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Managing Your Energy to Maximize Your Productivity – Part 4: Spiritually Energy

Over the past couple of weeks, I have written on ways to manage your energy in order to maximize your productivity through physical, emotional, and mindful energy. Physical energy was likely easiest to understand. It is about sleeping 8 hours, eating the right foods, exercising. Let’s face it, if you are hungry or tired, you are not yourself. It is nearly impossible to be the person you want to be under those conditions. Sure you might be able to fake it for a little bit but it is not sustainable. When I wrote about emotional energy during the second week it might have felt a little woo-woo for you. I explained the difference between responding versus reacting and identifying triggers to your negative behaviors. Last week, I pulled out more woo-woo and suggested that you start meditating and developing personal rituals during the mindful energy piece. Yes, I wrote on a professional blog to take a seat for a couple minutes and breathe! If Steven Jobs can mediate and create on the level that he created, there is no reason why you cannot mediate either. Maybe this is where I should insert some hashtags.

#sorrynotsorry #mindfulness #gratitude

closeup photography of cairn stone

This week’s topic is managing your spiritual energy in order to manage your energy to maximize your productivity. Spiritual energy at work? In the office? With co-workers around? YES! YES! YES! In this context, spiritual energy means recognizing meaning and purpose in what you do. It’s about asking yourself the question “What do I want to be remembered for?” You likely do not want to be remembered as the person that was never present for life or the person that was tied up with emails on your phone.

To access the energy of the human spirit, people need to clarify priorities and establish accompanying rituals in three categories: doing what they do best and enjoy most at work; consciously allocating time and energy to the areas of their lives—work, family, health, service to others—they deem most important; and living their core values in their daily behaviors.

Tony Schwartz and Catherine McCarthy

Do not do things that you are good at and do not enjoy doing. For me, I am good at doing journal entries that does not mean that I enjoy them. I enjoy working on large data sets and find that I do well at. On the other hand, I always wished I could work in the medical field. I could barely handle a bloody nose so working in the medical field will not happen for me. We all need to find our sweet spot in work and in life. That spot is where you feel effective and inspired not drained and depleted.

How do you know if you need to reevaluate your work?

  1. Do you feel that you spend more time on work that you least enjoy doing?
  2. Do you find that there is a difference between how you want to spend your time versus how you actually spend you time?
  3. Do you find that others dictate your work?
  4. Do you feel that at the end of the day you did not have the time or energy to make a positive difference?

If you said yes to any of the questions, consider reevaluating your work and your approach to work.

Need a review of how to manage all aspects of your energy in order to maximize your productivity? If so check how all of the articles in this series.

Managing Your Energy to Maximize Your Productivity – Part 3: Mindful Energy

Over the past two weeks, I wrote about managing your physical energy and emotional energy.  The key to managing your physical energy was sleeping, eating a nutritious breakfast, working out regularly, and not skipping lunch or breaks at work.  For mastering your emotional energy comes to deciding to respond vs. react to a situation.  This week I will be writing about maximizing your productivity through mindful energy.  

Mindfulness is not all woo-woo as you might think.  Think about walking into the office where all of the bosses are at a meeting for the day and then a couple of your co-workers are out of the office too.  Overall, the office is very quiet.  Rather than starting your morning at the water cooler chatting, you start with a hard project first.  Two hours later, you realize that not only did you finish that hard project in less time than you expected but also you got it done without any interruptions.  How do you feel?  You probably feel like a total badass and go grab a coffee to celebrate.

Now picture walking into the office with everyone in the office, the phone rings every 22 minutes, emails keep popping up every 3 minutes, and that one weird person that loves to reheat fish from another department wants to show you their pet rock collection.  How long do you think that hard project is going to take you today?  Maybe it is going to take more than a day to complete.  How do you feel?  Worn out, tired?

All of those distractions cost your company at least a day or two of your salary.  Distractions are expensive.  As I have previously written, you are more efficient and productive if you designate time to single-tasking by working one project at a time. 

How do you fix this problem?  First, you need to create personal rituals.  Second, you need to communicate your personal rituals.  Lastly, you need to stick with your personal rituals and adjust if they do not work. 

Personal Rituals:

  1. Practice meditation.  If you think you do not need meditation or that it is nuts, you need it more.  Remember that Steve Jobs practiced meditation and he still had time to develop amazing technology. 
  2. Relocate.  Consider going to an empty conference room for an hour or two to complete a project.  Do not take email and phone distractions with you.
  3. Be present.  If you accepted a meeting, be at your meeting.  Being on your phone during a meeting is wasting everyone else’s time.
  4. Schedule e-mail.  Turn off the email pop-ups, dings, and buzzes and schedule periodic time to check emails.  Consider checking email after you complete each project or complete a meeting.  
  5. Tackle hard projects first.  Before you check your voicemail or open your email as soon as you walk into the office, decide to tackle hard projects first.  The night before you should leave yourself a note on what needs to be completed so that you can start immediately. 
  6. Do Not Disturb.  We are more connected than ever these days by phone, email, voicemail, text, internal messaging systems, etc.  Schedule time spots in your schedule to be completely unavailable.

Communicate Rituals.  Listen going off the grid might sound awesome to you.  Your team will be questioning a whole lot of things.  Instead, communicate your rituals.  Explain how long your team should expect you to be unavailable.  Offer an alternative means of communication.  For example, you will not be checking emails between 1-2 pm each afternoon so that you can work on a report that is due by the end of each day, communicate just that.  Offer your team an alternative means of communication for urgent matters via phone.  How many emergencies do you think really occur?  Not many as you think.

If I were to ask you the following four questions, how would you respond?

  1. Do you have difficulty focusing on one task at a time? Are you easily distracted?
  2. Do you feel that you spend more time reacting to fires rather that value added, long term projects?
  3. Do you take time to reflect, plan, and think?
  4. Do you take work home with you on the weekend, nights, and/or vacations?

If you said yes to any of these questions, please consider adding a mindful ritual to your day to improve you personal productivity.

mindfulness printed paper near window

Check back next week when I wrap up this four part series on managing your energy to maximize your productivity, where I discuss how to increase your spiritual energy so that you could be more productive.

Managing Your Energy to Maximize Your Productivity – Part 2: Emotional Energy

Last week I discussed how to maximize your productivity when you manage your physical energy.   The key to managing your physical energy was sleeping , eating a nutritious breakfast, working out on a regular basis, and not skipping lunch or breaks at work.  This week I will outline what impacts emotional energy and steps you can take immediately to improve your emotional energy.  Personally, I believe that physical energy is the foundation for emotional energy. 

We have all been in situations when things appear to be a complete disaster and we have a choice to react or respond to the disaster. 

Unsplash

How to Response vs. React by Lee Colan on Inc.

  • When you simply react, your emotional instinct is in control, with little thought of the long-range consequences.
  • When you respond, your brain is fully engaged, and your self-awareness is high.  You have the long-term consequences in mind.

It is completely appropriate to react by pulling someone to safety if they are about to be hit by a bus.  It is rarely acceptable react by lashing out and yelling during a meeting or at others.

Usually our goal is to respond to a disaster rather than react.  We can typically respond when we feel positive emotional energy.  Identify the trigger.  First, identify triggers to negative emotional energy.  Did you not sleep well last night? Did a news article make you feel anxious or irritable?  Consider personal impact.  Ask yourself does this truly impact my life?  Will the outcome impact my life in 6 months?  Here are some steps to build and maintain positive emotional energy. 

  1. Breathe.  Breathe in for a count of 4 and exhale for a count of 6-8.  Repeat several times. 
  2. Show appreciation.  Express appreciation towards others.  Send an email, handwritten note, or publicly acknowledge your appreciation for a co-worker or friend.
  3. Story re-write.  Did that stranger really see the coffee mug in your hand and purposely slam on their breaks so that you would spill your coffee all over your new pants?  Or is it possible they slammed on their breaks to avoid hitting a pothole? 

Re-writing the story might be the most important step to building and maintaining positive emotional energy when you start with asking your self “What are the facts?”

Check back next week when I discuss how to be more mindful to be more productive.

Managing Your Energy to Maximize Your Productivity – Part 1: Physical Energy

Show of hands, how many of you feel exhausted?  Feel guilty by not balancing work and life?  Wished you didn’t miss that spin class last week because you worked late?   Can’t remember the last time you slept a full eight hours?  If you said yes to any of these questions, you are not alone.   There appears to be this sense that we must continue to work longer and longer hours at work.  Some bosses may judge performance based purely on the number of hours you were at your desk in order to determine promotions and raises and rarely consider the actual work that you accomplished.  Others are in an industry with shrinking returns and a constant threat of job eliminations. 

What happens when you work longer and longer hours without replenishing your energy?  Engagement declines.  You are easily distracted.  Productivity decreases.  Companies see high turnover rates.  And medical costs, those increase.  Just think about the need for sleep aids, high blood pressure, and anxiety medicine.  Your personal relationships may suffer.  You might just look like an extra in The Walking Dead.  Well maybe a Walking Dead extra but with better style, but still the Walking Dead.  Even though we don’t know each other personally, I feel that it is safe to assume you want more from your life.  You want to enjoy your job, work hard at your job, feel healthy, and have strong personal connections outside of work. 

During this four-part series we will explore how to increase your energy physically, emotionally, mindfully, and spiritually so that you can be the most productive versions of yourself.  The Energy Project case study at Wachovia Bank in 2006 proved how invaluable sleep, healthy food, and strong relationships are to our overall well-being.  The case study focused on executives and high-level management in different industries.   While technology has changed over the past 14 years our need for sleep, healthy food, and strong relationships has not changed.

Based upon the case study by The Energy Project at Wachovia Bank, there are four sources of energy.  Our four sources of energy are the body, our emotions, our mind and our spirit.  The body represents our physical energy.  Spend a little time at your office coffee bar or water cooler and you will notice some patterns.  At least one person will comment that they didn’t get enough sleep last night, forgot breakfast this morning, feel overwhelmed by their to-do list, and cannot focus on one task at a time, or wish they had more time for *insert a fun personal hobby here*. 

I remember a few years ago, I slept less than 8 hours a night on a regular basis, I had no idea which state I was in at times because I traveled often, rarely worked out, gained a bit too much weight, and constantly felt hangry with eating less than desirable food choices.   Maybe you need to change jobs.  Maybe you just need to establish routines.  If you find yourself envious of someone with boundaries that support their physical energy, maybe it’s time to look inward. It took me a little bit of time to establish a routine that worked for me.  Your routine should include sleep, taking breaks throughout the day, eating well, and exercising. 

Are you still skeptical about the benefits of caring for yourself?  Unsure if all of this stuff really stands up to the hype?

Jeff Bezos, founder of Amazon, sleeps 8 hours a week.  His net worth is $120.9B in 2020.  Bezos is quoted in the Business Insider as saying the following:

  • “I prioritize it,” Bezos said of sleep. “I think better. I have more energy. My mood is better.”
  • “As a senior executive, you get paid to make a small number of high-quality decisions,” he said. “Your job is not to make thousands of decisions every day. Is that really worth it if the quality of those decisions might be lower because you’re tired or grouchy?”
  • “If you shortchange your sleep, you might get a couple of extra ‘productive’ hours, but that productivity might be an illusion. When you’re talking about decisions and interactions, quality is usually more important than quantity.”

Arianna Huffington, co-founder and editor in chief of the Huffington Post, collapsed from sleep deprivation exhaustion and broke her cheekbone, wrote the Sleep Revolution after she personally realized the benefits of sleep.  Huffington is quoted as saying:

  • “We take now better care of our smartphones — we know exactly how much battery remains in our phones. If you had asked me the morning I collapsed, ‘Arianna, how are you?’ I would have said, ‘Fine.’ Because being perpetually tired has become the new normal.”

Do you want to hear why Bezos finally agreed to come out and talk about sleep? Arianna Huffington explains in her weekly Thrive Global Podcast.

If high net worth business leaders find value in getting sleep, why not prioritize sleep for yourself today?  Once you prioritize sleep, other healthy habits will appear.  You will become more productive.  Be able to make better decisions without being fatigued.  Respond rather than react.  Here is an overview of what I do to prioritize sleep and increase my physical energy.  I am one of those American’s who does not run on Dunkin’ yet start the morning with a smile. 

  • Before Work: Wake up at 5am, drink a full glass of water, practice yoga for 30 minutes, and make a homemade breakfast. 
  • During Work:  Have my phone send me three reminders each day to stand up and stretch.  I have lunch with some awesome co-workers and bring a health homemade lunch daily. 
  • After work: Meet with a personal training two days a week and run two additional days after work, no phone after 7pm, and go to bed at 9pm

If you are still not convinced, review these questions.  If you answer yes to any of the following questions, consider establishing or adjusting your routine to support your physical energy. 

  • Do you sleep less than 8 hours and wake up tired?
  • Do you skip breakfast or eat something less than nutritious for breakfast?
  • Do you skip workouts (cardio 3 times a week and strength 1 time a week)?
  • Do you skip lunch, eat at your desk, and/or skip breaks throughout the day?

Check back next week when I discuss how to improve your emotional energy to be more productive.

Endowment Effect

What does HGTV’s Buying and Selling, Hoarders, and business all have in common?  Some where the endowment effect is clouding someone’s judgement.  Someone is overvaluing and holding on far too long. 

What is the endowment effect?

Part of behavioral finance, the endowment effect explains a situation in which a person places higher value on something that they already own than if they did not already own it.  Maybe this happens to you or someone you know.  The value placed on an object is full of emotional or sentimental feelings.  At the end, the owner often places the value above market price or reasonable expectations. 

Turn on HGTV and watch an episode of Buying and Selling with Jonathan and Drew Scott AKA the Property Brothers.  You can see the endowment effect occur in real estate.  The person or family selling their home is increasing the value of their home based upon all their memories rather than strictly looking at the market, location, comparable homes in the area that are either on the market or recently sold, number of bedrooms, number of bathrooms, condition, etc.  When Drew Scott appraises the house, the homeowner(s) are general in shock.  Have you seen it?

The endowment effect occurs in your personal and professional life with material possessions and, I argue, your ideas.  Think about something that you personally created.  You likely place a higher value on your own personal creations rather that the creations of others.  It is your creation.  You know about all the blood, sweat, and tears that went into your creation.  The value on your creation matches your effort, which not always is close to the market value. 

How does the Endowment Effect apply to your personal life?

Have you ever looked at your closet and realize that you only wear 20% of your clothes about 80% of the time but cannot bear to donate the 80% of your clothes you rarely wear?  Have you ever posted something on Craigslist at the price you originally paid for that item only to hear crickets?  Have you ever watched Hoarders the TV shows and saw people with an emotional attachment to broken junk? 

If you answered yes to any of those questions, you have witnessed the endowment effect.  You own that pair of pants that no longer fit your body or your image but there is no way you are selling them for anything less than what you paid for them originally. 

How does it apply to your professional life?

Years ago, I heard an executive tell me how their built this one particular department.  It was their “baby.”   Their department started with this executive as the single employee and now look at it.  That department has 10 people working within it!  You can sense the executive’s pride in what they have achieved.  Honestly, they should be proud of their hard work.  However, after getting to know this executive a little more I noticed a trend.  If anyone recommended changing a process to gain efficiencies, that executive became visibly upset and shut down regardless of the reasons given by their employees and/or source of the recommendations.  This executive took it personally rather than seeing that if their team gained efficiencies that same team could perform more work. 

At times, a  manager or leader cannot grasp that if they delegated word to their staff, they would have more time to complete other work or new work.  Instead the manager or leader gets burned out trying to do it all.  Or when they delegate, they find a reason why they needed to redo the work of their staff.  This just frustrates the staff even more. 

Is this really the Endowment Effect?  I argue that it is the Endowment Effect.  We are placing a higher than reasonable expected value on our work. 

How to minimize the affect of the Endowment Effect? 

  • Self-awareness.  Knowing that the Endowment Effect could be causing your behavior and choices allows you to recognize this pattern. 
  • Decide the item or work no longer belongs to you.  If that pair of pants or report you built, not longer belonged to you, is the power or spark gone?
  • Determine how much would you pay today.  Think about how much you would pay for this item or work you are holding on to right now. 

Resources:

  • Article:  Endowment Effect: A Guide to The Emotional Trigger That Influences Your Customers’ Minds by Tomer Hochma
  • ArticleHere’s the psychological reason most people overvalue things they already own by Shana Lebowitz
  • Podcast:  Beware the “Endowment Effect” When Clearing Clutter and a Deep Dive into One-Word Themes.

Meeting Etiquette

“Hi. Bob joined”

“Hi. Susan joined”

(Meeting begins.) 

“Hi. Joe joined.  Sorry I’m late. Blah blah blah”

“Bob could you explain blah blah blah?”

“Bob?”

“Bob, are you there?”

“Oh sorry, I was on mute and had a complete conversation with myself.”

“Let me begin again, so at a high level the synergy has been blah blah blah.”

“This is a great idea Bob, but does team orange have the bandwith for this out of the box thinking or should we table this conversation so that we can circle back with them for a pow wow on this topic so that we can move the needle with this project?”

“Let’s run it up the flagpole.”

We have all been in those meetings where if only we had a bingo board filled with phrases that should not be spoken at a meeting, we could have called bingo within the first couple of minutes.  If you aren’t sure what these phrases are check out the 9 most annoying phrases people use at work article. 

I used them all above.  You know you have likely said them, by accident of course.  Beyond avoiding the use of the 9 most annoying phrases at work, here are the unwritten rules of meeting etiquette. 

  1. Be on time.  Everyone around you is busy and made it to the meeting on time. 
  2. Introduce everyone in the room.  If you are meeting with a reoccurring group, this may not be necessary each meeting.  Business etiquette rules state that you should begin with the highest-ranking attendee. 
  3. Considering announcing yourself on a call or not.  Hosting a meeting in 2020 generally occur over Skype, Google Hangouts, Zoom, etc where everyone can see who is on the phone.  Consider if you need to announce yourself.  Question if you should announce yourself during the middle of someone speaking when you are late or simply wait for a break in the conversation.  A pro tip for the meeting host, do a roll call at the beginning of the meeting. 
  4. Consider if a meeting is truly necessary and avoid last minute meetings.  Surprise meetings rarely achieve the anticipated level of productivity.  At times these ad-hoc meetings are necessary.  However, if employees are always on the lookout for the last-minute meeting, they aren’t focusing 100% on their work.  
  5. Emails are great but sometimes a meeting is better.  Does there appear to be confusion?  If so, pick up the phone and speak with the person. If there are more people involved, schedule a short meeting to clear up the confusion. 
  6. Be prepared.  Consider either sending out an agenda in advance or outlining the agenda within the body of the appointment.  Explain the background of why you are meetings and the goals or purpose of the meeting.  Unless this is an information giving meeting, send out the documents in advance so that the attendees have a chance to familiarize themselves with the information.  Agendas should be sent at least the day before.  Do not send out an agenda 5 minutes before the meeting starts. 
  7. Speak loudly but do not interrupt others (unless it’s the only way to be heard).  Often attendees have great points and ideas, but nobody can hear them.  Be sure to speak loud enough so that everyone can hear.  However, do not interrupt the speaker.  Wait for a natural break in the speaker’s presentation.  Ask questions through out the meeting unless you are told to hold all questions for the end. 
  8. Put your phone away (link to the triple dog dare).  If only it was proper etiquette to take someone’s phone and throw it out the window when they are scrolling through Facebook during a finance meeting, l would have tossed a lot of phones out the window.  Studies have shown that even if your phone is on silent and screen down, you are distracted.   
  9. Bring a drink but nothing more.  Please do not bring reheated fish to a meeting.  If you plan on eating, make sure the whole group is ok with it.  If you schedule a meeting during lunch time, include a note in your meeting for others to bring their lunch to your working lunch meeting.
  10. Push in your seat.  If you are reading this article, you have likely graduated from Kindergarten and do not need someone to sing the Clean Up Song for Children at the end of a meeting.  Your coworkers are not your personal cleaning team.  Their job is not to clean up your mess or push in your seat. 
  11. End the meeting early.  Again, everyone around you is busy and do not appreciate being put behind schedule.

What would you add to the list of meeting etiquette? 

How to Build an Effective Presentation

Have you been asked to present?  Are you looking to start presenting?  Worried about where to begin?  In this article, I am going to explain the Do’s and Don’ts on presenting.  Some of my tips are based upon my personal experience presenting as well as attending countless presentations over the years. 

empty chairs in theater
https://unsplash.com/photos/ewGMqs2tmJI

The Don’ts: These are usually the easiest to list because we can all think back to a bad presentation that we attended. 

  1. Start on time and end on time.  Nobody wants the presentation to go longer than expected.  Presentations usually stand between the attendees’ lunch/end of the day/break/next presentation.  Take a clock with a large screen to set it up in front of you so that you can keep tabs on the time.  Aim to end about 3-5 minutes earlier to allow for questions. 
  2. Avoid tangents.  Be clear on what you plan to present on and what attendees can expect to learn.  Tangents usually happen when attendees ask questions or somehow you go off script.  Some questions are totally on point and support your presentation.  Others, not so much.  Before you answer questions be sure the questions and answers support your presentation.  Refer to #1 above. 
  3. Never comment on the font size.  If you need to comment on the font size being hard to read for those in the back row, you have too much information on a slide.  Slides are meant to be highlights, not what you should be saying. Use the notes section in PowerPoint instead for your script.   If a slide takes longer than a couple seconds for the attendees to comprehend, it’s too much information.
  4. Do not read your slides.  Attendees came to learn from you, not to attend story hour where they are read to.  At times it may be necessary to read a direct quote from your slides.  Keep the reading of the slides to a minimum.  
  5. Do not talk fast.  You should come to your presentation prepared to fill your time slot, not race through your slides because you have too much to cover.  Refer to #1 above. 
  6. Do not use Clipart.  Clipart generally looks pretty 1990’s, outdated, and cheesy.  Avoid the clipart all together. 
  7. Do not whine.  Tired?  Sick?  Do not bring either up.  Do your best to be upbeat and enthusiastic as possible.  Your attendees are at your presentation to learn, not to listen to you complain. 
  8. Do not turn your back to the audience.  The Queen of England has a rule that you always face her out of respect.  Do the same for your attendees.  A brief glace to the presentation behind you is fine but keep it very brief. 

The Do’s:  Think back to an awesome presentation you attended.  What did you enjoy the most? 

  1. Do start and end on time.  Being mindfully of your attendees’ schedules shows respect. 
  2. Do Answer attendee questions.  Before you answer an attendees’ question, determine if you should take time answering the question at that point or if you should ask the attendee to chat with you after the presentation.  If you need to talk about the question afterwards, always acknowledge the question when you respond by thanking the attendee for asking the question and admit that you will need to chat afterwards.  Remember #1 above. 
  3. Do think minimalist when you create your slides.  Less is more.  Keep your slides clean and simple.  The attendees should not get lost on where to look on a slide.  Research suggests that it should take less than 10 seconds for the attendees to comprehend a slide regardless of the complexity of the topic.
  4. Do determine your top 3-5 points that you want attendees to learn in advance.  You are not going to be able to cover 100% of your topic in 50 minutes.  Identify 3-5 points that you believe every attendee should learn and remember about your topic. 
  5. Do identify the ‘What’s in it for me?’ for your attendees.  Connect to your attendees.  One way that I recently connected with my attendees is to specifically call out their department during my presentation.  Of course, what I was saying was positive and supportive, it helped keep everyone focused on the topic by relating it to areas that they worked with daily.  Your presentation should mirror a story. 
  6. Do make your presentation title a Tweetable title.  In less than 140 characters, your attendees should know what they should expect to learn from your presentation. 
  7. Do Practice, Practice, Practice.  When you deliver your presentation, you should have practiced enough that just a quick peek at the slide will remind you of what you planned to say. 
  8. Do move around a little.  Avoid standing behind a podium.  Get out in front of your audience and move a little bit.  Don’t move around like a toddler on a sugar rush but move a bit.  In addition to physically moving, make eye contact through out the presentation.  Look at the attendees when you speak.  It makes the presentation a bit more personal. 

What would you add to the do’s and don’ts list?