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9 Ideas for Reducing Overtime Appointments

By Jon Bradshaw | Appointment | No Comments

What to Do if Appointments Keep Running Long

If your business can fill up its schedule with appointments day after day, congratulations: In a pandemic, that’s impressive.

When you’re busy, however, you can’t afford for appointments to run long. Those that go longer than they should can disrupt the entire schedule and ruin a customer’s day.

The question for leaders is how to keep sessions to their scheduled length. A little experimentation can keep things running smoothly. Here’s what to try:

1. Add Buffer Time Between Appointments

If you’re consistently having trouble with appointments running long, consider adding a buffer between them. This small window of time will give you just enough leeway to finish up a longer appointment without it eating into the next one.

If you don’t use the buffer time, you can go straight into the next appointment if the customer is already waiting. They’ll be pleased with the quick service, so it’s a win-win. If they haven’t arrived yet, take this time to tidy up and prepare for the guest to arrive.

2. Increase Appointment Durations

Instead of, or in addition to, adding buffer time, consider extending appointment times. The fact that appointments keep running long might indicate your customers or employees are struggling to squeeze everything in.

Gather data on how long the average appointment lasts. If the average is higher than the time slot designated for an individual appointment, expand it. You might not be able to take as many customers in a day, but you’ll be able to take better care of them.

3. Try a New Scheduling Method

Using a different scheduling method might provide better results. For example, you can try modified wave scheduling instead of the traditional time-blocking model.

Wave scheduling is a common appointment-setting practice in the medical field. Basically, it involves scheduling multiple appointments at the same time with buffer time at the end of each hour.

Periodic downtime allows longer and shorter appointments to coexist, but it may mean asking some customers to wait. If you implement this, keep an eye on your waiting times.

4. Cross-Train Employees

One reason appointments might be running long is because your employees are only trained in specific tasks. If only one worker on shift can complete a certain task, the customer might have to wait for them to be available, creating a bottleneck.

Whenever possible, cross-train your employees. Make sure everyone is capable of answering the phone and working the register. The more capable the team, the quicker appointments become.

5. Improve Workflows

Whether your employees are cross-trained or not, look for ways to improve their workflow. If employees are unsure about which tasks to handle in what order, things can get chaotic rather quickly.

Make sure each employee understands their role. Prioritize tasks in a visual system, such as a whiteboard or task management tool, so they understand what needs to be dealt with first. Uncertainty on your team slows everyone down.

6. Establish a Late-Arrival Policy

If a customer arrives late to their appointment, it will likely go over time. A late-arrival policy will discourage customers from dawdling in.

Your late policy should be strict enough that customers will want to avoid it, but not too harsh as to drive customers away. Remember, sometimes people are late for reasons out of their control.

Consider moving customers back in the queue if they haven’t arrived by the time their appointment is set. For those who have to wait, make sure your office is comfortable.

In addition to a late policy, make sure appointments start on time for customers who are punctual. Realize that this might mean pulling employees away from other tasks.

7. Implement Automation

Using technology, you can cut down on busywork by automating some tasks. You already let customers book online: Why not offload other parts of the process as well?

For example, you can automate your check-in process so that it doesn’t require an employee’s time. Perhaps you can implement a chatbot to answer some questions they have prior to arrival.

8. Check in With Your Team

No one understands why appointments are running long better than your employees. They’re right in the thick of it and see inefficiencies that you may not. Going to them for advice is a great start.

Hold a meeting to discuss how to improve appointment management. Ask for their ideas on making appointments more efficient, getting customers to arrive on time, improving workflows, and rooting out other time-sucks.

9. Upgrade Your Equipment

Are the tools your employees use old and run down? Purchasing some new equipment could enable them to do better work faster.

While tools are expensive, remember that they’re an investment. They should cut down on appointment time, along with many other benefits.

For example, a more efficient hair dryer can reduce the time hairdressers spend at the end of each appointment. Better software or a faster internet connection enables personal assistants to book the same appointments with fewer clicks.

Find out why appointments are running long, and use this list to come up with a solution. Handling appointments efficiently will keep customers happy, help employees feel less stressed, and increase revenue for your business.

How to Kick Yourself Out of a Slump

By John Rampton | Knowledge Base | No Comments

We all get in slumps. Sometimes it’s because you’re under the weather. Or you’ve got that summertime sadness feeling. But, what if you’re really in the gutter and you don’t know why?

It happens to all of us from time-to-time. However, that doesn’t make it any easier. When your mood plummets, everything from your health, relationships, to career suffer. Even worse, you may not want to get better. It’s just easier to close yourself off and stay down. But, that’s no way to live. Instead, you have to kick yourself out of your slump so that you can enjoy your life and get back to being your bad-self.

Saying that from the outside, though, is easier said than done. But, I’ve been there more times then I would care to admit. And, through some trial and error, I used the following tricks to break free of my downward spiral.

Be on the lookout for red flags.

I’m going to tell you all an embarrassing story. Not that long ago, I was walking my dog before going out for the night. In my hurry, I didn’t pay attention to where I was going and tripped over a flowerpot. It happened so fast that I didn’t realize I was falling until I crashed to the ground.

Sometimes, that’s the case with slumps. There’s so much going on that you don’t realize that you’re down in a hole until you’re already in it.

Now and then, check-in with yourself so that you can spot any potential warning signs. While this varies from person to person, here are some of the more common symptoms that you may be in a slump:

You’re bored day, in-and-out.
You’re stuck in the past.
Daydreaming eats-up too much of your time and energy.
You refuse to get out of your comfort zone.
You continuously don’t feel well.
No one asks for your advice or feedback.
You put others ahead of yourself.
Business isn’t thriving.
You’re searching for an escape, like vacation deals or selling your business.

If any of these ring true, then it’s time to admit that you’re in a slump. From there, you can begin to get to the root of the problem so that you can dig yourself out. For example, if the main culprit is your business, then maybe it’s time to consider selling it and moving on to a new venture.

Prioritize yourself.

There’s nothing wrong with helping others. Helping others is a proven way to increase your happiness. Which, in turn, can pull yourself out of your slump. But, you still need to take care of yourself.

Always putting others first is exhausting and can impair your work performance. What’s more, “when you put yourself at the bottom of your to-do-list, you’re more stressed and less energetic and creative,” writes Angela Ruth in a previous Calendar article. “Your sleep is impaired, and you may turn to other vices.” Overall, without engaging in some self-care, you’re harming your physical and mental health.

So, how can you prioritize yourself so that you don’t drive yourself into a rut? Angela suggests:

Take a “me” moment, like blocking out specific times for you to something that you enjoy.
Increase your emotional intelligence.
Swap out the negative self-talk with more positive and supportive language.
Take a social media break.
Recite empowering mantras.
Remove the toxic elements from your life.
Get comfortable setting boundaries and saying “no.”
Remember your “why.”
Acknowledge your strengths and weaknesses.
Schedule downtime.

Decline your invite to the pity party.

Have you ever received an event to a function that you really don’t want to attend? You probably don’t hesitate to decline the invite.

Take the same approach whenever you have the urge to throw yourself a pity party. I know that it’s easy to fall into this trap and wallow. But, as Helen Keller correctly put it, “Self-pity is our worst enemy, and if we yield to it, we can never do anything wise in the world.”

Get your fill of inspiration and motivation.

Being in a slump sucks. There’s just no other way to put it. You’re not in a good mood. Energy and productivity have been drained. And, the things that you usually enjoy doing just don’t cut it anymore.

A simple way out of this? Surround yourself with as much inspiration and motivation that you can.

Inspiration and motivation are different for everyone. For me, I know that when I’m down, I might watch a comedy like “Step Brothers.” No matter how many times I’ve viewed it, it busts my guts every time. And guess what happens next? I’m in a slightly better mood and want even more. The next thing, I’m climbing out of my descent.

Whether if it’s a movie, song, podcast, book, or going for a hike, turn to the things that lift your spirits and give you a zap of energy.

Shock your system.

One of the easiest ways to get yourself in a rut is by staying within your comfort zone. You know how it is. Every. Single. Day. Is.The. Same.

The best way to counter this? Change things up. For example, instead of going to your office every day, try working somewhere else — even if it’s just one or two days a week. Try out a new exercise program or restaurant. Wake-up a little earlier so that you try out a new morning routine. Try out a new hobby, or do something that scares the crap out of you.

In short, shake things up so that you don’t get stuck in the same routine. And, if this is too nerve-racking, start small and work your way up. For example, instead of going to the same grocery store every Sunday morning, visit a local farmer’s market on Saturday morning.

Reach out to others.

The worst thing that you can do when you’re down is to keep it to yourself. As long as you’re reaching out to others because you’re looking for a way out of your slump — you’re not going to be bothering anyone. They are probably more than willing to listen and offer advice.

Don’t hesitate to pick up the phone and calling a trusted friend or family member. In my experience, a family member or best friend should always be your go-to. If they’re not around, consider reconnecting with an old friend. If that’s not an option, then please consult a support group or mental health professional.

Practice gratitude.

Research has found that gratitude has the power to change you and your brain for the better. Most notably, because it comes with psychological benefits like unshackling us from toxic emotions.

Best of all? Practicing gratitude doesn’t have to be a complicated activity. It’s a simple activity that you can do daily. Examples are writing in a journal, saying “thank you,” and spending quality time with your nearest and dearest.

Play hooky.

Of course, you don’t want this to become a frequent occurrence. But, everyone could benefit from taking a mental health day now and then. It’s most beneficial when you’re feeling rundown or don’t have any time off planned.

Whether you feel guilty about taking the day off, or don’t want to pry yourself from the couch, make the most of your day-off. You don’t have to go all-in like Ferris Bueller. But, definitely go out and have some fun. Indulge in a little self-care. You might take a moment to catch up on some cleaning or reading. Or, meet-up with a friend for lunch.

You’re going to survive, and work will be just fine without you for an hour or two or half a day. When wake-up the following day, you’ll find yourself refreshed and in a better state of mind.

Squash the ANTs.

And, finally, get those pesky ANTs out of your mind. Coined James Phu, these are Automatic Negative Thoughts that ruminate and prevent you from getting out of your rut.

The first step is to try to keep those thoughts from occurring in the first place. James suggests you can do this by avoiding toxic people, office gossip, and the news.

The next step is to become more self-aware so that you can catch any negative thoughts as early as possible. Some techniques that James has used are meditating, breathing exercises, and checking-in with yourself throughout the day. He also recommends using the rubber band trick. Whenever a negative thought pops in your head, “pull that elastic band and release.” That small amount of pain reminds you to stop and focus on something more positive.

Finally, find ways to defeat the negative. Gratitude, mindfulness, and keeping yourself busy are all great options. You can also try putting things in perspective and challenging these thoughts. For example, let’s say that you gave a presentation and made a couple of mistakes. You may tell yourself that it was a complete disaster. But, in reality, you got a standing ovation.

25 Productive Hacks and Things to Curb Your Boredom

By John Rampton | Time Management | No Comments

Last weekend was cool and rainy. I was ahead of my work, and I was trapped inside. Suffice to say; I got a little restless because I was bored with a capital B.

Here’s the thing though, being a little bored is not always a terrible position to be in. Research shows that boredom has the ability to inspire creativity. And, because boredom gives us a brief escape from the daily grind — it’s good for your mental health.

The catch? You have to get bored the right way. If that’s confusing, then there are 25 productive things that you can try the next time boredom strikes.

1. Plan way ahead.

If you want to be productive, then you need to make a plan. Of course, this isn’t always something that you have the time to do. But, if you ever feel restless between meetings or on a dreary Sunday, it’s one of the best ways to kill some time.

In my opinion, this should be a weekly activity. However, don’t be afraid to make plans for the next month or even year. It may sound overwhelming. But, this will let you book your priorities so far in advance that you’ll never have to worry about conflicts.

What’s more, it’s an effective way for you to get a head start on upcoming activities. You can also block-out some me-time in advance or identity tasks that can be assigned to others. It’s a win-win.

2. Tidy up your home or workspace.

Some people thrive when a mess surrounds them. But, for most of this isn’t true. In fact, clutter can be distracting and stressful.

Since you have some availability, pick an area and tidy it up. For example, if you only have a couple of minutes, throw the trash on your desktop, and file important documents. If you have nothing to do this weekend, you could organize your kitchen or clean out your bedroom closet.

3. Organize/clean your computer, phone, or tablet.

Just like your home and workplace, your electronics also have to be periodically be cleaned and organized. Some suggestions would be to remove apps that you no longer use, organizing your electronic files, and clearing your cache. You could also make sure that your contacts are up to date and backup any relevant digital data.

4. Clear out inbox.

If you don’t keep your inbox in-check, it can become so out-of-control that it can kill your productivity. Just think about the time you waste searching for important messages or trying to prevent it from interfering with your workflow.

Right now is the perfect time to tame your inbox. Go through and clear out your spam and unsubscribe to newsletters you aren’ reading. And, while you’re at it, set up filters and unify accounts.

5. Pursue a hobby.

Hobbies aren’t just fun. They can also help you professionally. Research shows that hobbies spark creativity, rescue stress, and improve your physical health. As if that weren’t enough, those with hobbies are more satisfied with their jobs and have a lower likelihood of burning out.

Just keep in mind that depending on where you’re at, you might have to be flexible. For instance, if you’re at home, then baking, gardening, homebrewing, or airplane modeling isn’t a problem. But, you probably can’t do them at your workplace, so you’ll have to opt for hobbies like writing, drawing, or coding.

And, who knows? Maybe your hobby can become a new business venture — or at least a way to earn a passive income.

6. Read.

I love to read. I have since I was a wee lad. And, it turns out that it’s one of the best activities to enjoy.

Reading has been found to strengthen your brain, vocabulary, and ability to emphasize. It can also reduce stress and bolster both focus and analytical skills. So, instead of complaining that you don’t have time to read, pick-up a book the next time you’re bored.

7. Play around on Spotify.

I use Spotify. But, if you’re using a different app like Apple Music, the idea is the same. Listen to educational or inspiring podcasts. Or create various playlists for activities like exercise or to drown out background noise.

I’ve also made a little game with one of my friends, where we create different playlists of our favorite songs and podcasts. Besides giving us something to talk about, it’s a great way to discover new auditory experiences.

8. Watch a TED Talk.

What’s not to love about TED Talks? They’re informative, motivational, and are always under 20-minutes. In my opinion, when you have some time to spare, this is the best way to spend it.

9. Compose a learning bucket list.

I’ve come across many lists that suggest when you’re bored; you learn something new. Obviously, that’s an excellent use of your downtime. The thing is, what exactly are you going to learn?

I might be an anomaly here. But, I’m not the type of person to say, “I’m bored. I think I’ll learn how to speak Italian today.” I’m more likely to wander around aimlessly until I bump into something.

To prevent, I have a list of things that I always wanted to learn. The next time I’m looking for something to do, I can refer to the list. To create your own learning bucket list, think about anything you’ve always wanted to know or try.

10. Practice your current skills.

Becoming an expert in your field can be extremely beneficial. It makes you more marketable. And you’ll be able to work smarter and more easily.

Whether if it’s keeping up with the latest industry trends, attending an online class, or working with a mentor, sharpen your ax.

11. Try something new.

Are you just sitting around the house? Why not hop in the car and try out something like geocaching or exploring a different part of town? Did you work up an appetite? Order dinner from a restaurant you’ve never patronized before.

When you try something new, you open yourself up to new opportunities and perspectives. And it forces you outside of your comfort zone.

12. Go for a stroll.

Spending time outside is one of my favorite activities. In fact, I cherish my daily walks with my dog.

Besides being good for us physically, it’s been found that walking can increase creativity levels. Additionally, being outside makes you happier, relieves stress, improves concentration, and boosts your energy.

13. Journal.

Journaling is hands down one of the best things to do for your mental health. After all, it can help you manage anxiety, reduce stress, and cope with depression. Moreover, journaling can help you prioritize and solve problems, track your triggers, and practice gratitude.

14. Play a brain game.

Unlike Trix, games aren’t just for kids. In fact, chess, Sudoku, crossword puzzles, and even certain video games are worth your time. Why? They’re able to boost your mental focus and fitness.

15. Meditate.

Meditation is one of the most effective ways to help put your mind at ease. It can also improve your focus. The reason for both is that when you meditate, you’re brought back into the present.

Even better? It takes just 5-minutes of meditation to change your life. And, it can be done wherever you’re at.

16. Update your resume/online profiles.

When was the last time you updated your resume or online profiles? If you can’t remember, then now is the perfect opportunity to do so.

Even if you aren’t looking for a new job, you never know when the opportunity will knock on your door. It’s better to have these items up-to-date instead of scrambling to do so when you’re crunched for time.

17. Network.

Whether it’s attending industry events or introducing yourself to relevant online communities, expanding your network is a must. After all, there’s no better way to grow your business, improve your skillset, and stay afloat on trends.

18. Hang out with friends or family.

Be spontaneous and see if a friend wants to grab lunch. Pick-up the phone and call your parents. Or, plan a last-minute day trip with your kids.

In addition to strengthening these connections, it’s good for your overall well-being. In fact, according to an 80-year-old Harvard study, relationships are key to happiness and long life.

19. Deal with financial stress.

Did you know that 60% of Americans feel stressed about money? As a consequence, this could lead to anxiety, insomnia, and poor coping habits. It can even put a strain on your marriage.

To counter this, think about ways to alleviate financial stress. It could be improving your financial literacy, launching a side-hustle, or creating a budget.

20. Run an errand or two.

Why put off going to the grocery store, dry cleaner, or whatever errand you have to do? If there’s nothing else going on, go out and knock these off your to-do-list.

21. Plan your next vacation.

You might be grounded right now. But, just the act of planning your next vacation can make you happy. And, with so much notice, this ensures that you won’t worry about work while away.

22. Help others.

You don’t have to be selfish with your boredom. If there’s a colleague why needs assistance, lend them a hand. You could also volunteer or share your expertise through blogging or webinars.

23. Self-reflect.

If you’re bored, go somewhere quiet and spend some alone time reflecting. It’s a proven way to improve your self-awareness, provide perspective, and challenge your thoughts. Also, self-reflection helps you review and track your progress, as well as make sense of things,

24. Daydream or take a nap.

Some might scoff at this. But, daydreaming can make you more productive. The reason is that it sparks creativity, reduces stress, and assist in problem-solving.

Similarly, napping can reduce fatigue, increase alertness, and improve your mood. Naps can also speed-up your reaction time and better your memory.

25. Veg out.

Here’s the main takeaway from this article; you need to stop worrying about being productive 24/7/365. That may sound counterproductive. But, when you obsess over maximizing every minute, you’re putting unnecessary stress on your health and well-being.

Furthermore, this can diminish the quality of your work. It also puts a strain on your relationships. And, eventually, you’ll get burned out.

So, the next time you’re bored, just kick back and relax. Use this downtime to recharge your batteries and reconnect with your priorities. When you’re refreshed, you can come roaring back to work.

10 Daily Habits to Boost Your Productivity

By John Rampton | Time Management | No Comments

Have you ever wondered why some people are more productive than others? You have been told this answer for years — and it’s simple — your productivity really boils down to habits.

In fact, it’s been found that about 40 percent of people’s daily activities are performed each day in almost the same situations. Sometimes, that can be beneficial, like maintaining a wake-sleep schedule. Other times that can work against you, think unhealthy habits like perfectionism.

If you feel that your bad habits have been holding you back, I’ve got some good news for you. You can replace them with healthier habits so that you’ll be more productive. And, while some of these are obvious, I wanted to put a spotlight on 10 lesser-known daily habits that you should be embracing,

1. Don’t snooze.

What’s your first instinct when your alarm, whether if it’s your phone or old-school clock, goes off in the morning? I would assume that it would be like Bill Murray in Groundhog Day. You wish that you could smash the alarm into a million little pieces.

Maybe that’s why Americans are hitting snooze twice every morning? But, considering that we’re also relying on two alarms and are waking-up groggy, it’s probably because we’re not getting enough quality sleep.

I’m not going to lecture you on the importance of prizing sleep. However, I am going to stress why you need to remove the snooze button from your morning routine.

According to Reena Mehra, M.D., M.S., Director of Sleep Disorders Research at Cleveland Clinic, this prevents our bodies from getting that much-needed restorative sleep. “Much of the latter part of our sleep cycle is comprised of REM sleep, or dream sleep, which is a restorative sleep state,” explained Dr. Mehra. “And so, if you’re hitting the snooze button, then you’re disrupting that REM sleep or dream sleep.”

Moreover, those short periods of sleep you’re getting aren’t enough to qualify as restorative sleep. The easiest solution is to make sure that you’re getting seven to eight hours of sufficient sleep. If you struggle with this, you might want to schedule a visit to your “physician to make sure there’s no undiagnosed sleep disorder,” suggests Dr. Mehra.

In addition to waking-up without hitting snooze, you’ll have more energy and stamina throughout the day. More importantly, you’ll be less stressed, more creative, and process complex information. It can even help regulate your appetite.

2. Focus on just one goal.

Despite what you may believe, multitasking isn’t possible. Similarly, the same can be said of trying to juggle multiple goals at once.

“While it might seem very difficult, focusing on one goal at a time is the most powerful way of achieving your goals,” writes Leo Babauta. “When you try to take on many goals at once, you’re spreading thin your focus and energy — the two critical components for achieving a goal.”

“What if you have 5 goals you want to achieve?” asks Leo. “Pick one to focus on first.” Next, for long-term goals, you’ll want to fragment that into a mini-goal — preferably one that you can accomplish this month.

“Keep doing this until the goal is accomplished — do an action every day, finish the mini-goal, pick the next mini-goal to work on,” Leo adds. “Then, when your One Goal is completed, focus on the next goal.”

“Some goals are ongoing ones — like blogging every day, or exercising every day,” he says. “In those cases, turn them into habits — focus exclusively on turning the goal into a habit, until the habit is ingrained.” After that, move on to the next goal.

3. Start off calm.

When you do get out of bed, start your day off on the right foot. How? By having a calm and peaceful morning.

The first way to achieve this is by waking up early enough so that you aren’t literally run out the door. You should have enough time to embark on a morning routine. While this can be whatever you’re into, like exercising, you should definitely include a little meditation.

“I often suggest my clients begin their day with a morning meditation or self-affirming exercise,” says Shelby Castile, a licensed therapist. You could also set a positive intention for the day or repeating a mantra, such as “I choose happiness.”

Benjamin Spall, the co-founder of My Morning Routine, suggests that you also use “waking up as your cue to get out of bed and start doing some light stretching.” You’ll want to follow that up with “some push-ups before transitioning into your favorite yoga pose.”

“Or you can use waking up as your cue to grab a book from your bedside table and read 10 pages before popping on the kettle and starting breakfast,” adds Spall. Personally, I also write in a gratitude journal and review my calendar to know what to expect for the rest of the day.

4. Cultivate deep work.

For the uninformed, deep work is defined by Cal Newport as “the ability to focus without distraction on a cognitively demanding task.” In other words, these are your most demanding and important tasks. As such, they require 100% of your attention.

Of course, this is a challenge for most of us. We first have to identify what constitutes deep work. After that, we must block out time for this work. And, we also have to build up the discipline not to get distracted.

To accomplish this, Newport recommends that you take the following steps:

Schedule deep work. In your calendar, block out the appropriate time for deep work. Ideally, this should be when you’re at peak productivity. If that’s between 8 am and 10 am, then this is when you’ll schedule deep work.
Don’t be as accessible. Since you don’t want to get distracted during this time, turn off your phone. Or, at the very least, smartphone notifications. If you have an office, close your door. If not, put on a pair of headphones.
Know your work habits. I work best in isolation. Knowing this, when it’s time to get down to brass tacks, I’m like Superman and hiding out in my fortress of solitude. But, I have colleagues who enjoy being around others to get inspired. In short, determine how you work best and work with that as opposed to against it.
Keep a scoreboard. Record your deep intervals. And conduct a weekly review of your progress.

Moreover, because deep work can be taxing, you must fill your energy tank. Newport writes that you can achieve this by being lazy and embracing boredom. For example, instead of getting sucked into your smartphone during a break, stare at the window and let your mind wander.

5. Build pyramids.

Are you familiar with batching? If not, it’s quite simple. You group similar activities together, such as checking your inbox at set intervals instead of throughout the day.

While batching is a tried and true productivity technique — you may want to try pyramids. Here you would spend 15-30 minutes tackling easy batching actives. Once you’re warmed up, jump into your main goal of the day. And, finally, end your day on a high note, like organizing your workspace or evaluating your to-do-list.

6. Follow “Ramit’s Book Buying Rule.”

It’s been said that adults make about 35,000 remotely conscious decisions each day. The thing is, most of these are unimportant. But, they still can deplete your energy supply leading to decision fatigue.

One simple way to reduce the number of decisions you make per day is to adhere to Ramit Sethi’s book-buying rule. “If you’re thinking about buying a book, buy it, he explains. “Don’t waste five seconds debating it. Even one idea makes it more than worth the price.”

What if you can’t decide between multiple books? Buy them and read them both.

Another way to make pare down decisions would be through meal prepping or having a signature look — President Obama did this by only having gray or blue suits. Whenever possible, find ways to automate, delegate, or outsource less important or redundant tasks.

7. Listen intently.

The cornerstone of any relationship is listening to what the other person has to say. That means giving them all of your attention, asking questions, and remembering key information. As a result, this fosters trust and improves communication and collaboration.

Also, while it may not seem important, this can prevent misunderstandings. Or, it can save time since you and the other party aren’t constantly having to repeat yourself.

8. Sharpen your ax.

“Give me six hours to chop down a tree, and I will spend the first four sharpening the ax.” Although that’s often attributed to Abraham Lincoln, which isn’t the case, that’s still an inspiring quote mainly because it highlights the importance of staying sharp.

How exactly can you do that? The most obvious starting point is constantly improving your existing skillset and learning new information. Another way would be to have contingency plans so that you’re prepared for the unexpected.

9. Be a quitter.

If you’re like me, it’s probably been drilled into your head that quitting is bad. Sometimes that’s definitely. For example, walking out on your team when they need you most.

But, I’m talking about throwing in the towel on the things that eat away at your time and productivity. That could be unsubscribing from emails to keep your inbox clutter-free. You may also want to reject new projects or meeting invites if you’re strapped for time.

Whatever you decide to give-up is totally up to you. The main takeaway here is that quit the things that aren’t worth your valuable time and energy.

10. Establish a “shutdown” ritual.

Finally, end your day with a “shutdown” ritual. These are tasks that help you transition from work to home mode while also preparing for tomorrow. Some suggestions would be:

Closing loops, like responding to an important email.
Sketching out your ideal workday tomorrow.
Shutting down your computer.
Reflecting on your accomplishments for the day.
Setting out tomorrow’s wardrobe.

The Relationship Between Confidence and Productivity

By John Rampton | Knowledge Base | No Comments

When it comes to productivity, there are hundreds of ways for you to step-up your game. You could learn how to prioritize, manage your energy, or spruce your workspace. Unfortunately, we often neglect to discuss the role that confidence plays in this game. Here is the relationship between confidence and productivity.

But, what exactly is confidence? Well, depending on your ask, that definition can vary. However, I think that Kathy Kay and Claire Shipman have a solid explanation in their book The Confidence Code; “confidence is life’s enabler – it is the quality that turns thoughts into action.”

The authors add that being confident “isn’t about throwing your weight around or talking over people or always being the first to jump in.” It’s not even an attitude of faking it until you make it. Instead, it’s all about taking action — even if you stumble along the way.

Richard Petty, a psychology professor at Ohio State University who has studied confidence for decades, told Kay and Shipman “that confidence is essentially the stuff that turns our thoughts into action.” Or, to put it another way, “it greases the wheels for action.”

What’s more, research from Cameron Anderson, a University of California, Berkley professor, found that confidence improves a person’s social status. It also provides them with psychological benefits. These include self-esteem, task motivation, and persistence.

Additionally, a lack of confidence can hold us back from succeeding and forging forward. That’s because this keeps us locked-up in our comfort zones. We also ruminate about failing, what we can’t control, and how we measure against others. As a consequence, we procrastinate or obsess over being “perfect.”

The good news? It’s totally feasible to become more confident. And, when you build this up, you’ll bolster your performance and productivity.

1. Commit to fear and failure.

In his book, The Mindfulness Solution, Harvard Medical School professor Ronald Siegel recommends:

“Think about your worst fear. Spend time with it. Now make your fear worse by getting closer to it. Imagine the worst that could happen. Now focus on your breathing. Feel your body relax. See, you didn’t die, did you? You’re on your way to conquering your fear.”

You don’t exactly have to dive in headfirst. The idea is to do something that scares you in implemental steps. For example, if you’re petrified of public speaking, take a class, improve your communication skills, and practice in front of friends or family.

As for failure, you don’t want to make a monumentally bad decision. Instead, start small. For instance, send an email without proofreading it. Just like facing your fear, you’re still alive to fight another day.

More importantly, failure allows you to learn and grow from your mistakes. In my personal opinion, failing is the best teacher you’ll have in life.

2. Pay attention to your speech, posture, and body language.

Close your eyes and visualize someone whom you consider to be confident. They’re probably well-dressed and have a clean workspace. What’s more, they don’t slouch and seem to always remain calm, cool, and collected.

That’s a tall order to fill. But, you can follow in their footsteps by:

Dressing for success. What you wear definitely affects your productivity. That doesn’t mean that you always need to be dressed to the nines. But, if you need a little confidence boost, putting on your “power” outfit can do the trick.
Keep your workspace clean and organized. Besides emitting a sense of professionalism, this is simple to reduce stress. The reason? You aren’t scrambling around searching for misplaced items.
Speak slowly and loudly. It gives the impression that you know what you’re talking about. And, it ensures that everyone hears what you have to say.
Strike a pose. If listening to the Madonna song helps, go for it. Additionally, studies show that open, expansive postures make you feel more powerful.
Pay attention to your body language. Stand up straight, make eye contact, and control your breathing.

3. Focus on the bright side.

“Thinking positive can manifest itself in several ways.” For starters, change your focus. The reason, according to Tony Robbins is because “Where focus goes, energy flows.”

The thing is, we have a tendency to harp on what could go wrong as opposed to what could go right. “Think about how you’re going to nail your presentation and how pleased your coworkers will be to hear it,” adds Robbins. “What you focus on becomes your reality – and that includes what you focus on within your own mind.”

To start, scrap negative words from your vocabulary. Next, replace them “with positive ones and start seeing the bright side of situations,” he suggests. “By changing your focus, internally and externally, you’re changing your state. And by changing your state, you’ll change your life.”

4. Raise your curiosity.

“Curiosity is at the base of all intelligence — without the desire to learn things, there is no advancement, innovation, or growth,” writes Laura Winter over at Thrive Global. “It drives creativity and innovation, fills us with wonder, and is a source of intrinsic motivation,” adds Winter. And, this “desire to know pushes us beyond fear and towards our goals.”

How can you achieve this? Ask questions and be open-minded. Find opportunities to learn and experience new things on a daily basis. Meet new people. And, dabble with different interests.

5. Manage confidence-killing thoughts.

It’s normal to be paralyzed by negative emotions when stepping out of your comfort zone. However, Angie Morgan, cofounder of the leadership consulting firm Lead Star and co-author of Spark: How to Lead Yourself and Others to Greater Success, suggests that you challenge these negative feelings.

“If it is real, decide how you would manage it,” Morgan says. “If you’re manufacturing the danger, let it go.” The best way to go about this? 20-minutes of daily meditation.

6. Take care of your health and well-being.

In my opinion, taking care of your health and well-being is self-explanatory — but it’s not self-explanatory to some people. If you don’t feel good emotionally, mentally, or physically, then how can you be confident in your performance?

Mainly this is because physical activity releases endorphins. It also boosts your energy and reduces stress. And, one study found that it can improve body image and self-esteem.

In addition to exercise, make sure that you get 7-9 hours of sleep each night. You also need to eat a healthy and nutritious diet. As an added bonus, this will can also improve your mental health.

7. Rethink your inner circle.

How can you become more confident when you’re surrounded by negative individuals. You know who I’m talking about. Those toxic, naysaying folks who hold you back.

Instead, spend more time with those who are supportive and inspiring. They should also be the ones who will build you up instead of tearing you down.

8. Implement a “Daily Success Review.”

According to Meg Sigler in a piece for Psychology Today, this is similar to the gratitude exercise “Three Good Things.” For those unfamiliar, this is where you list the awesome things that you experienced during the day. To make this stick, however, you also need to explain why.

In this case, though, you want to “focus on three successes, large or small, that you had on a particular day.” Next, set aside just 3-minutes to reflect or write down your accomplishments.

Sigler clarifies that you should bask in both major accomplishments and small wins. “By focusing on daily victories, you reinforce your constructive actions and thoughts,” writes Sigler. As a result, you’ll be more likely to repeat this behavior and become more confident along the way.

How To Focus on the Vital Few

By John Rampton | Knowledge Base | No Comments

One fateful day around 1895 avid gardener and economist Vilfredo Pareto noticed something peculiar. Only 20% of the pea pods in his garden produced an astounding 80% of the crop. Here is how to focus on the vital few — meaning the vital few (in everything) that are producing your biggest results.

Pareto then applied this to principle to the macroeconomics in his homeland of Italy. What did he find? A whopping 80% of the land was owned 20% of the people.

Since then, the Pareto Principle, which is also known as the 80/20 Rule, has been applied to nearly every facet of life.

In business, 80% of a company’s sales come from 20% of its customers. For athletes training, 20% of the exercises and habits have 80% of the impact. And, when it comes to traffic accidents, 20% of motorists cause 80% of them.

But, it’s also a popular technique when it comes to time management and productivity. Perhaps that’s why some influential people have modified it throughout the year. Examples include:

Peter Drucker. In his book The Effective Executive, Drucker suggests that in order to highlight the vital 20%, you must eliminate the trivial 80%. He calls these “posteriorities,” which are pretty much just the opposite of your priorities.
Richard Koch. As the author of The 80/20 Principle, Koch definitely knows a little about this concept. He suggests that you can unlock enormous potential by leveraging the magic of 20%.
Gary Keller and Jay Papasan. The authors of The One Thing suggest you focus on your lead domino. When you do, all of the other dominoes will fall into place. “You need to be doing fewer things for more effect instead of doing more things with side effects,” they write.
Tim Ferriss. The author of The 4-Hour Workweek pairs the Pareto Principle with Parkinson’s Law to reduce time by setting deadlines.

How the Pareto Principle Impacts Productivity

There might be a misconception that the 80/20 Rule means working less. That’s not exactly true. After all, it has nothing to do with actual periods of time.

Instead, it’s a way to help you laser-in on what’s most important. When you identify these areas, that’s where you want to dedicate most of your time and energy. As a result, you won’t be squandering these valuable resources on the unnecessary.

But, if you’re still a little lost, I think Brian Tracy has a clear explanation. “The Pareto Principle is a concept that suggests two out of ten items, on any general to-do list, will turn out to be worth more than the other eight items put together.”

“The sad fact is that most people procrastinate on the top 10 or 20 percent of items that are the most valuable and important,” which is known as the “vital few.“ Instead, they “busy themselves” with the least important 80 percent, aka the “trivial many.”

Why’s that a problem? Because the “trivial many” do not contribute much to your success. In fact, it’s counterproductive since this can lead to:

More stress. If you devoting too much time on activities that don’t produce results, you’re going to feel overwhelmed. Eventually, because you’re constantly playing catch-up, you’re going to get burned out.
Increased engagement. Will there be some tasks that aren’t always the most exciting? Absolutely. But, spending too much time on them will leave you feeling bored and frustrated. Over time, you may decide to just check-out all together.
A cluttered calendar. Even if you love what you do, you still need time away to pursue passions, interests, and hobbies outside of work. But, if your calendar is jam-packed with trivial items, then how can you achieve this healthy balance?

Apply the Pareto Principle to Focus on the Vital Few

So, how can you focus on the vital few? Well, there are a variety of strategies you can employ. Some are more complex than others. But, I’m all about simplicity. As such. I feel that there are five strategies that can encourage this.

1. Simplify your to-do-lists.

Have you found yourself never finishing your to-do-lists? It’s a common problem that most of us experience. In fact, 89% of people fail at crossing off all of the items on their list.

While there are a variety of culprits, like easily getting distracted, the main reason is that you have too many items listed. To counter this, you need to make your list more manageable. And, you can realistically achieve this by:

Mapping out your 1-3-5 items. Here you would identify your main priority, 3 medium priorities, and 5 smaller to-dos. Determining these lets you know what priorities to schedule first and what you can focus on afterward.
Employing a priority matrix. The most common example of this would be the Eisenhower Matrix. It’s a simple strategy where you place everything you have to do into one of the following quadrants; Important and Urgent, Not Urgent and Important, Not Urgent and Not Important, and Neither Urgent of Important. Again, this lets you know what your vital few are. Even better, it helps you determine what can be delegated or deleted.
Identifying your MIT. Your MIT is your most important task and comes before anything else. Ideally, it should be aligned with your goals.
Creating a “done” list. “Don’t throw away your completed lists,” writes Abby Miller in a previous Calendar article. “Instead, get a binder and place these ‘done’ lists in there.” Why? It helps you “track your progress, see if they are any recurring tasks, and it builds morale. After all, seeing what you’ve already accomplished can motivate you to keep on trucking.”

2. Track your time.

Whether you use a productivity journal or time tracker, this is an essential step. Without tracking your time, you aren’t able to see how long commitments truly take you to complete. More importantly, this will help your spot and eliminate time wasters.

For this to be effective, you should track your time for about a month. Afterward, you should analyze the results. Hopefully, you’ll notice that it takes your 3 hours to complete your MIT. Knowing this, you would block out that amount of time in your calendar — preferably when you’re at your peak performance.

There’s also another benefit of tracking your time. It lets you know when you’re more likely to get distracted or interrupted. That means you can then plan accordingly. For example, if a colleague or housemate bursts in your office at the same time every day, you can schedule a break at this time or ask them to come back at a better time.

3. Restructure your routine.

Here’s another reason why you should track your time. It lets you create a daily routine. Again, that means scheduling your most important items onto your calendar when you’re most productive. It also makes planning easier and provides you with structure.

But, there’s more to it than that. It also helps you eliminate unhealthy habits and engage in healthier ones. For instance, if you know that your energy dips after lunch, that’s when you could engage in physical activity or catch-up with a friend.

4. Train yourself.

To be more specific, you should be constantly enhancing or learning new skills. The reason is straightforward. It will guide you in working faster and more sensibly.

However, you should also work on other areas where you’re struggling. For example, let’s say that you have difficulty concentrating. You could fix this through meditation, organizing your workspace, the Pomodoro Technique, or single-tasking.

5. Think beyond work.

Finally, use the 80/20 Rule outside of work. Why? Because it will promote a healthier and happier life.

Take reading as an example. While it’s one of the best ways to spend your downtime, trying to read too many books can be overwhelming. Instead, focus on the couple that will have the greatest impact on your life.

You could also apply this to the apps on your phone, customers, interpersonal relationships, or products/services that you offer. In short, you can use this concept to pinpoint what’s most deserving of your time and energy.

8 Morning Habits of High Performers

By John Rampton | Knowledge Base | No Comments

Should You Offer Unlimited Vacation Time?

“Some people dream of success, while other people get up every morning and make it happen.” — Wayne Huizenga

I really appreciate that quote. I truly believe your morning habits set the stage for the remainder of the day. For example, if you keep hitting snooze until you realize that you’re running late, how do you think the rest of your day will be? You all “get it.” You all “know.” But, do you DO the actions that support the habits you know to be correct?

You may forget an important document at home. Since you didn’t have time to eat breakfast, you grab a doughnut. And, it totally slipped your mind that you have an important meeting today — which you totally didn’t prepare for.

If that’s your version of “Groundhog Day,” then how successful and productive do you think you’ll be? That’s why top performers get the most out of their mornings. And, they do so by embracing the following 8 habits.

1. Wake from a good night’s sleep.

According to a global sleep survey conducted by Royal Phillips, 44% of respondents reported that their sleep has worsened over the last five years. What’s more, nearly 1 in 3 Americans sleep fewer than six hours per night.

Why’s that a problem? Well, it’s recommended that we get between 7 and 9 hours of sleep each night. If not, that can lead to a myriad of problems including diabetes, obesity, heart disease, stroke, cognitive decline. As a consequence, this can lead to death.

While not trying to make light of this, it’s obviously impossible to be a high performer when you’re in poor health physically and mentally. That’s why the most successful people prioritize sleep. But, if you’re having trouble, the CDC suggests embracing the following habits:

Be consistent. That means going to bed and waking up at the same time — even on weekends.
Keep your bedroom dark, cool, and quiet — kind of like a cave.
Ban electronics, like TVs and smartphones, from your bedroom.
Avoid large meals, caffeine, and alcohol before bedtime.
Engage in physical activity during the day.

I’d also add implementing a relaxing evening routine. Some ideas would be meditating, reading, journaling, taking a bath, or reviewing tomorrow’s schedule. These are all simple and effective activities that clear your mind and help you chill out.

2. Find some quietude.

“Silence is one of the best ways to immediately reduce stress while increasing your self-awareness,” Hal Elrod wrote in the Morning Miracle. “And gaining the clarity that will allow you to maintain your focus on your goals, priorities, and what’s important for your life, each and every day.”

I know what you’re thinking. How can I possibly achieve such a feat? Well, Leo Babuta recommends waking-up before everyone else in your home. But, if you’re not a morning person, you can find silence later at night when everyone else is asleep.

How should you spend your quiet time? You could take a walk, read, write, visualize, or meditate. Personally, I’m also a fan of not using my phone as an alarm clock. Instead, I use an old school alarm clock so that I don’t get sucked into the rabbit hole of emails, social media, or whatever nonsense that’s out there.

3. Smile and think of something positive.

Is this the first thing that’s on your mind as you groggily open your eyes early in the morning? Probably not. But, it’s been found that smiling releases those feel-good neurotransmitters known as dopamine and endorphins. For the uninitiated, this will lift your mood and kick your day off on the right side of the bed.

Furthermore, cracking a smile releases serotonin which will relax your body and lower your heart rate and blood pressure. And, it can also fortify your immune system.

Additionally, think of something positive. It could be reflecting on what you’re grateful for or something that you’re excited about, such as an upcoming vacation. You could also recite uplifting quotes like this gem from the Dalai Lama; “Every day, think as you wake up: today I am fortunate to be alive, I have a precious human life, I am not going to waste it.”

4. Make your bed.

“If you make your bed every morning you will have accomplished the first task of the day,” said Naval Adm. William McRaven, ninth commander of U.S. Special Operations Command, in his commencement address at the University of Texas at Austin. “It will give you a small sense of pride and it will encourage you to do another task and another and another.”

“By the end of the day, that one task completed will have turned into many tasks completed,” he added. “Making your bed will also reinforce the fact that little things in life matter.”

“If you can’t do the little things right, you will never do the big things right,” said McRaven.

“And, if by chance you have a miserable day, you will come home to a bed that is made—that you made—and a made bed gives you encouragement that tomorrow will be better.”

5. Find your own rhythm.

After you make your bed you may be asking,” What’s next?” Here’s the problem with that. Making these micro-decisions every morning could put you into a collision course with decision fatigue.

If you weren’t aware, that’s a big no-no. After all, it can lead to procrastination, avoidance, indecision, and impulsivity.

To avoid this, create your ideal morning routine. For some, that could be slamming a glass of water, going for a jog, eating breakfast, and taking a shower. Others may prefer to brush their teeth, stretch, and do something creative.

Another way to make fewer decisions? Plan the night before. For me, that means picking out my meals and outfit, as well as prioritizing my to-do-list.

6. Craft results-oriented affirmations.

I’ll be direct here. Affirmations are the bomb! Besides combating self-deprecating thoughts, they can boost your motivation. Also, studies show that they can reduce stress, increase creativity, and improve your problem-solving skills.

However, Elrod suggests that you affirm your commitments — opposed to who you are or who you want to be. And, you can accomplish this by answering four simple questions:

What are you committed to?
Why is this important to you?
What activities will help you succeed?
When will commit to doing these activities?

If that’s not your cup of tea, then at least set your intention for the day. It’s a simple way to keep you focused on what truly matters.

7. Do an “hour of power.”

“Motivation doesn’t last forever, so you need to replenish yours regularly,” writes Lianne Martha Maiquez Laroya for Lifehacker. And, here’s a little secret I have for you, high performers are well aware of this. As such, “they dedicate ample time to increase their supply.”

Moreover, when you’re emotionally invested in something, you’re more motivated to see it through. In order to accomplish this, block out a power hour. While you can spend this time however you please, I’d stick with things that get you pumped. Examples include listening to a playlist or inspirational anecdotes, watching TED Talks, or reading empowering quotes.

8. Don’t isolate yourself.

Prolonged isolation is connected to cognitive decline. Even if you have a family and collaborate with others, it’s still important to put these relationships first. When you do, you’ll be healthier and happier — at least according to a famous 79-year Harvard study.

Best of all? You can easily achieve this by doing things like eating breakfast with your family. And, when you get to work, greet your co-workers as they enter or a daily stand-up meeting.

The Benefits of the Pomodoro Technique

By John Rampton | Time Management | No Comments

Your Appointment System Works for You. Does It Work for Your Clients?

As I began exploring ways to boost my productivity I kept hearing people rave about something called the Pomodoro Technique. I’m sure that you’ve come across this as well. And, for good reason. It’s not only effective, but it’s also one of the easiest hacks to implement.

The Pomodoro Technique explained.

For the uninitiated, the Pomodoro Technique is credited to developer, entrepreneur, and author Francesco Cirillo. He discovered the importance of time tasks while a student at Guido Carli International University, a business school in Rome, during the early 1990s.

“I was easily distracted and unable to focus,” he previously told Entrepreneur. “So I decided to give myself a challenge: study without interruption for 10 minutes.” To accomplish this, he used a tomato-shaped kitchen timer to track his time.

After some trial and error, Cirillo found that this method was successful in helping him improve studying. He eventually went on how to share this idea with others. And, he was gratuitous enough to write and distribute a free book as well.

Named after the Italian word for tomato, the Pomodoro Technique is pretty straightforward. In fact, it only involves five some steps:

Choose a task.
Set a timer for 25-minutes.
Work on the task until the timer goes off.
Take a short break — usually around 5-minutes.
Every 4 Pomodoros, which is 3-4 work periods of 25 minutes, take a longer break — typically between 15-30 minutes.

You’ll want to repeat this process throughout the day. It’s also helpful to mark your progress with an “X” whenever you finish a Pomodoro. And, you may want to also note how often you wanted to procrastinate or work on something else. And review this at the end of the day

From my experience, you can make adjustments as you go along. For example, you can block out time for undisturbed work for however long you want. It depends on when you’re most productive based on your ultradian rhythms. Some folks work in 30-minute blocks, while others push an hour.

The concept, however, is that you work in sprints followed by short breaks throughout the day. As a result, you’ll be more productive because it will help you achieve the following.

1. Makes you feel more valuable.

Time. It’s your most valuable asset because once it’s spent, it’s gone. And, because of that, the Pomodoro Technique assists you in getting the most out of your precious time.

On the surface, this could be monetarily. Case in point, you’re working on a flat rate project. How? By ensuring that you maintain a profitable hourly rate. See, with the Pomodoro Technique you can plan a balanced outcome by knowing the time you’ll need to complete the project.

As a result, you’ll meet deadlines, exceed expectations, and keep your promises. Not only is that good for business, but also for your self-worth.

Speaking of that, if you can block out your time more effectively, you’re in a better position to provide value. That could be delivering quality work on a consistent basis or finding the time to serve others. When you do, you’ll be happier because you’re more fulfilled.

2. Improves planning.

Productivity doesn’t just happen with the snap of a finger. That’s why you need to plan your ideal week if you want to get more done in less time. And, I’ve found that the Pomodoro Technique makes this a whole lot easier.

Let’s say that you have identified your top priorities for the week ahead. You would then open up your calendar and add them to your calendar.

For example, you need to write an article for your business for either your site or an outstanding publication like Entrepreneur. Since it has to be submitted on Thursday, you want to have it completed by Monday so that your editor has time to review it.

As such, your Monday could be mapped out as follows:

Two pomodori for research.
One pomodoro to string together your thoughts and outline the piece.
Two pomodori to actually write the article.

Once added to your calendar, you know exactly what to focus on and when. And, you can then keep repeating this process for your entire week. It may sound like a lot of work upfront. But it’s worth the time investment since you can dive right into your most important work.

More importantly, over time, we’ll get better at determining how long certain activities take you to complete. Knowing this will ensure that you aren’t under-or-overestimating your time.

3. Helps you fight procrastination.

Even though you know exactly what needs to get done, and you have every intention to do so, procrastination is always around the corner lurking its ugly head. While it happens to the best of us, if left unaddressed, it can have serious consequences.

For example, it can cause you to miss due dates and fall behind your work, which in turn harms your credibility and adds stress. One way that the Pomodoro Technique can help solve this problem is that provides you with clarity. Again, when you know what to focus on and when you’ll feel less anxious and overwhelmed.

Also, it can encourage you to just get started when you’re dragging your feet. Because 25-minutes is a short time commitment, and it’s the only block you have to complete a specific task, it’s like a game to beat the clock. Besides, once you get moving, it’s much harder to stop.

4. Breaks the habit of multitasking.

In my opinion, this is the main advantage of embracing this concept. Despite what you may believe, multitasking is a myth. The reason? The human brain just isn’t capable of handling more than one thing at a time.

What’s more, multitasking can lower your IQ, impact your working memory, and prevents you from entering a flow state. As if that weren’t enough, this can drain your mind’s energy reserves. And, multitasking gives you a false sense of being productive.

As you’ve probably caught on by now, the Pomodoro Technique forces you to focus on one task at a time. In turn, this will counter the negative side effects of multitasking. And, more importantly, it will help you deliver higher quality work in less time.

5. Let’s you deal with distractions and interruptions.

Distractions and interruptions are inevitable. Even if you take the appropriate steps, like turning off your smartphone, a coworker may come barging into your office with an urgent matter. Cirillo was well aware of this and developed the following approach:

Inform. If you’re in the middle of a Pomodoro, let the other party know that you’re currently busy.
Negotiate. Agree on a time to discuss the distracting issue.
Schedule. Add that follow-up to your calendar immediately.
Call back. When a Pomodoro is complete, contact the other party and tackle the issue.

What about internal distractions? You know, what if in the middle of your work you remembered that you needed to send an email? Jot it down and then send the email during your break.

6. Maintains motivation.

Whenever you complete a session, you mark your progress. For example, you could simply cross off an item on your to-do-list. Why’s that important? Every time you do this, you get a rush of dopamine, which will encourage you to repeat the behavior.

For others, they’re just simply motivated by beating the timer. If they only have five minutes to go, they’re going to turn up their average speed to complete the task on-time.

7. Decreases physical and mental fatigue.

Finally, the Pomodoro Technique encourages you to take breaks. That’s something that most of us take for granted. However, we need these frequent breaks to combat a sedentary lifestyle by stretching or going for a short walk.

Furthermore, the brain needs time to rest and recharge. So in-between work blocks, allow your mind to wander. You could also meditate, reflect, or do something that you enjoy like watching a funny video or exercising in your office.

When you return to work, you’ll be more focused, attentive, and energetic. And, because these breaks are timed, it’s easier to resist the urge of extending them.

Getting started with the Pomodoro Technique.

If you want to try out this method, you just need to block out your day into 25-minute work sessions with short breaks in-between. You should also keep track of what you accomplished. But, there’s one missing component, your timer.

If you prefer, you can stick with a plain old egg timer. You could also one the timer on your phone. Or, you could use tools and apps like Tomato Timer, Marinara Timer, Forest, or Focus Time.

6 Work-From-Home Habits to Kick Before Heading Back to the Office

By John Rampton | Time Management | No Comments

The day has finally arrived: After months of working remotely due to the COVID-19 pandemic, the office is about to reopen. But what will it be like going back?

Transitioning to working from home took a great deal of preparation. Similarly, you can’t expect to return to the office and thrive automatically.

You may be thrilled to return to a more traditional work environment. Or maybe you’ve mastered working-from-home and would rather not go back. Either way, there are likely habits you’ve picked up that won’t be conducive to the office.

What are those habits? Nip the following tendencies in the bud before heading back to the office:

1. Sleeping In

You know how tempting it is to hit the snooze button. When working from home, getting ready for work takes less time, so you may have gotten into the habit of indulging that temptation.

When returning to the office, you can’t afford to slack. Sleeping in shortens the amount of time you have for a morning routine. Let yourself sleep in, and you’ll find yourself stressed out and off-rhythm.

If you’re having trouble getting out of bed in the morning, try waking to light. Also, consider starting your morning routine with an activity that makes you excited to wake up. And if the problem is the amount of sleep you’re getting, turn in earlier at night.

2. Poor Grooming and Hygiene

When you don’t have to physically interact with people during a workday, you might have let your grooming habits lapse. When you’re the only one who has to smell yourself, that’s OK.

In the office environment, though, you’ll want to be diligent. Be sure to shave, trim, shower, shampoo, and anything else you need to look and feel your best.

Remember that others are coming back to the office as well. Make it easier for them to share a space with you. Take care of yourself so you can all focus on work.

3. Not Dressing Up

Do you work from home in your PJs? Once you’re back in the office, that won’t fly.

Being comfortable is great, but sweatpants don’t exactly say “professional.” Be sure you look the part before and at your first in-office meeting.

How should you get into the swing of it? Make it exciting by buying some new clothes for work. Treat it as a chance to improve your fashion game.

4. Eating Junk Food

In the comfort of your home, it’s easy to grab a snack whenever you want. And who cares if you eat chips and queso for lunch every day?

At work, excessive snacking isn’t a smart idea. Not only is it a distraction, but you need to keep your energy levels high during the transition. Plus, unhealthy eating sets a bad precedent for others.

Make healthy eating easier by preparing your meals in advance. If you struggle with snacking, bring an apple or a bag of carrots. Alternatively, ask your employer to buy some healthy office snacks for the team to enjoy. Single-serve packaging minimizes the risk of transmitting the virus.

5. Bringing Your Work Home with You

The funny thing about working from home is that your work is literally home with you. This makes it more difficult to separate your work life from your personal life. And that’s not good for your productivity or your mental health.

If your work-life boundaries have blurred together, take steps to separate them. The following steps measures can help:

Set limits on your laptop so you can’t access work-related things at certain times.
Create an end-of-work habit, like taking a walk, that signals it’s time to stop thinking about work.
Repurpose your work-from-home space when you get back to the office.
Ask an accountability partner, such as your spouse, to discourage you from working after hours.
Uninstall work apps like Slack from your mobile devices.
Manage your mental health with habits like meditation, exercise, and yoga.

6. Constantly Checking Your Phone

Do you find yourself mindlessly checking Facebook or Twitter when you’re bored? When you’re working from home, there’s nobody around to see you goof off. But back in the office, constantly pulling up social media isn’t a good look.

Experts report that we pick up our phone 58 times a day on average. Most of these are not for intentional or urgent purposes. The result is aimless scrolling when we should be working.

Don’t let your phone control you. If you’re having trouble staying on task because of your phone, put it in a different room. Turn off notifications from apps that aren’t urgent. If necessary, block yourself from accessing certain sites until you get off work each day.

Every transition has a few bumps along the way. But if you plan ahead, you’ll make it that much easier on yourself. After all, you knew you’d have to head back sooner or later.

6 Best Vacations for Boosting Productivity

By Jon Bradshaw | Time Management | No Comments

People take vacations for all sorts of reasons. Sometimes it’s to spend more time with friends and family. At other times, it might be to fulfill an obligation. Some vacations, however, are specifically meant to help you return to work stronger.

There are times when things aren’t quite clicking at work. You start expending more energy to accomplish the same tasks as before. And while some would recommend pushing through, be warned that this approach can backfire.

Whether you’re a business owner or employee, overworking will actually ruin your productivity and your personal life. So when you feel overworked, it’s best to step away before burning yourself out.

Unfortunately, not every vacation will give you the desired result. Some vacations can actually leave you feeling more drained. To make sure to get the most out of your vacations, check out the following kinds of vacations proven to boost productivity:

1. Wilderness Adventure

One of the best ways to get more done is to spend more time outdoors. Spending a few days in nature is a great way to relieve stress and come back refreshed.

Going backpacking or camping is calming while building resilience. Why not schedule a visit to a nearby national park? National forests are also good options: They tend to be cheaper and less crowded but every bit as beautiful as America’s national parks.

What should you do on your wilderness adventure? Favorites include:

Hiking
Nature photography
Fishing
Hunting
Kayaking or canoeing
Mountaineering

Whether you are renting a cabin or roughing it completely, you’ll come back feeling stronger and less stressed. If you’re looking to make it more social, bring your outdoorsy friends along.

2. Beach Trip

If camping isn’t your cup of tea, you can still enjoy the outdoors with a beach vacation. Here, you can soak up the sun and relax by a body of water.

With this vacation, consider an all-inclusive resort. It saves the hassle of having to plan every little detail beforehand. And because food and drinks are typically included, it may not be as expensive as you might think.

3. Wellness Retreat

Maybe you’re interested in a vacation that emphasizes wellness practices. Especially during a time like this, taking care of your mind and body is critical.

Wellness practices can help you be more focused, stay healthy, and grow in your personal life. Choose your retreat based on the specific area of wellness you want to focus on. Consider the following:

Intensive exercise
Yoga
Meditation
Spa relaxation
Diet transformation

4. Road Trip

Driving may not sound like a relaxing activity. But when you focus on the journey rather than the destination, it becomes a lot more fun. Think of the stops you make on the way as part of the experience rather than a nuisance.

Being out on the road is a great opportunity to think and process life. The scenery moves around you in a way that can help you feel less stuck in your life.

Again, bring friends. Discover new music, enjoy deep conversation, and share plenty of roadside meals together.

5. International Vacation

The Harvard Business Review reports that many of the most memorable vacations people take are to locations outside their home country. International trips are so fulfilling because everything about them feels new. They’re opportunities to both have fun and learn about new people and cultures.

With that said, these vacations can be the most stressful if you don’t plan well beforehand. Start planning this type of trip at least a month in advance. Think through everything from how you’ll get around to where you’ll exchange your currency, but also leave some room for spontaneity.

Another key to an international trip is a local guide. Find someone to host your stay and tell you what to look out for. They can give you the knowledge you need to quell your fears of uncertainty.

6. Activity-Focused Vacation

Everyone has a favorite hobby. This type of vacation is all about catering to it. Wine tastings, cooking trips, and artistic getaways are examples of activity-focused vacations.

In the hustle and bustle of modern life, people get so busy that they neglect their hobbies and interests. They also don’t have the time to explore new things they might be interested in.

On an activity-based vacation, you can explore a favorite hobby or establish a new one. You can also interact with other people who are interested in the same thing, helping you build new relationships.

You have so many options when it comes to vacationing. The last thing you want to do is waste your time and come back even more stressed out than you were. With the right planning, these vacations can breathe new life into your work.