KATHY ARCHER
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My Favourite Books of 2019

31/12/2019

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Make reading a part of your 2020 leadership plan!

Ongoing growth and development is a critical component of leadership! You should be reading! Maybe you think you don't have time. Make time! Seriously. Create tiny pockets of time that you can read or listen to a book. It will change both your leadership and your life!
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​📚My Favourite BOOKS of 2019 📚
LEADERSHIP
  • Lead Yourself First: Inspiring Leadership With Solitude - Raymond M. Kethledge, Michaell S. Erwin
  • Theory U: Leading From The Future As It Emerges - C. Otto Scharmer
​

EMOTIONAL INTELLIGENCE
  • How Emotions Are Made: The Secret Life Of The Brain - Lisa Feldman Barrett

 
WILLPOWER
  • The Marshmallow Test: Mastering Self-control - Walter Mischel

 
GOAL SETTING AND HABITS
  • The Highly Sensitive Person - Elaine N. Aron
  • Atomic Habits: An Easy & Proven Way To Build Good Habits & Break Bad Ones - James Clear

 ​
AGING & MENOPAUSE
  • Flash Count Diary: Menopause And The Vindication Of Natural Life - Darcey Steinke

 
SPIRITUALITY
  • Seeker Of Stars - Susan Fish
  • The Shack - WM Paul Young
  • The Bible
​
AND MORE
  • Talking To Strangers: What We Should Know About The People We Don't Know - Malcolm Gladwell
  • The Courage To Be Disliked: How To Free Yourself, Change Your Life And Achieve Real Happiness - Fumitake Koga, Ichiroo Kishimi
  • The Subtle Art Of Not Giving A F*Ck: A Counterintuitive Approach To Living A Good Life - Mark Manson
  • A Million Miles In A Thousand Years: What I Learned While Editing My Life - Donald Miller
  • The Moment Of Lift: How Empowering Women Changes The World - Melinda Gates
  • Quiet: The Power Of Introverts In A World That Can't Stop Talking - Susan Cain
 ​
YOUR TURN: What made your list of 2019 books?
​Comment below and tell me what books I should put on my 2020 reading list!
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3 Strategies to make time for Personal and Professional Development
​
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3 Strategies to make time for Personal and Professional Development

16/8/2019

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YOUR QUESTION:
Kathy, How do I find the time to be the best leader I can be? 
  • You have all of these wonderful courses and worksheets, but I struggled to fit it all in.
  • What would you suggest I do to find the time to grow myself as a leader?

MY ANSWER BELOW:
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What this question says about you:
First, I applaud you for the question 
What that tells me is that you have a desire to be your best self and that you recognize that there's room to grow. That's true for all of us. None of us is perfect. None of us will ever stop growing. 

What that also tells me is that you have a growth mindset. You are willing to put time and effort into growing and developing yourself to be your best self.
  • The opposite of that would be a fixed mindset, which says; I'm stuck just as I am.With a fixed mindset, you believe that you can't change, grow or develop. That often leaves you feeling like a victim and acting like a martyr...Not fun!

Instead, you are choosing to be Response-Able...choosing to make a difference in your life — Bravo for you ​
Personal and professional development is your path to success in leadership and life! 
MY ANSWER
Now, how to find the time to do some of the work to grow and develop yourself.
Things to consider:
** You will never FIND time. You need to CREATE time.
We all have the same 24 hours in a day. It is what we choose to do with those 24 hours that makes the difference for each of us.
  • You have to prioritize in some tiny way growth and development.

** The time doesn't have to be perfect
We often think it has to be the perfect time with the right pretty journal and candle lit beside us. Nope.
  • If you keep waiting for the ideal time, you'll never do it!

** It doesn't have to be a big chunk of time
You don't need a full hour to do personal development work. A few minutes here or there will keep you moving forward. Certainly, you'll want more substantial chunks of time to do some of the work. But you can also do parts of it in smaller segments.
  • You'll find a mix of both short and longer timeframes works best.

** You may need to be creative
This goes back to the perfect time idea. We often have a vision of what reading or journaling looks like. Don't think it has to be that way. 
  • I've read books while stirring a pot on the stove. 
  • I've watched videos while straightening my hair in the morning. 
  • I've jotted notes down on the back of an envelope about ideas that have come to me hours after reviewing a lesson.
 What it means is you need to find opportunities that already exist. ​
3 places to create time to do the work necessary for growing and developing yourself as a leader
1️⃣ Make use of existing downtime
The best example is all of the times in your life when you are waiting! For example:
  • Waiting for your kids to finish their extracurricular activity or while they are at the dentist. 
  • Waiting for a meeting to start
  • While on transit or driving

2️⃣ Look at current time wasters / time fillers 
Consider changing what you do during some of these times:
  • What you could better do with the time you currently spend watching T.V. or scrolling through your favourite social media app.
  • How many times do you go back and check the same email without responding?What if you set aside specific times for checking email and specific times for doing your personal development work?
  • How much time are you complaining that you don't have time, rehashing what's not working for you and your team or shuffling piles on your desk?
What could you do to be proactive about creating time for growth and development with these time-wasters?

3️⃣ Carve out time
Find 15 minutes 4 times a week here in these spots (That's a whole hour each week!!)
  1. Get up 15 minutes earlier one day to journal
  2. Make time on a lunch break for 15 minutes of reading
  3. Schedule 15 minutes in the evening to watch a video
  4. Plan 15 minutes on the weekend to organize your notes, schedule time in for the following week and respond to a question in the online program.

Tada....
YOU just CREATED a whole hour each week to work on developing yourself!
?WHOOOOO HOOOOO!!!! ?

Personal and professional development is your path to success in leadership and life! 

Do this right now.
✅Schedule at least two 15 minutes into your next week to begin the work you need to be your best self!
You'll be thankful you did!
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Ongoing training to grow women leaders in ​?? Canada's Nonprofit Organizations.

​Not a member of The Training Library yet? 
​
​Join for $19.97 and enjoy a monthly webinar plus a library of courses to support your ongoing personal and professional development that is affordable and easily accessible!
Discover the details here
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How to stop trying to do it all and START focusing on priorities

13/7/2018

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Do you find that most days you feel as though time is slipping away and you aren't getting done the projects you know are priorities? I am not talking about the emergencies that pop up. I'm talking about the things you really know you need to get at!
​
What often gets in the way of those priority but not crisis projects is when we try to do it all. 

In this training session, you’ll learn 3 shifts that you can make to stop trying to do it all and start focusing on priorities.
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Watch this session on YouTube here

LINKS from today's session
  • Join the CONFIDENT WOMEN LEADERS COMMUNITY here:
  • My top 7 Productivity Books GUIDE SHEET
  • Productivity Tips and Resources
  • Create your plan to get out of Survival Mode
​
Find MY BOOK - Mastering Confidence: Discover your leadership potential by awakening your inner guidance system
  • On AMAZON → http://amzn.to/2EuMmht
  • Get my book FREE on Audible → https://bit.ly/2wOoSEJ​
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Love your days more when you do this...

2/2/2018

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Most women have a love-hate relationship with their jobs. Sadly at the end of your days, you may feel more of the frustration than the passion. If you want to turn that around, watch this Facebook Live session to learn to "Love your days MORE!"
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LINKS from this session

Although DESIGN YOUR IDEAL DAY is finished, head on over to THE TRAINING ROOM and discover new sessions that my be just what you need today!

Find the right GUIDE SHEET for you
​
Join the CONFIDENT WOMEN LEADER'S Group here

Find MY BOOK - Mastering Confidence: Discover your leadership potential by awakening your inner guidance system
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Do this now to find peace in your days

23/1/2018

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Olympic medals are not won on race day. They are won by countless trips to the gym, day-after-day.
In the same way, you don’t write down a goal to be a better leader and magically become that leader someday.
Instead, you take tiny actions day-by-day.
But what actions?
in this Facebook Live session learn more about the thing you need to schedule in now, to find more peace in your day always. 

Don't forget to grab the Guide Sheet - My Favourite Productivity Books!
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LINKS from today's session
  • Discover how to DESIGN YOUR IDEAL DAY - is over, but check out all of the other resources in The Training Library
  • Get the GUIDE SHEET: Productivity Books
  • Join the CONFIDENT WOMEN LEADER'S Group here
  • Find MY BOOK -Mastering Confidence: Discover your leadership potential by awakening your inner guidance system
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The solution for “I hate my life”

1/11/2016

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​THE PROBLEM:
​The problem is you are unhappy with your day-to-day life, but you don’t know how to change it.
  • You never get through everything you want in a day, you feel as if you aren’t getting anywhere
  • You are so exhausted by the time you get home, that you can’t enjoy life.
  • You feel trapped or stuck and don’t know what to do.
  • Thus, you moan to your spouse, your girlfriend or your mom.
  • The voice in your head is stuck on “I hate my life!”
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THE CONSEQUENCE:
​The consequence of staying trapped can be stagnation, frustration, and bitterness. It can become quite unhealthy for you, your team and your family as the effects spill out around you. Perhaps you’ve already noticed this. Especially, if you, like many, have been bogged down for weeks, months or even years.

 
THE SIMPLE SOLUTION: The solution is to change it. Getting from where you are now to where you want to be is quite simple, right? You just figure out where you want to go and start moving in that direction. It sounds simple perhaps in theory, but we all know, it is not always so easy in real life. At times, getting there can seem downright impossible.

Click here and learn how to BUILD A PLAN to get out of survival mode!

MY STORY:
I know that place of stuck all too well. Time-and-time again I have found that I am once again feeling stalled. I realize I’ve been working hard, but getting nowhere, except worn out. You know that feeling too right?
 
I learned that instead of staying stuck forever, it was when I paused long enough to realize what was going on that I had some great insights. Through conscious pondering, I was able to figure out what I needed to do to get from where I was, to where I wanted to be. Giving myself that time to think allowed me to do a little bit of a pivot in a new direction.
 
That slight shift of direction helped me to create a new strategy to accomplish what I was looking for. With that plan in hand, I was able to proceed forward, despite challenges, opposition and with the fear and doubt that are ever present.
 
THE COMPLETE SOLUTION:
​The key to success has always been a plan. It is the deliberate understanding of what I need to do next, and perhaps even after that has gotten me, and can get you too, through the challenges that are inevitably in front of us when we want a different experience of life going forward.
 
A plan is a roadmap that helps you to move from where you are now, to where you want to be. Think of it as your guide that shows you the next step when you get lost or disoriented. Without it, you might just end up going around in circles. In fact, I believe many of us do that daily. Around-and-around the hamster wheel of life we go, never really getting anywhere.
 
A plan isn’t just simply saying I don’t want this, but I do want that. A well thought out, comprehensive plan includes the steps you need to take and addresses potential challenges and roadblocks that you will face. The truth is, it going to take time and effort to get to your destination. You will need to work at it step-by-step. To be successful, you need to build a thorough plan. 
AN EXAMPLE:
When I decided to return to school for my degree, it took 8 years and countless hours of study time. I had to stay focused and set my parental guilt aside while my husband handled the kid’s bedtimes and homework. The commitment required a ton of work to overcome inner saboteurs voices that threatened to stop me dead in my tracks.
  • My plan helped me to focus on what was in front of me. My strategy was to attain my degree slowly and steadily: One course at a time. I strategically planned which courses I was taking and in what order, matching it up with what else was going on in life. I took a couple if semesters off to recharge. I kept the end goal in mind when doubt, fear, and hesitation crept in. I also knew, what chapter I was reading, what paper needed to be completed and what I needed to do, that evening, and perhaps the next. Both the long-term vision and the daily steps of the plan were crucial to my success.

Click here and learn how to BUILD A PLAN to get out of survival mode!

DEVELOPING YOUR PLAN: 
​Moving from the trapped place of overwhelm, doubt or spinning your wheels to feeling happy, confident and advancing forward each day with purpose, takes effort, time and persistence. It is not easy. The truth is, it can be quite difficult. What makes getting back into motion easier, is one secret ingredient that is often missed. Wishing, hoping and begging will only take you so far. To get the rest of the way, you need that plan.

 
If it’s time for you to jump off of that crazy hamster wheel and move forward, then it’s time for you to develop your plan.
DON’T GET CAUGHT IN THE HAZARDS: 
​If you are like many women, you develop a plan to change your life, only to have it all fall apart just a short time later. That’s because you likely made one of the critical mistakes most women make when trying to develop a plan to change their life.

 
I want to make sure you are successful moving forward. To help you out with this, I’ve developed a list of the 5 mistakes women make when trying to change their life. I’ve also included the “fix” to those mistakes, so you don’t get caught. To get those 5 mistakes, just click here, and I’ll send you the report.
 
Remember, the plan is critical. However, it must be a comprehensive plan to work. Take the time, don’t make these mistakes, and build your plan today! When you do, you’ll find yourself getting unstuck. Instead, you will be moving forward with clarity and purpose. ​​

Click here and learn how to BUILD A PLAN to get out of survival mode!

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Be More Productive - Remove This From Your TO-DO List

6/7/2016

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NOW YOU CAN LISTEN TO THE BLOG!
I'm testing this out, to see how many of you might like to listen to my blog posts.
Click to link below you can hear this week's post.
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TO-DO lists are typically looked at with angst. We detest the very sight of them. They are distressing and endless! However, for most of us, to-do lists are also indispensable. They keep us on track and ensure we do get things done. If you want your TO-DO list to be a productive tool, though, you need to keep it manageable.
 
The question then becomes: How do you trim your TO-DO list?
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The wrong thing to put on your list
​If you want to tame your TO-DO list, you must remove repetitive items. When you stop entering tasks on your list that you complete on a regular basis, you will see your list shrink dramatically. Culling your list in this way makes your TO-DO list become your welcome friend rather than fearful foe.
 
Removing the routine items
Cyclical tasks happen on a cycle. For example, you might prepare a program schedule every week and review your budget once a month. These intermittent, but regular items do not belong on your to-do list. Routine items should instead be entered into your schedule.
Book appointments with yourself
​Most leaders only use their agenda for meetings and appointments with others. They may list other things they need to do during the day in their agenda, but only as bulleted points. What I am suggesting instead is that you enter routine items into a time slot in your schedule with a beginning and ending time. The routine task should be entered into your schedule as an appointment with yourself.
 
The dreaded monthly stats task
Let me give you an example.  Many managers need to do monthly statistics and quarterly reports. This means that every month you pull together a bunch of charts, forms, and spreadsheets. Laying them all out on your desk, you compile data into a report that goes off to the powers that be.
 
For most leaders, this data compilation is not a fun task.  Leaders put it off and delay doing it until the last moment. I venture to guess that most leaders tend to get it done by either staying late or finishing it on the weekend. 
 

This chore gets done on a manager’s own time because the manager never placed it a priority.  Oh, I know they may put it at the top of their TO-DO list! But that didn’t mean it came before other fires needing put out. Since the monthly statistical collection wasn’t put in as an appointment, it did not get completed during the regular daytime hours.
Move it from TO-DO list to your agenda
​These kinds of routine things need to put into your agenda.  You need to schedule a regular appointment with yourself to get done the things that need to get repeatedly done. 
  • Thursday from 9 am to 11 am – Monthly Stats
 
Set it up as an appointment
  • Appointments with yourself get entered into your agenda and blocked off as busy times.
  • No one else should be able to book an appointment with you during this time.
  • Treat those times just like you would treat any other meeting:
    • When it comes to the time, you do the task.
    • You don’t allow interruptions.
    • You don’t answer the phone, the door or your email.
    • You do the work you said you were going to do.
But what if something more important comes up?
If something else comes up and you can’t do the task during that time, then you need to rebook the time.
 
If you erase it, then you must replace it.
Jay Papasan
 
Rebook it if you can't do it
That means if you cannot do the work when you said you were going to then you must find another time slot in your calendar to replace it with.  Again, routine tasks should not be something that you then take home with you for homework. 
  • Compiling timesheets, writing reports, reviewing budget are all part of your workload. 
  • They are not extras. 
In such, you need to treat them with the same importance as anything else.
​Your TO-DO list taming homework:
  1. During your weekly planning, review your TO-DO list.
  2. Put a check mark beside anything that is a regular or cyclical task.
  3. Take those items and schedule the appropriate amount of time into your agenda.
  4. Stick to those times and complete the task in that time slot.
  5. If you can’t do it, re-book it.
A manageable looking TO-DO list
What this leaves is a manageable TO-DO list for you to prioritize. It won’t be quite as scary to look at the items left. When you have 20 minutes of time, you can scan the list and see what can be done.
 
Remember to schedule routine tasks
Keeping your TO-DO list to a manageable size requires you to be mindful of what you enter on to it. Schedule routine items into your agenda. That way regularly occurring tasks will get done on time. This will also leave your TO-DO list smaller, more inviting to scan and way easier to keep up with. 

QUESTION:
How many items did you move from your TO-DO list to your schedule? Does your TO-DO list look more manageable now?
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3 Productivity Hacks Guaranteed to Boost Your Mood

28/6/2016

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I don’t know about you, but when I am less than productive, I am grouchy!

I get irritable when I get behind. Interruptions annoy the crap out of me. Not only do I get short with others, but I also beat myself up.
  • Another lost day Kathy!!!
  • You didn’t get to that again?
  • What is wrong with you?
  • Seriously Kathy! Is it that hard to stay focused? 

At times, it is in fact, very hard to stay focused! But it doesn't always have to be.
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Unproductive days = Bad mood
You too likely feel this level of irritation on less than productive days. You also know the consequence of how an unproductive day can spill into your evening. Being terse with your staff is certainly not optimal, but a cutting remark with your child can leave you feeling inept in the parenting department. Adding to the guilty parent syndrome is insomnia.  As you lay there ruminating through your list of undone tasks, the cycle begins again. The pressure increases the next day, to more, in less time.

Turn that frown upside down
This all too familiar cycle was the norm for me for years. The more determined I got in the last few years to meaningful work, the more necessary it became to be productive. Changing a few things has made an incredible difference for me. I still have less productive times, but they are fewer and farther between. I end most weeks ticking everything off of my weekly list.
​Planning + Prioritizing + Hacks = Productivity
The last couple of weeks I walked you through my method of weekly planning and prioritizing. This week, I’m giving you 3 productivity hacks that will help you take that weekly and daily to-do list and get them done. The result, you can shut off at the end of the day knowing you completed what you needed to. Being productive at work frees up your mind and your energy to shift into the rest of your life. Feeling upbeat when you come home at the end of your workday results in a much more enjoyable evening with your loved ones!
 ​The 3 Productivity Hacks Guaranteed to Boost Your Mood

1. Batch Similar Tasks
Batching refers to doing the same things at the same time. It also relates to completing similar types of activities back-to-back. 

You likely already know that multitasking is ineffective. That is because your brain can only do one thing, at a time. Multitasking is when you are trying to switch from one to another. The problem is, it takes your brain a bit to catch up. 

Remember Newton’s law: An object in motion stays in motion? The same happens with your brain. When you are focused on performance reviews and then switch to opening up an Excel spreadsheet with budgets on it, your brain is still moving in the direction of staff growth and development. It takes effort to stop that train of thought and switch to thinking about numbers. Don't work your brain so hard. Batch similar items together, so your brain is going in the same direction.

Another benefit of batching is reduced preparation and cleanup. If I am working on one project, I have files out, and binders flagged, There are a multitude of windows open on my computer. I won’t lie to you; it’s a mess. To shift to a different project, I either have to spend time cleaning it all up (only to pull it all out again tomorrow) or open folders, books, and tabs on top of the current mayhem. Starting something new before finishing the old adds to the clutter. Both of these options make a messier workspace. They also take up more time. Batching items together cuts down preparation time and minimizes clutter.

When you are working on a project, stick to it. Batch projects together to keep the brain focused, save time, and eliminate clutter. Here are some examples:
  • Return several phone calls one after the other. When you hang up the phone, jot down a couple of notes, about what needs to be completed as a result of that call. Then make the next call. When you finish 3 or 4 calls, go back to your jotted notes. Do the follow up on them such as entering appointments into your schedule, adding items to your to-do list or following up with an email all at once. 
  • Schedule all of your supervision meetings with within the same day or two. Develop a routine of prep, conversation and follow up, so it flows from one meeting to the next.
  • Set aside the chunks of time to do your monthly budgeting so that you can get it all done at once sitting or one or two days without having to switch projects.
  • When you’re working on compiling statistics, schedule that over the same period. Perhaps that’s over the course of the day or over to three days. Binders, spreadsheets, and stay concentrated on that task,
  • Schedule meetings on the same day. If you’re already out of the office, consider what else needs to get done on that day? Tend to all of your out of the office activities such as errands when you are already travelling.
​2. Make the best use of your productive times

First, figure out when your most productive times are
  • When is your energy highest?
  • When are you best able to focus? 
  • What time of day are you least likely to get interruptions? 
  • When do you have the most willpower to fend off distractions?
For most of us, this is in the morning. It may that 30 minutes before everyone else shows up. It could also be the hour after everyone comes in and then disperses. 9:30 – 10:30 am could be a golden hour for you. 

Second, know the tasks necessitating your peak focus
Typically, just like in school, the things that require that level of diligence are reading, writing and arithmetic. If you need to read over and digest a report, you’ll need high focus. Composing a letter, a review or proposal are duties that demand attentiveness. It goes without saying that for most of us, spreadsheets call forth a need for concentrated attention as well.

Finally, use your time wisely
Schedule the activities requiring intense concentration into the times that you are best able to focus. I think I say this in every blog post….don’t do email first thing! Save email as a before lunch activity when you are already a bit fried. Do your reading, writing, and arithmetic when you need peak energy, focus, and willpower.
​3. Minimize and eliminate interruptions
Create your environment, so you are least likely to be interrupted
  • Turn your phone off. Put do not disturb on. Leave your phone on the other side of the room or in a different room.
  • Shut the door. Put a note on the door; “Do Not Disturb.”
  • Put headphones on
  • Close all other programs and windows on your computer.
  • Tidy your desk closing files, books, etc.

Set your boundaries
Get clear that you’re unavailable and for how long. 
  • I’m going to set aside 9 – 10 am each morning for focus time
Communicate that to those around you
  • Correspond via an email to key staff or explain your intentions at a team meeting.  
  • Ask for their assistance. Not only can they ward off anyone headed in your direction, but also they can be available for emergencies. 
Return the favour for them when they need productive times. 

Reinforce your boundaries
Practice what you’ll say to people when they interrupt you. 
“I will time at 10:00 am. Right now I am focusing on these reports needing to be completed. If it’s important before then, Crystal can help you out.”

Be strict ---> with yourself
You are your own worst enemy. Your lack of focus comes more often from inside than outside. Focus requires an incredible amount of willpower. Read these blogs to discover more about staying focused.
Productivity results in elevated mood
If you don't want to find yourself with lingering grouchiness as you walk into your home, get productive. Follow the plan and prioritize method I've shared. Then add these hacks to your week. You'll find yourself not only more productive but much happier too!
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Turn Your To-Do List From Your Enemy into Your Friend by Asking These 3 Prioritizing Questions

22/6/2016

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​Lengthy To-Do lists are paralyzing!

The endless list of tasks, all which seem important, blurs in front of us. Flabbergasted at the daunting chore of prioritizing, we play it safe. Many of us then default into checking email one more time. By averting the cursed To-Do list repeatedly, we not only get further behind but more and more disheartened.
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​It's the norm for most of us
Ask any leader and you’ll likely hear a similar response. 
  • My To-Do list never ends. 
  • I’ll never get through it. 
  • Just when I think I get caught up, all hell breaks loose. 
To-Do lists become the enemy. 

Stop fighting with your To-Do list
Rather than your To-Do list being your foe, let me show you how it can be your valuable assistant. By prioritizing your To-Do list into some semblance of order, it can become a tool working for you, instead of a threat against you. Last week  I walked you through a weekly planning session that had you develop a list of tasks for the upcoming week. Take the list you made and prioritize it by asking yourself the following 3 questions.

3 Questions to ask when prioritizing your To-Do list
1. Will this item move my/our annual goals or quarterly projects forward? 

We spent too much time focusing on urgent things. The pressing things are what appear to be dangerous fires. In reality, they are simply decoys. These seemingly critical duties keep us swamped and distracted from the work that is truly going to move us and our organization forward.
"I have two kinds of problems, the urgent and the important. The urgent are not important, and the important are never urgent.
Dwight D. Eisenhower
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When we zoom out, getting a broader view of our To-Do items we see a different perspective. This refocusing allows us to see that sometimes a To-Do item that doesn't seem as urgent is actually a higher priority. Identify the items on your To-Do list that connect to your annual goals and quarterly projects. These should be moved up in higher on your list

2. Does this To-Do list task need to be done before you can do something else or ahead of someone being able to begin his or her part? 

Some tasks sequentially build upon each other. You may need to do one element before the next. People may be waiting for you to complete your assignment before they can do their chunk. If you don’t do this thing, you become the bottleneck for a project moving forward. It might take you twenty 20 minutes, but it could set in motion a whole bunch of other things. 

Keep your eye out for little things fall into this category of being progressive tasks. You may have to break one task in two to see the full effect. For example, “Part A” might be scheduling a block of time into your agenda next week to work on a project.

Making “Part A" scheduling time a priority this week, you will give yourself the capacity to do “Part B”, working on the project, next week. If you don’t prioritize making an appointment with yourself, you will find that another week we’ll have gone by without finding time to work on the project.
​3. How does this task measure up with the energy and time slots I have available this week? 

Not all jobs are equal and not all segments of time on your calendar are alike. Some tasks require considerably more brainpower and sometimes the open slots in your agenda are times that you will have diminished brainpower. Be cognizant of how you match these two.  

For example, I strongly suggest not spending the first part of your morning on email. The first hour of your day is when you are most refreshed and typically are better able to tackle projects that require a higher degree of focus and concentration. When you are looking at prioritizing your To-Do list, and you notice that have a chunk of time early in your day, schedule the project that requires you have a high level of concentration and energy for it. 

If however, you have an hour at the end of your day available, slot in cleaning out your inbox at that time. Use lower energy times to return phone calls, have quick project update conversations with your team or putting papers or files in order.
​Make use of the questions
Use these 3 questions to prioritize your weekly To-Do list and your accompanying schedule. Look at what you realistically needs to get done this week and move it to the top of your list. The rest can stay on the list perhaps and get it done if you truly have the time. But make sure the top priorities get done first. How do you do that? You get done the priories items by then moving prioritizing your daily To Do’s.  
​3- minute daily prioritizing
At the beginning of each day, spend three minutes identifying the top three priority To Do items for that day. Yes, only three! 

It isn’t that you can only do those three things, rather those are the 3 mandatory things you must get done. 

Make a separate sticky note, highlight the To-Do’s, or in some way identify that they are your top three items for the day. Then, ensure that these things get done to the best of your ability before 11 AM.  

If you truly want to be more productive and successful at getting done the most important things, get your top three done every day.  When you do, you will find things move forward much quicker for you.
Putting it all together
Remember to look at last week’s post on planning.  In it, I walk you through the steps in how to pull out all of the To-Do’s items for in a weekly planning session. Each week, take your list and line it up against the following considerations: 
  1. Will this item move my/our annual goals or quarterly projects forward? 
  2. Does this To Do list task need to be done before I can do something else or ahead of someone being able to begin his or her part? 
  3. How does this task measure up with the energy and time slots I have available this week? 

Follow the plan and find your friend
Use these questions to help you create a weekly To-Do list that assists you. Your To-Do list becomes your friendly reminder of what is truly important. Use it to guide you each day, to pull out your top three To-Do items you need to focus on. Follow these steps and your peers will be wondering how suddenly you are accomplishing so much!

Question: What were your top 3 To-Do items for today?
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The 20-minute weekly planning habit

17/6/2016

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​Do you find each week you intend to get a lot done, but mournfully realize that when Friday hits you’ve barely touched your own to do list? Instead, you accomplished a lot of things that other people added to your to-do list. In the process of reacting to everyone else’s demands you didn’t get the assignments done, you wanted to. Miserably, you note that some of the unfinished items on your list were crucial tasks to move important projects forward that were truly important to you and your team. 

Trust me, you are not the only one who feels like this at the end of your week. 
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Too much reacting rather than responding
​Leaders spend more time acting on requests from others than completing their own priority tasks. The sense of urgency to solve everyone else's problems leaves a manager feeling as though they spend their days chasing fires and never getting anywhere. If you want to get off that hamster wheel and do more of your essential work, then you will need to be more intentional about what you are doing with your time rather than reactionary.

Critical to begin with planning
It is critical that you start each week by planning your week. Before you get caught up in chasing everybody else’s plans and agenda for you, you must reorient yourself to what are priorities for you. By setting aside time each week to lay out what you want your week to look like, you will have better control of what actually happens.  

​Get your head out of the sand
Weekly planning sessions allow you to pull your head out of the sand. While it is important to put your head down and get work done at times, a leader's critical function is to lift their head (and their organization’s head) up and get a bigger picture view repeatedly. Weekly planning time is this head up, expansive view of the bigger picture. This time allows the leader to put things into perspective for them and their organization. 
​Refocus
Weekly planning allows you to get projects, plans, and tasks into focus again. From this outlook, you can choose how to respond to your week rather than frantically reacting to whatever shows up in your inbox, at your door or on your desk. Creating a habit of weekly planning puts you back in control and moving forward, rather than running around and around.
​3 Steps to creating a weekly planning habit  

1) Schedule a weekly time slot into your agenda
First set aside time each week to do your planning. Schedule it into your agenda and stick to it. Depending on your level of responsibilities and your style, you will need 20 minutes to an hour. 
  • ​Find a time that works best for you. 
    • Some people prefer Sunday evenings others Monday mornings. Others will end their week setting up the upcoming week doing it last thing on Friday.
  • Set clear boundaries
    • Be fairly rigid with those around you that that is your time to plan. Even more importanly, gets strict with yourself. This is planning time and planning time only!
      • DO NOT let anyone or anything interrupt this time
      • Do NOT book anything else in that slot. 
2) ​Develop a list of action items for the week
A) Review annual goals
  • What is your program or company working on for the year?
  • What personal goals have you set for yourself as a leader?
Identify which tasks you might have to tackle this week that will move those goals forward.
Example:
  1. Your company is looking at reducing short-term disability, Perhaps you need to schedule a meeting with the working group for the short term disability strategy
  2. You are working on your conflict resolution skills. You may also have a chapter to read in a book you purchased on conflict.
Write those down as action items.
B) Review quarterly projects
Next look at the quarterly projects you have on the go where are you at with each of those? What needs to be done to move the project forward? Again add items to your to-do list.
  • If you are in the middle of planning your annual staff retreat you might have to research venues.
C) ​Review last week’s agenda
Look at the previous week’s agenda and identify items needing to be carried forward into this week.
  • Maybe you had a meeting with someone and were going to connect them to another person. Note the need to send a connecting email to the two on your to-do list. 
​D) Review your upcoming appointments
Finally look at the upcoming week. Review your agenda meetings that are coming up and conversations that need to happen. Once again continue adding to your to-do list.
  • If you have a staff meeting on Thursday, you may need to compile the agenda to send out to the attendees. 
Dealing with the big list of items
You should now have a list of things you want to tackle in the upcoming week. For some of you, this might feel a bit overwhelming. For others, it might be refreshing. One way to look at it is that you now have everything out of your brain and in one place. There will be less of a chance of forgetting things or having things lost in the shuffle. 

Dumping everything onto this list, from this big picture perspective is in itself, helpful. It creates a roadmap for your week. This plan also you to set boundaries with others when they are trying to take your time. You can align their request up, with what remains on your to-do list for the week. From there that you can make an informed choice rather of what to do than react to what’s thrown at you.


3) Creating your plan
From this list of action items, create your plan for the week.
  • Prioritize which things need to be completed first. I will provide more details on how to do this step in next week's blog.
  • Delegate certain items.
  • Group tasks together that you can get done in one sitting.
  • Notice which items you aren’t as important in the bigger scheme of things. They may get moved down to the bottom of the list only completing them if you have time.   
Make weekly planning your priority
Setting aside time to plan your week puts you on track to having a more productive week. Choose when you want to do this, then schedule planning time weekly into your agenda. During the identified time review your annual goals, quarterly projects, the previous week appointments and upcoming week’s schedule. From this analysis create a list of tasks you want to accomplish. Stay tuned next week, for how to then,  prioritize that list. 
QUESTION: While this all sounds great, I'd love to hear your objections to doing this each week. What might get in the way? How would you work around that? Make a comment below.

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