Tag Archives: time

“No” gives you power over your priorities (and the power to push back)

23 Jan OLYMPUS DIGITAL CAMERA

Hi. I’m blogging about work, purpose and time, and inspired in this series of articles by a Harvard Business Review blogger’s post on “No is the New Yes,” in which he sets out several strategies for taking greater control of your time and as a result, focusing on what matters.

In my last two posts, I talked about the blind spots that crop up for people with various work styles. In this post, I wanted to make a point about priorities.

Make what matters to your boss what matters to you.

No matter your work style, it’s easy to get caught in a trap of working on the things you value. They might be what you assume is expected of your role, or something you’ve always done, or something you think no one else can do as well as you can. You might do them simply because it would take more time and effort to assign them and mentor that person into executing the task to your satisfaction.

But we ultimately report to a higher level—be that a manager, an executive, a board or shareholders—and so it’s critical to take the time to find out what these people see as important. Continue reading 

How to say No: Validate people and projects, and say it bravely

20 Jan Office tower

Hello, we’re talking about saying ‘No’ at work and how to finesse this with respect to work styles. I’m using Market Force styles—Control, Influence, Power and Authority—to illustrate how handing a deluge of projects and requests at work by saying no can challenge each work style.

In my last post, I listed these two lessons:

Lesson one for Controls: Balance time discussing what you’re working on with a healthy debate on why. This is because Controls often handle being overwhelmed by becoming micro-managers.

Lesson two for Influences: People are more important than projects. Influences will be sure they know it, but must be sensitive to people with other styles who might feel like they’re wasting time in meetings. They must also avoid over-promising (a habit because they value relationships).

And now here are the rest.

Lesson three: It’s not about time, it’s about value: validate your projects and contributors.

For those with the Power work style, busybusybusy is kind of a drug. When they say, “Oh, I have a million things on my plate right now! I’m working 60-plus hour weeks and still have more to do,” they’re not complaining. They’re bragging. The subtext is “Look how important and indispensible I am!” Continue reading 

Just say No? It’s not that simple: your work style’s blind spots

18 Jan Birds on wire

In today’s Harvard Business Review blog, Tony Schwartz has a great post about “No is the new Yes: Four practices to reprioritize your life.” In it, he describes a typical executive workday filled with meetings, email and hair-on-fire requests that keep their wheels spinning endlessly.

The tyranny of the urgent over the important seems like an unchangeable force, as if we are constantly running on a hamster wheel. But doing so will leave us tired—or fired—unless we can find a way to hop off the wheel.

I observe that for some executives, the hamster wheel bleeds into relationships with colleagues and subordinates: they never seem to be present for the people they are leading. That’s why I wanted to offer five lessons I’ve learned about managing time, work, people and priorities that embraces Schwartz’s fundamental argument about saying no more often … but does so with finesse based on the styles of people you’re working with.

You might be familiar with a work style framework from DiSC, Meyers-Briggs, Kolbe, or others—my personal favorite is Market Force, taught by the folks at aPriori International. I’ll explain each type of style and their blind spots related to saying no.

Lesson one: Balance time discussing what you’re working on with a healthy debate on why. Continue reading 

Busting the myth of “PJs, soaps and bon-bons” for work-from-home

1 Dec WFH laptop

Hi! I’m here with another fifteen minutes about work, purpose and time.

I’ve been thinking a lot about productivity, especially since I work from home and am always trying to make a greater impact with the hours I have. Ultimately, I am not judged by how long my rear is parked in my chair, but by the quality and quantity of my final deliverables.

Perception vs. reality - this might be how some people imagine working from home, but the reality (at least for me), is and must be intensely focused.

Often, when I tell people I work from home, they say, “Oh, that must be nice. Working in your PJs, setting your own schedule.” The implication is that it’s easier than working from an office.

But after five years of doing this, I conclude that’s it’s just the opposite. Although WFH creates tremendous freedom, it comes with a price: tremendous accountability.

That means if you beat your head against a brick wall for forty hours trying to produce something that really should have only taken eight, that’s what you get credit for. Eight hours. And no matter how hard you worked on that forty-hour project, everyone will assume you spent eight hours working and the other thirty-two watching soaps and eating bonbons.

It’s often a can’t-win situation. So, if you work from home sometimes or all the time, here are a few tips I’ve developed to help me make the most of my time.

  1. Establish a work schedule. Since I generally need to end my workday by 5:30 or 6:00 because that’s when daycare closes, I often do extra work in the evenings after the kids are in bed.
  2. Set limits. I am willing to answer my office and mobile phones outside of work hours, but I don’t answer during dinner, don’t obsessively check email while away, and I rarely work weekends to maintain balance.  
  3. Jealously guard your workspace. Make it the prettiest, tidiest, most user-friendly area in your house. I painted my office terra cotta orange, bought a custom desk, got dimmer lights and more.
  4. Keep up appearances. My home office is in a very large bedroom—so large it accommodates a 13-foot L-shaped desk, two monitors, two printers, four filing cabinets, two book shelves, a white board and two cork boards. It looks like a real office. The problem is, the room is so large that we put an extra bed on the opposite side (we have a separate guest bedroom). Since my webcam is set up on my computer monitors, it points away from my great desk and office space, and directly toward the bed. It looks like I’m attending a meeting from a bedroom (so tacky!). So, I hung a small curtain rod in the middle of my ceiling and bought two beautiful silk drapes. Now, on videoconferences, I look like I’m in a studio.

    Do NOT work from the couch. It will kill your back.

  5. Invest in your space. Buy a space heater, foot stool, cozy blanket, coffee warmer or whatever to keep yourself comfy and at your desk. Don’t work from your couch, it will kill your back and arms.
  6. Establish a hygiene routine. For me, it works to get up, immediately review and reply to e-mail, check my daily calendar, then go get ready, shower, change and eat breakfast.
  7. Think differently about wardrobe. Instead of a workweek/weekend division in your clothes, your closet will morph into ultra-casual (think yoga pants) for WFH, cute casual (jeans and jackets) for any reason to leave your home, and dress-up (for office visits/going out). Keep your PJs as PJs (that is, always dress for work, even if it’s just yoga pants), and always dress well when leaving the house or having people over.
  8. Dress nicer than necessary when visiting an office. They’ll think of you that way even when you’re at home in yoga pants.
  9. Open your windows, be sure you get a lot of sun and connect to the outside. Otherwise, you might start to feel like a mole underground. My desk overlooks my whole backyard and some seriously busy squirrels.
  10. Light a candle while you work. Let it be a centering reminder of what’s important. I also use a handwritten task list to keep me focused.

I’m out of time, but not out of tips. (Again, working from home demands I’m strict with myself about time management.) Tomorrow, I’ll be back with ten more ways you can improve your work-from-home experience and productivity.

What is your work from home experience? What tips do you have to share? Comment below!

The building blocks of accomplishment (not just work)

28 Nov Office blocks

Hi there. I’ve got fifteen minutes to write, and I thank you for taking a few minutes to read. This is fun, isn’t it?

I’ve been thinking about the way I organize my days lately, and how I set up my schedule to accomplish the most possible in the time I have. I’m sure you’ve had days when it seems like there are a constant string of interruptions, emails, instant messages and alerts.

When I have those days, it feels like nothing gets done. Instead of getting just one big thing accomplished, I tend to myriad little things, and at the end of the day (or even just the end of the hour) I look back and can’t really point to anything that I’ve accomplished that’s significant.

That bugs the heck out of me.

So, how can I make an impact?

One blogger and novelist suggested that the way she writes is called “time blocking.” She outlines the key things she wants to get accomplished, and estimates how long each will take. Then her blocks of time are stacked, rearranged or pushed forward based on her own whims.

This makes a ton of sense to me. Following her structure, my day might look something like this:

  • Meet with boss – 1 hour
  • Work on RFP content –  2 hours
  • Update marketing class – 90 minutes
  • Revise video graphics – 90 minutes

And so on. (You think those are the only things on my plate? HA!)

The point is that I have a sense of my key projects and the time I need to devote just to get them done. Interruptions slow me down. Answering questions from email drains precious minutes from those time blocks.

So my goal is to change the way I work. Instead of bouncing in and out of email, I’m ignoring it (gasp!) for an hour and just getting a single project done. Without those interruptions, I complete the time block faster and with greater depth of thought.

And, as my friend Nancy Morris reminds us, it’s not about time. It’s about priorities. Even though it looks like I’m just arranging my schedule and time, what’s really happening is that I choose to place a priority on accomplishment, that I let myself go deep deep deep into what really matters at the exclusion of all else, at least for that hour or two.

How do you manage your time and priorities? Do you toggle back and forth between screens on your computer when email messages pop up? Consider how depth of focus in these time blocks might make you more productive, or at least take a little frenetic energy out of your day.

GO.

Ten tips to make gift-giving more memorable (without a trip to the mall)

24 Nov Gift

Hi there! In anticipation of Black Friday tomorrow, I’m taking fifteen minutes to share some gift-giving strategies that will help you avoid the chaos that is the mall. Here are ten tips:

KIDS

Build a library—No matter what their age, consider giving kids your favorite books from childhood.

Instead of toys, buy children experiences. (Happily, these toys are donations.)

For younger kids, the beautifully illustrated Caldecott medal winners are always a good choice—avoid bland books that feel more like flash cards than stories. Parents will thank you for helping them avoid reading Brown Bear, Brown Bear for the 347th time.

Create an experience—Buy an admission to a water park or play area (and join them in the experience, too!). One of my friends took her tween niece and nephew geocacheing, which was a huge hit. For a bigger gift, buy a family membership to the zoo or children’s museum, which they can enjoy all year.

Connect to their interests—For teens, special interest magazines are a great choice (teen magazines focusing on sports and art), as are sports equipment, sleeping bags for camping and sleepovers, summer events such as a music day camp, adventures like horseback riding, and age-appropriate event tickets.

ADULTS

Think local—support a local restaurant by giving a gift certificate or choose a gift from a local boutique. Tickets to an event (“Taste of ___” or a music festival) or a subscription to a performing arts group are also great choices. If the adults have kids, offer to babysit so they can go out and enjoy their gift!

Think consumable—whether you offer homemade goodies, gourmet ingredients, local wine or spirits, adults can appreciate an indulgence that won’t end up in a landfill or donate-to-charity pile. I love giving Penzey’s spices to help friends replace old and dusty spices lingering in their cabinets. Penzey’s cinnamon alone will blow your mind.

Think charitable—consider what matters to the recipient, and choose a charitable gift that supports the cause they’re passionate about. This might spawn a more charitably minded family tradition.

WEDDINGS

Wrap smart—Sometimes a card can get separated from a gift, and the happy couple will feel quite embarrassed about sending a broadcast message to their wedding guests asking, “Hey, who gave us this toaster?” Avoid any confusion by sticking the card inside the gift box (or taping it to the gift box) before wrapping with paper.

Celebrate the future—Consider giving the couple something they can enjoy for the long-term, such as bottles of wine to be cellared until their first, fifth or tenth anniversaries.

Send it—Don’t bring your gift directly to the wedding or reception site because it can be a huge task to gather and transport these gifts home. Instead, send it to the couple’s address before or after the wedding (but not immediately after the wedding, as they might be away on their honeymoon and can’t collect a package from the front porch).

YOUR SPOUSE

Finally, for your spouse or significant other, I think the best gifts are those that create more time and memories together. Buying a limo tour for wine tasting, a weekend stay at a cozy, romantic hotel or a class you can take together creates memories that will last far longer than this coming holiday season.

So, enjoy each other and celebrate the best thing about the holidays—special time with friends and family.

Dear experts, ninjas and gurus … are you really?

23 Nov Ninja eye

Hi, I’m Heidi, and I’m not an expert.

Which makes me part of the 0.0001% of all people currently blogging, tweeting, posting and consulting—that is, the tiny minority of folks who don’t claim to be experts.

Or ninjas. Or gurus. Don’t even get me started on how clichéd these labels are.

My friend Nancy Brady pointed out that virtually everyone on social media claims to be an expert on social media (she, by the way, is one modest exception). But in the next 15 minutes, let’s look at three ways of establishing expertise:

10,000 hours – In Malcolm Gladwell’s book Outliers, he points to both the Beatles and Bill Gates as success stories because they amassed 10,000 hours of practice and experimentation in their chosen fields.

The 10,000 Hour Rule is usually attributed to the research done by Dr. Anders Ericsson in the early 1990s. He and his team divided students into three groups ranked by excellence at the Berlin Academy of Music and then correlated achievement with hours of practice.

They discovered that the elite had all put in about 10,000 hours of practice, the good 8,000 and the average 4,000 hours. No one had fast-tracked. This rule was then applied to other disciplines and Ericsson found that it proved valid. (Learn more about this in the complete article.)

I can’t claim to be an expert in social media based on this metric, and so I don’t (I really don’t think playing on Facebook counts). Regardless of my Klout score, I’m still an explorer seeking new knowledge, not a master with nothing more to learn.

I will, however, claim to be an expert writer—in seven years as a journalist, I wrote about 1,400 stories. Add to that a novel and a half, a media relations handbook, poetry, short fiction and scores of letters and personal correspondence, and I’m confident I’m well over the 10,000 hour mark.

Nineteen books – some claim that to become a subject matter expert, you must read at least nineteen books within that given area of expertise. That makes sense—consider what you are expected to absorb in college.

I’d heard of this line long ago, so when I changed my career focus from journalism to marketing, I dove in, intent on digesting at least nineteen books immediately.

This paid off—I was immediately able to speak a language that I hadn’t learned in my journalism classes. I kept track of the books I’d read (now well over forty titles), and then I supplemented the most significant books with dozens of five-page book digests from getAbstract (thanks to Colliers University). The five pages are more than enough to pull out key ideas and help me decide whether to read them in greater depth.

I also used the same strategy—choosing 20 core books and reading abstracts on others—to quickly ramp up my knowledge of customer service for my company’s service excellence initiative. And I did the same thing before becoming a parent for the first time.

When people look to you as the expert on a subject, you’d better be a well-rounded one—it’s not enough to be that teacher who simply stays one chapter ahead of the class.

Knowledge + Skill – True expertise is a combination of both what you know (information you absorb through learning) and what you practice (abilities you hone by doing). So it’s not just nineteen books’ worth of knowledge, or 10,000 hours of practice to create skill—I think expertise must be a combination of both.

Would I be a writing expert if I had 10,000 hours of practice but no formal training in grammar? I don’t think so. Would I be a marketing expert if I’d read nineteen books, but had never worked in the field? Fuhgettaboutit.

Expertise is knowledge and skill. It’s learning the body of work that came before you and then applying it with your own creative talents. Are you an expert? It’s a tall order, I know, but nothing’s stopping you from gaining more information and practice to be able to eventually—legitimately—claim that title. GO

P.S. I’ve seen professionals approach their local marketing staff and say, “I want to be an expert in Green Building. Can you make me a flyer that says that?”

Once my laughter dies down (ahem, you want a print flyer to advertise your green practice?) I really want to make the point that you can’t market yourself into being an expert. One blog advises, in How to Position Yourself as a Subject Matter Expert, that you should focus on networking, social media, blogging, newsletters and “Offer exciting promotions!”

Hold your horses. While I support communicating your market identity to the world—it’s critical to your success—I would hope we all spent at least ten times as much effort actually building our expertise. Copyblogger has a great post about becoming and expert, or try eHow’s suggestions.

Hook, time and sinker: Three tips for speakers

21 Nov 11.21 Rockin speech

I’m usually a contrarian, so wouldn’t you expect that the number one fear most people have—public speaking—is actually one of my favorite things to do?

Yep. I love it. Put me in front of people and I’m eager to talk about any topic I’m passionate or knowledgeable about. In high school and college, I started honing this skill through competitive speech and debate. As a journalist, I presented to professional associations, on the radio, and spoke on panels.

Now, as a commercial real estate marketer, I speak to hundreds of people through Colliers University, my firm’s professional development arm, both at live training sessions and on live and recorded webinars. (My colleagues there recently calculated that I’d delivered more than 2,200 hours of original course content to our people!)

As I said, I like public speaking.

So, in this fifteen minutes, I thought it made sense to write a few tips I’ve learned from some very smart public speakers and from my own experience. I jotted down six tips, but that’s more than I can cover in just fifteen minutes, so here are the first three:

Hook your audience with a structured speech.

Have a hook. When presenting to a Public Relations Society of America local chapter, I was asked to talk about how to connect with reporters better. Sounds simple, yes. But not exactly scintillating.

My hook for this presentation was a Top 10 list of things you shouldn’t say to a reporter, such as “We’re advertisers, you know” and “You just did a story on our competition, so you should write about us, too.”

Taking the contrarian view, rather than a list of ten things you should do, had the audience mentally reviewing whether they’d made some of those blunders before. After my speech, they asked lots of questions.

The hook, ten things, also kept my audience engaged because they had a sense of my pacing. It gave them a specific set of notes to take—I saw people reengage each time the next tip came up, jotting it down.

Stick to the time. At our company’s global training camp, the organizers usually invite top producers to speak to rising stars about the strategies they used to build their business. It is a great session—funny, engaging and quite revealing about these multimillion-dollar producers.

The plan was to go about an hour, with each of three top producers talking for twenty minutes. One guy described building his business with his partner, and then he went on. And on. And on. And on.

He was supposed to talk for about twenty minutes, and by the forty minute mark, he was still going, and you could tell people had checked out.

At one point, he even commented “I know I’m probably over my time, but [and I’m paraphrasing here, but not by much] I’m really interesting.” He blathered on for almost an hour, and the audience thinned. I was embarrassed for him.

Had he stopped at twenty minutes, I might remember a bit of his presentation today. Instead, it sticks out in my mind only as an awful reminder of how to alienate your audience. Set the expectation for time and stick to it.

As a presenter, "going casual" should mean losing the jacket and tie, not dressing in something rumpled off your bedroom floor.

Be polished. I once presented side-by-side with a person who was very senior to me. We were at the global training camp, which is shorts-and-flipflops casual for all the students. Although I went casual throughout the event, for my presentation, I showed up in a suit jacket, dress and heels. It’s what most of the presenters wear, and what I believe demonstrates polish.

My co-presenter showed up in ratty jeans, a faded logo T-shirt and the most horribly crumpled button-down shirt thrown over it (left untucked and unbuttoned). Although his presentation was fair, he got several comments about how he looked on the evaluation forms.

Why distract your audience? Why let a polished presentation come undone with your attire? It’s like handicapping yourself before you’ve even started speaking.

My time’s up, and I’ll be back later to add the other three tips (one of which had me broken-down bawling just minutes before my own presentation!). In the meantime, I’ll leave you with this, my greatest fear: Spiders.

Rescuing bits of wasted time

14 Nov 11.14 Park

What’s your perfect weekend like?

For me, it’s getting up later than my little ones sleep, a leisurely brunch, a good walk or hike, time spent with friends or on my novel, and playtime that lets me totally connect with my family.

The paragraph above has four major signs of what kind of person I am, and I’ll give you a hint: it’s all about time. Getting up later. Leisurely brunch. Time with friends. Playtime with kids.

Even as I wrote the first paragraph, I wasn’t consciously trying to describe my weekend in terms of the push-pull of the clock, and yet, there it is. Time, time, time.

I hate to be rushed. I hate to be late. I hate to waste time (I’ve got too many things I want to do!). My perfect world would probably exist without clocks, as we moved from one activity, done for as long as it takes, to the next.

I remember, shortly after my son Drew was born, wondering how could take so darned long simply to leave the house? When pregnant, I might have been eating for two, but with a newborn, it seemed like I was packing for hundreds. My backup plans had backup plans. Military supply-chain specialists had nothing on me.

Want to motivate me best? Challenge me to throw on my superhero suit and make the project go faster.

One of the habits of my work style (if you know the Market Force framework, I’m an Influence) is a constant concern about time. Want me to really step in and own a project? Challenge me to go faster. Want to shut me down? Rush things past me.

So it’s pretty funny that I’d launch a blog called the Fifteen-Minute Firestarter. Why put an artificial constraint on myself about time? I guess it’s because I realize that the push-pull of time during my work and personal hours makes it virtually impossible to do anything more than a headlong rush toward what I want to say.

My point, that is. And with just six minutes left, I’d better make it—quick. Here’s one key suggestion I have about how you arrange your time:

Have you noticed that most of your meetings are scheduled for an hour? How many topics do you know that neatly fit into that box? Too often, we waste part of the meeting before getting started, and it’s not until fifteen minutes after the hour that we tackle what needs to be done.

Or, the reverse: we’ve covered most of what’s needed in the first forty-five minutes, and then there’s a lot of chatter, but not a lot of work getting done.

How powerful would it be if you captured those little fifteen -minute increments?

You know I already think it’s possible to accomplish something significant in that time. So my suggestion is to plan your meetings for forty-five minutes. Start at fifteen minutes after the hour, enabling your colleagues who are coming out of a previous meeting to grab coffee, take a bathroom break or print the documents they need to bring to your meeting.

(You would have wasted those first fifteen minutes waiting for the tardy ones, anyway, right?)

You might be surprised to find you didn’t need that whole hour for the meeting, and even more surprised what else you can accomplish with fifteen extra minutes.

Oops, that’s it. I’m out of time. Try this yourself. GO.

P.S. Don’t be a time hoarder—to make this work, you must spend those extra minutes on what matters to you: care for others, careful listening, accomplishment or tranquility.

My favorite book on the subject isn’t a time-management tome from some business school professor. Instead, check out Momo from author Michael Ende (better known for The Neverending Story). I was so inspired by it I even named a character in my novel Momo!

The first fifteen minutes

2 Nov What do I do in my first 15 minutes? Get quiet, get focused, and figure out how to create accomplishment. Photo by Photo by John Althouse Cohen

What do you do during the first fifteen minutes of your day?

Check Facebook? Twitter? Read blogs or news feeds? Read and respond to e-mails?

Yep, I do that too. But not in the first fifteen. The first fifteen are mine, all mine. They’re a chance to take a breath and figure out how to really put points on the board.

I imagine that sometime my boss might call and ask, “So, Heidi, what have you been doing all day?” And you’d better believe I’m going to have a good answer. I work from home, so there’s no way for him to tell whether I’ve been hard at work in front of my computer or watching soaps and eating bon-bons. Or doing laundry, or napping, or cleaning the kitchen, or any number of things that doesn’t involve putting my butt in the chair and getting to work.

To quote my favorite editor from my news reporting days, “Heidi: Shut up and type.”

In five years of working from home, I’ve been forced to develop enormous self-discipline. It’s easy to be distracted by the call of the DVR or a phone call from Mom or the treadmill that really would like me to spend some more quality time with it. (If we were dating, you’d call it an on-again, off-again relationship.)

Regardless of whether I work 40 hours per week, or 30 or 50 or 80, I am accountable to producing results. It’s the yardstick by which I am measured, and so when I find myself spinning my wheels on projects and not really moving the ball forward, I get antsy. Sooner or later, I’m going to have to deliver.

What do I do in my first 15 minutes? Get quiet, get focused, and figure out how to create accomplishment. Photo by Photo by John Althouse Cohen

So the first fifteen minutes are a little strategy session, a big-picture assessment of what matters and where I need to go for the day. I keep a handwritten list to the left of my keyboard (I’m left-handed), mouse on the right, and it keeps me focused far better than a micromanager ever could.

Sometimes I divide my list between “what’s important” and “what’s urgent.” Sometimes, it’s a list of “what I want to do” and “what I have to do.” Sometimes I separate out the deep-dive projects from those little things, like sending five emails, that just gotta get done.

In the same amount of time I use to write this blog, I plan. I consider where my energy is, whether I’m ready to focus on just one thing, or if simply crossing a dozen small things off the page will be most satisfying.

Some studies have found that most people have at least 80 hours’ worth of work on their desks at any one point. You get to the end of a 40- or 50-hour workweek, and guess what? New requests have rolled in. There’s more to do. The 80 hours of demands on your time are still there.

That can easily get overwhelming, so I change my perspective. If there’s no way I can get it all done—if I simply make the choice that it won’t get all done—then I am also free to choose which things will get done.

And there is such power in priorities.

With the freedom to choose, I can let my priorities—my mission, my values, my purpose at work—be my guide, rather than feeling the tyranny of an endless to-do list. I can feel like I’m accomplishing what matters, rather than spinning my wheels and wishing I’d traded and hour of time-wasting email exchanges for one glorious nap.

Today, I won’t choose just to do things, just to tick off a list. Today, I’ll choose accomplishment.

What will you choose?  GO.

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