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Journal

You Want What, When?!

11/21/2019

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Have you ever noticed a lot of the productivity experts who say "it’s ok to say no", and "you need to create margin in your work day", are self-employed?

Um….I’m playing catch up here, but with no boss (or bosses) isn't that a whole lot easier to do? What about the rest of us who have senior management asking us to chase after a variety of shiny objects, and personnel we are trying to support through the latest flu outbreak?

The fact is, it’s really hard to say no (or even career limiting) even though the benefits it would bring are undeniable. We can’t control when a boss, or customer, will come to us with a problem or request. The good news though, is we can control what we do from that moment on. The chaos and disruption that occurs around us doesn’t have to influence how we respond to it. As a matter of fact, it can’t. Our health and welfare depends upon it.

To be our best selves doesn’t mean to drop everything and jump on the latest emergency that has been tossed into our lap. It does mean to focus on what matters at that moment, and have a system by which you can capture and process new items in an effective and efficient manner. There are many ways to do this, and even more people offering advice. Here is the routine that works for me:

Morning
​
  • Respond to urgent tasks/issues​
This could either be carry over work from the previous day, or acknowledgment of new items just received (usually via email, occasionally voicemail). I perform triage to determine urgency and set the stage for next steps, take whatever action might be needed, or provide updates to work already in motion.
​
  • Creative/Deep thought work
For me, mid morning is when I’m typically at my best. I’m sufficiently caffeinated, the initial fires of the day have been dealt with, and I can spend concentrated time on work which is more complicated or mentally intense. Often, I can dedicate at least 90 minutes of generally uninterrupted time to the day’s more challenging tasks. That would include things like:
  • Presentations
  • Brainstorming
  • Projects

Lunch

Here is when I take a bit of a break and recharge a little. I almost always have brought my lunch in so I’ll eat in my office, and wrap up any loose ends from the morning work. After that, I’ll go outside, or somewhere nearby, to walk and clear my mind.

Afternoon
​
  • New tasks/issues
After my walk I’ll dedicate the early afternoon to the non-urgent work (as determined from morning triage) from the previous day or new items that came in today. If a new item should come in that is high priority I’ll take immediate action as described earlier.

  • Administrative tasks
Mid afternoon is dedicated to performing the functions that come with the managerial title: one-on-ones, filling out expense reports, attending meetings, etc. This is intentional as my energy level is starting to diminish at this point, and typically these type of tasks require less creativity.

  • Follow up on necessary items
Late afternoon is dedicated to follow up and communication. I’m looking for updates others are providing, and reviewing my body of work for any end of day changes which may need to occur.
​
  • Finalize and prepare for tomorrow

Before I walk out the door I take another look at my email, voicemail etc. to ensure nothing has slipped through the cracks. It is at this time I make a list of the top 3 issues I want to address in the morning. This allows me to not waste time tomorrow determining where to begin.

So let's be honest. This routine doesn’t prevent the shiny object chase or any of the other thousands of interruptions which could and will occur. Things happen which require changes to be made, and new priorities to be established. What I have found though, is while this system doesn’t prevent the craziness it prevents me from becoming crazy right along with it. There is a sense of calm and order knowing I’ve got a game plan and general structure to see me through the day.

One last piece of advise. Coffee. Always coffee.


Side notes that make the system work:
  • All items are captured in Zenkit (online tool for task and project management work similar to Notion) which allows me to easily update and keep track of everything. All outbound communication is sourced from here.
  • I send an acknowledgment of receipt on all incoming items in order to establish a sense confidence. I also provide daily updates on all items unless I've stated a specific time it will occur.
  • I have an inbox zero policy. This means I’m reviewing all emails upon receipt, and I’m not using my inbox as a task list. This does require effort outside of the office, but long gone is the traditional view of an 8-5 job that has a defined beginning and end.
  • Meetings pop up all the time. To the extent I can, I’ll schedule during the Administrative task period or in between work periods (ie - after "Respond to urgent tasks/issues", but before "Creative/Deep thought work")
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5 Career Tips

11/13/2019

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We love lists...Christmas lists, bucket lists, task lists. Even Arya Stark* had a list.

*Game of Thrones confession: I actually liked season 8.

Lists are tricky though. They try to convince us life and success can be wrapped up in a few simple steps. If we can just accomplish what's on the list all will be good. Happiness and contentment are just a few checkboxes away.

Of course, it’s never that easy. The reality is lists represent a beginning. An initial structure of clarity and focus to begin the pursuit we are targeting, rather than a final roadmap to our destination. That’s because every moment is fluid. If we stay so locked into the lists, we lessen our ability to pivot and consider other variables as they present themselves. However, if we consistently vet and groom our lists, we can then make intentional and purposeful decisions throughout as new information, problems, and opportunities arise.

With all that being said, I was asked recently what would be my top 5 career tips for someone starting out. A career tip list if you will. I think the following is a good place to start.


  1. ​Network with as many as people as you can; particularly those displaying the characteristics you admire or even envy most. That means getting out of your comfort zone and approaching people in an open, humble, and honest manner. You might be of the opinion, as I once was, hard work alone produces the rewards. It doesn’t. Get to know those individuals who are different than you.
  2. Don't consider your work life different or separate from your personal life. You are not two people. Values and intentions are foundational and need to show up no matter what you are doing, or where you are doing it.
  3. Being bored or complacent is a warning sign. If you experience either or both, it’s time to make a change. That doesn’t necessarily mean looking for a different job. That could also mean volunteering for work outside of your comfort zone.
  4. Keep a running list (yes, I get the irony here) of significant or meaningful accomplishments and credentials. This can serve two purposes. First, it makes writing things like resumes and reviews so much easier. Trust me, at some point, someone will ask you to detail out your accomplishments for the past year. Secondly, it provides you the opportunity to identify gaps and areas of improvement in your portfolio of work.
  5. Don't ever consider your work, or worth, less than someone else’s, or somehow they are more important than you. Every job and person is meaningful. Determine what can you learn from them, and what can you share with others. Sometimes, the learning may even take the form of what not to do. Contribution and value are not dependent upon age, title or salary despite some people telling you otherwise. They are, however, dependent upon effort. Make sure yours is evident.
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