. 

Instead, start by planning out your team’s breaks. Sufficient time for rest allows team members to regroup and recharge before jumping back into a project. Proper breaks improve critical thinking, which leads to greater efficiency. Providing adequate breaks also helps increase endurance over the course of a long shift. 

It goes without saying, but just to be sure, don’t let breaks get out of hand. Break time is meant to reduce burnout, not burn out the clock by avoiding work altogether. 

5. Examine Your Management Practices

We know you mean well, but keep an eye on your management techniques. While you might think you’re being helpful, you could be part of the reason that your team is getting off track.

Micromanagement is perhaps the greatest example of how one management technique can throw an entire team off course. A leader might have the perfect plan in mind and wants to lead their team every step of the way. However, excessive hand-holding is often frustrating for team members. The frustration that builds from being micromanaged constantly can lead to resentment and deliberately going off-script.

On the opposite end of the spectrum, having a too complacent leadership style can be just as debilitating. You can’t just hole yourself up in your office and hope your team gets a project done with no direction. Sometimes a leader needs to be there to shift a team into gear and get them motivated again. 

Don’t expect your team to become a productivity powerhouse overnight. Aim for incremental progress and guide your team in the right direction. Keep an eye on those key performance indicators, as they will show you whther your efforts are paying off. 

How to Prep Your Home Office This Summer for a Productive 2022

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How to Prep Your Home Office This Summer for a Productive 2022

Home offices saw a lot of use over the past year and a half. This is thanks in large part to the wave of remote workers who settled in at home during the Covid-19 pandemic. Working from home kept individuals and families safe from the spread of the virus while still enabling them to get their jobs done.

Since restrictions have been lifted, numerous workers have opted to keep working remotely at least part of the time. Being closer to family, enjoying greater flexibility, and avoiding tedious commutes are some of the many reasons why more people are choosing to stay home. The rise of hybrid work — toiling at home some days and in the office on others — is an interesting trend to follow.

If hybrid work is calling to you, you’ll have some preparations to make. Your home office will be glad that you’re still putting it to use, but there are a few alterations you can make this summer to prepare for a brand-new year of work in 2022:

Deep Clean

When your home office becomes a part-time arrangement, the last thing you want to do is have to tidy it up on the days you work remotely. Since summer is usually more flexible, use the time you have to deep clean your home office so that it’s spotless and orderly for the winter months. As you settle into a hybrid schedule, you won’t have to worry about your office not being ready for use.

In addition to giving the physical space a deep clean, the computer system you use to stay connected with work could also use a reboot. Clear your computer of unused data or documents that might be slowing it down or taking up space. Cancel any software subscriptions that you’re no longer using or will no longer need as you transition away from full-time remote work. 

Optimize Your Efficiency

After you’ve handled the tangible aspects of your home office, it’s time to work out the kinks in your system of operations. Quarantine habits aren’t always the greatest, and there are probably a few things about your home office that should be changed to ensure maximum productivity.

While sheltering in place, you might have gotten too accustomed to the flexibility of schedule you were able to enjoy. Clients, customers, and co-workers could call or message whenever because they could largely count on you being at home. Now that life and work are reverting back to normal, this won’t always be the case.

In this situation, you would benefit greatly from implementing appointment software into your system of operations. Use scheduling links and an online calendar to book meetings and phone calls so that your new hybrid schedule doesn’t get tangled up. Look for other tools to help improve your efficiency as well as productivity hacks that will make your hybrid work setup run smoothly. 

Enable Easy Transitioning

During the long months of lockdown during the pandemic, workers settled into their home offices and got comfortable. Now many companies are expecting their employees to show up at least a few times a week to the main office. If you fall into this hybrid category, you’ll fare much better by arranging your home office for easy transitioning. 

Start by determining how many things you need to take from home to your work location. If all you need to transfer is your laptop, this will be easy. However, if you have other materials and paperwork that need to be moved back and forth, you’ll need to be better organized.

For example, you can implement a filing system that allows you to quickly withdraw any needed paperwork from a folder or cabinet to take to the office. You won’t have to go hunting it down, and a neat folder can be easily slid into a backpack or briefcase. Keeping your favorite writing materials or other office supplies in a carrying case also enables easy transitioning from site to site. 

Take Advantage of Back-to-School Sales

Classes are starting up again in August and September. Each year this means stores are putting on sales for all back-to-school essentials, from backpacks and three-hole punches to jackets and jeans. While these sales are geared toward students and their parents, you’ll be able to stock up on materials for your home office, too. 

If your line of work relies on a number of paper products, hit up a back-to-school sale to stock up on everything you need at a more affordable price. This ensures that your home office will always be equipped even if you don’t know for certain the next time you’ll be working remotely. 

Upgrade Your Video Technology

At the beginning of the pandemic, having poor video quality or a bad microphone was fine since the shift to remote work was new to many. Employees were doing the best they could to manage with the resources available during lockdown. Now that businesses are fully reopened, if you plan on working from home at all, you will be expected to do it right.

In anticipation of any team meetings or customer calls over videoconferencing software, amp up your home office with a better camera and mic system — if you haven’t already. You can purchase an inexpensive microphone with a USB plug-in that will work much better than your generic Apple earbuds or the microphone built into your computer. A simple webcam will give you an enhanced video feed, which will leave a better impression on any clients or shareholders you may ever meet with online. 

As you continue to utilize your home office, don’t shy away making improvements to it this summer and beyond. It is yours to mold, and it doesn’t have the same restrictions a cubicle might. Above all else, prioritize productivity, and your home office will be the residence of one of America’s best workers.

How Does Procrastination and Perfectionism Reduce Productivity?

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How Does Procrastination and Perfectionism Reduce Productivity?

The legendary comic book artist, writer, and editor Jack Kirby once said, “Perfectionists are their own devils.” And, it’s 100% spot on — just like his indispensable contributions to the comic industry.

Note that the reason why that quote resonates with you is that when you’re a perfectionist, you’re actually a procrastinator in disguise. Yeah. You might be in denial — but it’s true.

How Does Procrastination and Perfectionism Reduce Productivity?

Despite the misconception that procrastinators are slackers, the reality is that you may be caught in the procrastination-perfectionism loop.

  • Starting a project or assignment is too frightening because you feel that it won’t be good enough.
  • You devote too much time in the planning phase instead of getting to work. As a result, you wait until the last minuted to work on the actual task since it won’t align with your “grand vision.”
  • Your emotions drive your actions, such as not starting a project because you’re not in the right headspace.
  • You prioritize easier and less intimidating tasks. In turn, this prevents you from focusing on more important responsibilities.

Once you’re in this loop of procrastination and perfectionism — you can expect dire consequences.

“The symptoms of procrastination commonly reflect the inability to finish tasks, meet deadlines, arrive on time, and keep promises,” writes Dr. Bill Cloke. “Poor concentration, negative internal messages, unrealistic expectations, and the inability to organize and work constructively are present with procrastination.”

Obviously, all of the above will hinder your productivity. However, in addition to chronic procrastination, being a perfectionist can also destroy your productivity in the following ways.

1. Causes anxiety and depression.

Is anxiety the cause of perfectionism? Or is perfectionism the cause of anxiety? Unfortunately, the answer isn’t always clear. However, multiple studies have found that perfectionism can lead to a myriad of problems, such as anxiety and depression.

“It’s something that cuts across everything, in terms of psychological problems,” says Sarah Egan, a senior research fellow at the Curtin University in Perth who specializes in perfectionism, eating disorders, and anxiety. “There aren’t that many other things that do that.

“There are studies that suggest that the higher the perfectionism is, the more psychological disorders you’re going to suffer.”

2. Lowers self-esteem.

Since perfectionists set impossibly high standards, they feel awful when they don’t meet those standards. As a consequence, this casts a shadow of self-doubt over them. And, eventually, this causes them to engage in negative self-talk.

This might sound like hyperbole. But, because perfectionists never live up to the bar they’ve set, they view themselves as failures. Without that confidence, you aren’t able to succeed and forge forward.

3. Impedes innovation.

Perfectionism often kills innovation. So, it’s not surprising that this would also impact your productivity. After all, as Calendar Co-Founder and CEO John Rampton previously wrote, innovation “encourages you to continually improves and stay on top of trends so that you’ll remain relevant.”

Here’s the problem, though. You dedicate a lot of time to brainstorm ideas. But, since you’re consumed by perfection, you toss those ideas into the trash like last week’s leftovers. And, that might mean that you’re leaving some excellent ideas on the cutting room floor.

As if that weren’t enough, this can also affect your self-confidence. The reason? Because you’re rejecting possible opportunities that can make you smarter, faster, better.

4. Causes health problems.

Several studies have found that perfectionism can shorten an individual’s lifespan.

The reason? It’s simple. Perfectionism can negatively influence an individual’s physical health.

Perfectionists may suffer from chronic headaches, fatigue, insomnia, and heartburn. Perfectionism can also lead to high levels of chronic stress, which are known to be linked to cardiovascular problems. It’s also possible for perfectionists to develop eating disorders.

More concerning? Perfectionism is causing more suicides.

5. Reluctantacy to make decisions.

“There’s an argument that, for unimportant decisions, you should either decide quickly or outsource the decision,” writes Alice Boyles for HBR.

“But perfectionists have a hard time designating decisions as unimportant,” she adds. “They like to be in control of everything.”

Why is this the case? “Because imperfections bother them more than they do other people. If something goes wrong, perfectionists might feel explosive frustration or a niggling sense of irritation that’s hard to ignore, and they don’t want to take that risk.”

“Sometimes, perfectionists are so accustomed to micromanaging that it doesn’t even occur to them that any decision is unimportant,” states Boyles. “They’re blind to it. So instead, they habitually and automatically classify everything as worthy of their full effort.”

6. Difficulty achieving goals.

Perfection may also make it more difficult to achieve your goals. The reason being is that the fear of failure freezes you in place. Obviously, this prevents you from progressing and moving forward.

Furthermore, that nagging negative self-talk occupies the back of your mind. And, that’s not exactly the best way to inspire and motivate you to pursue your goals.

And, since perfectionists have a tendency to quit easily, they often throw in the towel before the going gets tough.

7. Strains relationships.

Getting along with perfectionists isn’t for the faint of heart. Perfectionists may doubt their worth as they’ve convinced themselves that they’re failures. Additionally, perfectionists have difficulty being honest and transparent since they hide their mistakes and vulnerabilities. Eventually, this kind of behavior can be detrimental to relationships.

Also, some perfectionists expect others to live up to the unreasonably high expectations that they’ve set for themselves. And, when not reached, this causes disappointment and conflict when others do not meet these expectations.

8. Limits opportunities.

Finally, perfectionists are obsessed with failure and chasing unattainable expectations, preventing them from trying new things and meeting new people. As a consequence, they can miss out on new and exciting opportunities that can make them more productive.

How to Beat Procrastination and Perfectionism

There is a silver ling, though. It’s absolutely possible to break the dreaded procrastination and perfectionism loop. And, here are some pointers on how to make this possible;

  • Lower the bar. This is a process that won’t happen overnight. But, you lower standards by starting small, like not making your bed in the morning or proofreading an email.
  • Keep your tasks bite-sized. As the joke goes, “How do you eat an elephant?” By eating one bite at a time. Breaking large projects into smaller ones makes it feel not as daunting. And take these small steps helps build momentum.
  • Stop multitasking. As a reminder, the human brain wasn’t designed for multitasking. To fight back against this, try strategies like time blocking, eliminating distractions, and seeking feedback.
  • Practice self-compassion. When you need a pep talk, go back and review what you actually accomplished in the day.
  • Surround yourself with positive support. Remove toxic relationships and spend more time with those who are supportive.
  • Incorporate mindfulness. By being present and not busy, you can stay grounded and reduce anxiety.
  • Reduce your commitments. Practice the art of saying no so that you aren’t overextending yourself. In turn, this encourages you to focus on what’s important.
  • Reward yourself. When your complete a part of a large task, treat yourself to a walk or your favorite beverage from Starbucks.
  • Track your time. This lets you determine when you’re most productive. Knowing this, you can schedule your most important or challenging tasks at this time.

The most important takeaway? Know that you’re not alone. If procrastination and perfectionism interfere with your health and well-being, reach out to a mental health professional.

6 Ways to Keep Your Team on Task Without Micromanaging

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6 Ways to Keep Your Team on Task Without Micromanaging

According to a study of U.S. workers, over 80% of employees admit to keeping their phones close by while working. While technology offers several benefits, it can be incredibly distracting. If you’re managing a team, you’ve probably seen firsthand just how often employees grab their phones while in the office. 

Whether they’re scrolling through social media or texting friends, smartphones are just one distraction that keeps team members from effectively performing tasks. How can you fight tech and other distractions and help your team stay productive in today’s often virtual environment? Read on for tips on how to keep your team on task without becoming Big Brother: 

1. Hire the Conscientious

You’ll have fewer problems keeping your team on track if you hire the right kind of people in the first place. During the interview process, focus on candidates’ traits as much as their skills and credentials. Look to hire individuals who are self-starters and able to focus their attention on the objectives at hand.   

Ask candidates to describe a time they had to take the initiative to see that a project or task was completed. Seek out those who have operated successfully in unsupervised work environments. When you hire people who have demonstrated the ability to work productively when no one’s watching, you’ll create a company culture of accountability.

2. Make Sure You’re Communicating Effectively 

If your team is struggling to stay on task, consider how well you’re communicating information. Ask yourself, “Am I making my priorities clear?” In today’s hybrid environment, it’s easier than ever for wires to get crossed and information to get lost. Even if you think you’re communicating effectively, your objectives might not be reaching everyone.  

Instead of sticking to what you’ve always done, experiment with other forms of communication. For example, integrate more video calls, schedule one-on-ones, and hold brief team standups. You might also want to consider reaching out to your employees and asking what forms of communication they prefer so you can make sure you’re getting your points across through the best means possible.  

3. Provide Regular Feedback 

Believe it or not, employees like feedback. In fact, according to a study by Officevibe, 82% of employees value both positive and negative feedback. On some level, they know that hearing both the good and the bad about their performance will help them improve it. 

If you’re not already providing your team with regular feedback, there’s no better time to start. One way to do so is with the aforementioned one-on-ones. In these meetings, you can bring up specific issues that are causing your employees to get off task. 

If, for example, you notice an employee spends a lot of time posting funny memes on the team Slack channel, point it out. You could ask them to confine the just-for-fun posts to Fridays, thus encouraging more on-task behavior during the week while not squelching team camaraderie altogether. 

4. Praise Good Work

According to HubSpot data, almost 70% of employees say they’d work harder if they felt more appreciated. In addition to providing feedback on performance, make sure you’re also recognizing good work.

When an employee completes a task successfully and in a timely manner, thank them. You don’t have to do anything huge, but acknowledge the hard work and dedication they’re putting in. For your employees to succeed — and want to keep succeeding — they need to feel appreciated. Whether that means sending a short email, featuring them in a social media post, or giving them a public shout-out at a team meeting, a little gesture of recognition goes a long way.

5. Integrate Remote Work Tools

Keeping your team on task may seem particularly challenging in a remote work environment. Fortunately, there are several project management tools that are ideal for remote workers. No longer do you need to rely on emails and phone calls to manage project tasks. Instead, you can integrate a project management system to help your virtual employees collaborate. 

Tools like Asana, Monday, and Basecamp let teams create projects, assign tasks, and track deadlines. If a task is overdue, the system will let the assignee — and the whole team — know it. There will be no need for you to ride herd on your team when the software does the task monitoring for you. 

6. Prioritize Work/Life Balance 

It’s all well and good to want your team to stay on task. To keep employees motivated, though, make sure you’re not requiring too much. While you want employees who are willing to work hard, you don’t want to overwork them. If you do, employees are likely to burn out, and then you’ll really be kissing effective task completion goodbye! 

To avoid this, make sure you’re prioritizing a good work/life balance for your team. Be flexible when it comes to when and where employees work. They’ll be better able to focus on the task at hand if they’re not worrying whether someone’s going to be home when the kids return from school. In addition, encourage your employees to take breaks during the day and offer paid time off. Employees will return from their time off energized and eager to get back down to work. 

As an employer, it’s important to make sure your employees are staying on task. With more people working from home, it can be a challenge to effectively manage what your employees are doing. But that doesn’t mean it’s impossible. From using the right tools to maintaining team motivation, the tips above will help you keep your employees on task without becoming overbearing. 

Productivity Lessons Learned From the Olympics

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Productivity Lessons Learned From the Olympics

It’s 2021, but they’re calling it the 2020 Olympics — a year later than scheduled. It’s an exciting time for athletes and sports fans around the world. Even though fans cannot be in attendance due to lingering concerns over Covid-19, there have been plenty of memorable moments and incredible performances to remember. In addition, there are productivity lessons that can be learned from the Olympics.

The Olympics are often an inspiring event for global citizens of all ages. Kids become interested in trying new sports, and adults get a burst of energy to get up off the couch and exercise more often and better than better. All the while, citizens cheer on their countries in a display of unity and patriotism.

You can take many lessons from the Olympics and apply them to your everyday life. So watch a few events the next couple of days and tune in before the Closing Ceremony’s on Sunday, August 8th. Here is a list of the lessons we would like to take home from these Olympic games:

It’s OK Not to Be the Very Best

A lot of people will tear themselves down when they notice that someone else is better at them at something. That’s easy to see while watching the Olympics from home. You might ask yourself, “Why should I continue to pursue swimming if there’s always going to be someone who’s faster?” That sort of feeling will get you stuck in a deep rut rather quickly.

Keep watching the games and you might notice something peculiar. You’ll see athletes jump for joy with tears in their eyes after winning a bronze medal. Two people bested them, but they didn’t care. The way they saw it, they were still one of the best in the world and now had a medal to commemorate all of their hard work.

Seek to find that joy in what you do even if you’re not the best at it. Play the guitar because you enjoy it, not because you’re going to be the next Jimi Hendrix. You will be a lot happier and more fulfilled when you make that mindset shift.

Learn From Your Failures

While watching the world’s greatest athletes compete on TV, it’s easy to think that they’re superhumans that rarely make mistakes. But, in reality, the opposite is true. The athletes you see have actually had countless failures, but they learned from every single one of them.

Learning from your failures is hard. It’s much easier to curl up in a ball with some Netflix and ice cream and admit defeat instead of pushing through. Nevertheless, its greatness occurs when you rise from the ashes, and you use the experience, however bitter, to become better than you were before.

Musicians are another great example of learning from mistakes to become better. While practicing a piece of music, they commit numerous errors in the early stages. You’ll experience this when taking on a new job or trying to learn a new skill. When those mistakes come, look at how to avoid repeating them instead of letting them conquer you.

Get a Good Support System

While tougher to notice in this year’s Olympics, you’ll often notice athletes run to celebrate a victory with someone special. Family members, friends, and coaches the athletes have grown close to are the first to bask in a win with the victor. This support system knows just how hard the athlete has worked to get where they are today and was there to guide them for most of the journey.

Friends and family can and should make up part of your existing support system. If your loved ones are a bad influence, consider expanding your circle to include some more positive friendships. Spend time with those who uplift you and support your goals, and you’ll be amazed by what they can help you achieve.

Another way to build up your support system is through networking. By networking, you can find valuable mentors who can teach through experience and lend a helping hand. While you’ll most likely find mentors in a professional capacity, the advice and support they can give can be applied to almost every facet of life.

Preparation is Everything

The Olympics are only every four years (switching off between summer and winter games). While there are regional and even some global competitions in between each Olympics, there’s nothing quite like having an Olympic medal draped around your neck. That’s why those four years are filled with intense focus and preparation from every athlete.

Just think about the runners in the 100m dash. Their races only last for about ten seconds. Yet, they spent years training for those ten-second races. That sort of dedication is quite admirable. It should put a lot of your personal goals into perspective, like going back to school or changing career paths. It will take a lot of Calendar events, planning, and execution to reach your goals.

Discipline is Required for Greatness

Let’s circle back to that Olympic work ethic for this last section. While it’s true that most, if not all, of the Olympic athletes you see, are naturally gifted, none of them made it to the world stage without their fair share of hard work. It takes gallons of blood, sweat, and tears to become an Olympian and even more to make it to the podium.

When the going gets tough, just remember that discipline is required to be great. Many professional athletes are used to getting up early and working long hours to achieve their goals. You should expect to do the same, especially for the goals most worth pursuing.

At the end of the day, the Olympics make for entertaining television. However, let us not let the lessons that can be learned from the various sporting events we watch — be lost on us.

Everyone has it within themselves to become someone or something magnificent (or at least better than we are now) with a ton of hard work and focused determination.

Increase Your Productivity by Finding Meaningful Work

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Increase Your Productivity by Finding Meaningful Work

What is the most important thing you want out of your job? Do you want to make more money? Are there opportunities to climb the corporate ladder? What about job security? Does flexibility exist?

Chances are, if you’re like most people who’ve been asked this question, meaning is often the number one answer. In other words, we want to know that what we do has a purpose beyond money, promotions, job security, or even flexibility.

This isn’t exactly surprising. Several studies suggest those who experience meaning in their work experience increased motivation, engagement, empowerment, career development, job satisfaction, and individual performance. When put together, meaningful work is one of the most powerful and effective ways to boost productivity.

What’s more, it’s also been found that more than 9 out of 10 employees are willing to trade a percentage of their lifetime earnings in exchange for greater meaning at work.

But, what exactly makes a job meaningful? And, more importantly, how can you find meaning in your work?

Meaningful work: The key to unlocking motivation.

“In exploring what makes work meaningful, we rely on self-determination theory,” write Milena Nikolova and Femke Cnossen for the Brooking Institution. “According to this theory, satisfying three innate psychological needs—competence, autonomy, and relatedness—is key for motivating workers and enabling them to experience purpose through their work.”

The first psychological need is competency. That means that “individuals have a need for feeling competent in terms of having the skills and capabilities to overcome challenging tasks.”

The second? People want to feel autonomous and have the freedom to decide what they want to do.

“Finally, workers feel related if they experience genuine care from their bosses or colleagues, and that they care about their superiors and coworkers in return,” add Nikolova and Cnossen. As far as work is concerned, there are other important factors, such as wage and benefit levels, opportunities for career advancement, job security, and the number of hours worked.

“Our analysis shows that that relatedness, which is about relationships at work, is the most important determinant of work meaningfulness,” they add. Those who telework and cannot socialize with colleagues, either before or after the pandemic, won’t be shocked by this finding.

“In general, we discover that autonomy, relatedness, and competence are almost five times more important for perceptions of having meaningful work compared with compensation, benefits, career advancement, job insecurity, and working hour,” the authors write.

At the same time, meaningful work is “intimately personal and individual.” There is no one formula for meaningful work. But, it may also achieve the following;

  • Allows you to use your skills and talents.
  • Makes you feel like you’re a part of something bigger.
  • Knowing that your contributions actually mean something.
  • Feeling like you have a work-life balance and ownership.

Steps to finding meaningful work.

So, obviously, finding meaningful work should be a priority. But, how can you make this possible?

All you need is love.

The most obvious answer? Doing what you love. And, that ultimately comes down to what you’re passionate about.

Of course, passions vary from person to person. So, there is no right or wrong here. For example, you may enjoy doing software work or love engineering. On the other hand, you might get a thrill in helping animals or those in need, cooking, or sharing your expertise.

Identify what you enjoy doing and what you’re truly passionate about. From there, see if you can make a living doing it. In some cases, your passion could be enough to live off of. But, in reality, it might be a side hustle for at least a specific amount of time.

But, what if that’s not an option?

Well, maybe you have a job that offers plentiful vacation time so that you can pursue your passions. Or, even though it’s not the job of your dreams, you genuinely believe in the organization and the goals it’s trying to achieve.

Use the alignment triangle.

“Finding meaningful work involves seeking alignment between three areas: passion, values, and gifts (or what some may call talent or skills),” adds Caroline Castrillon in a Forbes article.

“Do you have a hobby, or something you enjoyed doing as a child, but never considered it a career possibility? Do you find yourself doing something that you love where the time seems to fly by?” Answering these “questions can help reveal your hidden passions,” says Castrillon.

But you already knew that. The next step is to take into account your values. This could be your family, creativity, helping solve a problem or becoming financially stable.

“Make a list and prioritize them,” she advises. As Aristotle once said, “where your talents and the needs of the world cross, there lies your vocation.”

Finally, consider whatever it is that you excel at. “Those are activities that, when aligned with passion and values, can lead to work that truly lights you up inside.”

Job crafting.

If you’re unhappy with your current job, you can either adjust it or look for a new one. The first approach is known as “job crafting,” which was coined by psychologists Amy Wrzesniewski and Jane E. Dutton in 2001.

A job crafting strategy involves turning your current job into one that you sincerely enjoy. How is his possible? By amending your job description so that it’s meaningful. As a result, you’ll be happier and more engaged at work.

According to Wrzesniewski and Dutton, there are three parts involved with job crafting comes in three parts. However, any one of these components will enhance your enjoyment and sense of meaning at work.

  • The first part is task crafting. This consists of one or more tasks being dropped or picked up to change your daily role. This isn’t possible for everyone. But many roles will allow you to do this once you have shown your abilities and earned trust.
  • Relational crafting is the second part. Here you would create or strengthen workplace relationships. For example, instead of eating lunch with your same crew, try and have lunch with different colleagues every Friday.
  • The third and final part is cognitive crafting. Here you’re essentially changing your entire perception of your job. Even a little change in perspective can make your current role seem more meaningful. As an example, changing your title so that it conveys the most meaningful parts of your position.

As a result of job crafting, people tend to feel more autonomous at work. And, this is associated with higher levels of job satisfaction.

Seek autonomy.

In modern history, have we had as much freedom at work as we do today? More and more companies are moving away from traditional hierarchies towards a more autonomous structure. There are several reasons why, such as technology that allows for more remote work. Also, organizations have realized that this increases innovation and productivity.

Of course, if you’re a business owner, then you have a fair amount of autonomy. However, if you’re working for someone else, there are ways for you to take ownership of your work, such as;

  • Ask for more flexibility from your employer. For instance, you could ask if you could work from home one or two days per week. Suggest a trial period to build trust and deliver results. When working from home, you can set your own schedule and choose how to work as an added perk. Eventually, you may be able to work even more days remotely.
  • Volunteer for new responsibilities. You don’t want to overextend yourself. But, if you have the availability, ask to take on responsibilities that let you showcase your unique talents.
  • Seek autonomy outside of your “job”: If there aren’t opportunities to show off your skills, find them elsewhere. Maybe during your downtime, you could freelance or engage with a hobby. And, why knows? Down the road, this might become a full-time gig.

On your end, you still need to hold yourself accountable. Doing so will build trust with your employer, which in turn, will generate more opportunities for autonomy.

Ask someone.

This might be awkward asking other existential questions like, ” What am I good at?” or “What’s the purpose of my work?” But, there are some clever workarounds, such as;

  • Asking others, like a co-worker or supervisor, for constructive feedback
  • Bouncing ideas off those whom you work closely with.
  • Sharing your ideas or opinions during meetings or online surveys.
  • Reading online reviews about your product or service.
  • Sharing your expertise through blog posts or coaching others and listening to what your audience has to say.

I’ll be honest; listening to feedback from others can be tough. However, don’t take it personally. Rather, use it to learn and grow. And, most importantly, use it to find what’s most meaningful to your work.

How to Handle the Post-Pandemic Appointment Onslaught

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How to Handle the Post-Pandemic Appointment Onslaught

Life is finally getting closer to normal. Even though there have been some Covid-related twists and turns, businesses are beginning to reopen, and customers are once again clamoring for services. If your city is approaching a full reopening, you can expect customers to be rushing to your doors and booking appointments in the near future.

While the sudden influx in business is positive, it brings along a host of challenges. How do you fit in every single appointment without turning anyone away? How do you keep up with the demand? How do you prepare your employees for potential chaos?

You may run a dentist’s office or a hair salon. No matter your business, there are some basic business principles that will help you handle the post-pandemic onslaught with ease. Start by implementing the following:

Review Your Walk-In Policy

Your clientele may have lost a bit of their sense of protocol after a long hiatus during the pandemic. You might find many customers trying to fit into an appointment on very short notice. Some may even walk in requesting to be added to the queue. This behavior is difficult to plan around and can cause a lot of logistical bottlenecks if not handled correctly. 

This is a good time to review and potentially revise your walk-in policy. Consider placing a cap on walk-ins and announcing the restrictions to your customers. This will hopefully alert as many people as possible that the best way to get an appointment is through booking in advance. It can eliminate the wave of those who show up unannounced. 

A walk-in policy can consist of a maximum of two walk-ins per hour or a set number for the entire day. Your business might be able to fit in a few walk-ins, especially on a slower day. Having a set cap ensures you don’t get overwhelmed. 

Automate What You Can

Any office task that you can take out of the hands of your employees will help ease the post-pandemic appointment rush. Your workers will be able to assist more customers when they’re not continuously getting caught up in administrative duties. 

Implementing online appointment software should be your top priority if you haven’t set one up already. Making it possible or even required to book an appointment online will keep the phone lines quiet, reducing in-house interruptions. With online appointment software, you can keep track of customer or patient information automatically and even receive payment in advance. 

Appointment reminders are another type of automation that will benefit your business. Your system can automatically send out reminders at various intervals to reduce no-show rates and boost punctuality. 

Consider Expanding Your Workforce

Post-Covid unemployment levels are still higher than before the virus struck our shores. Although they’re steadily improving, there are still over 9 million people without work. If you’re considering expanding your workforce, now is the time to do it.

Think about the sort of entry-level positions you could open up and how they would be beneficial to your business. For example, seasonal jobs can add an extra set of hands to your payroll. This helps you avoid a long-term commitment that you don’t want to keep once the rush dies down. 

You can also look into hiring some full-time personnel to pick up the slack. Out of the 9 million people without a job, there must be someone out there looking for an opportunity that you can provide. 

Prepare in Advance

How much preparation does your business need before the doors open each day? If you’re experiencing higher appointment numbers than normal lately, you might need to start those preparations a little earlier than usual. 

Let’s say you run a salon that requires guests to have appointments. You may have a huge amount of appointments queued up as customers are ready to get fresh haircuts or pedicures. Offer some overtime pay to have a few people prepare supplies and service areas in advance. This will enable you to serve customers in a timely fashion.  

Even making sure that your workforce clocks in well before doors open will help prepares you for the busiest of days. Incorporate timeliness into your training and scheduling so that you’re never caught short-staffed during a time like this. 

Leave Room for Error

When handling so many appointments, there are bound to be some bumps in the road. Customers will show up late, appointments will run long, and systems won’t work as designed. Be prepared to right the ship so you can continue to move forward instead of crashing into the rocks.

For starters, make sure you have proper buffer time in between appointments. This gives you some leeway if a customer shows up late or if an appointment runs long. Without buffer time, such situations would cause overlap with other appointments and create messy scheduling conflicts. 

Some businesses designate one employee as a “floater” to help handle scenarios like this. The floater’s job is to run between rooms or workstations and assist as needed. They can help answer phones when there are too many calls to process. They can also check in guests to move them into their appointments quickly. They can be a lifesaver in numerous situations. 

Remember that having too many paying customers is better than not having enough. As your business pivots to a post-pandemic world, you can streamline how you deal with appointments to help smooth the way.  

Learning to Speak With Clarity

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Learning to Speak With Clarity

In terms of content, it’s essential to structure our thoughts logically, as well as choose our words carefully. Just as important are projections, pronunciation, and diction. After all, in order to be a good communicator, you need to go beyond language skills.

In other words, you need to learn to speak with clarity

Whether you’re having a one-on-one meeting, speaking at an industry, or just shooting the breeze with friends or family, communicating with clarity shouldn’t be overlooked. It ensures that you’re delivering the right message. And, more importantly, that the other party gets that message loud and clear.

What’s more, it’s possible to learn to speak with clarity. And, to get started, here are nine strategies to utilize.

Identify and overcome obstacles.

In my opinion, identifying the obstacle should definitely be you’re starting point. How can you speak clearly without first identifying the overcoming the obstacles holding you back? It’s like trying to go on a bike ride when you have a flat tire.

While everyone has their specific hurdles, one way to identify your obstacle is to play time management games. These games reveal to you where you have unclear speech, as well as time issues.

Here are the most common challenges to clear speech and communication — and how you can resolve them.

Fast rate.

Unclear speech results from a variety of factors, such as being nervous. As a consequence, words become muddled up with consonants since vowels have become shortened. In fact, it’s when speaking, we should aim for about 140 words per minute.

Slowing down your speech and talking deliberately (at first) helps form your sounds more accurately. And, this gives your listeners time to process what you’re saying.

But, how can you slow down? One suggestion would be practicing deep breathing while speaking. You can also try the following;

  • “Practice Speaking and Self-Monitoring” exercises
  • Recording yourself practicing a speech. Not only does this let you hear how fast you’re talking, reciting your speech builds confidence.
  • “Shadowing” others, such as watching TED Talks and then, mimic speakers.
  • Working with a coach or consultant.

Slowing down naturally can best be accomplished by breathing deeply while speaking. After you gain clarity — in this day and age — I also think we need to step up the pace again when speaking. Slow speech aggregates those who are in a rush — which is most of us. Become clear in your speech first — then speed it up again. (I’d say it takes six months to a year to get this right, you can’t rush it — and it takes a lot of practice.)

Mumbling.

Another common culprit is mumbling. And, this usually goes hand in hand with fast speech. The reason for this is that the mouth doesn’t open as much when speaking quickly. In turn, the sound of your speech gets distorted since it’s being squeezed between your teeth.

The best way to address mumbling is by relaxing your jaw and tongue. Doing so will allow you to speak clearly and with greater precision. You can also use some of the strategies listed above, such as recording yourself. A more strange technique would be speaking with a cork in your mouth because it makes your mouth work harder to pronounce the words more clearly.

Some people mumble because of self-confidence — they don’t really believe what they have to say is important. Believe what you have to say has merit, and it will help with clarity. If you know you are mumbling today — just be quiet and listen.

A quiet voice.

Speaking too softly or not loud enough will result in a lack of clarity. What do your listeners have to work with when you aren’t putting enough sound into the room?

The more breath you take and the more vibrations you feel in your body, the more power you will be able to produce without straining. Keep in mind though, that your voice will appear louder to you than to your listeners. This is awkward, but don’t worry too much about it. Again — record and listen to your voice — continually adjust to the correct volume for the situation.

An accent.

Others may find it difficult to understand you when you have a thick accent. But, there’s nothing wrong with having an accent — all of us have one. But, depending on who is listening to it, it may be difficult to understand.

An accent is more problematic when combined with a weak voice or fast rate. As a result, a strong accent may cause confusion and frustration. Before you start speaking, make sure that you’re projecting well and speaking slowly. It could be as simple as that.

Usually, with a thick accent, you will need a coach. Listen to Arnold Schwarzenegger in his first movies — you can hardly understand him. Listen when he was California’s governor — quite a bit better in his speaking. Listen to him today — he’s understandable. Schwarzenegger put a lot of time into his muscles — and in speaking better — with tons of work, many coaches, and practice. Speaking well and with clarity doesn’t happen by accident; it takes difficult work and practice.

Speaking with clarity is like anything else worth doing well — it takes practice and concentrated work to get it right. There are many YouTube’s about speaking well — look up a few of these.

Stay in your wheelhouse.

“The ‘most natural’ way to project confidence when we speak is when it’s done from the position of authority or as an expert,” says writer and wellness advocate Evelyn Marinoff. “We all tend to pay close attention to such individuals and believe pretty much everything that they say. Because they ‘know their stuff.’”

“So, find your strengths and passions, and further develop them—become the best you can at what you do.”

This was actually a conversation my brother and I recently had. My argument was that I get turned off by people who are considered experts because they have a platform. It’s like when a celebrity champions a diet. They may not be wrong. But, they aren’t nutritionists and, so you should take their advice with a huge grain of salt.

Being an authority figure doesn’t just give you “brownie points with others—mainly, in the form of respect and appreciation, it will also breed confidence. In turn, this “makes us better armed to face the world, to weather adversities, and to calm down our nervousness and self-doubting.”

You don’t have to use big words.

It’s not uncommon for educated people and thought leaders to use a lot of big words when speaking. I can’t vouch for them all personally, but I believe it’s because they think that this will validate that they “know thief stuff.”

However, this isn’t always true. For some, having an extensive vocabulary is merely a tactic to hide behind. As a result, your arguments become misrepresented. And, that defeats the whole purpose of communicating with others.

Does this mean you should avoid big words all the time? Of course not. Sometimes they are more accurate and superior to their smaller cousins.

If you don’t want to exasperate or offend your audience, define big words before using them.

Captivate and engage others.

Piggybacking from the last point, an audience that doesn’t understand you won’t be able to benefit from your expertise. And, that might be because you’re using jargon. Remember, just because you and your colleagues throw around industry terms freely doesn’t mean that everyone is aware of their meanings.

Unless you know your audience, like their backgrounds and motivations, steer clear of the complicated words or acronyms that your audience is not familiar with. It’s a surefire way to lose them and prevent them from being engaged and captivated.

Another suggestion? Keep your explanations simple and clear. This guarantees that your audience can relate to and understand them. And, when they, you’ll be able to maintain their attention

In the words of Albert Einstein, “If you can’t explain it simply, you don’t understand it well enough.”

Read a Thesaurus.

Using different words can ensure that other people will understand what you’re saying. By using synonyms and changing a sentence structure, it will be much easier to get someone’s attention. But, repetition is needed to initially grab their attention.

Repetition has a special quality that’s called “specialty.” This is because people can say the same thing in a variety of ways. It will be in your best interest to learn a wide range of synonyms and related words.

Here are just a couple of examples in action:

  • When you can’t think of a specific word, for example the word goal, you could say, “aim” or “objective” instead.
  • When you’re talking to someone and they don’t understand what you mean — you can use goals or intentions.
  • When you wish to reiterate your point — if you say, “we need to reduce expenses by creating a budget. This would save us a lot of money.” The short explanation gives clarification to the sentence.

Write more often.

It becomes easier to speak more clearly when you’re able to write well. Over time, your vocabulary, sentence structures, and arguments will become second nature.

The reason? It helps you prepare and think ahead. As a result, you do not need to focus on your structure or vocab. Instead, you can focus on your presentation structure in order to avoid mistakes. Even if you’re busy as heck, try writing in a journal during your morning routine for a couple of minutes may help.

Avoid sub-clauses.

Another benefit of writing? It allows you to put several arguments inside one another. In other words, writing allows your audience to find the beginning of your sentence so that they don’t get confused. You can’t do that when you’re speaking.

Therefore, don’t nest ideas inside each other. Be concise when writing and end one thought before starting another. When you clearly end a sentence — you won’t lose your audience. More importantly, the listeners can walk away with the key points you wanted to relay.

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