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6 Tips for Working Through the Winter Blues

By Jon Bradshaw | Business Tips | No Comments

Winter is a tough time of year. Leaving the house is hard enough; running a business can feel downright impossible.

For some people, the winter blues get so bad that they’re diagnosed with seasonal affective disorder. But even if your energy levels are only a bit lower in the winter, your company could suffer. As the leader, you set the tone for your entire team.

Don’t let that happen. Take these tips to stay productive and keep your spirits up during the long, cold days:

1. Keep it warm and bright.

Studies have shown that cold, dark environments have negative effects on cognition and mood. Work is already demanding, and a chilly or dim office will make it that much more difficult.

Don’t wait until you’re shivering to throw on those additional layers. Keep the overhead lights on, and get a lamp for your desk if you’re still struggling to make out text or other small details. Grab a cup of hot coffee or hot cocoa to sip on while you work.

2. Prioritize friends and family.

One of the most important lessons entrepreneurs can learn from holiday traditions is to stay in touch with loved ones throughout the year. They can provide motivation, someone to vent to, and a much-needed break from work. Even if you think you can tough it out, you’ll have an easier time if you stay connected.

Schedule at least one social event each week. Invite your siblings over for dinner. Go to happy hour with your former co-workers. Catch up over coffee with a friend from college.

3. Take care of yourself.

As tempting as it is to indulge in comfort foods, it’s crucial to pay attention to your health during winter. Minimize processed foods, and eat plenty of protein and healthy fats. Take a vitamin D supplement, which can ward off depression, if you do not spend much time in the sun.

Also consider joining a gym, especially if you do not have exercise equipment at home. Exercising outside is tough in the cold and snow, and cardiovascular exercise has massive benefits for mental health. If motivation is an issue, hire a trainer to push you through your workouts.

4. Take your time.

Although there’s nothing wrong with wanting to achieve your New Year’s resolutions, remember to pace yourself. If you’re feeling stressed, slow down. Take a 15-minute break to go on a walk, meditate, or eat a snack.

What if you can’t seem to shake the stress? Give yourself some more time away. Vacation season is over until summer for most people, meaning you’ll be able to find deals on everything from airfare to hotels. Your wellbeing is worth it.

5. Look forward.

Setting goals is incredibly motivating, and right after the new year is a perfect time to do so. Think about what you want to achieve in 2020, and share those goals with your team.

Use the SMART goal system:

Specific: Don’t say you just want to grow your revenue. By how much? Over what time frame? Through what means?
Measurable: Be sure that you have a system for checking progress on your goals. If you can’t put a number to it, then what outcome would indicate that you’ve met your objective?
Achievable: Is your goal realistic? You may want to make a million dollars tomorrow, but that probably isn’t going to happen.
Relevant: If you’re a startup founder looking to grow your company, don’t worry about whether you can hire fifty people in a month. Focus on hiring a single great employee instead.
Time-bounded: Goals are just dreams if they don’t have a timeline attached to them. Remember to be realistic about the amount of time that the associated tasks take.

6. Practice gratefulness.

Do not underestimate the power of gratefulness. Research suggests that gratitude has health benefits ranging from greater life satisfaction to a stronger immune system to reduced anxiety. Keep in mind the only difference in the tested individuals was their mindset.

Be grateful for what you have and the position that you’re in. Meditate on your gifts, and share them with others. Take time each morning to journal on the positive parts of your life.

Start the new year off with a mindset of self-care and abundance. When you surround yourself with the right people and practice healthy habits, winter doesn’t stand a chance.

6 Tips for Instilling Wellness in Your Company Culture

By Jon Bradshaw | Business Tips | No Comments

Wellness is more than a corporate buzzword: It’s the work of keeping employees happy, healthy, and productive.

Many leaders realize that wellness is a worthwhile investment. But what they don’t know is how to do it: The reason many programs don’t move the needle on health metrics is that companies preach wellness without building it into their culture.

To make wellness a cornerstone of your company culture:

1. Promote breaks.

A company that does not understand the value of breaks is sure to struggle. Workers can only handle so much stress before it starts to sabotage their productivity. Letting them take 15-minute breaks periodically will help them sharpen the saw of their productivity.

Don’t dictate what workers do on their breaks. There are plenty of ways to use a spare 15 minutes well. Some people enjoy walking around. Others would rather sit, read, or do a crossword puzzle.

2. Create a calm environment.

Clutter isn’t just unsightly. According to Psychology Today, cluttered environments reduce wellbeing, cloud thinking, and impede mental health. Chaotic spaces tend to be more stressful and less productive places to work.

Think beyond the physical environment. Poor time management creates mental clutter. The result is procrastination, overextension, unpunctuality, and over time, burnout.

3. Offer healthy foods and snacks.

Food is fuel. Stocking healthy foods for the team ensures that they don’t have to reach for a candy bar or drive to a local fast-food restaurant when they get hungry.

Place bowls around the workplace with snacks like bananas, apples, and protein bars. Fill the fridge with hydrating drinks like sparkling water and Gatorade. Be sure to ask team members about allergies before introducing new foods.

4. Set up group activities.

Learn what you team members like to do outside of work, and create hobby groups for them. Go on walks together, try group yoga, or simply set up a recreational basketball league. Socializing is good for mental and physical health, and it reminds workers that they are part of a team.

If workers aren’t interested in physical activities, set up discussion groups. Current events clubs, company improvement task forces, and foreign language groups give team members a voice.

5. Invest in perks.

Gym memberships and massage therapist visits cannot create culture alone, but they do get the message across that the company cares about the health of its team members. You can even include concierge services for when workers need groceries or office supplies.

If you aren’t sure where to start, look at the tech giants. Take Google: The Alphabet subsidiary offers its employees a host of unique perks, such as decompression capsules, a full on-site medical staff, and even free cooking classes.

You may not be able to afford all of the benefits that Google offers, but you can use them for inspiration. Create a list of perks that might fit in the budget, and ask team members for feedback on which ones are most important to them.

6. Ask for feedback over and over.

In order to be happy, positive, and productive at work, employees need to feel like they have a say. Sit down with team members monthly to get their thoughts on the company’s culture and how it’s affecting their personal habits.

Reward workers for suggestions on how to improve workplace conditions. Don’t penalize people who see flaws: Providing honest feedback is not the same as complaining. If employees’ suggestions conflict, get the group together to talk about how best to proceed.

Focus particularly on areas where multiple employees may need help. If two or more members of the team want to quit smoking, set up a cessation program that includes private counseling. If weight management is an issue across the team, perhaps activity trackers might make a good quarterly gift.

Workplace wellness programs are well and good, but a culture of wellness is what actually makes a difference. Leave no stone unturned: Physical, mental, and social health all matter in the context of overall wellbeing. Give employees the tools they need to improve in all of those areas, and you’ll be surprised at just how much stronger your company’s culture becomes.

Using the 4Ds of Time Management to Your Advantage

By John Rampton | Time Management | No Comments

I have yet to meet a fellow entrepreneur who didn’t want to step up their time management game. The problem is that entrepreneurs and all business people — get overwhelmed by the plethora of hacks and advice thrown their way. But, I think one of the easiest, and most effective places to start upping your time management self-rating, is by trying out the 4Ds of time management.

Using the 4Ds of Time Management to Your Advantage

If you’re unfamiliar, the 4Ds are deleting, delegate, defer, and do. Dipping into this dish of four will boost your productivity because it encourages you to spend more time on the things that really matter. First, you need to know precisely what the 4Ds are in more detail and how to use them to your advantage.

Delete

Some people call this a “drop,” but the idea is the same. Scrap all of those personal and professional commitments that aren’t important or necessary. Tossing or dropping may make you anxious — what if you trash a critical email? If you don’t attend that event, you could miss out on building a new connection. As Steve Jobs once said, “deciding what not to do is as important as deciding what to do.”

In other words, you don’t have to trash everything in your life; this strategy is meant to make your life easier, not stressful. Take the time to evaluate what’s wasting your time and remove the time-wasters from your schedule. The time-waster list might include unproductive meetings; it could also include:

Interruptions when you’re working during peak productivity hours. These could smartphone notifications or people popping in your office. Identify these distractions and eliminate them.
Projects that you start, but will never complete.
Emails, such as newsletter subscriptions that you no longer open or care about.
Clients or employees who drag their feet and hold you back on finishing projects.
Tasks that could be automated.
Calendar tasks that you’re going to do habitually, like brushing your teeth.

One final advice here. Some people also use the Pareto Principle, which is the 80/20 Rule, to help them drop wasteful activities. It then encourages you to prioritize on your most results-driven tasks. Here is the best ways to pivot when you’re feeling overwhelmed.

Delegate

“If you really want to grow as an entrepreneur, you’ve got to learn to delegate,” Richard Branson has famously said. Of course, this is often easier said than done. Entrepreneurs are known for wanting to do everything themselves either because of trust issues, control, or concern that quality will decline. An entrepreneur or founder may not have the resources to delegate tasks to others.

“Most tasks should be delegated or outsourced properly, depending on the task and the level of the employee,” Laura Stack, an award-winning productivity expert, and bestselling author told Forbes. “For example, delegating a low-dollar task like photocopying or fixing a computer to a highly-trained, highly-paid software engineer would be foolhardy.”

In short, if there are activities that need to get done, but are a waste of your time, then these tasks need to be assigned to someone else. For example, I know how to code a little. But, I save time and money by delegating any coding tasks to someone who knows what they’re doing.

“Yes, business owners could do it, but you are throwing money away if there is a low Personal Return on Investment (or PROI) in doing it yourself,” Stack further explains. “The next time you consider assigning tasks to team members, think about what they should be doing with their time — as opposed to what would be a waste of time for them. If the task doesn’t fit, delegate it, outsource it, eliminate it — or learn to be satisfied with mediocrity.” Here’s how to delegate effectively.

Defer

Others may refer to deferring as delaying, but the concept is the same. For tasks that can’t be deleted because they’re essential, you can defer them to another date or time. The reason this strategy is useful is that it frees up time for you to address what needs to get done right now.

When everything seems important or urgent, deciding what to put off until later can be a tough decision. Personally, this works best for activities that are down the road. For example, if you have a meeting at the end of the month, go ahead and schedule it in your calendar. But don’t spend any time today creating an agenda and sending invites.

The principle can also be applied to managing your inbox — which can be a real time-saver. You could create a new folder and move any new messages that have to be read there. You’ll check these emails when you have the availability. But, since they’re not urgent, you don’t have to worry about them as soon as they arrive in your inbox.

Do

Jump in and do the work. The final 4D of time management is, in the words of Wan How, “Buckle down and get the task done.” I know this also sounds easier said than done when you have what seems like a million things scheduled to your calendar. Wan suggests prioritizing your tasks before diving into your work. This way, you’ll “only work on one thing at a time.” Wan adds, “I don’t start on something else that adds to my work-in-progress pile until I finish a current assignment.”

Besides prioritizing your tasks, you could also implement the 2-minute rule. The 2-minute rule comes from David Allen, the mastermind behind Getting Things Done. The gist is that if something takes you less than 2-minutes to do a task, like responding to an email, then you should go ahead and get it done. “The rationale for the two-minute rule is that that’s more or less the point where it starts taking longer to store and track an item than to deal with it the first time it’s in your hands.” Allen calls this, “the efficiency cutoff,” in Getting Things Done.

I’ve also found that this method is great when starting a new habit of procrastinating on a task. Once you get started, you build-up the momentum to complete the specific item you’re working on. In psychology, this is related to the Zeigarnik effect, which states we remember interrupted or unfinished tasks more than the completed ones. As a consequence, this creates mental tension since it’s on the top of your mind. The only way to get relief is by finishing the task and fighting procrastination.

Mastering the 4Ds of time management.

To get the most out of this simple and powerful time management technique, list and track your daily activities. It’s the only way that you’ll be able to see how you’re spending your time. And, more importantly, where it’s being wasted. You can either use a handwritten time log, your calendar, or software to track your time.

The key is to look for activities that aren’t helping you or your business grow, along with items that can be quickly dropped, assigned to someone else, or saved for later. After you understand how your time is being spent, and where the 4Ds fit into the picture, you’ll be on your way to becoming a time management ninja. And, as a result, you’ll get more done in your already hectic days.

The 11 Biggest Symptoms of Poor Time Management

By John Rampton | Time Management | No Comments

Whether you realize it or not, time management plays a huge role in how successful you are in life. For starters, it can reduce stress, allows you to prioritize what’s most important, and improves your reputation. Time management also helps you make the right decisions, eliminates wasted time, and gives you the freedom to do the things that you truly enjoy in life.

Here’s the thing. Just because you have a full calendar and receive daily reminders doesn’t mean that you’re effectively managing your time. It just means that you’re busy and not necessarily spending your days as productive as they should be.

But, how can you tell that you need to adjust your time management game? Here are 11 symptoms of poor time management to let you know and how you can cure them.

1. Poor punctuality.

Sure. There are times when something out of control, like getting a flat tire, causes us to run late. However, that’s not the same as having the reputation of being that person who is never on-time.

This may not seem like a big deal. But, it actually shows that you’re not respectful of other people’s time. “Essentially, running late is very poor manners,” etiquette expert and founder of The Good Manners Company, Anna Musson, told The Huffington Post Australia.

“There are a multitude of reasons as to why, but the overriding reason is it suggests deep down you think your time is more valuable than others’.” Musson also explains that during “the Victorian times, there were often six-course dinners all perfectly timed according to wine and service.” That meant if someone was late, “it could throw out the whole evening.”

Besides being disrespectful, tardiness also costs money and lowers productivity in the workplace. For example, even if you just ran five-minutes late to a meeting, that means all of the participants are just sitting there waiting for instead of doing more important work.

There are several ways that you can change this behavior. But, Musson suggests that one of the first things to do is to pretend that anything you have scheduled starts 30-minutes earlier. So, if a meeting begins at three P.M., schedule it in your calendar for 2:30.

2. Constant rushing.

Do you feel like you jumping from one thing to another without being able to catch your breath? If so, that’s another red flag regarding your time management.

Like running late, sometimes this is unavoidable, like if you got caught in a traffic jam on the way to a meeting. However, most of the time it’s because you’re either waiting until the last minute or overextending yourself.

To rectify this, be more realistic with how much you can do in a day — tracking your time for a couple of weeks can help you with this. After that, you should know how much you can get done in a day so that you aren’t planning to do more than you can.

Also, schedule buffers between calendar entries. This means if you have a meeting that ends at 1:30 PM, you would schedule the next one at 2 PM or later so that you aren’t immediately going from one meeting to the next.

3. Decreased quality of work.

You might not realize this as a business owner or leader. But, if it’s been brought to your attention that your work has been sloppy as of late, then that’s another sign to be aware since it shows that you’re rushing just to complete a task.

The only way you’ll become aware of this is to solicit feedback from others. For example, before submitting an article to Entrepreneur, I always have a teammate look through the piece to make sure it’s acceptable. If they notice a pattern of poor writing, I expect them to bring this to my attention. I may have been too busy with other work and write the pieces too quickly. Knowing the team member will let me know if I’m off somewhere, leaves me free to keep my mind clear. Also, I can make sure not to repeat the same errors in the future.

4. Frequently missing deadlines.

I don’t know about you. But, I hate missing deadlines. Personally, I feel that it shows that you are unreliable. And, if that’s the case, then you can be certain that customers and clients will take their business elsewhere to more reliable businesses.

There are actually a number of reasons why this may be the case. But, a lot of the time it’s because you’re either dragging your feet and just have too much on your hands. Again, be real with how much you can get done in a day. Also, learn how to say “no” to time requests if you’re already working at full capacity. You can also learn to outsource better. And, try to build your schedule around when you’re most productive.

5. Inability to set and achieve goals.

Goals help us identify our priorities. They give us direction and motivation. And, most importantly, they give everything we do a purpose.

But, do feel that a majority of what you do lacks a purpose? Or, do you feel that you’ll never be able to achieve the goals that you have set? If so, it may be because you haven’t taken the time to set and achieve goals that are SMART — which is an acronym for Specific, Measurable, Attainable, Realistic and Timely.

6. Procrastination.

I’ve alluded to this a couple of times. But, procrastination is one of the most glaring signs that you have a time management issue.

To be fair, some people actually thrive waiting until the last minute to complete important work. In fact, it even feels good to procrastinate. But, it’s definitely something that is not recommended. After all, studies have found that it can lead to anxiety, stress, and depression. If kept up, it can eventually impact your physical health as well.

Kicking your procrastination habit isn’t always easy. But, the first place to start is to figure out why you’re procrastinating. From there, you can find the best way to stop waiting until the last minute. For example, instead of focusing on your most important activity for the day in the afternoon, block out time in the morning for it since this is when we have the most concentration and energy.

7. Easily distracted.

I get it. The workplace is full of distractions. But, if you constantly let them interfere with your work, then expect consequences like running late, rushing, missing deadlines, and procrastination. You can also forget about reaching any of the goals you set as well — whether they’re SMART or not.

The first step is to identify your biggest distractions. After that, you can eliminate them. For instance, if your smartphone interrupts you every time you receive a notification, then either turn it off or put it on silent.

8. Overextension.

Another symptom of poor time management is overextension. This is where you take on too much work or make too many commitments. For example, if you’re already spending more than 40 hours per week working for the clients that you already have, why would take on even more clients? Or, if next Thursday already has three meetings in your calendar, then you probably don’t have time for a fourth.

Again, be realistic with what you can get done in a day. If you already have a full plate, then don’t add anything else. Instead, schedule it for another time when you do have the availability.

9. Multitasking.

Let’s be honest here. Multitasking does not work. However, when you’re strapped for time, you may try to do the impossible and do more than one thing at a time.

Instead of multitasking, focus on thing at a time. Once that is done, then move on to what’s next. It may not sound like an effective. But, single-tasking is much more effective and time-efficient.

10. Unhealthy habits.

Who has time to sleep, eat healthy, or exercise when there are so many other things that need to get done? Hopefully, we all do. After all, neglecting your health because think that you don’t have time is never a good thing and can result in a wide range of productivity and health concerns.

Make getting 7 to 8 hours of quality sleep a priority. When taking a break between work, go for a walk or do some exercises in your office. And, skip the junk food by preparing your meals for the week on Sunday afternoons.

11. Burnout.

Finally, if you aren’t managing your time the right way, then you’ll eventually get burned out. As a consequence, you’re putting your career and health in jeopardy. The reason? You’re working yourself to the bone just to play catch-up. Eventually, you aren’t sleeping, eating garbage, and so stressed that you’re making yourself sick. This can then lead to diminished work, relationship problems, and lowered creativity.

Schedule frequent breaks throughout the workday. And, most importantly, spend time away from work so that you can enjoy your life. That means when you’re spending time with your family during dinner or a weekend excursion you aren’t preoccupied with work, such as responding to emails or phone calls.

10 Time Management Skills Every Person Should Cultivate

By John Rampton | Time Management | No Comments

To be successful, everyone needs to continue to add to their skillsets. Each entrepreneur, startup, and small business will have its set of “how-tos” that are vital. Then there will be the set of skills that are the essential ones to know. Search your business and become the best you can at your particular business space. Time management will assist you forever in getting better at performing your tasks. Here are 10 excellent time management skills every person should cultivate.

We also have essential life skills everyone should know. Examples include:

Housekeeping skills — basic home repairs, cleaning after yourself, and knowing how to cook at least one signature dish.
Survival skills — knowing how to change a tire, administrative basic first aid, and living without electronic for more than an hour.
Professional skills — minimum skills required; writing a resume, networking, preparing for an interview, and negotiating a raise.
Money management skills — being able to create and stick to a budget and calculating a tip.
Self-awareness and relationship skills — knowing your strengths and weaknesses, basic etiquette, being respectful, and learning how to communicate.

Those possessing these skills will get further in life — you can’t respond to life events well without some of the basics. But, they also make life more fulfilling and can give you a little self-confidence boost. However, one set of skills that often get overlooked are those related to time management.

Some of these greater and lesser skills go hand-in-hand with each other. For example, being respectful of others motivates you to arrive on-time and never keep people waiting. However, for the most part, when it comes to time management, it’s in a category on its own.

So, if you’re ready to manage your time effectively, here are the 10-time management skills every person should have.

1. Plan your day around priorities and goals.

The most successful and productive people are well aware that they must address both essential and urgent matters daily. Here’s their secret though; they how to balance the two.

It’s definitely an art to master this juggling act. But, it’s possible when you know what priorities need your attention to know and what can be dealt with at another time. To assist you with this, you can use the Eisenhower Matrix. This Matrix is where you evaluate all of your tasks and separate them as follows:

Urgent and vital — these you’ll do immediately since they are pushing you closer to achieving a goal.
Important, but not urgent — tasks that can be scheduled for later.
Urgent, but not important — these the things that can be delegated.
Neither urgent nor important — these are the tasks that can be deleted altogether.

According to Calendar’s Howie Jones, the secret behind an amazing time management strategy is able “to systematically focus on importance and suppress urgency.”

Once you’ve identified your priorities, you should schedule them when you have the most energy and focus — or, in other words, when you’re “in the zone.” For most of us, that’s in the morning. Also, completing your most important task of the day in the morning gives you the momentum to tackle the rest of the items on your to-do list. If a priority or goal is a big one, break it up into more manageable chunks.

2. Effectively use your time.

There are a couple of ways to effectively use your time. The first is being more present and giving your full attention to what deserves it at this moment. For example, you can’t be engaged in a conversation or meeting when you keep looking at your phone every time you receive a message. It’s not only disrespectful, but it could also cause you to miss an essential piece of information or not being an active participant.

The other way to effectively use your time is to get creative. Let’s say that you’re sitting in a waiting room for an appointment or meeting. There might be a TV with a talk show that you stare at because it’s there. Or, you could get sucked into mindless social media nonsense. Either way, that time you were sitting, there could have been used to catch-up on your emails or the latest industry news.

3. Schedule it, do it and forget it.

“No one can multitask, even people who pride themselves on their ability to do so,” writes Angela Ruth in a previous Calendar article. Research shows that multitasking cuts efficient and even raises risks.

“Avoid the temptation to multitask by scheduling time to handle batches of small tasks throughout the day,” suggests Angela. “For example, set one time during the morning and one time during the afternoon to answer emails, then ignore the inbox outside those windows. Schedule a couple of short breaks to avoid burnout and maintain focus.”

What’s more, you can eliminate indecisiveness “by setting deadlines on when to make final choices.” It could be as simple as making a phone call to a vendor by Friday morning or settling on a flight in the next 10 minutes. “Get into the habit of acting on available information to cut down on unnecessary balking. If the decision isn’t correct — you can pivot just as quickly.”

4. Become a master-batcher.

Speaking of multitasking, did you know that productivity decreases by 40% when we attempt to focus on more than one thing at a time? That’s because according to Peter Bregman

In a piece for The Harvard Business Review, we’re not multitasking. “We switch-task, rapidly shifting from one thing to another, interrupting ourselves unproductively, and losing time in the process.”

The most effective way around this is not just focusing on one thing at a time. It’s grouping similar tasks together and knocking them out at the same time. Instead of checking your email and social media feeds every time you receive a notification, don’t allow yourself to check more than three times a day. Check once before jumping into work, right after lunch, and at the end of your workday.

5. Pencil in time for distractions and interruptions.

Batching is also a great way to handle distractions. Turn your phone off while working and don’t worry that you’re missing something important. You’ll be confident in this action because you know you’ve planned to check your phone when it’s time. However, no matter how hard you try, distractions and interruptions are inevitable.

One way to manage these distractions is to add blocks of free time into your schedule. So, if a co-worker wants to speak with you, let them know that you currently not available to chat. But you can talk to them at one pm.

Another perk of this is if there’s an emergency. For example, you were zoned in on your work when suddenly a frantic knock on your door interrupts you. A colleague lets you know that the company network has been compromised. Something this important needs your immediate attention. Once it’s resolved, you can use that free block of time to go back to work without completely getting your schedule off-track.

6. Stop biting off more than you can chew.

There are a variety of reasons why you may be tempted to overextend yourself. At work, you pick-up extra hours or take on a new project because you want the extra money or don’t want to upset your boss. Socially, you accept every social invite because of FOMO.

The reality is that if you already have a full schedule, spreading yourself too thin could have some repercussions like scheduling conflicts or delivering subpar work. And, as previously discussed, it prevents you from focusing on your priorities.

7. Add “no” to your vocabulary.

“I honestly believe that the main reason why time is an issue for so many of us is that we can’t say ‘no’ says Howie Jones. “We can’t turn out an invite to an unproductive meeting or social event. And, we can’t tell others that we already have enough work to focus on and can’t take on any more responsibilities.”

The downside to this is that if you’re always saying “yes,” “then you’re letting other people take control of your time.”

While I get why “no” isn’t a word we like to say, you don’t want anyone to be offended; it has to become a part of your vocabulary. And, you can accomplish that, without ticking anyone off, y doing the following:

Be transparent and upfront. Don’t lie or make excuses. People will understand if you’ve already made a social commitment or have a full workload.
Don’t initially fully commit. “Let’s say someone invites you to lunch. You don’t have to accept or reject the request immediately,” adds Jones. “Tell your caller that you have to check your calendar and you’ll get back to them before the end of the day tomorrow.”
Offer alternative solutions. You may be booked solid for the next two weeks. If there are openings three weeks from now, ask your client to meet then, for example. If not, refer them to a colleague.
Always be polite and professional. “Simply saying ‘thanks’ can go a long way.”

8. Develop your emotional intelligence.

Emotional intelligence can be defined as “the ability to identify and manage your own emotions and the emotions of others.” What does that have to do with time management? Well, EI can assist you with problem-solving, calm you down, and improve your communication skills — all of which can be applied to time management. For example, when you frustrated, it’s almost impossible to give your full attention to the task you’re currently working on.

Moreover, those with strong EI possess qualities like not being a perfectionist and being able to balance life and work. Also, EI can help you establish boundaries, maintain motivation, and be more aware of what your strengths and weaknesses are.

Overall, improving your EI can help you stay focused on completing your most productive tasks. Make sure that functions are aligned with your goals.

9. Learn how to delegate and outsource.

Remember the Eisenhower Matrix that you used to help you determine your priorities? If you recall, it also encouraged you to hand-off specific responsibilities to others. These are usually essential tasks that aren’t exactly worthy of your time.

For example, you could hire a service to clean your home or office. Spend the saved time on more productive areas like building your business or spending time with your family. If you don’t enjoy writing, but there’s an employee who does, you could ask them to take over your company’s blog.

Just keep in mind that delegation isn’t handing off all of your responsibilities to someone else. It’s assigning the right work to the right people so that you can open up sometime in your schedule.

10. Find a time management technique that works for you.

Finally, experiment with different time management techniques that work best for you. I’ve mentioned the Eisenhower Matrix several times. While that could be helpful for a lot of people, it may not be sufficient for you. Instead, approaches like the Pomodoro Technique, Getting Things Done Technique, Rapid Planning Method, or Pareto Principle may be better suited for you.

Don’t expect you to solve all of your time management issues overnight. It’s a process that involves some trial and error. And, most importantly, it’s continually working on and improving upon your skills until you get it just right.

6 Ways to Use a Spare 15 Minutes at Work

By Jon Bradshaw | Time Management | No Comments

When you’re used to moving from task to task or meeting to meeting, fifteen minutes of downtime can be a bit unsettling. You don’t want to waste half of that time thinking about what to do and wind up regretting it.

Luckily, there are so many ways to spend downtime at work. The key is to have a plan to make the most of it:

1. Declutter.

Decluttering can significantly benefit your mental state and productivity levels. Maybe there are papers piling up all over your workspace, or perhaps you struggle to find office supplies you need. Downtime is perfect for reorganizing the area that you work in.

But decluttering doesn’t end there. Your digital workspace is just as important as your physical one, so use your downtime to get rid of unneeded files and create new folders for organizing the ones that you do need.

2. Respond to emails.

How often do you open up your email to find an empty inbox? Don’t let them pile up; spend your spare 15 minutes deleting unnecessary ones and responding to others.

Which are worth answering immediately, and which should you put off? Apply the two-minute rule. If you need more time than that to answer any one message, shelve it until your dedicated time to answer emails.

3. Get some reading done.

Fifteen minutes is plenty of time to read through some news articles, informative editorials, or blog posts. If none of those tickle your fancy, haul out an inspirational book.

What if you aren’t sure what to read? Take those 15 minutes to prepare your reading list. Send out emails asking for suggestions. Order them according to your interests and the insights you expect to gain by reading them.

4. Play a game.

Games are not a waste of time when they have a purpose. If you’re feeling a little burned out or are struggling to get your brain in gear, play a game of Sudoku or a word search. Keep a booklet of puzzles in your back pocket for cab rides and airport lounges. The New York Times has some mini-crosswords that won’t take as long as their larger ones.

5. Listen to a short podcast.

Podcasts are another good way to stay informed during periods of downtime. There are dozens of business podcasts whose episodes are 30 minutes or less. Put on a pair of headphones, and take a walk.

What if you’ve got a little more time? Throw on a TED Talk. Learn something new by selecting one outside of your field. And if you do need to cut it short, podcasts can always be paused and resumed later.

6. Meditate.

If you get anxious during the workday, why not take 15 minutes to meditate? Even short periods of meditation can significantly boost your productivity and reduce your stress levels.

Consider using a meditation app like Headspace or Calm to guide your sessions. Otherwise, simply listen to your breath, and try not to judge your thoughts. You can meditate in an office, a conference room, or while walking.

Downtime is not the same as — or shouldn’t be, anyway — wasted time. Fifteen minutes may seem like a small amount of time, but when you use it wisely, it can make a big difference in your day.

How to Schedule Your Day for Optimal Productivity

By John Rampton | Scheduling, Time Management | No Comments

Introduction

We all have the same twenty-four hours each day. So why do successful people get so much done in their twenty-four hours while others struggle to accomplish the tasks on a basic to-do list?

One answer is time management. Many people have trouble using their time efficiently throughout the day. But if that’s you, don’t worry. By using productivity tips and creating and sticking to an efficient daily schedule, you can do more and do better every single day.

Why Scheduling Your Day is Important

Types of Scheduling Techniques

Create a Productive Morning Routine
Avoid Task Switching
Batch Tasks
Expect the Unexpected
Leverage Technology
Remember Paper
Eat the Frog
Evaluate and Pivot

Why Scheduling Your Day is Important

Time is a finite resource for all of us. Leaving your limited number of days and hours up to chance is not responsible resource management. Instead, use a schedule and reap the rewards:

Reduce Wasted Time: Unless you’re putting “Spend 2 hours on Social Media and Video games” on your daily schedule, then using your schedule keeps you from wasting time on things that aren’t on the agenda.
Increase Happiness: Even science agrees. Following a schedule makes you happier!
Improve Productivity: You get more done when you follow a schedule.
Reduce Stress: Scheduling creates more certainty which reduces stress–and that improves health. Win-win!
Facilitate Collaboration: Anytime you’re working with a team, a schedule keeps you all on the same page in the same place at the same time.

How to Schedule Your Day

It’s clear that scheduling your day is valuable. However, you can’t just throw stuff onto your Cute Kittens calendar and hope for a productive life.

Instead, you need a strategy so you can schedule for productivity and get the important work done efficiently. Here are some guiding principles to help you use a schedule for efficient days.

1) Define Your Why

Let’s face it. Not everything we do in a day is fun. There are definitely tasks we simply don’t want to do. We can rely on grit and determination to power through, but that can sap energy. Instead, find internal motivation by defining your why.

Everyone’s why is different, but it’s the meaning and purpose behind everything we do. This concept was popularized by Simon Sinek in his book Start With Why. Sinek demonstrates that “why” can truly motivate individuals and businesses to reach their goals.

Your why should be bigger than “Because I have to,” or “Because someone told me to.” For an individual, there why might be to provide a safe and happy life for their children. For businesses, a why might look more like, “To help people succeed.”

Then, everything you do as a person or as a company should be in service to that why.

2) Set Priorities

There are literally millions of ways you could spend each day. And you can’t do everything. Without priorities, you may find yourself spending time on tasks that don’t get you anywhere. And if you’re a team leader or manager, you want to set priorities for your team so they know what’s important, too.

So you have to figure out what you really need to get done in order to achieve your goals in service to your why. First, write down everything you can think of. Then eliminate anything not related to your why. Then put your priorities in order of importance.

Having a direction to go in is just as important as going. A journey without a destination might be interesting, but without a destination in mind, who knows where you’ll end up.

3) Estimate How Long A Task Will Take

Once you’ve figured out what you need to do, figure out how long it will take. And we’re not talking about how long it will take in fantasy land. You need to know how long it really takes you to do the thing.

One of the most common scheduling mistakes people make is not correctly estimating how long a task or project will take. “If you over-or-underestimate on how long this will actually take, you’re more likely to throw your entire schedule off. Even worse, you may miss a deadline or waste valuable time for you and key stakeholders like employees and customers.”

So, you need to get real with yourself and encourage your team to do the same. Take a week or two and track your time. How long does it take you to write 1,000 words or answer emails? Then, you can plan your schedule realistically, improving your chances of success.

4) Work Smarter, Not Harder

Tim Ferriss, author of the 4-Hour Work Week is onto something. In the age of hustle, sometimes we feel like we have to go go go all the time. But what if we used our time in such a way that allowed us to work less? Then we’d be onto something, too.

Ferriss advocates a work smarter strategy using systems that make it “impossible to misbehave.” Then he doesn’t have to rely on the finite resource of willpower. So, establishing productive systems is a key step for Ferriss.

Other ways to work smarter involve identifying your most productive times of the day and then scheduling key tasks for that time period. For many of us, energy levels are highest in the morning. However, if you’re a true night owl, feel free to take advantage of that time to get things done.

You also need to be strategic. Yes, there are many ways to reach your goal. When choosing which path to take, factor in the risk-benefit of what you’re doing. You could cold call 100 people and get one yes. Or you could cold call the right ten people for the same benefit.

Types of Scheduling Techniques

There’s no one size fits all solution to creating the most productive schedule. But these scheduling techniques can help you along your path.

1) Create a Productive Morning Routine

Start your day off right with a morning routine that reinforces productivity.

According to Hal Elrod, author of The Miracle Morning, “How you wake up each day and your morning routine (or lack thereof) dramatically affects your levels of success in every single area of your life. Focused, productive, successful mornings generate focused, productive, successful days.”

Elrond turned his life around by waking at 5 in the morning to spend time in silence, meditating, reading, and exercising. This set the tone for his days and he was able to pull himself out from under crushing debt and achieve new levels of success.

Your perfect morning might look different than Elrond’s, but it makes sense to set aside time early each day to determine the course of the rest of the day.

2) Avoid Task Switching

Multi-tasking may seem efficient. After all, you’re getting more done at once, right? Wrong. In fact, although you’re doing more at once, you aren’t truly getting more done. You’re getting less done.

In fact, the true cost of multi-tasking can be up to 40% of your productivity. Each time you move between tasks, it takes your brain time to switch. Additionally, people are more prone to mistakes when task switching. And the more complex the task, the bigger the losses.

So, it makes sense to do only one thing at a time. This allows you to truly focus on what you are doing. Then you can do it more efficiently.

When you’re scheduling your day, avoid task switching if possible. Give yourself enough time to complete tasks at one go. Oh, and when you’re doing it? Don’t check your email.

3) Batch Tasks & Block Scheduling

We’ve seen how task switching can impact productivity. However, we all have more than one thing to do in a day. So you can minimize the effect of the task switching by batching tasks and using block scheduling.

You can define “like tasks” in many ways. But the key is that the tasks should have a unifying feature that makes them more efficient when done together. Think about running errands. It makes more sense to go everywhere in a certain geographic location.

Similarly, you can batch tasks in terms of the mindset required to do them. For example, administrative tasks take one kind of mindset, but creative tasks like writing a blog post or debugging code require something entirely different. But grouping tasks by mindset, you can reduce the impact of totally switching gears.

Elon Musk famously uses task batching to make sure he gets everything done for his business and still spend time with his family. Task batching is the process of scheduling like tasks together so you can do them more efficiently.

4) Expect the Unexpected

You can’t predict the future, but you can be pretty sure that something unexpected will happen at some point. You don’t know what it is or when it’s coming, but it’s out there. And a productive schedule will take that into account.

It’s probably happened to you. You identified your why and created your priorities and tasks. You scheduled the key tasks into your most productive time. You were a productivity rock star.

Then suddenly, an emergency comes up. You push everything to the side to address this urgent task. Your efficient schedule dies a painful death.

It doesn’t have to be an urgent project, either. It could be a sick kid keeping a team member home. It could be a weather emergency keeping everyone home. It could be unexpected server downtime slowing everyone’s pace. The little things can kill productivity just as effectively as the big things. And frankly, they are more common.

Just like it’s smart money management to have an emergency savings fund, you should also have an emergency time fund. Of course, you can’t stockpile time, but you can build a time cushion into your schedule. That way when the unexpected comes up, you’re ready.

5) Leverage Technology

Technology is really good at scheduling. After all, on a basic level, a schedule is just a spreadsheet. But scheduling technology can go way beyond a simple grid.

Tools like Google calendar help you schedule recurring tasks, color code tasks, set reminders, and even share calendars among teams. All of these increase the efficiency of your schedule. Plus they keep you from forgetting that client meeting.

However, you can also do so much more. Use an iPhone app to access your calendar on the go. Eliminate the back and forth phone calls and emails to schedule meetings by allowing others to schedule meetings right in your calendar.

The possibilities are endless!

6) Paper Planners, Bullet Journals, & To-Do Lists

As good as technology is at upping your scheduling game, don’t discount the value of paper in this digital world. Paper planners, bullet journals, to-do lists and other analog tools can be just as useful.

In fact, planner industry leader Erin Condren’s Lifeplanner received the Good Housekeeping seal of approval as a productivity tool. And notebook systems like Ryder XXX Bullet Journal are also trending as productivity tools.

Of course, nothing beats a good, old-fashioned to-do list for keeping individuals on track. Writing things down saves you the trouble of remembering them. And the reward of crossing things off your list can be highly motivational.

7) Eat the Frog

According to Mark Twain, “If it’s your job to eat a frog, it’s best to do it first thing in the morning. And if it’s your job to eat two frogs, it’s best to eat the biggest one first.”

Using this logic, one scheduling method is to put the most difficult, most important tasks first. And if you have more than one such task, you should do the harder one before the easier ones.

To use this method, you must be able to identify your key priority for the day. Ultimately, priority should be singular, since we can’t do two things at once. (See Task Switching!)

The more difficult tasks are often the most prone to procrastination. After all, most of us really don’t want to eat a frog. So doing them first thing in the morning keeps you from pushing them off all day. Plus once they’re done, you have the free time to do more fun tasks.

8) Evaluate and Pivot

Scheduling for productivity can be a moving target. And you may have a perfect schedule but So take time to assess the results of your efforts. Are you and your team being truly productive people?

Here are some key questions to ask yourself and your team to evaluate the effectiveness of your schedule:

Are you meeting deadlines?
Were time estimates correct?
Did unforeseen issues interfere with timelines?
Did you feel under the pressure of the clock?
Did our meeting schedule work?

Once you’ve gathered your data, you can make informed decisions about where to go from here. Missed deadlines may indicate poor time budgeting, a problem that is easily solved in the next month, sprint, or quarter. Extraneous meetings can be eliminated. More padding can be added to accommodate unforeseen issues.

Conclusion

There are so many tricks and tools for creative productive schedules that really work in the workplace and at home. If you aren’t giving them a try, you may be throwing money out the window. And we can’t think of anything less productive than that!

What are your best productivity tips and routines?

6 Stress-Management Tips From Top Business Leaders

By Jon Bradshaw | Business Tips | No Comments

Nobody is immune to stress. So how do business leaders who make it big manage to keep their heads on straight?

They learn to befriend their stress response. But if that’s the first step, then what are the day-to-day, ongoing things they do to harness their stress in healthy ways?

The following tips, collected from top business leaders throughout the country, will equip you with the necessary tools to manage your stress:

Become The Master Of Your Own Stress

The ultimate goal of stress management is not a stress-free career; it’s to get the upper hand when you’re under pressure.

Small habits add up. Master your stress levels by incorporating these hacks from respected business leaders into your own routine:

1. Be proactive.

Often, stress and procrastination go hand in hand. Instead of putting off that major task or big project, get the ball rolling by taking initiative.

That’s what Jeff Bezos, CEO of Amazon, would advise: “Stress primarily comes from not taking action over something that you can have some control over,” Bezos told the Academy of Achievement.

Every marathon begins with the first step. Whether you make that initial phone call or send an email to jumpstart a project, taking action alleviates stress and puts you back in the driver’s seat.

2. Tackle one to-do at a time.

When faced with multiple projects and responsibilities, many founders try to juggle everything at once. But author and leadership consultant Devora Zack sees single-tasking as both more efficient and less stressful.

Research by the American Psychological Association supports Zack’s idea that multitasking actually makes us less productive, which creates more pressure to get things done.

Go through your to-do list one item at a time. You’ll enjoy it more, come up with a better product, and get the job done faster.

3. Get grounded.

When you need a break, you need a break. Research shows that giving yourself a break during the workday not only allows you to recharge, but it can also boost creativity, memory, stamina, and decision-making skills.

There are many ways to achieve this mental state referred to as “resting mind.” Oprah Winfrey admits she retreats to the bathroom when she needs time for quiet reflection. Many leaders start off their day with ten or fifteen minutes of silent meditation.

No matter your method, check in with yourself throughout the day to calm your stress response. Even just planting your feet on the ground while sitting at your desk and allowing yourself a few deep breaths can do wonders.

4. Block your day.

How does Elon Musk, CEO of Tesla and SpaceX, keep his cool when working 100 hours per week at the two companies? With time blocking. Musk carves up his day into five-minute pieces, associating each with a specific task or activity.

Stress management and time management are twin siblings. Instead of pushing your mental limits to finish a project deadline — and throwing everything that comes later in the day off-schedule — organize your time into similarly sized blocks.

Not only does this allow for much needed breaks, it also provides you with the opportunity to break down bigger projects. The more pieces you can split them into, the less stressful any one of them will be.

5. Get enough exercise.

Physical activity is one of the best tools in your stress-management kit. Exercise, particularly cardiovascular exercise, releases endorphins and refreshes your mind.

Leaders from Mark Cuban to Mark Zuckerberg to Richard Branson to Warren Buffett exercise daily. The Facebook founder loves to run, while Mark Cuban is known for his basketball game.

Exercise doesn’t have to happen at the gym, either. Try doing calisthenics at home. Go for a run. Haul your bike out of the garage for your daily commute each morning. Whatever gets you moving, do it.

6. Refocus on a mental puzzle or game.

What if your mind is simply stuck on something stressful? Stick it to something else: Play a game of sudoku. Break out a crossword puzzle. Merely count stripes on the road as you walk.

Here, Brad Pitt has an interesting approach: the actor and investor walks around and analyzes building architecture when he’s feeling overwhelmed. Inevitably, Pitt’s mind moves to his own home’s structural needs.

Overcoming pressure and tension when you’re a business professional or entrepreneur can seem insurmountable. However, altering small daily habits can make a huge impact in managing and mastering your stress for good.

Be Proactive, Not Reactive with Your Time

By John Rampton | Time Management | No Comments

I recently had to leave town for an important meeting. Instead of flying, I decided to make a little road trip out of the event. As long as I can listen to music and roll down the windows, I actually get a kick out of driving. And, if there are no mishaps along the way, that’s even better — but there will always be a mishap — if you aren’t prepared. Be proactive, not reactive with your time.

Of course, there was a minor hiccup during my journey — I got a flat tire. While it’s not the end of the world, it was an inconvenience. And, while getting a flat is common, in this case, it was unavoidable.

Before I left, I knew that it was time to get new tires. That’s when you hurry and take care of something — right when you think that thought. However, I figured I would do this after I returned home. That decision came back to bite me — and as a general rule — they do come back to bite you.

While making excellent time on my way home, the rear driver tire went kaput. As a result, I had to spend the time changing the tire. The tire incident would have all been avoided if I had just gone and replaced my tires before departing.

In other words, I should have been more proactive. If I had been proactive — I wouldn’t have had to deal with this minor headache. According to Stephen Covey’s influential book, The 7 Habits of Highly Effective People, proactivity is the most critical characteristic of effective and successful people. Proactivity t’s so meaningful that it lays the foundation for the other six habits in Covey’s book.

More recently, however, I’ve come to realize that being proactive is also vital to time management. It encourages you to prepare for the unexpected, become more self-aware, and focus only on the activities that are tied into the big picture.

But, how can you be proactive, not reactive, with your time? Well, here the best places to start.

Develop a “hunter” mentality.

Creating to-do-lists are laudable. They can assist you in identifying everything that you need to get accomplished. Unfortunately, sometimes, they’re not effective when it comes to managing your time. The ineffective nature of lists comes from the fact that we don’t estimate the right amount of time needed to complete specific tasks. And, lists also have a knack of helping us avoid what’s most important, even critical.

A better solution? Develop a “hunter” strategy.

I came across this concept from Aytekin Tank, the founder, and CEO of JotForm. According to Tank, our ancestors didn’t rely on to-do-lists to survive. Instead, they rose “every single day with one goal in mind — to make a successful hunt — which was the single most important thing for the hunter and his family.” If the hunt weren’t successful, then there would be nothing to eat.

“I think when it comes to scheduling, this is a great mindset to have,” adds Tank. “Instead of writing down dozens of tasks that you need to get done each day — choose one that MUST get done and will deliver the most impact.”

Schedule your time.

After determining your priorities, add them to your calendar. Ideally, you should work on your most important tasks a couple of hours after waking since this is when you’re most alert and energetic. The key, however, is dedicating the proper amount of time to these tasks and blocking out distractions while working on them.

I’d also suggest that you share your calendar with others so that they’re aware of when you’re available and busy. You shouldn’t share everything, like personal obligations. But, it’s easy to eliminate interruptions.

Create and stick to a routine.

Being proactive means that you’re consistent. And, is there anything more consistent than a daily routine?

Your routine should be built within your schedule and should include chunks of time for both high and low priority tasks. It should also include morning and evening rituals that will supercharge today and tomorrow. For instance, instead of being glued to your phone as soon as your eyes open, get up, exercise, eat a healthy breakfast, and review your calendar.

During the evening, skip anything work-related and do something relaxing like reading. You should also plan out tomorrow, prepare your meals, and pick out your clothes to avoid decision fatigue.

Focus on your circle of influence.

Covey came up with something called the Circles of Concern and Influence. Circles of Concern are the things that we have no control like the weather. On the flipside are the things that you can change, aka your Circles of Influence.

“According to Covey, what separates reactive people from proactive people is which circle they spend the most time, attention, and energy in,” writes Brett and Kate McKay. “Reactive people pay more attention to the items that are just in their Circle of Concern — the stuff they have little or no control over.” As a result, they become “psychologically debilitating.”

Proactive people don’t spend their time and energy on these matters. Instead, they focus on their Circle of Influence. They’re able to do this by figuring out your circles and jotting down the things that make you anxious. It’s a simple exercise to see what you do have influence over.

You can also rephrase your language. For example, replace “I can’t” with “I prefer.” Meditation is also helpful since it forces you to be more present. And, take action, no matter how small, as this “ kickstarts a virtuous cycle of proactivity.”

Don’t feel pressured.

“When someone’s pressuring you to make a decision you’re not sure about, simply buy time and say:’“I’ll think about it,’” recommends Preston Ni M.S.B.A. “This phrase can instantly lift the psychological pressure, and put you in greater control of the situation.”

“Whether it’s an acquaintance asking for a favor, a romantic interest pursuing a date, or intense sales pressure, take the time you need to evaluate the pros and cons of the situation, and consider whether you want to negotiate a different arrangement, or if you’re better off by saying ‘no,’” says Ni. Of course, you don’t want to keep them hanging. But, when it comes to requests for your time, at least sleep on it before committing or rejecting it.

Have a “no” policy.

Speaking of saying “no,” establish boundaries by implementing a “policy.” For example, enforce a one-day-a-week no-meetings policy. It doesn’t matter which day of the week this is, although Wednesdays have been a popular choice. The idea here is that you don’t accept any meetings on this particular day. Instead, you use this time as a “Maker’s Day” or to focus on solving problems without being interrupted.

A “no” policy is also useful in maintaining a healthy work-life balance and preventing you from overcommitting. Let’s say that Friday nights are reserved for your family. That means you don’t plan any work-related events or accept any other social invites on this night because it will interfere with this ritual.

Overcome Murphy’s Law.

Coined by the American aerospace engineer Captain Edward Aloysius Murphy Jr., Murphy’s Law states that “anything that can go wrong, will go wrong.” And, it should go without saying that this concept can impact your time.

Going back to my flat tire experience. If I had a meeting that day, this would have caused me to be late. While it was unexpected, I should have addressed the problem in advance. Staying proactive will take care of a considerable percentage of issues that come up. Prevention and proactive are words that should be listed together in problem-solving.

You can’t anticipate everything that could go wrong. But, you can determine the possible scenarios and develop a contingency plan. For instance, since I was traveling that day, it would be wise not to have any appointments scheduled just in case something went wrong during my travels.

Another example is that I always carry the computer charge and my phone charger in my bag. If these two items are not in my slim computer bag — I will need them. And remarkably — I help someone else out daily with these two items.

Other ways that you can overcome Murphy’s Law could be:

Preparing as much as possible the night before. Let’s say your alarm didn’t go off in the morning. If your work gear is already packed and your clothes are laid out. It will solve everything. But, it will make things a little less hectic.
Being realistic with your time. Time yourself until you know precisely now how much time you need for repeated habits. Habits would be showering and getting ready. Time the drive or the walk to the office. Know yourself well enough to calculate realistically. What can you achieve in a day? Don’t spread yourself too thin.
Adding time buffers. Let’s say you have meetings all day. As opposed to scheduling them back-to-back, space them out. Now, if a meeting runs late or you got stuck in traffic, it won’t impact the next event.
Double-checking your tasks. I recently missed a deadline because I didn’t double-check the due date. If I had taken the extra second to read the fine print, this could have been avoided.
Learning how to separate the urgent from the important. While this isn’t the easiest of feats, it will help you focus on what deserves your attention right now and what can wait until later.

Don’t become complacent.

Being proactive is all about tracking your progress and finding out where you need to improve. For instance, I used to spend almost an hour each morning on email and social media. After tracking my time, I realized that this was a colossal waste of my time. Thanks to self-discipline and automation, I’ve reduced this amount of time and use it more productively.

Will a Four-Day Work Week Produce Greater Productivity?

By John Rampton | Scheduling, Time Management | No Comments

Companies continue to tout the importance of work-life balance for their talent. They acknowledge that workers need rest and relaxation. However, wanting to create this balance and actually achieving it are two very different things. That’s because the process for striking this ideal balance with available time has proved elusive. However, Microsoft Japan may have finally discovered the formula for greater productivity and a work-life balance that works for their team. Their answer is the four-day workweek. The result of everyone working four days with three days off equates to a 40 percent increase in overall productivity, according to the company’s research.

The idea that everyone in the company would take three days off may not seem like the pathway to higher productivity. After all, essentially shutting down operations for three days doesn’t sound like much can be achieved. Also, while the shorter workweek may help one, it may not produce the same everywhere. Nor may it result in productivity gains across all companies in the U.S.

What Works with a Shorter Week

Employees enjoy a shorter workweek for the same pay. That’s because today’s workforce feels overworked. Many talented individuals are working upwards of 70 to 80 hours a week. This intensive work schedule can be done in the short run. At some point, workers that pound out this many hours experience burnout. As time goes by, they may still be working 70 to 80 hours. Yet, what they produce at that time diminishes. In the meantime, the rest of their responsibilities outside of work get neglected, including their health, family, and friends.

Now, take those talented individuals and give them four days to get their work done and three days to rest and enjoy their lives. They will love the exciting work they do and are satisfied with their wages. These workers will have the time to reflect on the work they are doing. They will also be able to divide their time across other interesting pastimes. The shorter week works because employees now have the best of both worlds.

Therefore, a four-day workweek calibrates a work-life balance and increases productivity. Workers realize they have four days to get everything done. That leads them to look at how they are working and identify smarter processes that help complete tasks within a shorter timeframe.

Sounds Good, But Can it Be Done?

Despite the enthusiasm for a shorter work week and the proof that it simultaneously results in work-life balance and productivity, there are barriers to implementing it. Companies cannot make the switch to a four-day workweek overnight. That’s because it’s more than switching physical schedules. Mindsets must also change.

Beyond the hours, companies have become accustomed to technology that has made their workers always accessible no matter what the time of week or day. Even if workdays decrease, it won’t make a real difference to these employees until there is a mindset shift away from the idea that managers can still contact them on these three days off about work-related tasks or questions. If this continues, then workers will continue to feel they lack control over separating work from life. As a result, the talent will continue to feel stressed and eventually burned out.

And, it’s for this reason that some employees have noted in surveys that they don’t think a four-day workweek will help them. They cited the requirement to stay in the office or on-call longer during those four days. In doing so, these workers are then unable to take care of things outside of work on those four days and instead must cram them into the three days.

Control and Change Mechanisms

The conclusion is that the issue for employees relates to control. They want to have that sense that they have control over their work schedule so they can develop their own version of work-life balance.

With control as the central factor impacting whether a different work-day schedule can be implemented across U.S. companies, the right approach might involve discussions within individual companies to understand what works for employees.

The answer could result in a range of remote work schedules and options. Ideas for how to reduce meetings and other time-consuming tasks may also help develop a shorter, more productive week. Better preparation, brief meeting times, and set agendas can help reduce the amount of time wasted during meetings. Making these physical changes may then help managers start to change their mindset, moving away from the idea of “always-on” and back to the respect for boundaries between employees’ work and life personas.

Hybrid Four-Day Work Weeks

While the four-day workweek can be implemented in a wide range of industries and business segments, some like hospitals, factories, retail locations, and call centers may find that the four-day week can’t work. These types of companies focus on helping people who need help seven days a week.

In these situations, the four-day workweek would help productivity and work-life balance. However, those benefits wouldn’t count if these companies lose all their customers. Yet, a hybrid workweek could make workers available for seven days a week. At the same time, the workers could have ample time to relax, reflect, and recharge. In this case, rotating four-day workweek schedules across the team could help tap into the benefits of the shorter week. Plus, these companies can still assist customers on a 24/7/365 schedule.