Utilizing Time More Efficiently
This article about “Time Management” has been reprinted several times over the years. It is currently available in Treasure Coast Parenting. Find it at http://www.tcparenting.com/0211_February/index.html or online in the resource section of my website, http://www.theprioritypro.com/resources/blog/. Post your comments here about how you do and don’t use time efficiently. You could win a FREE coaching session!
Coping with “To-Do” Overload
Research continues to show that we considerably perform better and faster when tasks are done sequentially rather than all at once, as in multitasking. Brain function diminishes as we work on projects simultaneously or switch between several different tasks.
Here are some quick tips to better cope with your overloaded to-do list:
- When mistakes matter, avoid multitasking!
- When you must multitask, choose what you want to execute quickly and (possibly) mindlessly rather than be able to absorb or concentrate on it.
- When you want to learn something new, focus on that one item.
- Pair different kinds of tasks rather than tasks that are relatively the same because same types use the same part of the brain and can easily lead to overwhelm or mistakes.
- Match tasks with different modalities, such as listening to music with no lyrics while reading instead of music with lyrics because the brain gets confused with too many words to process at once.
- Focus on each task’s relative importance. For example, rather than just playing a video game, pay attention to specific aspects of the game and then evaluate how well your performance improves in that area.
- Make at least one task routine. As you repeat a task, you increase your competence and confidence at completing it. If you repeat a set of skills over and over in exactly the same way, you are likely to get noticeably better.
Results tend to be worse when you multitask but in some cases, they’re especially compromised.
On HIGH Alert
When we’re in new situations, most of us either consciously or subconsciously go into a high alert status. We’re more aware of our surroundings and cautious to protect ourselves.
As I walked my dog this morning, I chose a different path than ordinarily because I had a little more time and wanted to explore a bit further. When I noticed a loose totally unsupervised German Shepherd dog just ahead several houses from where I was, I immediately took precaution and ducked down a nearby street before either dog saw each other.
Surprisingly, I found a paved path behind the homes with a nice wooded area to my left. Most of the homes had fenced in yards so this looked like a safe alternative. As I walked down that path, I was startled to see a group of seven white-tailed deer bedded down under a large tree. You’d think they would be on high-alert and run away but instead they watched me and my dog gracefully stroll by. Wow, what a beautiful sight! (Wish I had my cell phone or camera with me!)
I started becoming more alert to my surroundings, both to enjoy nature and to insure our safety. I noticed several other loose dogs, a large man walking towards us (I crossed the street to walk on the other side of the road!), a friend pass by in his car and wave, and I heard an approaching motorcycle and a speeding car coming towards us. It’s amazing how much more alert I was, when I was conscious of this action!
I wonder, how often any of us get so caught up in what we’re doing, go through the motions with routine tasks, or use music or conversations to enhance what we’re doing. What do we miss when we’re not alert to our surroundings?
Especially when you’re in a new situation—a new job, new work/project team, a new route, a networking event—you can raise your awareness and be more observant. Use your eyes to see what’s happening around you (and what’s not!); use your ears to listen to conversations, sounds, and the silence; watch body language and notice the aromas in the air. Use all of your senses to zone in to everything happening around you! Listen and observe at least twice as much as you talk! Use your senses to monitor the situations around you so that you can more consciously choose the best way to respond.
Turn it OFF!
That’s right…turn off your cell phone, pager, PDA and other electronic communication devices for the next 60 minutes! Don’t just put them on vibrate or silent mode but turn them off (as if the battery died). During this period, fully concentrate on whatever task you have at hand. Give yourself the opportunity to perform at your best! Although you may feel some anxiety (or withdrawal) see how it affects your productivity. Let me know the difference!!
Dissatisfied at work?
Everyone seems stressed out these days! Now that the economy appears to be coming back, employers are becoming increasingly concerned about retaining their talented workforce. Those that survived downsizings, pay reductions, increased workloads, and other cutbacks may be leaving in droves once things settle down. Many employees have waited out the down-turn and have been holding out for the right opportunity to leave their current employer. In fact, 28% of workers in a CareerBuilder survey said they expected to switch fields in the next two years, looking for more interesting work, pay, and chances for advancement or stability.
With employee satisfaction at a low, as job creation begins, many will seek other opportunities. There may be a mass exodus!
As some companies take this opportunity to review their workplace culture and how to recognize employee contributions, they are challenged to do it on a budget. Restoring pay and benefits may prove difficult. Therefore, they’ll have to seek out other ways to keep employees engaged. Demonstrating respect, acknowledging contributions and keeping an open line of communication are critical at this juncture. Offering low or no cost benefits such as flexibility and telecommuting is also important. Incentive-laden compensation packages that recognize high levels of productivity or customer satisfaction will incent employees to contribute their best, too.
Employers are now in the engagement era. As the economy improves, companies will continue to look for ways to boost employee satisfaction. Bosses need to step up to keep workers happy on a limited budget! And, employees need to realize that they are not indispensible. With an abundance of discontented employees and the unemployed, employees not performing effectively or exhibiting morale issues, could more easily be replaced.
Do you enjoy your work? Do you have a career strategy?
Working with The Priority Pro as your career coach can help you gain clarity, focus and direction. Imagine knowing your skills and developmental areas; utilizing your transferable skills to help land a new job; enhancing your leadership skills; establishing a career direction in 90 days! Contact us to discuss your needs and schedule an introductory coaching session. This month it’s just $49.95!!
How Confident are You?
Many ambitious high achieving professionals fear that they are not really as bright and capable as others tend to think they are. As they climb the career ladder they have apprehension and self-doubt. Although they have accomplishments, they tend to attribute these achievements to luck. All this weighs heavily on an already full plate.
Seemingly very successful business leaders at every level of the organization, entrepreneurs, rising stars worry that they’re not as great as others think they are. Although they’ve faced every challenge, received recognition and promotions, their customers’ think they’re a super star they fear that they will be found out!
The imposter syndrome can hold you back from pursuing dreams and goals. It prohibits you from feeling pride and a sense of accomplishment. It can cause you to work harder than anyone else to convince yourself that if you were really as smart and capable as everyone else believes, you wouldn’t have to work so hard. The fear can be paralyzing and terrifying, if you allow it!
Don’t allow it! Contact The Priority Pro for help stepping into your greatness! Be as bright and capable as others already believe you are!
Reality Hits the Road
You may have had some sort of training along the way that helped lead you to your success, organizing, time management, goal-setting, right?
This isn’t about the basic time management skills or stress management 101. Take those principles you’ve learned like, (Covey’s) four quadrants, (Morgenstern’s) categorizing using the A, B, C’s for your task priorities, (Allen’s) integrated system of stress-free productivity and put them to the reality test.
What happens?
Unfortunately, many of these outstanding systems don’t work. Not because they’re not effective systems, but because people don’t fully implement them. Then, they give us and resort to their old ways, sometimes thinking that their situation is hopeless.
For instance, you start your day with a list or framework of what you are going to accomplish. You know what’s most important, you know what decisions need to be made but then, unfortunately, reality hits the road—
…the phone rings endlessly, the system goes down, your boss has a crisis that needs your immediate attention, you have some irate customers, a colleague plants themselves in the corner chair in your office to talk about her personal issues, you get an urgent message from the school that one of your kids has gotten hurt, etc.
The problem isn’t about managing time; it’s about managing all these interruptions. These distract you from accomplishing what you set out to do each day and if you don’t re-prioritize on a dime, ask questions to clarify importance and timeline, focus on what’s most important, delegate, be flexible (to a point), block out distractions, and say “no” when appropriate you may increase your stress, decrease your productivity and feel dissatisfied in what you’re able to accomplish on any given day.
8 Days a Week…
As I was walking the dog yesterday in the cold rain, one of my old favorite songs came on my headset, “8 Days a Week”. As I reflected on the lyrics, I thought about preseverence, dedication and commitment.
Although Paul McCartney attributed the inspiration of this song to two different sources, Ringo Starr and later his chaufer, the song and it’s title recognized the feeling of overwork.
So, I began wondering even further. I wonder how many people ever really experienced unwavering dedication, commitment, persistence, or perseverence “8 days a week”. I wonder what it looks like when someone is at that 110%? I wonder if it’s healthy? I wonder if it’s something to strive for?
Then, I refocus on walking the dog and think, gee, “I’m walking the dog ’8 days a week’!” Through rain, snow, frigid temperatures and the heat of summer, I get out there at least once a day and walk my dog for at least 20 minutes, usually more. If I were to bring this same level of dedication to other tasks, other goals, even my clients, what would be different?!?!
I arrived home with a renewed sense of energy. Please share your comments on this post, especially, what you are committed to ’8 days a week’ and read more at my blog post at MyPath, too.
Ask Powerful Daily Questions
If you’ve ever felt stuck, doubtful or dis-empowered, try this out!
I’ve been using this technique recently with some of my clients and they are experiencing amazing results.
Read the questions below and write them down so that you can keep them with you until they become second nature. Ponder and think about the questions regularly. Talk to supportive friends, colleagues, family and your professional coach about it. Meditate and journal about these questions, too!
Question 1: What is the easiest, quickest, and most enjoyable way to (my desired result?)
Question 2: If I knew that it would work out in a way even better than I could imagine, what would I create for myself?
Question 3: What is working in my life right now? (What am I grateful for in my life?)
When you ask yourself powerful questions, such as those above, regularly and keep asking these same questions again and again, answers will begin popping into your head (sometimes when you least expect them!). As you continue doing this, answers will come more rapidly as you condition your thought patterns and train your brain to think more positive empowering thoughts. When your brain accepts a new possibility and negative thought patterns are blocked, more positive solutions can flow effortlessly. Rather than spending days or weeks contemplating a problem, you’ll more quickly be able to think about solutions.
Let me know how this works for you. Leave a comment on this blog!
Maintain for Best Performance
Ongoing maintenance is key to keeping everything running at peak performance.
I took one of my cars in today for an oil change and some general maintenance work. Have my other car scheduled next week once the four new tires I ordered come in.
This reminded me about the importance of not only tending to our cars, but to other equipment, vehicles and appliances we rely on every day. In order to get a full life from our investments, we must properly care for them!
This is true, too, for our bodies and our families. Wellness visits and quick response to warning signs will help keep you running at tip-top shape. Although in our car, warning lights ignite on the dashboard when something needs our immediate attention, many ignore similar warning signs in their own body. If you’re suddenly feeling tired all the time, coughing, have difficulty breathing, are experiencing aches and pains, or just realize theat something is off, don’t ignore these signs. Similar to the dashboard lights, these are a warning that something needs your attention.
For those responsible for others, whether they be young children or aging parents, the same warning signs are indications of possible illness or other health issues. Pay attention…don’t be too busy to perform regular check-ins and maintenance. You’ll be glad you did because it could save you from long hospital stays, extended bed rest, and a possible financial burden.
