Most of us spread ourselves thin at the best of times. This is only heightened with year-end deadlines and all of the holiday busyness. It’s enough to turn a calm, cool & collected professional into something akin to dried out turkey dinner … dry, burned out and downright nasty.

The challenge is that we only have control over so much of our time. There are the non-negotiable deadlines, the meetings the emails, and additional holiday gatherings that leave little time to get “our” work done.

And while I love the thought of cloning myself, we really do have to work with what we’ve got.

Here are some key strategies to keep us calm and cheerful right through into the New Year:

1)      Pick your top goal or project
Sure – you want to get through 18 projects.

So do I. But we both know that ain’t gonna happen this year.

Pick your number one goal. Focus on that. If you get it done, pat yourself on the back. And then move on to your next goal. Timothy Ferriss, author of The 4-Hour Workweek calls this ‘selective ignorance’ (which incidentally was the Webster’s 2010 Word of the Year). Essentially, Ferris recommends that we turn off and tune out the distractions so we can focus on what we really care about. I couldn’t agree more!

Related article: Why can’t we get this prioritizing thing right?

2)      Set short-term deadlines
It is much easier to stay productive in the short-term. Deadlines that are far off in the future are easy to ignore. Break a big goal down into small chunks and set short-term deadlines. Small, consistent wins do a great job of motivating us and add up to big changes rather quickly.

Related article: Does Procrastination Boil Down to Temptation?

3)      Tell someone
We can let ourselves off the hook too easily at times. So it can be pretty powerful to tell someone else. Pick someone who will do a good job of holding you accountable.

4)      Get rid of other jobs
What can you get rid of to lighten your load? The Pareto Principle states that 20% of what we do brings 80% of the impact. What low-value tasks are sucking up a lot of your time?

Once we know what our top priorities are, we need to seriously consider off-loading the other stuff.

There are lots of great approaches for identifying the lower-value activities. Mike Cloutier uses the 3 Balls approach to manage an overwhelming workload. In this article, he talks about glass balls (for the things that must be done), rubber balls (the things that should be done) and lead balls (the things that could be done). Stever Robbins uses the “prune, prune, prune” approach as a means of “coping with too much to do”.

5)      Leave a buffer
If you abide by the above tips, this one should be a breeze. Things come up – they always do. So build in some free time. And get to sleep early. It is amazing how much more productive we are after a good night’s sleep.

Related article: Is it time for a break yet?

Hopefully these five tips will help you from spreading yourself too thin. What are your sanity saving plans? I would love to hear your suggestions and tips.

The True Fire Fighters

Ironically, fire fighters (who are dealing with true crises) seem to be fairly calm.

Fire departments seem to live by the ethos “Let chaos reign, then rein in chaos”. With every second counting, they literally drop everything to respond to a fire.

Yet outside of these fires, they do many things to rein in the chaos. They test their equipment, they train and yes, they wash their trucks. When is the last time you saw a fire truck broken down on the side of the road?

How to Survive the Chaos

When a crisis hits, it often requires an ‘all-hands-on-deck’ approach and we (like the fire fighters) drop everything to respond.

Ironically, the things we do outside of times of crisis are the things that best prepare us:

1)      Set clear priorities: It’s okay to have a lot of goals. But the fastest way to get through them is to focus on one at a time. We only slow our progress when we perpetually jump from one thing to the next.

2)      Single-task: Multi-tasking is a myth. Focus is far more efficient and leads to better work. Turn your email off. They can survive without you (for a little while anyways).

3)      Establish simple systems: We waste time looking for information and generally getting bogged down. Establish simple systems to deal with the little things (email, To Do lists, paperwork, etc.) so you can get on with the doing.

4)      Set short-term deadlines: The evil procrastination goblin loves when we don’t have a deadline – at least not one in the short term. Set a deadline and tell someone else. A little bit of pressure is a great way to tighten our backlog.

5)      Strive for “good enough”: Better is the enemy of the good. Yes, things can usually be better, but is it worth the price? The U.S. Marine Corps uses the 70% rule: if you have 70% of the information, have done 70% of the analysis and feel 70% confident, then act.

6)      Push back: Is it really a crisis? Do you really need to drop everything? Remember that we train people how to work with us.

7)      Take a break: We absolutely need recovery time. Outside of crisis times, build in some breathers. Celebrate with you team. Or steal some personal time. Rest up for the next adrenaline rush.

You can handle the inevitable chaos

Fire departments cannot anticipate fires, so they need to prepare themselves to deal with these unpredictable events. You can too with a focus on upfront planning. If we can avoid hanging out on the edge of our capacity, the crisis won’t be able to send us over the edge, and we will finally be able to take 911 off of our speed-dial.

The problem is, once I had those files in my sight, other images started flooding to mind.  My file drawers are begging to be culled and my To Do list is due for an overhaul. (Seriously – did I really think I’d get to those tasks that had been sitting there for months?)

Confession #1: Productivity Consultant and all – my office organizing systems are starting to run amok. (Don’t even get me started about my garage.) This spring weather has opened my eyes to things I chose to “ignore” for a tad too long.

It’s come time to admit it: I need to get organized.

Usually I am organized. Honest. I just slipped a little over the winter.

Now I have always prided myself on being an organizing junkie. (Hey – we all need something to brag about.) It’s just that somehow things started to slip over the winter.

Confession #2: I like organizing. True statement. I like to put things in their place and to have calmness around me.   Judge me if you must, but I think that organizing is fun.

Unfortunately, a few really good excuses enabled me to fall off the wagon.

Fortunately, I am a pro when it comes to busting excuses. Here they are – with the reality check accompanying them. Hopefully my painful journey will help you to avoid plummeting into the same pit.

Excuse #1: I’m too busy working to spend time organizing

Reality Check: I can fit anything into my life, if I deem it to be important enough. And clearly yes, lots of things do not make the cut. (Case in point: I’m not doing too many sit-ups these days.)

So what I needed was a reminder that being organized is important. It saves me time (otherwise wasted looking for things), keeps me thinking more strategically (and less buried in the weeds) and helps me to be more proactive about my deadlines. (There is nothing less productive than always working in crisis mode.)

Excuse #2: I don’t have any spare time to get organized

Reality Check: I need to make the time.

After weeks of denial, my office manager realized that I needed help and took matters into her own hands: “Ann: we’re going to take 10 minutes to clear this credenza.” I tried to protest – I had a workshop that afternoon and countless other urgent things to do. But deep down I knew that any attempt to resist organizing was feeble.  She is one of those people who it’s hard to say no to. You know the kind. Anyhoo, it was the best thing for me.

Excuse #3: I know where everything is. I’m not losing any time by being disorganized!

Reality Check: I was wasting time (and impact) looking, sorting, re-printing …

Yes, there is a chance that I am an exception to the abundance of research out there indicating how much time people lose on a daily basis from being disorganized. But I’d probably have more luck with the lottery.

Excuse #4: It would take too long to set up – who has the time?

Reality Check: Getting organized doesn’t actually take that long.

I have helped countless clients organize their office. In most cases it has taken somewhere between 2-5 hours. And the beauty of this project is that you can break it down, and get a big visual payoff at each stage.

Excuse #5: Getting organized is painful (ok – this wasn’t my excuse, but I hear lots of other people say this)

Reality Check: Getting organized is one of the quickest returns on your investment. And there is nothing better than a good pay-off.

It is a simple activity that reaps immediate benefits. Turn on the music, recruit help, bring in some yummy snacks and make it fun.

Excuse #6: My job is more strategic; I don’t have to worry about the details

Reality Check: When I am not organized I tend to get caught up in the weeds and reactive (versus proactive). I also run the risk of becoming a bottleneck to other people (who are focused on the details).

Being organized is an important part of being able to see the bigger picture, staying proactive and staying focused on our goals.

 
Excuse #7: My job is simply too busy to stay organized

Reality Check: If it isn’t easy to maintain, it isn’t the right system for me.

There is no ‘one size fits all’ model here. There is no shame in trying a new system. (And even the best systems out there need to tweaking occasionally.) Figure out what isn’t working and adjust accordingly. Keep it simple though. When things get too fancy, they become too hard to maintain.

 
Excuse #8: A clear desk will make it look like I have nothing to do

Reality Check: No one seriously uses this excuse anymore, right?

It’s very easy to let the systems slip. So as the sun shines outside, I’m putting the spotlight on my trouble areas. No more excuses, it’s time to get organized. On that note, I am going to update my To Do list. Feel free to ask me to show it off the next time you see me. It will soon be a beauty.

But intuitively we know that feedback is good for us. It’s kinda like eating spinach – good for you, but it doesn’t taste good going down.

It occurred to me that it was time to stop freaking out and start facing the facts about feedback.

Face the fact #1: Whether you hear it or not, people are forming judgements about you.

While few people will take the time to compile and share their thoughts, most will be forming opinions about your performance. How clear are you on the impression you make? Do you come across as someone who knows your stuff? Do people find you easy to relate to? Are you the kind of person that people want on their team?

We all have our blind spots. And while it can be painful to hear about them, at least it gives us a chance to nip them in the bud. Years ago, after a presentation, someone told me that I looked a bit spastic in the way I was moving. Yes, he actually used the word spastic. If ever there was a time that I was hoping to be swallowed by a black hole, it was that time. But you know what? I stopped moving so ‘spastically’ (honestly – could he not find another word?) And thankfully, thousands of people have not had to witness it in the years since.

Face the fact #2: Things that get measured get results.

EBay incorporates a feedback loop so that buyers can rank sellers on a 5-star system. Consequently, sellers are motivated to provide superior customer service to continue getting high rankings, which leads to more sales opportunities down the road. The simple act of measuring customer service leads to higher customer service rankings. 

The genius is in the simplicity. The more we seek out specific feedback, the better we tend to perform on those specific areas.

Face the fact #3: It doesn’t help to put it off

Once-a-year feedback during your performance review doesn’t cut it. Harvard researchers found that employees who receive regular feedback perform better at work that those who do not. And this effect wasn’t just limited to the ‘way to go’ kind of feedback. It goes for both the positive and not-so-positive feedback.

I am not suggesting that you run around constantly saying “how am I doing?” to people. If you do, you’ll come across as too needy. Instead, you want to selectively invite people to provide you with specific feedback aligned to a few targeted things that you are working on.

Face the fact #4: Don’t bite the hand that feeds you

Feedback is a gift. Even if it doesn’t feel like a gift, it is still a gift. Anyone who takes the time to give you feedback is demonstrating that they are willing to invest in you – which takes some effort.

For one, they have to be willing to make time for you in the midst of their own busy life. Secondly, people tend not to want to hurt our feelings. Thirdly, sometimes people need something specific to focus their feedback on.

Someone who overcomes these three big obstacles deserves to be heard.

Face the fact #5: We need to prime the wheel for more feedback

Feedback providers quickly become vested in you. They want to hear how things are working and that their input has made a positive difference for you. Follow-up allows you to demonstrate that you are putting their valuable insights into practice. This can be as simple as a passing comment like “I tried that approach you recommended and it really helped.”

It’s not so freaky after all

No matter what level we are at, we are all doing our best to learn and grow. Feedback is one of the two most essential ingredients in learning[2]. [The other is challenge – but we’ll save that for another article.] The greater the challenge, the more important feedback becomes. And to be honest, the less we should be freaked out about it.

While there may be a temptation to coast through to the finish line, there are some things that we can do to wrap up 2010 strong.  Read on for three unique tips – the kind of tips that you probably would not expect a productivity consultant to share.

1)      Put things off until 2011

Yes – you read that correctly.  What can you put off until 2011?

December is an unusually busy month when we consider the urgency to wrap up projects, the extra holiday events and the reduced number of workdays. 

Focus is more important than ever at this time.  Identify your top goals and focus your efforts there. Go with the ‘less is more’ mentality, knowing that you make the biggest impact with your top tasks. 

2)      Sort – don’t do

Productivity is all about getting things done.  Paper-shuffling, updating lists and general organizing does not get things done.

However, investing some time in organizing now can set us up for a very productive 2011.  We save time when we can immediately put our fingers on critical information.  We stay more focused when there are fewer piles.  And we reduce our stress when we have a good system to track all of our outstanding tasks.  (There’s nothing worse than the nagging feeling that I am forgetting something.)

If you are able to block off some time for organizing, you will achieve your biggest impact by:

• Getting your email inbox under one screen
• Establishing one central To Do list
• Organizing your office

Click to view We’re Due for a Simple Productivity Tip  for more tips.

3)      Just say no

You know how the saying goes: “too much of a good thing is a bad thing”.  The holiday season is no exception.  This applies to business (see tip #1 above) and pleasure.

Protect your downtime and you’ll end up enjoying the holidays even more.  You don’t need to go to every holiday gathering.  You don’t have to take advantage of every holiday sale.  And you don’t need to bake everything. 

Take a break and recharge your batteries.  Going for a walk and catching up on your reading is (counter-intuitively) a really productive use of time.  It means that you will be rested and rearing to go for a strong 2011.

All the best over the holiday season!

Ann

100 days is a lot of time – even though in some ways it feels like the end of the year is around the corner.

I don’t want to let the fall slip away from me.

This  fall to get my book done – and I’m using the last 100 days to track my work.

Do you have something big  that you’re trying to accomplish during these last 100 days?  We’d love to hear your stories.

Turns out, despite how many times the above study is referenced, it appears to be mere folklore.  But, other studies are validating there appears to be some truth in this urban myth after all.

One study was based on 149 participants from 6 countries.  Those who wrote down their goals accomplished more than those who did not write down their goals.  To top it off, the differences were significant.  (Academics love the word significant.)  And those who shared their goals with others accomplished even more.

Why Does ‘Writing it Down’ Have an Impact?

Writing things down does several things, including:

•  Makes your goals more concrete and specific
•  Encourages you to filter out your most critical tasks
•  Adds the reinforcement that is often necessary to turn a goal into a reality
•  Creates a formal mechanism for you to share your goals with others

 Applying This Lesson

If you’re not already doing so, there are several things you can do starting today:

1)      Write down your plan for each day.  Do this the night before so you are primed to sink into a meaty project as soon as you get back to work the next day.

2)      Maintain one central TO DO list.  Don’t rely on your memory.  Write everything down.

3)      Create project plans for bigger chunks of work (i.e., 5 hours or more).  Define the key activities and timeline.

4)      Communicate your plan with other people.  This added accountability will bring you one step closer to achieving each of your goals.

5)      Ask your team members to write down their goals.  Together, refer back to these goals periodically to reinforce accountability and measure progress.

 Make it Happen

Lee Iaccoca once said: “The discipline of writing something down is the first step toward making it happen.”

We know that the best way to reinforce a lesson is to apply it.  When it comes to writing down your goals, take some inspiration from Nike: Just Do It.

Apparently, 11% of us use social networks and I expect that number to grow rapidly.  As social media becomes more prevalent, it makes sense for us to develop a strategy on how to manage this time.

People often ask me how much time they should be spending on these social sites.  Like any good consultant, I answer them in a very specific way: “It depends.”

It depends on 3 Simple Things.

1. What are your goals for each site:

Clearly, we use different social media sites for different reasons. Our goals may include one or more of the following:

• Connecting with friends and colleagues
• Having some laughs 
• Promoting our business
• Developing new business
• Learning something new
• Networking

2.  How do these goals compare to other goals?

Let’s say that your primary goal with social media is to develop new business. You may have several other activities focused on the same goal: meeting people for coffee/lunch, preparing for a presentation, attending networking events, etc. 

It’s important to have a sense of how these different activities contribute to our ultimate goal.  I know one professional that attributes 50% of the business she generated last year to people she re-connected with on LinkedIn.  Impressive.  Clearly, spending time on LinkedIn is worthwhile for her.

But the other 50% of her business was generated through other activities – activites that also need her time and attention.

3. How much time do you have?

As much as I’ve tried to challenge this fact, we only have 24 hours to work with each day.   Social media sites are just one thing we’re trying to fit into our busy days.  

I encourage people to determine how much time they want to dedicate to each of their key priorities.  Building on the example above, let’s say that we’ve allocated approximately five hours per week to business development.  And perhaps of that time, we decide that it makes sense to dedicate about one hour per week to social media.  This gives us about 10 minutes per day.  Wow – doesn’t sound like much when we break it down, does it? 

4. What is your ROI?

We can always add more time, but it takes away from something else.  As busy people, we always need to ask ourselves whether the trade-off is in our best interest.

Professionals are constantly asking themselves what the ROI (return on investment) is for financial investments.  The same should apply to ‘time’ investments.

 When we find ourselves spending a great deal of time on something – like social media sites – it’s important to periodically assess whether we’re satisfied with our ROI.  This should help to tell us when enough is enough.