“Celebrate what you want to see more of.”
Simon wanted to have an extremely productive upcoming year. He reached out for executive coaching so he could take the necessary steps to help him improve his work performance. With advanced planning, he knew he would be prepared to start the New Year with a significant advantage.
This is the plan that I completed with Simon and other clients over the years.
STEP 1 – CLOSE OUT THE OLD YEAR. Close out the year in an effective way so you are ready to charge forward in the New Year.
1. Wrap up loose ends. Close out those small nagging projects you’ve been meaning to do. Make the phone calls, answer those emails, and turn in expense reports. Essentially you want to clear out dated projects so you can start fresh.
2. Organize your work area. Clean up your desk, put away old papers, toss dated files and generally straighten your physical area. Then you’ll come back to a clean organized office for less stress.
3. List your accomplishments for the year. Take the time to review your accomplishments. Quantify all that you can. How did it benefit the company? What value have you brought? Keep this in a file for your next review.
4. Keep in contact. Before you leave for vacation turn on voice mail and email autoresponders with a message you are away. Make sure the office has a contact for you in case of urgent matters. You don’t want to return from vacation to unpleasant surprises.
5. Check employee benefits. Businesses often have changes to their employee benefits that happen with the changing year. Take a look. Do they affect you? Or have your circumstances changed and you need to update beneficiaries, withholding amounts, or providers?
STEP 2 – TAKE A YEAR-END BREAK. Be sure to take a well-deserved year end break. This is a time for relaxation and renewal. You will return to work more vitalized and energized than if you just keep on working without a break.
6. Unplug. Disconnecting from typical social media and technology gives your brain a chance to recharge. It calls on new neuron paths and creates new ways of thinking. When you return to work, your performance will improve.
7. Connect with family and friends. Personal interaction is another way to recharge your life. Pick up hobbies and activities. Have fun. Enjoy.
8. Strengthen your network. The holidays are a great time to send greetings to those you want to keep in your network.
9. Gratitude. Life feels fuller and more enjoyable when we have gratitude. Take time to thank others and express appreciation. Be grateful for what you have.
10. Reflect on your personal and professional life. What changes do you want to make to have a more fulfilling life?
STEP 3 – PREPARE FOR A FRESH START. As you start 2017 you will be prepared for a fresh start. Think of it as a new beginning. The old is behind you and the New Year is a blank page for you to write on. Jump in with enthusiasm.
11. Goal Set. Take stock of where you are and where you want to go. Are there projects or tasks you want to be a part of? Do you want to join a class or professional association? What steps do you need to take to get there? Write down the process and calendar it.
12. Update LinkedIn profile. Review it for needed changes. Use your goals to focus the content and attract the connections that will help you achieve them.
13. Organize your priorities. What is most important? Why? How will you keep that in focus? Learn how to use your time in the most productive way possible.
14. Choose your attitude. Make the New Year one of optimism, gratitude, focus, energy. Use this to create a brand and an expectation that you will produce great work.
15. Focus on the positive. Look at each negative with “What can I learn from this that will make me sharper, stronger, more resilient?” Don’t drag others down, lift them.
16. Capture your 2017 accomplishments. Going forward, track your successes. Make an email folder to hold records of your accomplishments. Quantify them and remember how they added value to the company.
When you apply these 16 principles, you’ll find that you naturally improve your work performance. You’re focused, organized, refreshed and connected. You know where you’ve been and where you want to go. Get set for a rewarding 2017!
Need help rejuvenating, organizing, or planning for your future? An executive coach can cut through the fog to clear answers.
What have you done to launch the next year ready to increase your performance? How effective do you think these tips will be for you?
“Sometimes “No” is the kindest word.”
~ Vironika Tugaleva ~
Ginger feels as though she is drowning in a tsunami. Her inbox is piled high with projects, some of which are way past due. Her email is full of unanswered questions and her text message “ding” is ringing in her ears about every 60 seconds. If she doesn’t do something soon, her work life is going to spin completely out of control. Not to mention she’s losing sleep and shortchanging personal relationships, just to keep her head above water.
Since she’s already heavily involved in market research, Ginger decides to use her extraordinary research skills to come up with a plan for stopping the impending disaster. After scanning a number of relevant books and articles, Ginger comes up with a four-point plan for minimizing her stress overload. Primarily, she realizes that she needs to start saying “no,” a lot.
Step 1: Find out why
Step 2: Find a new pattern
Step 3: Find the “off” button
Step 4: Find support
Ginger figures that 30 days is time enough to get her new plan into place. Just deciding to take action has already made her feel less stressed.
1. Find out why. Ginger’s research introduces her to a new acronym—FOMO. In this day of information overload, lots of people suffer from this condition: Fear Of Missing Out. What if you say no to your boss when he asks you to resolve the next department crisis? He’ll think less of you, he’ll never ask you for help again. You won’t get promoted, and ultimately you’ll be laid off. That’s exactly what FOMO will do to you. What if you don’t read and answer every email the minute it comes in? You’ll soon be ignored by your colleagues and you might miss out on an important new assignment you’ve been craving. Getting rid of FOMO is the first step toward work balance.
2. Find a new pattern. We are all, to one extent or another, people-pleasers. We want our coworkers to like us, not to mention our bosses. We want to be seen as team players, major contributors. The old adage, “If you want something done, ask a busy person,” gets a lot of us trapped on an endless treadmill of tasks and projects, some of which may be virtually meaningless when it comes to career advancement. So the new pattern goes like this: next time someone asks you to take on a new project or step into an emergency situation, you take a step back. Ask why. Get more information about the situation. Take time to think it over and see if it fits your own agenda, goals, and responsibilities. Then make the person who asked feel good about hearing your “no.” We are all too afraid of disappointing someone. The truth is, they will move on. A simple, “I’d love to say yes, Randy, but if I do, I’ll shortchange the projects I’m already working on. You wouldn’t want me to do that to you, and I don’t want to do it to anyone else either. I can’t give you my best right now, but ask me another time, and let’s see if we can get to a yes.” This lets the other person know that you’re doing him or her a favor by not taking on something you can’t do well. And next time might be different.
3. Find the “off” button. This is where technology becomes your friend. Turn off the signals that tell you every time an email lands in your inbox, or a text message arrives on your cell phone. Check these on a regular basis, of course, but don’t put yourself at their mercy. Program your email to sort your incoming messages—important clients in one folder, your boss in another. You might even go so far as to get two email addresses—one for people who need to reach you immediately, and one for everybody else.
4. Find support. It’s a good idea to talk over your strategy with your boss, of course. Take the approach that you know you’re doing less than your best and you want to create space to improve your performance. Depending on your situation, you might ask to be dropped from certain projects or committees, or you might ask for short term help to clear out the backlog.
Ginger was lucky that she recognized her problem before it caused her serious trouble. Long term work and communications overload can damage your health, your relationships, and your work performance. Ginger took steps to resolve her situation, and over time she learned to say “no” in a way that made others feel she was doing them a favor.
Are you facing a personal tsunami at work? Email Joel and get some tips on how you can avoid the oncoming disaster.
Talkback: What’s your strategy for saying no? Have you successfully conquered FOMO? Share your experience here.
Image courtesy of Pixabay/ pixabay.com
“Until we can manage time, we can manage nothing else.”
If you’re thinking that the Inbox Zero craze will never work for you, you’re not alone. But consider the alternative. Can you let email continue to have so much control over your time? Do you want to keep feeling overwhelmed and demoralized by your Inbox? What else could you be doing with an extra hour a day? How would it feel to be aware of everything on your plate or to complete a project that you actually enjoy? Start changing the way you manage your Inbox today with these advanced common sense moves.
- Shift Your Mindset
Treat your email Inbox like your snail mailbox. You don’t use your snail mail inbox for storage; and you shouldn’t use your email Inbox for storage. You don’t look at your snail mail, throw a piece of junk mail away, look at a card from a friend, and then put the rest back in the mailbox-right? Start using the Inbox as a place for things to come in, and clean it out regularly.
- Implement a System
Set up folders for emails requiring action:
Action Now: These are the hottest emails that will take over 2-minutes to complete. Try to keep it to 20 so it feels manageable. This is your short list.
Action Later: All email requiring actions that do not belong in any other folder.
Waiting For: The ball is in someone else’s court. If you had all the time in the world, and you still wouldn’t work on these, it belongs in this category.
Someday Maybe: These are ideas. You may or may not every do them. You’re not committed to yourself or anyone else.
Read, Watch, or Listen: Emails that you would like to review. Don’t put emails in here that you must do.
- Create Productive Habits
Stop mulling over email. There are endorphins released every time we accomplish something, which drives you to look for a quick hit. Blame it on biology. Using these advanced common sense steps, your decision-making muscles will build every day and these steps will become easier. At first, it might feel arduous and tiring.
Get your Inbox to Zero at least once a week. When I begin working with my clients, some of them don’t think this will be possible. But within a short time, they are doing it, and feel a huge burden lifted off their shoulders.
Start from the most recent email and don’t skip around. Ask yourself these questions about each email:
- What is this? What does it mean to me? Is it an action item or not an action item?
- If it’s an action item, can I complete it in 2-minutes or less? If yes, do it now.
- If not, delete it or file it into one of the email folders listed above.
Guest post by Tiffany Mock: Tiffany works one-on-one or with small groups to help them design and implement the right systems to better manage the high volume of requests that come their way. Through a suite of tailored hands-on programs, Tiffany teaches you how to reclaim your inbox and unleash your productivity using simple tools and techniques you can use immediately. In 2004, she received San Francisco Magazine’s Best of the Bay award for organizational services. Tiffany can be reached at email@example.com, www.tiffanymock.com or 619-220-0430.
CALL TO ACTION: If you’re curious about how productive you are, take this 5-minute quiz. It’s designed to help you see where you are “spot on” in your productivity and where you need to make some adjustments to experience improved results.
Talkback: What have you done to improve your ability to manage email? Share your examples and insights below.
“A round of golf is the ideal antidote to stress.”
~ Bruce Forsyth ~
Client Jordan Asks: My job has become overwhelming. My work load keeps increasing, and I find myself working long hours to get everything done. How can I take control of the situation and get my life back?
Coach Joel Answers: It’s not uncommon for job responsibilities to grow over time, especially when economic conditions prevent the hiring of additional help. Instead of adding employees, organizations expect individual employees to take on more and more responsibilities. However, there is a limit to how much one person can do. You must learn to create boundaries, or you will become overwhelmed by the additional work.
Here are a few ways you can reduce both your work load and your stress levels.
Focus on what’s most important and make sure high priority work gets done first. Also, make sure your priorities are consistent with those of your supervisor.
2. Schedule your day around those priorities.
Write down your to-do list and don’t get distracted. If that means not answering your phone or checking emails just once or twice each day, so be it.
3. Learn to say no.
There’s a fine line between being a cooperative “team player” and someone who is abused by taking on work that should be done by others or, perhaps, not even at all. Don’t be afraid to say no to projects that are unnecessary or unimportant. Sticking to your priorities and having a well-defined job description can help.
4. Don’t be afraid to negotiate.
If someone asks you to do an extra assignment, say, “I’d be glad to it if you can get someone else to take the so-and-so project” or “Yes, I’ll take that on, but only if we push back the deadline several weeks.”
5. Dare to delegate.
Is there a task that could be done more quickly or efficiently by a coworker?Learning to delegate effectively will help you reduce your workload.
6. Set boundaries (and stick to them).
For example, make it a point to never work through lunch or to eat at your desk or take work home over the weekend. Setting boundaries will help you maintain a work/life balance that provides you enjoyment, peace and fulfillment in all aspects of your life.
7. Take advantage of time management training.
If your company doesn’t offer it, look online or check out your local library. Learning to manage time more effectively and get more organized will help you get more work done in less time.
8. Get the tools you need to be more efficient.
Are there tools or software programs available that can make you more efficient and thereby reduce your workload and stress?
9. Brainstorm with team members.
If you’re overworked, chances are your coworkers are feeling in over their heads, too. Take some time to share ideas about how to cope, share the workload or be more efficient. But, stay positive! Don’t let your brainstorming session turn into a woe-is-me pity party.
10. Ask for help.
If you’re feeling stressed or depressed about your workload then you owe it to yourself and your supervisor to voice your concerns. Don’t suffer in silence and let the pressure affect your work performance and relationships with those you care about at home. If your boss isn’t receptive, look for a mentor, colleague or trusted friend who can serve as a sounding board and help you find solutions.
One of the most important things you can do to reduce your stress is to learn how to get more done in less time. Joel’s book, Time Management Mastery, will help you prioritize and schedule your work more effectively. Get your copy today!
Talkback: Have you been forced to take on more work? What are you doing to manage the extra demands on your schedule? What other actions could you take to reclaim control of your workload?
Image courtesy of gerenme / iStockphoto.com
“Leadership is an active role; ‘lead’ is a verb. But the leader who tries to do it all is headed for burnout, and in a powerful hurry.”
~ Bill Owens ~
Client Tony asks: We’ve had some cutbacks recently and I’ve been asked to take on a lot of additional responsibilities. I’m feeling exhausted and burned out, but I’m afraid to slow down. What should I do?
Coach Joel answers: You are definitely not alone, and in today’s business environment, many of my clients, like yourself, are having to take good old-fashioned time management to a new level. Here are four of my executive coaching tools that will help get you back on track.
- Schedule yourself first
- Set and maintain boundaries
- Monitor overload warnings
- Schedule yourself first.
Work overload combined with fear of losing your job has a powerful negative impact on your physical and mental health. This can become a vicious cycle where you feel constantly exhausted, less able to be productive, leading to even more stress, etc. You need to break this cycle now by putting your health first. Don’t start your day in overdrive. Cut the adrenaline rush and avoid burnout by spending the first half hour of the day in relaxation mode. Disconnect from technology—don’t answer emails or check your Facebook page. Spend this time reading, listening to music, staring out the window, or playing with your cat. Eat a decent breakfast rather than grabbing a cup of coffee as you head out the door. (Hint: TV news and talk radio are NOT relaxing.)
- Build boundaries.
Start by isolating your time-suckers. For many people, it’s emails or phone calls. For others, it’s meetings or drop-bys. (You know drop-bys—those colleagues who peer through your office door five times a day and ask, “Got a minute?”) Then bundle. Set a specific time (or times) each day to return emails and phone calls. Turn off the nasty little chime that rings every time “you’ve got mail.” Develop a courteous but firm response for the drop-bys, or stand up and have a brief exchange while you move them—and yourself—toward the door. By sticking to scheduled times for e-mail, meetings, and other distractions, you’ll manage your time more effectively and get more work done.
- Develop delegation strategies. You may be able to have a subordinate handle much of your email and phone communication. You may be able to combine, or even eliminate, some of those meetings. But for really effective delegation, give away an important project, something that makes your co-worker or subordinate feel important. Make it something that will bring satisfaction and recognition. By delegating important work, you will be preparing your subordinates to advance and avoiding burnout at the same time.
- Monitor overload warnings.
Your body will be the first to let you know if your job burnout is reaching the danger zone. Are you having trouble sleeping? Experiencing back pains, stomach upsets? Having accidents or mishaps at home or at work? Getting frequent colds or flu? If putting yourself first and setting boundaries is hard for you, it may take practice. If any of these job burnout warning signs occur, repeat steps 1 and 2 above until they go away. Your body and your boss will thank you.
Personal leadership coaches work with clients in challenging situations to custom design strategies for creating life balance and improving work productivity. Could this be the right move for you? Contact Joel now to find out how he can help!
Talkback: Do you see yourself in the scenario above? Have you tried some stress or time management techniques that worked for you? Leave your comments here, or ask Joel a question for a future Q & A with Joel.