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“Creating Successful Leaders”

Category Archives: Advice from a Life Coach

April 19, 2023 From Busy to Productive: 5 Steps to Take Control

We rush about our days, furiously trying to accomplish more and more, yet we often feel like we’re getting nowhere. If this resonates with you, it could be time to re-evaluate your approach to productivity. Here are five steps you can take to turn busyness into productivity.

Engage in Big-Picture Thinking

Too often, we approach our days in a reactive manner: racing to answer emails, putting out (figurative) fires, and responding to tasks. Instead, try shifting your focus to the bigger picture: what are your goals? What is your motivation? What would success look like? Take a few moments to review what you’ve accomplished in the past, the challenges you faced, and the progress you’ve made.

Simplify

Are you spending too much time on low priority tasks? Take inventory of the tasks that have filled up your days. Ask yourself what is the most meaningful thing you could be doing right now to reach the goals you’ve set for yourself? Ask yourself, “What am I avoiding?” Consider eliminating tasks that don’t support your larger goals. Reduce distractions and simplify.

Start the Day with a Plan

Rather than just diving into whatever tasks are right in front of you, take a few moments to plan out the day. Look at your bigger goals in the context of the day, and make a plan for which tasks will help you get closer to those goals. Give yourself permission to be realistic and start small. Determine what’s worth the effort and what can be left until later.

Say No

Be willing to say no to new tasks, even if you feel pressured to take them on. Respectfully decline projects that don’t work with your personal vision, goals, abilities, or current bandwidth. If a project conflicts with your goals, feel confident enough in yourself to say no.

Focus on Projects, Not Hours

If you’re told you have to sit at your desk for eight hours no matter what, you’ll likely pace yourself so you fill those eight hours exactly. This reminds me of how goldfish will grow bigger or remain small, according to how big their fish tank is. You have no motivation to work efficiently if you’ll be sitting in that chair for eight hours, no matter what.

On the other hand, if you focus on the project at hand (instead of hours), you’re more likely to work efficiently and effectively to complete it in a timely manner.

Turning busyness into productivity is not an easy task, but it IS achievable. Start by looking at the bigger picture, simplify, start your day with a plan, say no, and focus on projects instead of hours. With a few shifts in mentality, you can foster a much clearer and calmer workflow.

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

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April 12, 2023 How to Capitalize on High Energy Moments

Photo by Kenny Eliason on Unsplash

Everyone has a pulse…and I’m not talking about the beating of your heart. Your “second pulse” is the rhythm you experience throughout the day—your ebbs and flows of energy. Some people get a burst of energy in the morning; others experience this in the afternoon or evening. And then there are times when you feel depleted and distracted—stretches of time during the day when you’re not performing at your peak.

In his book When, researcher Daniel Pink calls these daily lulls your “troughs,” but you can also think of them as your valleys or low points. Since it’s difficult to do your best work during a trough, it can be beneficial to focus on relatively simple busy work during these periods. Save the high-engagement, creative, high-stakes work for the times when your energy is high and you’re feeling motivated.

Here are 4 ways to do that:

Pay Attention

For most people, a daily trough occurs in the afternoon. Our concentration begins to slip, we grow tired, and it’s difficult to think on our feet or be terribly creative. But everyone’s different! That’s why it’s important to pay attention and begin to understand when you’re energized, and when you’re simply not.

You may also notice that your energy tends to increase or decrease during certain days of the week (e.g., low-energy Mondays vs. productive Thursdays) or during certain events (e.g., at the beginning of a new project). If you’re feeling energized, take note! And if you’re not, pay attention to that, too.

Block Off High Energy Times

If possible, block off high energy times on your calendar so no one can bother you during your peak moments. This may require setting a few healthy boundaries and saying “no” to some things (that 8 a.m. meeting), but your efforts should quickly pay off. Additionally, if you get into a pattern of consistently blocking off a certain time period for deep, intense work, your brain will start to anticipate and recognize that this is a time for high productivity.

Batch Tasks

If you’re feeling energetic and creative, take advantage of the moment by batching several tasks that can be done in one sitting. Approaching several tasks at once gives you the opportunity to take advantage of the momentum of your high energy moments and finish more in less time. Plus, you don’t have to waste time switching gears and starting up again if you’re feeling tired or disinterested.

Break It Up

If you find that the task in front of you is too daunting or complicated, don’t be afraid to break it into smaller, manageable pieces. Doing so will enable you to take advantage of moments when your energy is high, without feeling overwhelmed. It’s also a great way to ensure that you’re still making forward progress on large tasks even when your energy is low.

It’s important to pay attention to your daily energy flows and use them to your advantage. If you’re feeling energized, embrace it and tackle tough projects. If you’re feeling drained, that’s OK too – use that time to check off items from your to-do list or catch up on emails. By acknowledging the natural rhythms of energy that come with the passing of time, you can make the most of your high energy moments and effectively manage the ones that are lower.

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

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April 5, 2023 Do You Overuse “I’m Sorry”?

As young children, most of us were taught good manners. Say please and thank you. Ask for permission. If you mess up or hurt someone, say, “I’m sorry.” While these lessons can be very helpful, sometimes they carry over into adulthood a little too strongly. Specifically, many of us end up apologizing for things that do not require an apology.

What do I mean?

Let’s say you’re in a meeting and someone presents incorrect data. You’re very familiar with the data that should have been presented, so you decide to speak up. Your inclination might be to say something like, “Sorry, but I have to weigh in here…” or “Sorry, but those numbers aren’t quite right…”

Who are you apologizing to? And why?

In truth, there’s no need to be sorry. You’re helping out the team by providing the correct data. The word “Sorry” makes it sound like you did something wrong or hurtful, when that isn’t the case. Instead, you might rephrase your statement to, “I’d like to provide some additional information…” or “If I may, I’d like to offer a different perspective…”

You also don’t need to apologize for technical difficulties, asking someone for clarification, or missing work due to an illness (or a child’s illness). Instead of saying, “Sorry, my microphone wasn’t working,” say, “Thank you for your patience while I dealt with tech issues.” Instead of saying, “Sorry I can’t come in today,” say, “I appreciate your flexibility.”

Why Do We Over Apologize?

There are a few different reasons why we might find ourselves overusing the word “Sorry.” We might be apologizing out of politeness or because we don’t want to impose on other people. We may not be sure of ourselves and feel like we need to back our statements up with an apology.

In some cases, apologizing too much can actually weaken our arguments. It gives off the perception that we are unsure of our statements, even if that’s not the case. It also takes away from our confidence and makes us come off as less assertive.

Women are especially guilty of “over apologizing.” A study by the University of Waterloo in Canada shows that women apologize much more frequently than men. The reason, they say, is because men “have a higher threshold for what constitutes offensive behavior.” Women, take note! Speaking up during a meeting probably isn’t offensive. Having a different opinion, or showing up a few minutes late, or sneezing during a meeting isn’t offensive.

Taking Back Your Power

If you feel that you overuse “I’m sorry” in situations that don’t require an apology, take a step back and analyze your speech patterns. Pay attention to how often you use the word and if you’re using it when it’s unnecessary.

From there, try to change your language. Instead of apologizing, opt for phrases like “Thanks for understanding” or “I appreciate it.” You’ll sound more confident and in control of the discussion. Plus, it won’t take away your power or make it look like you’re trying to diminish your authority.

It is important to understand when an apology is necessary, and when it is not. Being aware of our language and speech patterns can help us realize if we are overusing the phrase “I’m sorry.” Changing our language to sound more confident and in control can be a powerful tool for assertiveness, and re-phrasing our statements with phrases can help us take back the power in those situations. Practicing these techniques can help make sure we know when an apology is truly necessary.

MARGARET SMITH IS A CAREER COACH, AUTHOR, INSIGHTS® DISCOVERY (AND DEEPER DISCOVERY) LICENSED PRACTITIONER, AND FOUNDER OF UXL. SHE HOSTS WORKSHOPS FOR PEOPLE WHO NEED CAREER OR PERSONAL GUIDANCE. 
CHECK OUT MARGARET’S ONLINE LEADERSHIP COURSE. 

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