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Tag Archives: efficiency

Want to amp up your productivity? Control interruptions

Since the start of this year, the topic of our video series has been Productivity Tools for Leaders.  Today we’re up to strategy #12 and I’d like to talk about what you can do to control interruptions.

It’s imperative that you control interruptions

If you want to control interruptions in your workday, it is very important to take ownership of it.  Because if you sit around waiting for others to stop interrupting you, you’re going to be waiting a very long time!

A ground-breaking study conducted by Gloria Mark in 2005 showed that the average office worker spends only 11 minutes on any given task before s/he is interrupted.  If you think that’s bad, wait, it gets worse!  After someone is interrupted, it takes on average, 25 minutes to return to the initial task.  Do you see the mathematical problem here?  At this rate, you’ll never get anything done.  So it’s up to you to deliberately, thoughtfully, firmly, and respectfully control interruptions.  Now there are lots of things you can do to manage interruptions but in today’s post, I’d like to share two specific ideas. Continue reading

Use technology to block distractions (that come from using technology!)

It’s been three weeks since my last post in our video series on Productivity Tools for Leaders.  In How to manage distractions (aka the “Squirrel syndrome”), I put forward what turned out to be a controversial idea.  The idea of designating Internet-free times each day or week to block distractions got a lot of responses from all of you, but interestingly, from both ends of the spectrum.  Some of you told me that the idea was Draconian, but just as many thought it was brilliant!  And it was suggestions from the latter group that lead me to today’s strategy.  Today’s tip to focus and block distractions is to use an app!

To focus and block distractions, use an app!

Yes, I get the irony.  I am proposing that you use technology to block distractions that come from technology!  But if you think about it, it’s actually poetic.  If you are willing to admit that the “squirrel syndrome” is a huge drain on your productivity, then there are apps out there that can help you block distractions … like the Internet.  I’m going to share five of the apps that were brought to my attention.  Please keep in mind that I am not endorsing any of them as I haven’t had a chance to really use them myself – I only just heard about them recently.  But I did look them up, and it seems like they could be valuable.  Here’s what I learned: Continue reading

How to manage distractions (aka the “Squirrel syndrome”)

If you want to be productive, to get things done, then you need to manage distractions.  And one of the biggest distractions that we all face – the Internet!  Which brings me to today’s strategy in our series on productivity tools for leaders: designate Internet-free times each day or week.

Avoid the “Squirrel syndrome” by designating Internet-free times

Now don’t get me wrong, I love the Internet.  I mean where else can you look up the menu at a restaurant, watch cute cat videos, and unequivocally shut down bar arguments on stupid subjects.  Nowhere else but the Internet!

But once you get on the Net, it’s kind of like going down the rabbit hole.  Continue reading

Another idea to overcome procrastination

In my last two video blogs on productivity tools for leaders, I’ve focused on specific ideas to overcome procrastination.  So today, I’d like to give you one more idea on this topic.  If you’ve been putting off tasks on your to-do list because they feel so large that they are overwhelming, or because it’s something you just really don’t want to do, then overcome procrastination by scheduling them into 25-minute blocks.

Tackle unappealing tasks by scheduling them into 25-minute blocks

Research shows that 25-30 minutes feels manageable and attainable to most people.  Half a day, or even an hour may feel intolerable, but we can do anything for 30 minutes.  So schedule difficult or unappealing tasks into 25 minute increments with a five minute break in between. Continue reading

Overcoming procrastination can be as easy as simply getting started

In my last instalment in our series on productivity tools for leaders, I shared a tip on overcoming procrastination.  Go public got such positive feedback that I decided to share a couple more in our next two videos.  Today’s idea on overcoming procrastination is take advantage of the Zeigarnik effect.

Use the Zeigarnik Effect to your advantage

The Zeigarnik effect, so called because it was observed by Russian psychologist Bluma Zeigarnik, states that people remember uncompleted or interrupted tasks better than completed tasks. Continue reading

Use a “parking lot” to help you achieve objectives in your meetings

In our last edition of our video series on productivity tools for leaders, I talked about how the time-keeper is a very important role in a meeting in order to achieve objectives.   You might recall that the time-keeper’s job is to let participants know when the allotted time for an agenda item is over.  But sometimes, an agenda item crops up that really does require additional discussion beyond the time frame allotted in the agenda.  Which brings me to today’s tool to improve your productivity so that you can still achieve objectives.  Use a “parking lot” to make your meetings more effective.

Use a “parking lot” to achieve objectives

Let’s say you are chairing a meeting and you have a great time-keeper who is making sure your meeting agenda stays on track.  But now the allotted time has run out for something under discussion that still warrants further conversation.  When this happens, you, as the chair, needs to step in and offer two choices. Continue reading

Not getting things done in your meetings? Here’s a powerful way to change that

Since the beginning of this year, I’ve been sharing specific ideas on the blog about getting things done, on improving your productivity.  As I have mentioned in earlier video posts, many leaders tell me that poor meeting management seriously hampers their ability in getting things done.  And in fact, my last two instalments in this video series (four-column agendas, “action minutes”) have focused specifically on ideas to overcome this.  So I thought I’d share another tip today on how you can make your meetings a powerful source of getting things done.  It is to assign three key roles in every meeting.

Assign three key roles in every meeting

There are three critical roles that are required for every successful meeting.  The three roles are chairperson, timekeeper, and minute taker.  Now, this is important, the three roles must be filled by three DIFFERENT people.  If you’ve been to the meeting from hell, you already know what happens when the same person plays all three roles – it doesn’t work out that well!  Continue reading

Productivity tools for leaders

Brand-new video series for 2020

I’m so excited to kick-off another brand-new video series for 2020.  For the last few years, I’ve focused on a different subject each year.  Last year the topic was “How to develop and grow your people” – we did 25 videos.  And in 2018, we put out 33 specific tips on how to motivate your employees.  So this year, I’m going to focus on … drum roll please … Productivity tools for leaders.

In my leadership training and mentoring practice, a frequent refrain I hear from my clients is that they start their days with the best of intentions only to get to the end feeling like they’ve gotten nothing substantial accomplished.  So you tell me.  Have you ever felt that a full day has gone by, yet time seems to have escaped you?  Or that instead of checking things off your to-do list, it seems to be longer than it was at the beginning of the day?  If so, then I think that this year’s video series is tailor-made for you. Continue reading

Boost productivity at the office by using music

jenniferbuchanan2Jennifer Buchanan is not only my professional colleague and friend, but also the only music therapist I know!  If you’re wondering what a “music therapist” is, then I’m so glad you asked!!  Music therapists use music to curb stress, boost morale, and restore health, and Jennifer is a recognized leading expert on bridging the gap between academic research in the area of music medicine and the public, speaking internationally to a wide variety of education, healthcare, government, and corporate audiences.  Because this is an area that not many people are knowledgeable about yet, I was delighted when Jennifer agreed to guest on the blog.  I asked her to share some insights that would be useful to leaders everywhere, and I was thrilled when she decided to write about how to use music to boost productivity.

5 Steps to Boosting Productivity at the Office using Music

Do you feel you need a boost at work? Music may be the solution.  The music industry has proof that you should listen to music while you work. In a survey commissioned by the UK licensing organizations PPL and PRS for Music, 77 percent of surveyed businesses say playing music in the workplace increases staff morale and improves the atmosphere.  The results were greater productivity.

So how do we make music at work?

There is no easy solution to developing a productive playlist for two or more people. Like all good work procedures and strategies, it takes time and it starts with being proactive instead of re-active. Take the time to identify the diverse needs and cultures of the group you belong to. Here are five suggested guidelines or steps for helping your organization use and select music at work: Continue reading

Are limited resources really a problem? Or an opportunity?

Limited resources – people, money, equipment, and time – seem to be a reality in today’s workplaces.  This is usually perceived as a bad situation with negative outcomes.  We have come to expect that limited resources will be accompanied by poor service, fewer options, and lesser quality.  But what if limited resources were actually an opportunity in disguise?

limited resources

There have been higher-than-normal temperatures in Western Canada over the last few weeks and a result, the water levels are falling in some of the ponds and smaller lakes in our part of the world.  I got a first-hand look when I went on a day-hike this past weekend.  I was at this same pond at this time last fall, and the water levels a year ago were significantly higher than they were last weekend.  So much so that, what struck me immediately was the contrast between then and now.

The surface of this one specific pool when I was there last September was smooth like glass.  This time though, the water had dropped to a level where I could now see the garbage, trash and other debris at the bottom of the pond.  Continue reading