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Full Plate

7 Posts tagged with the advice tag Productivity tips from the Priority Pro

Clutter is the excess stuff in your life that takes up space on your table and countertops, in your closets, attics, basements, drawers, and filing cabinets, your hard drive, inbox and your to-do list. You expend energy moving it, rearranging it, cleaning around it, re-organizing it, and simply thinking about it. Clutter is a burden on your mind because you know it’s there and oftentimes you speak negatively to yourself because it’s there.

De-cluttering involves simplifying your home and office and surrounding yourself with only the things you love, need and want—eliminate everything else! Make a commitment to start eliminating clutter from your life and you'll see an immediate difference in the way you think and feel. Removing clutter allows for more space in your life, both in time and freedom. De-cluttering is an incredibly freeing experience because you're getting rid of all the things you don't need or want and don't have time for anyway.

Conquering clutter is an ongoing battle for most busy people. With life being so busy, piles accumulate, files seem to multiply, toys are overflowing from the toy box, and clothes are bursting from drawers and closets. Here are a few ideas to help you start eliminating clutter:

·   Sort through what you have and divide it into categories or piles.

·   Go through your (electronic and paper) files and discard old memos, reports, and articles that you've been saving “just in case.”

·   Make it a habit (for you and everyone else) to always put things back where they belong.

·   Do not bring junk mail into your home or office; get removed from as many mailing lists as possible. (Note: you can contact the American Direct Marketing Association, www.dmaconsumers.org/offmailinglist.html, to have them remove you from their lists for a nominal fee; you can contact the sender directly; and indicate that you don't want to be included on their mailing lists; or, you can indicate your preference for exclusion from future mailings when ordering a product/service, or filling out a warranty card, or making a donation)

·   Clip out and file the articles from magazines that interest you and recycle or discard the rest of the magazine.

·   Give away or sell unwanted toys and other items you (or your kids) are no longer interested in. (You know what they say about one person's trash being someone else's treasure!)

·   Load up a bag of clothes that don't fit, are out of style, or are just plain unflattering and take them to a local charity, shelter, or rummage sale.

·   Get rid of the little things, like clothes, furniture, and books, and it will be easier to get rid of the bigger things, such as an unfulfilling job or a relationship that really isn't right for you.

·   Assign a home to the things that remain.

·   Use bins, baskets or boxes and labels to store items and make them easily accessible.

·   If it seems like an overwhelming job to de-clutter, break it down into manageable parts. Do a room a day for a few days. Start with a hall closet. Start on the top shelf and do one shelf at a time so if you get interrupted and have to stop, you haven't made too big of a mess. Do a file drawer. Tackle your in-box. Just keep going one step at a time.

·   Once you've eliminated the clutter, prevent more from coming in.

You pay a high price for living with clutter in your life because it makes it hard for you to function at 100%; it keeps you stuck and keeps you busy looking for things rather than getting things done. Creating space contributes to feeling better physically, mentally, and emotionally.

Once you cut clutter you will feel lighter, think more clearly, be more organized and have more energy. You'll feel like there's less on your plate!

Conquer clutter by spending a half-hour to an hour each day for a week (or weekend) just clearing out stuff you no longer want or need. If possible, enlist the help and support of your family and work colleagues in this goal. Start small with one shelf or one closet and enjoy the feeling of accomplishment as you begin creating space in your life. Gain momentum and keep it going by preventing yourself from getting overwhelmed or quitting before you experience the results. Then, move on to the next area until you've gone through every room and space in your home and at work. By eliminating things you no longer need, you will spend remarkably less time looking for things and you will have the opportunity to reach your full potential. By organizing your space you will free up your creative energy and channel it into your work. You cannot be effective when your desk is piled high with papers, when your filing cabinets are hard to manage, and when you cannot find what you need.

One of my favorite techniques for clearing physical clutter is to start with boxes labeled: sell, give away, throw away, recycle/reuse, and keep. Quickly go through a filing cabinet, closet, or drawer and place items in the appropriate boxes. If you're really uncertain and afraid of discarding—create another box labeled with the contents and date. If items are not used within a year from the date indicated, reconsider discarding at that time. It's essential to shift your attitude to "it's okay to throw away" in order to conquer clutter.

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Adapt to Succeed

Posted by Natalie Gahrmann Feb 26, 2010

focus on success.jpgI have a client I've been working with in a 1-1 coaching relationship who is a physician.  At the end of last year, she started her own private practice.  Regardless of what profession you're in, starting your own business is a big endeavor. In many cases, there's a large financial outlay initially and there are a lot of systems, processes and new routines that need to be established as the foundation of your success.  This client was very successful working within the structure as an employee. There were clearly defined job duties and responsibilities and work hours as well as a team of resources to help handle other tasks in the office.  On her own, she often feels overwhelmed at the growing list of tasks and responsibilities that fall on her plate. She expressed feelings of frustration at not being able to handle all of her work and personal/family responsibilities on her own.

Working together, we reviewed her strengths and strategies that have worked successfully for her in the past. We used these as a baseline to create a system that will function more effectively for her today.  Starting from optimizing the tools she already has accessible, we began exploring and discovering techniques she could adapt in this new work environment to get more done with less. The key that we're focusing on is to minimize the mental clutter so that as much as possible happens on a routine basis without having to think about it. We’re eliminating procrastination and perfectionism, as well. For example, bill paying had fallen behind because incoming bills had gotten lost in the increasing piles in her home office. By adapting the same technique she was using at her office to keep incoming bills in a manila envelope and take care of paying them on a weekly basis, she was easily able to create a structured routine. In my case, I have made it a habit to pay my bills on the first and the fifteenth of each month to avoid the possibility of late payments, overdue fees, penalties, etc. When I’m traveling, I prepare them either before I go or immediately when I return in order to keep the rhythm going for this routine task.

The point is that there isn't just one right way to manage anything in your work or office and the more you can establish as part of your regular routine, the easier it becomes to manage everything on your plate.  By leveraging your strengths and past successful behaviors, you can adapt to new situations with less difficulty.

Things will continue changing at work—you'll possibly get new work assigned, a new boss, a relocation, different responsibilities, a promotion, a new position, etc.—so, if you re-establish the routines, habits, systems and processes that work for you each time there is a change, you'll be in a better place of managing your full plate with grace, balance and success!

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Change is inevitable – after all, nothing really stays the same.  But in today’s challenging times, it seems like we’re on “uncertainty” overload, never knowing what will happen from one moment to the next. Here today, gone tomorrow – or, at the least, very different tomorrow.

Uncertainty bring stress and confusion, and while most of us would be quick to say that we want less stress and more certainty in our lives, what we really want is less of a stress reaction to what life is throwing our way.

 

We can’t choose what happens to us – but we can choose our responses to the situations we encounter.  Let’s take a look at five different responses that people have to stressful situations. As you read through these five responses, you may want to think of a recent stressful event or news that you may have received, and see what your reaction to that event can teach you about how you habitually respond.  You may have one type of response at work, and another at home, or you may react differently depending on who else is involved.

 

The first, and unfortunately all too common response to stressful events is to suffer and be a victim to it. People who respond this way don’t take action. Things happen TO them – and though they may complain and be generally miserable about it, they don’t take any steps to do anything. They allow life to control them, instead of the other way around. This way of responding is certainly not recommended, and eventually, it will take its toll on one’s physical and mental health.

 

The second type of response is to accept it the situation, and to get some perspective on it.  Someone with this response may say “so what,” or perhaps get some perspective on the situation by asking if it will it matter in a year – or a week – or even in a day.

The third way to respond is to actually take steps to change the situation – taking action to bring it to resolution (or at least move toward resolution). This is a very powerful response, and one that many effective leaders employ.

 

The fourth way to respond is to avoid the situation. People responding this way make a decision not to get involved in a situation that they don’t see as concerning them, or upon which they can’t make an impact. For example, someone may choose not to get involved in a dispute going on within their office if it doesn’t directly involve them.

 

The fifth and final way that people generally respond to stress is to alter the experience of the situation. When we look at a situation differently, the experience itself changes. Changing perceptions is probably the most challenging of the responses, because we tend to be stuck in our own interpretations and assumptions about what’s happening, but it is also perhaps the most powerful of all.

 

It’s your world, and you can create it as you wish. Remember, what one person sees as stressful, another person barely notices, or sees as exciting and full of opportunity. How are you going to choose today?

 

(This was excerpted with permission from the E Factor Newsletter January 2009 - "Handling what life throws your way" © 2009 iPEC Coaching)

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   We are sleep deprived as a Nation! When I polled a recent audience during a presentation about “Taming Stress in your Over-committed Life”, less than 60% indicated that they get 7-8 hours of sleep each evening. The remaining 40% reported getting significantly less!  One woman admitted to 2-3 hours of sleep each night on average.

So, what’s wrong with us?  Why don’t we get the sleep we need?Many people argue that they don’t need as much sleep as others.  Some defend their sleep patterns with the excuse of being “too busy”.


Here are some good sleep habits, I’ve adapted from a presentation I delivered for CIGNA Behavioral Healthcare that received rave reviews.  Incorporate them into your life as soon as possible!


  • Avoid caffeine within 6–8 hours of bedtime.


  • Avoid nicotine close to bedtime or during the night.


  • Refrain from using the bedroom for any activities other than sleep and sex.

 

  • Don’t drink alcoholic beverages within 2–4 hours before bedtime.  It may relax you and help you fall asleep but will result in a poorer quality of sleep, and more nighttime waking.

 

  • Abstain from eating large meals or greasy, spicy, or gas-producing foods too close to bedtime.  Select a light snack composed mainly of carbohydrates instead if you’re hungry because it can help promote more sound sleep.

 

  • Exercise regularly but don’t do it within 2 hours before bedtime.

 

  • Minimize light, noise, and extremes in temperature in the bedroom.

 

  • Establish relaxing pre-sleep rituals, such as a warm bath, reading, imagery, repetitious techniques (e.g., deep breathing, counting sheep), or progressive relaxation.

 

  • If you are unable to fall asleep within 15–20 minutes after lights out, leave the bedroom and do a non-stimulating activity such as those above.

 

  • Awaken at about the same time daily – a regular rising time is even more important than a regular bedtime.  In other words, don’t sleep in just because you can.

 

  • Go to bed only when you are sleepy – again, bedtime is less important than rising time.

 

  • Avoid napping late in the afternoon or evening.  If you choose to nap, do so early in the afternoon and limit it to 30 minutes or so.

 

  • Choose a time during the day to think about your worries or concerns and make plans for handling them, so that you can avoid dwelling on them in bed.

 

  • Sleeping pills are intended as a last resort and for short-term use only.  Sleeping pills have many side effects, and can cause drowsiness into the next day.  Their long-term use can actually lead to “rebound insomnia.”  If you have been using sleeping pills for more than a few months, consult with your doctor about how to stop them.


Here’s to a better night’s sleep!  Getting adequate sleep will help you function at your best by enhancing productivity, performance and your attitude towards life.

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gratitude.jpg

Be thankful for what you have rather than focusing on what you don’t have! We all have much in our lives to be grateful for regardless of our personal or professional situation. By focusing on the positives, we come from a place of optimism and hope and allow that to expand. However, when focused on the negative, we see ourselves out of control of situations in our life; we are victims; there is no hope; and, unfortunately, this stays our truth or reality.

Adapting the attitude of gratitude will help you get by even on the roughest days. Living in gratitude helps you focus on what you have to be thankful for.

Back in 2001, following 9-1-1, my husband's job was significantly more stressful. All of the vital equipment that enabled his employer to operate was located in Tower 1. As the Director of Information Technology, it became his responsibility to get the data feeds and connections operational as soon as possible. With his average day being 15-20 hours (including his commute) it could have been easy to become angry and frustrated about the stress, long hours and feelings of not being appreciated by upper management. Instead, we talked about what we had to be grateful for and, for the most part, focused our energies on that instead.

He said that he is grateful to be alive; to have been off (at home) on September 11; to have a loving family to come home to each night; to know we were all okay; to have a career in his field of expertise; to have excellent resources at some of his vendor's companies; to have our health; to be a part of our new community; and, to have extended family and friends that were also okay.

Adapting an attitude of gratitude gives you the opportunity to change your experiences. Gratitude is a state of being not just a momentary feeling. Look at the things in your own life right now that are causing you feelings of stress, sadness or anger and consciously choose to change the experience to look at gratitude1.jpgthose situations with a new perspective. You can control your feelings, attitude and behavior in a situation. You can focus on what you have to be grateful for, especially in times when things don't feel like they are going well. In many cases, you can’t change the situation; however, you can change how you choose to feel about it, how you allow the situation to affect you and how you respond to it. Being in gratitude helps you remain calmer in a crisis. It helps you accept things that may be difficult to accept. It also helps you keep a positive mood while feeling more centered and balanced. When you go through your day in a state of gratitude it's almost impossible to feel down.

Although things may look bleak and hopeless at times, think about what you have to be grateful for today. Even in situations that seem far from perfect, there are valuable lessons to learn, relationships to cherish and probably numerous reasons to be thankful. Look for those things, cherish them, and appreciate them.

My challenge to you is to adapt the attitude of gratitude this week and find at least 5 things each day you can be grateful for. If there seems to be nothing, remember, you are alive; you have a roof over your head; some friends and family; food to eat; internet access, you can speak, see, hear, taste, touch and think; you have skills and talents; and, you are undoubtedly a terrific person! If you need help with this, I'm just a phone call away!  Schedule an initial coaching consult to see if working with me as your coach will help you bring more positve results in your life! Email natalie@theprioritypro.com.

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Extra Hour!

Posted by Natalie Gahrmann Oct 28, 2009

daylight-savings-2009.jpgMake the Most of your Extra Hour

Many of you will be gaining an extra hour this week as we roll the clocks back an hour. Some say we're losing an hour but I think of it as gaining an hour (“Spring Ahead...Fall Behind!”)  Fortunately, I'll be on vacation so, in essence, I'll have an extra hour of rest & relaxation.  The extra hour comes while most of us are sleeping; many choose to therefore sleep in and enjoy extra snoozing.  However, with most of us usually pressed for time and dreaming of an extra hour in our lives, what will you do with your extra hour this weekend?  And, how can you consciously create at least an extra hour every day to better manage everything on your plate vying for your time and energy?

Here are 40 tips to help you gain more time each day.  Feel free to adapt them to best fit your unique situation. I hope you enjoy your extra hour this weekend and use these ideas to start gaining time every day to focus on your top priorities!

man hit by brick in time capsule.gif

 

1.      Awaken earlier

2.      Get to work before everyone else to have some uninterrupted time

3.      Have periods of time blocked when you allow no interruptions

4.      Use barriers such as a closed door, headset, or something similar to provide a clearer boundary

5.      Get your toughest task out of the way first

6.      Work within your natural rhythm - work hardest when you're most mentally alert

7.      Restrict TV watching, Internet use, email and on-line social networking

8.      Put blocks on your email inbox

9.      Process email in batches instead of constantly interrupting your train of thought

10.  Stop allowing others to waste your time

11.  Avoid casual conversations while working

12.  Use your commuting time wisely to study, plan, listen to educational or motivational tapes, or catch up on calls (with your hands-free phone!)

13.  Keep everything better organized

14.  Use your lunch hour to catch up on things so that you have more time in the evening and on the weekend

15.  Delegate both authority and responsibility whenever possible; empower others!

16.  Spend less time on unimportant tasks (phone calls, emails, talking, etc.)

17.  Think things through prior to beginning a new project or task

18.  Before each task, ask yourself "Is this really necessary?"

19.  Get a better night's sleep

20.  Skip desserts or after-dinner cocktails

21.  Stop taking smoking breaks

22.  Use your wait time wisely

23.  Multipurpose by combining tasks that are done in the same area or closely related; avoid multitasking

24.  Be prompt for all of your appointments and insist others do the same for you

25.  Outsource work you don't do well by hiring specialists

26.  Read quicker

27.  Find or create shortcuts for repetitive tasks and processes; use templates

28.  Prepare your morning items the night before (clothes, briefcase, lunch boxes, cell phone, keys, etc.)

29.  Avoid interruptions and distractions

30.  Don't make a mountain out of a molehill - avoid making a big production out of small tasks

31.  Keep a list of contact details for all of your important contacts (doctor, lawyer, accountant, mechanic, bank, family members, neighbors, emergency services, school personnel, insurance brokers, etc.)

32.  Create routines for you and your family

33.  Set a reasonable deadline for each task

34.  Use a checklist for routine or recurring tasks

35.  Post due dates and expiration dates in your planner or on your calendar

36.  Hold regular meetings with your direct reports and your boss

37.  Plan time buffers in your schedule

38.  Stop procrastinating - eliminate the urgent from your to do list

39.  Address issues before they balloon into big problems

40.  Improve your mental arithmetic

 

I know it's tough to break bad habits. However, it is necessary to make sacrifices so that you can be more successful at personally and professionally. Experiment with the ideas above, feel free to add your own, but to avoid overwhelm, try just one tip at a time and practice it until it becomes a natural part of your daily routine.

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Market Brand YOU!

Posted by Natalie Gahrmann Oct 2, 2009

I have had the distinct pleasure of helping several unemployed groups of professionals by delivering one of my sought after workshops.  Although it's important to distinguish yourself when you're employed, it's even more important in this time of high unemployment rates to be sure you stand out from the crowd.

One of my clients was an IT Director suddenly laid off and afraid he wouldn't find another comparable position.  However, within 3 weeks he was gainfully employed in a similar position!  Not having much experience as a job seeker he wanted to get this off of his plate very quickly.  He turned to me, as his career coach and asked for my help and support.  We did all of the 'normal' things....updated his resume, talked to headhunters, had his resume reviewed and critiqued, networked with former colleagues and clients, practiced job interviewing, and researched potential employers and the job market. In the end, what really made him stand out in the pool of potential employees was the fact that he is a strong technical leader with the up-to-date skills to diagnose and fix problems.  Not only could he provide the leadership needed but he could do much of the work himself without hiring consultants and contractors or expanding the technical team.  He had an excellent track record and positioned himself based on what he knew the potential employer needed.  He marketed his personal brand!

brand you.jpgPersonal branding is about fully understanding your unique combination of qualities—your strengths, values and passions—and using these qualities to differentiate yourself and guide your career decisions. When you're well branded, packaged and positioned you attract people and opportunities that are exciting, fun and a great fit for your gifts and abilities!

Some of the benefits of creating your own brand include:

  • understanding yourself better
  • increasing your self-confidence
  • building your visibility and presence
  • differentiating yourself from the competition
  • expanding your opportunities
  • out-performing 'non-brands'

 

 

 

Your career success lies in producing the clarity and authentic presentation

that is the essence of a brand.

 

 

For expert help managing everything on your plate or distinguishing yourself in the marketplace, contact natalie@theprioritypro.com.

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