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6 Posts tagged with the working tag Productivity tips from the Priority Pro

Unplug

Posted by Natalie Gahrmann Jul 1, 2010

Fears and limiting beliefs play a big role in our ability to unplug from work.  Many of us fear being replaced if we take time off. If we don't respond immediately to each IM, text or phone call could we really lose our job? Could we be taken less seriously when it's time for raises, promotions, or plum assignments?

 

Possibly!  However, the bigger block from unplugging is likely to be YOU!

 

family sunset.jpgLast year as we spent a week in beautiful Turks & Caicos, there were a number of people who were pbeach at beaches.jpgoolside with their laptop, PDA, or smart phone and others who locked themselves away in their room to handle business. Sadly, some of these people had families with them who were vying for their time and attention and losing big time. The well deserved and needed break from the day-to-day responsibilities was instead being driven by a need to stay connected, to feel important and to be needed. Without establishing clear boundaries, technology makes it easy to stay in touch with anyone, anywhere. On the flip-side, the convenience of readily accessible technology can also make it difficult to get connected to the people you're closest to---your friends and family; it can interfere with self-care, renewal and rejuvenation.  With stress levels at a high, it's more important today to rest and relax because we are truly less effective when we don't take care of ourselves.

 

The reality is that in most cases, you don't have to be available 24/7.

 

Here are some keys to help you unplug either at the end of the day or while on a vacation:

 

  • Set realistic expectations and appropriate boundaries.
  • Communicate when you'll be out of the office.
  • Prepare your co-workers to handle most things while you're away.
  • Set-up out-of-office messages on your phone and in your email. Be sure to provide back-up contacts for urgent needs.
  • Define true emergencies and inform co-workers not to call unless one of those emergencies arise.
  • Establish a time frame each day (at the beginning or end of the day) or specific times every couple of days that you'll be available for phone calls or email check-in.
  • Create a rule in your email program, if possible, for important email to forward to a specified folder.

 

Unplugging begins with your mindset and willingness. The tactics are less complicated than getting around your own fears and beliefs. There's too much on your plate but there doesn't have to continue to be an over-flowing plate while you're away from the office!

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I have a few clients who absolutely hate their current jobs but feel stuck where they are because they believe that there isn't anything else out there. Unfortunately, few people have the luxury in today's economy to leave a job without having something definite already lined up and the job dissatisfaction rate continues to climb. Having a job you hate is not an easy thing to deal with so here are some ways to make your situation easier to handle:

 

1. Maintain perspective: Know what’s motivating you to stay at a job you hate; it’s important to know why.  Is your current job the only one in your area that fits your skills? Or do you need it to keep your children fed and clothed? What attracted you to the job in the first place? Does that reason still exist? Whatever the reason, remembering what it is and keeping it at the forefront of your consciousness makes working a difficult job easier. When you do this, you end up working not for the job itself, but for whatever the motivation is behind your being there. The job becomes more stressed businessman.jpgthan a job— it becomes a way to fulfill whatever desire moved you to take it in the first place.

2. Know what you really want: Often, a terrible job will help you be clearer about what you would want in a better job because you know for sure what you don’t want. Identify the things you desire in your job. It may help to focus on what you don’t like and note the opposite. It may also be helpful to note the things you dream about in your ideal job. For example, are your coworkers too competitive? Then, you may prefer a more team-based environment. Is your boss always second-guessing or changing your decisions? Then perhaps you would like a job where employees are trusted and tasks are truly delegated. Would you prefer a job that requires a lot of problem-solving instead of a set group of tasks? Would you rather work for yourself? Have you always dreamed of teaching for a living? Be sure to create a physical list that contains what you really want in a job. Explore how many of these things you can create in your current job situation or somewhere else in the company.

3. Make a conscious choice: Being in ‘choice’ is very powerful.Therefore after identifying your key motivation for staying at the job you hate, if it’s compelling enough to keep you there, than consciously choose to stay.  If you’re unsure about it, evaluate it further. Maybe you took this job several years ago because you wanted a job close to home beings you had small children and didn’t want to spend an excessive time commuting. Now that the kids are older, is this still important criterion? Or perhaps you took this position because there seemed to be an aggressive career path to a higher level position but it never materialized. Or maybe you realize that you qualify for lots of different jobs of the same type that you're working now, and you realize that a different work environment might make things much more tolerable. Whatever your motivation, consider carefully whether it's enough motivation to stay at the job or if you’d be better off transferring to another department or Division if you’re at a large enough company, or leaving entirely if there aren’t any feasible options within your current work environment.

4. Set weekly goals for yourself: If you really want to leave your job, set weekly goals to help you find the golden opportunity for you. One week you might research the industry, another week you might arrange three informational interviews, send out five resumes or attend a networking event. Having these goals will help you transition to something better. Doing something daily towards a new job will help give you a sense of accomplishment and keep you progressing toward a new job.

5. Re-engage your commitment whenever you feel negatively toward your job: When feelings of frustration, hopelessness, anger, or sadness about your current situation re-surface, review your choice again. Realize that even after you have chosen to stay, there may still be parts of your job that you dislike.  Let go of the negative emotions and re-focus on the positive motivations for staying.  Allow your conscious choice to stay to become the habit and motivator to continue doing a good job and contributing daily.

6. Honor your needs: Allow yourself to acknowledge whatever emotions come up for you. Don't try to hide it inside, or it will just blow out later. If you need to take a walk, or go to the restroom, take a day off, or even write it out in your private journal, do that. Letting things build up until they might explode is never a good idea. And, in the midst of your feelings, reflect back on your motivation for choosing to stay. Control your stress by respecting your needs.

7. Be realistic: If you really hate your job, don't expect to love your job some day soon. Instead, expect that you won't like it. Expect that the things that have frustrated you since the first day will still frustrate you now and will probably continue to do so as long as you stay at the job. If you expect that, the job will never sink below your expectations. However, at this point, you know that you are more than the job. You don't expect all of your satisfaction to come from that, because there are more areas in your life than just that.

8. Enjoy the Perks: Some jobs are terrible, but still have some great perks. Almost every job has at least one good perk such as a good salary, tuition reimbursement, health benefits, gym discounts, stock options, or opportunities to travel. Take advantage of whatever perks are available because even focusing on some of these more positive things may make things easier, at least in the interim until you find something else.

9. Increase your Self-Care: Going into a job you hate will be worse if you get to the office feeling rushed, stressed and frazzled and lack self-care. Set aside some moments of solitude each morning. Develop some positive daily rituals such as treating yourself to a latte, listening to upbeat music, going for a walk outside at lunchtime, getting up early enough to hit the gym before you go to the office, or connecting with friends for fun diversions. Add some humor to your day buy posting a “joke of the day” calendar near your work space. Enjoy an activity regularly that helps you unwind and get rid of tension. Be willing to treat yourself to simple pleasures to help you feel better inside. By focusing on you, your well-being, health and happiness your present situation will be more tolerable.

10. Maintain your job performance. Although you’re dissatisfied at work, it’s important to continue to do your work and do it well. Hating your job doesn't mean you can't learn new skills or be a good performer at work. Use your time to make yourself a better candidate down the road. If your company offers training courses, take advantage of them. Use downtime to learn something new on your computer. Pick up a management development book and read it (or listen to it) at lunch. Turn your job into an opportunity for self-improvement. Set personal performance goals that you’ll be able to highlight as accomplishments in future job interviews. Be sure to avoid burning any bridges at your company because you are unhappy. Instead, maintain positive relationships and grow your network.


Right now, it might seem like you will be stuck in this job forever. Keep your chin up and remind yourself that you are in charge of your destiny. Search internal postings for new positions. Start your search for a new job externally. Realize that this too shall pass!  

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A report released this week based on a survey of 5,000 US households conducted for The Conference Board by TNS reported that only 45 percent of those surveyed say that are satisfied with their job. This number is down from 61.1 percent in 1987, the first year the survey was conducted. Unfortunately, there has been a consistent downward trend for a couple of decades now.

 

Similarly, the recession and its accompanying reorganizations, layoffs and corporate turns to outsourcing have been caustic to IT employee job satisfaction, as reported in a mid-2009 job satisfaction survey by the Corporate Executive Board, a Washington-based advisory firm. The firm surveys 150,000 workers each quarter, asking a battery of behavioral questions about their jobs. About 10,000 of those surveyed work in IT jobs, according to board officials. Job satisfaction has plummeted to its lowest levels in the ten years since this survey began.

 

In the past, prior to the Great Depression, people generally worked because they had to. Happiness was rarely considered or even necessary.  However, since the 90's, when the economy was good and people had more choices about their work, job satisfaction was important and even measured, sometimes annually, using tools such as employee satisfaction surveys administered by employers and independent outside firms.

 

Today, with unemployment at its highest, more hard-earning wages going toward health insurance and other benefits, minimal pay raises (if any), and a lean workforce people are making many concessions to stay employed. The bottom-line is ruling rather than the growth or satisfaction of employees. So, no wonder people reported feeling more dissatisfied with their work!

 

These figures are frightening! Employee dissatisfaction is costly to American companies because it results in multiple workplace ills, including declines in employee engagement, productivity and retention. As the economy starts heading in a more positive direction, many valuable employees will leave.

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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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I was very surprised to see another professional specializing in helping busy women manage everything on their plate!  I came across Melissa McCreery's site quite by accident.  Melissa is a psychologist and an internationally certified life coach who is passionate about providing high quality solutions to smart, busy women who are tired of struggling with food and weight.

 

Melissa created "Too Much on Her Plate Week" (which aptly runs the week of her birthday!) from October 19-23 so that women can learn to get stuff off their plate, both literally and figuratively.

 

Too Much on Her Plate Week calls attention to the more than 150 million professional women who are either employed by a business or as an independent professional in the United States. These women are often moms too, creating limited time and a lot of plate spinning (and juggling). The pressure to get it all done contributes further to many women’s struggles with weight and food.

 

too much on her plate week.jpg

In celebration of Too Much on Her Plate week, Melissa is encouraging women to:

 

1.  Carve out some time for yourself. The biggest mistake busy women make is not taking some time for self-care. Most often, it’s not that a professional woman can’t have it. It’s that they aren’t choosing to take it. Prioritize yourself.

 

2.  Have a plan for eating and exercise. We tend to be great planners for the most part. Apply those skills to yourself and plan your meals and time for exercise.

 

3.  Pay attention. Emotional eating – especially stress eating, often sneaks up on women. Pay attention to those times when you want something to eat and ask why.

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Defray Stress

Posted by Natalie Gahrmann Jul 27, 2009

 

Between work demands, caring for your family, and seeing to everyday matters and responsibilities there is little time left to take care of yourself. So, many SuperBusy people put off time for their own needs and desires. However, if you're a parent, you are a key influence on your child's development, so the amount of stress you are experiencing in your work, family and personal life has a direct impact on them.  If you are not a parent, taming your stress is important to your overall health and well-being as well as your relationships with others.  IHere's some tips to help defray the stress and help you consciously take better care of yourself.

 

 

1. Breathe deeply

Bring in the air through your nose, deep down into your belly and out through your mouth in a slow relaxed fashion at least two-three times to help re-focus, re-center and relax.

 

 

2. Take in Relaxing Smells

Aromatherapy oils, herbal teas or scented candles are all relaxing to the olfactory system.

 

 

3. Daydream, Meditate, and Connect with Nature

Visit places and experience them newly. Or, give your mind a mental break by simply imagining you are somewhere else and creating a visual image and experience in your mind of being there. Either way, fully connect with your surroundings by noticing sounds, smells and textures. Relax your spirit and body using soothing music and warm lights.

 

 

4. Avoid Overextending Yourself

Stop saying "yes" too often to requests of your time, money, energy or other resources. Say "no" to things and people as a way of honoring you. Allow yourself a chance to think about the request before accepting the invitation. Bow out later if the commitment is contributing too greatly to your stress.

 

 

5. Eat Healthy Foods

Choose foods and beverages that nourish your body and help it be at its best.

 

 

6. Participate in a hobby or sport

Create an outlet for relaxation that you truly enjoy doing. Use your creativity to write, sculpt, knit, paint, etc. Use physical activities or daily exercise rituals to help "blow off" steam both physically and mentally.

 

 

7. Lighten up

Smile, laugh and just be friendly to others. Friendliness goes far and helps you feel good about yourself. Humor lightens up tension. Notice how laughter is contagious, too. People are more naturally attracted to people who seem happy, positive, enthusiastic, and excited about life. Stop taking things so seriously all the time and lighten up a bit.

 

 

8. Enlist help from others

Learn to ask for and accept help (even when things are not done to your high standard level!) You will gain by delegating and allowing others to help, even when things don't turn out exactly as they would have if you completed the task yourself. Allow yourself to be nurtured by your friends and family.

 

 

9. Spend Quality Time with Your Loved Ones

Have fun and interact with your children. Be fully present with them. Truly listen to what they have to say and connect on a deeper level. Connect with friends, family, and your significant other in meaningful ways.  When quantity isn't an option, go for quality and make the best out of every moment you can be together, even if it's virtual!

 

 

10. Get Romantic

Stimulate your body's release of endorphins by reading a romance novel, or better yet, curl up with your spouse/significant other or make love.

 

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