KATHY ARCHER
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It's not Time's fault! How to get through your leadership to-do list

8/9/2023

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​​If you are like most leaders, you've been here:

You have a precious break in the day, so you look at your endless to-do list.
All tasks seem important, but you scan the list, looking for the priority items you can knock off in a few minutes. As you glance at each item, you make a mental note:
  • I don't have time to do that.
  • I still have time for that, so I can do it later.
  • I'm waiting for Angela's part. I can't do that.
  • That's not even my job. I don't know why I still do it.
  • I'm not in the right space to do that.
  • I don't even know how to do that.
  • Ugh, I hate doing those!​

Your to-do list is like an emotional roller coaster
In the time it takes to scan down the list, your emotions move from overwhelmed to anxious, then annoyed and doubtful, ending with discouraged.

Pushing the to-do list aside, you begin scrolling through your inbox without realizing you've avoided doing anything on the list and, as a result, get further behind and more disheartened 😩

I get it. I've been there many, many times too! In fact, if you are like most leaders, you have a lengthy to-do list that haunts you into the wee hours of the morning and, honestly, will never get done.

But why is it that we will never get through our to-do list?

💥The reason your to-do list will never get done is twofold

REASON # 1
First, it's a disorganized list that is more of a holding place than a completion place.
  • Your to-do list is a storage place for everything they should, might, and want to do, but without delineating between the items.
  • Your to-do list is a bunch of projects and tasks all jumbled together without any indication of which tasks belong with which projects and in what order.
  • Your to-do list is not only your tasks but embedded in between are things others need to do.


REASON # 2
Second, we look at the list as items that need time to be completed, and we blame lack of time as the enemy 😡 ⏰

It's way more complicated than just not enough time.
For example, look at your to-do list and consider:
  • Who else is involved in the tasks
  • The level of complexity in the tasks
  • How confident do you feel about taking on the tasks
  • What else is happening around you, such as distractions, projects, clients, what's going on in your personal life, and, of course, world issues
  • Your energy level, physical well-being, mental clarity and emotional capacity
 
Without taking all of that into consideration, our to-do list becomes an impossible challenge, and time becomes the enemy. But time is getting a bad rap. ❌ It's not ⏳ time's fault.

The time available to complete tasks is only one small factor in managing our to-do list. There are other things to consider. Below are three steps to help you manage your to-do list with much greater success👇🏻

QUESTION: How do I get done, what matters on my to-do list?
ANSWER: You create order and awareness.

1) First, start by prioritizing your to-do list into some semblance of order
That way, your to-do list can become a tool working for you instead of a threat against you. 
  • Use the 3-step weekly planning for leaders who want to get done what matters most

2) Next, let go of inappropriate expectations of your to-do list
You change expectations of your to-do list by shifting your mindset from believing your to-do list is a list of things that need doing to a holding place for projects and tasks.
  • David Allen's book Getting Things Done will help you make this mindset shift.

3) Finally, move a few key items to each day's agenda, plan or priorities
When you only have three things to get done each day, you will check them off with greater speed and satisfaction. 
  • Use the Eisenhower Matrix to help you prioritize what you should be working on today.
But we are still overlooking something

That covers the tactical side of getting through your to-do list. But there is something bigger that needs addressing.

🐘 The elephant in the room is the emotions you felt when you scanned the list. 
  • Jobs you hate doing can make you feel unmotivated, and there is a good chance you'll struggle to get them done. 
  • Tasks that you don't know how to do can leave you feeling unsure about where to start, doubtful you'll be able to pull it off and have a way of rearing imposter syndrome. 
  • When you know it's someone else's job, not yours, your resentment may get in the way of getting it done.

Your emotions play a big role in productivity
Many of us are unaware of our feelings, let alone how our emotions affect our productivity. We can choose our responses better by slowing down and getting a better awareness of what we are experiencing and how our emotions distract us from getting done what matters most.

If you want more help with this, read this next: Why Your Emotions Are Sabotaging Your Productivity
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​If you've been meaning to
  • grow yourself
  • become a better leader
  • learn to keep your composure
  • get better at having those tough talks
  • figure out how to finally do supervision right

​NOW is the time to plan HOW you will do that 👆🏻 growth.
  • If you need a place to start, The Training Library may be a good resource for you.
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6 Powerful Tips to Conquer Distractions as You Lead Your Nonprofit Team

9/8/2023

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​Ugh. Interruptions!

They would linger at my door, peek 👀 in, and ask if they could ask a quick question...45 minutes later, I'd be trying to figure out where I was on the report, which took another 15 minutes to get settled back in, only to be interrupted again.

You've been there, too, even if it is virtually. The rings, dings and pings never stop and constantly distract you. As a leader, your team relies on your guidance and support. However, frequent interruptions from team members seeking advice or addressing concerns can disrupt your workflow.​

​Creating an environment that allows you to focus and be uninterrupted is essential for maximizing your productivity as a leader in a nonprofit organization. Here are some effective strategies to help you minimize and eliminate distractions.

1 - Address Urgent Client Needs
Let's address this first. In small nonprofit organizations, clients in crises often require immediate attention. While it's crucial to prioritize their needs, it's equally important to establish your boundaries to prevent them from becoming constant interruptions.​
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Where possible, designate specific times during the day to address urgent client matters and communicate these time blocks with your team and clients. 
  • Yes, even in your nonprofit, you could incorporate 10-minute standup meetings to highlight and plan for any potential crisis.
​
​Empower your team to handle initial client inquiries. This allows you to focus on more complex or high-priority cases. 
  • Sometimes, a simple "You've got this. I know you can handle this. If you need an ear, your team members can offer valuable suggestions."
​
​2 - Set your boundaries
Get clear that you're unavailable and for how long ⏳
  1. I'm going to set aside 9 – 10 a.m. each morning for focus time.
  2. Identify in your Calendar "Administrative Work" so it helps you and others understand that you are doing work, just a different kind of work.
  3. Request your team's support in respecting your boundaries and ask them to redirect any non-emergency matters to a designated person or time.

3 - Communicate your boundaries to your team
  • Tell your people via email or explain your intentions at a team meeting. Be clear that you are designating focus time and do not want to be interrupted during them. 

👽 BONUS: Check out the CHATGPT-generated email at the end that you can use as a draft to communicate to your team)

  • Ask for assistance from key team members like your team lead or administrative support. Not only can they ward off anyone headed in your direction, but they can also be available for emergencies. ​
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  • Return the favour for them when they need productive times. Don't interrupt them, either!

​4 - Reinforce your boundaries
Set up your workspace in a way that discourages interruptions. Use visual cues to communicate your availability and to signal your focused state.
  • Shut the door
  • Close your blinds 
  • Put headphones on
  • Put a "Do Not Disturb" note on the door

​5 - Deal with interruptions
​Not all interruptions are avoidable, so handling them effectively is important. Before allowing someone to interrupt your focused time, assess the urgency and importance of their request. This post might help you:
  • How To Know If It's Worth Letting Someone Interrupt You - 3 steps
When interruptions come, don't let them in:
  • "I will have time at 10:00 a.m. Right now, I am focusing on these reports that need to be completed. If it's important before then, Crystal can help you out."

​​6 - Be strict ---> with yourself. You are your own worst enemy.
​Recognize that your internal distractions can often be more challenging than external ones. Your ability to stay focused requires willpower and self-discipline. Be mindful of your tendencies to get sidetracked and implement strategies to combat them.

​Recognize that your internal distractions can often be more challenging than external ones. Your ability to stay focused requires willpower and self-discipline. Be mindful of your tendencies to get sidetracked and implement strategies to combat them.

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.
​
Moving Beyond Procrastination: 3 Powerful Strategies to Empower You to Take Action
​3 Productivity Hacks for Leaders that are Guaranteed to Boost Your Mood
Get rid of the distractions in your line vision
  • Close all other programs and windows on your computer.
  • Tidy your desk closing files, books, etc.

Deal with your phone
Your phone can be a significant source of distractions. Take control by:
  • Turning it off
  • Put it on Do not disturb
  • Leave your phone on the other side of the room or in a different room

​By distancing yourself from your phone, you create a physical separation that reduces the temptation to engage with it and allows you to focus more fully on your work.

​Remember, creating an environment that minimizes distractions requires conscious effort and consistent practice. By implementing these strategies, you can establish a productive work environment that empowers you as a leader in a nonprofit organization.
​Check out this letter to help you communicate your boundaries👇🏻

BONUS: CHATGPT Generated Email to send to your staff
Do you need help communicating your boundaries to your staff?
Use the following CHATGPT Generated Email to send to your staff as a draft to help you send a clear message. 

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ​​

Subject: Establishing Focused Time for Enhanced Productivity and Reduced Interruptions

​
Dear [Team],

As we continue our mission to positively impact the lives of those we serve, I wanted to share an important update that will help us enhance our productivity and efficiency while addressing interruptions effectively.

Recognizing the value of uninterrupted work time, I am implementing a new practice of setting aside dedicated, focused time for each of us to tackle our tasks and responsibilities without unnecessary interruptions. This will enable us to dive deep into our work, foster creativity, and accomplish more meaningful results.

During these focused times, I kindly request your cooperation in refraining from interrupting one another unless it is an urgent matter that requires immediate attention. By respecting these boundaries, we will be able to maximize our productivity while ensuring that critical client needs are met in a timely manner.

To support this initiative, here are a few guidelines we will follow:

1. Clearly Communicating Availability: Each team member will communicate their preferred focused time slots, which will be shared with the entire team. This way, we can plan our schedules and interactions accordingly, reducing unexpected interruptions.

2. Utilizing Email and Collaboration Tools: Non-urgent queries or updates can be effectively communicated via email or collaboration tools like Slack or project management platforms. This way, we can address them at a time that is most suitable for our focused work.

3. Prioritizing Urgent Matters: For urgent client or organizational matters that cannot wait, we will maintain open lines of communication. However, I encourage everyone to assess the urgency and importance of requests before interrupting a team member during their focused time.

4. Empowering Autonomy: Let's foster a culture of autonomy, encouraging each team member to solve challenges independently whenever possible. This will not only build our problem-solving skills but also reduce unnecessary interruptions for guidance.

5. Respect and Support: As we embark on this new practice, let's demonstrate respect and support for one another. Celebrate achievements and milestones while understanding that focused time is crucial for personal growth and delivering exceptional results.

By embracing these guidelines, we will create an environment that supports our collective success and allows us to meet the needs of our clients efficiently. I trust each one of you to contribute to this initiative and maintain a positive and productive work environment.

If you have any questions, suggestions, or concerns regarding this new approach, please feel free to reach out to me directly. Your feedback is always valued and appreciated.

Thank you for your commitment to our organization and your dedication to making a difference in the lives of those we serve. Together, we will achieve remarkable outcomes and continue to be a force for positive change.

Warm regards,

[Your Name]
[Your Position]
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3-step weekly planning for leaders who want to get done what matters most

5/7/2023

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Are you a nonprofit leader who finds you intend to get a lot done each week but mournfully realize that when Friday hits, you've barely touched your to-do list? 😒

Instead, you accomplished a lot of things that other people added to your to-do list. While reacting to everyone else's demands, you didn't complete the assignments you wanted to work on. 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 urgency to solve everyone else's problems leaves a manager feeling like 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, you must be more intentional about what you do with your time rather than reactionary.

⭐️ It is critical to begin with planning
You must 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 over what happens 👏🏻

​You must get perspective 👀
Weekly planning sessions allow you to pull your head out of the sand. While putting your head down and getting work done at times is crucial, a leader's critical function is to lift their head (and their organization's head) 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. 

​You need to refocus your time and priorities
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 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

 1️⃣  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. You will need 20 minutes to an hour, depending on your responsibility level and style. 
 
Find a time that works best for you. 
  • Some people prefer Sunday evenings, others Monday mornings. Still, others will end their week setting up the upcoming week, doing it last thing on Friday.

Set clear boundaries
  • Be relatively rigid with those around you; that is your time to plan. Even more importantly, 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. 
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2️⃣ 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 must tackle this week to move those goals forward.

📝 Write those down as action items.

For Example:
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.


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?

📝 Write those down as action items.

For Example:
If you are planning your annual staff retreat, you might have to research venues.


C) ​Review last week's meetings
Look at the previous week's schedule and identify items needing carrying forward into this week.

📝 Write those down as action items.

For Example:
You may have met with someone and meant 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 meetings that are coming up and conversations that need to happen. Once again, continue adding to your to-do list.
 
📝 Write those down as action items.

For Example:
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 feels 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 chance of forgetting or losing things 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 allows you to set boundaries with others when they are trying to take your time. You can align their request with what remains on your to-do list for the week.
  • 🧐 From there, you can choose what to do rather than react to what's thrown at you.

3️⃣ Creating your plan
From this list of action items, create your plan for the week.
  • Prioritize which things need to be completed first. 
  • Delegate certain items.
  • Group tasks together that you can get done in one sitting.
  • Notice which items you are less critical in the bigger scheme of things. They may get moved down to the bottom of the list. Only complete 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. Review your annual goals, quarterly projects, the previous week's appointments, and the upcoming week's schedule during the identified time.

☑️ From this analysis, list tasks you want to accomplish. 

But it won't work 🤦🏼‍♀️
If you read this and thought, that's lovely, but it doesn't work that way in the real world, I'm with you 💯
Even with the best of intentions, things have a way of getting in the way 😕

But is it things...or yourself?

In The Emotions of Time Management course, you'll learn why those strategies alone won't work for you.

✔️ We'll uncover the emotions that hold you back and help you make those strategies work for your unique situation.

✔️ You'll discover how to overcome hidden commitments that get in the way of getting done what matters most so that you can get done what matters most.

Learn more about The Emotions of Time Management here.


You can do this! 🙌🏻
You can get more organized, on top of things and get done what matters most. However, it will take a bit of intentional digging into what gets in your way, and that's often what's happening inside you. Thus, you must do the inner work!
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​Start with the system, then notice what gets in the way of the system working. That's where The Emotions of Time Management come into play. It's the inner work you must do to be the best leader you can be!
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Why Your Emotions Are Sabotaging Your Productivity

31/3/2023

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Do you often struggle to get everything completed on your to-do list? Unfortunately, there is always too much to do, and many nonprofit leaders, perhaps you included, feel overwhelmed, overworked and overextended.

NOT HELPFUL: Just learn to manage your time better
Most of us blame this on our workloads, jam-packed calendars and the crazy amounts of external stimuli around us. There's always another meeting to attend. Something is always being added to our to-do list, and the notifications keep reminding us that we have another message, email, or request.

How on Earth is anyone supposed to get anything done with all of that going on?

The solution to this always comes back to being better at prioritizing and time management. And while these are essential strategies and tools to learn, there's an underlying reason why they are often less than effective. In truth, prioritizing and time management can help, but they may not be enough!


HELPFUL: Learn to manage your emotions that are sabotaging your productivity.
In truth, it's our thoughts that slow us down. Our mental chatter 🤯 often encourages us to procrastinate and distracts us from what matters most. Our thoughts keep us distracted!!!

The word "distracted" has its origins in the Latin word "distractus," which means "drawn apart" or "divided."

For most of us, this means being unable to pay attention to the task at hand, focus on what we should be doing or concentrate on the job in front of us. As a result, we feel divided and wish we could clone ourselves to get more done!

Perhaps we need to become inDISTRACTable, as Nir Eyal advocates in his book "InDISTRACTable: How to Control Your Attention and Choose Your Life."

Eyal explains that being "distracted" is not just a product of external factors but also internal factors such as our thoughts, feelings, and beliefs.


Becoming inDISTRACTable

Eyal defines distraction as "the action of derailing attention from what we intend to do" and argues that becoming "indistractable" requires understanding why we become distracted in the first place. 

Eyal identifies four primary triggers of distraction: 
  1. Internal triggers - such as boredom, anxiety, or stress
  2. External triggers - such as notifications or alerts
  3. Traction - the opposite of distraction, when we are fully engaged in an activity. If you are deep into a conversation with someone, you've got traction there, and it may be keeping you from another task.
  4. Distraction by deception - when we deceive ourselves into thinking we are being productive when we are actually engaging in unimportant or irrelevant tasks. Think about how often we do this when we repeatedly clean our inboxes! This is similar to the busy work we need to stop doing, according to Eisenhower's Urgent/Important Matrix. I help you understand how to use this in The Emotions of Time Management course.
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It's time to gain some TRACTION
I want to focus on the words traction and distraction to help you become more aware of how your thoughts are getting in the way of your productivity. Consider how Eyal describes the difference here:

The Opposite of Distraction is Traction.
  • A distraction is something we do that moves us away from what we really want.
  • Traction is an action that moves us towards what we really want.
The difference seems obvious, but distraction has a sneaky way of tricking us.


Get clear on what the emotional connection is
If you struggle to get things done, it's time to look at what is distracting you. The emotional connection to a task may be what's holding you back.
  • It's the thoughts that get in your way of getting those things done, not the lack of time or other responsibilities you have.
  • It's what you believe.
  • It's what you value.
  • The emotions you have attached to that thing that you should be doing distract you from it.


Work through the Inner Guidance Cycle to identify what is going on 

How do you deal with emotional distractions?
You work through The Inner Guidance Cycle!

You PAUSE and do self-reflective exercises. 

You take time to PONDER, exploring those thoughts and beliefs and the connection they have to what's on your to-do list.

When you ask yourself what am I being distracted from, go deeper than the task you see at the surface level. Ask yourself:
  • What emotions does this task bring up for me? 
  • What values come into play here. 
  • Am I aligned with my values?
  • What's the story assumption or expectation that I have that might be getting in the way?

When you explore these thoughts, feelings, emotions and triggers, you'll figure out why you've been avoiding them. That's PIVOTing your perspective.

That shift in thinking helps you to take the action that moves and allows you to gain traction and do what you know you should do, aka PROCEEDing.


Unpacking thoughts, emotions, and beliefs in action

Listen to this podcast if you want to hear a beautiful example of this in real life. Brene Brown is being walked through the Immunity to Change Model by Lisa Leahy.

In the episode, Brene discovers her blind spots and hidden biases that she wasn't aware of until she went deeper.

Immunity to Change Podcast, Part 1 of 2
Immunity to Change, Podcast Part 2 of 2


Do the inner work to become more productive
It is absolutely true that we all have too much to do and will never get it all done. We must learn time management strategies and be excellent at prioritizing. ⭐️ But to go along with that, we also need to learn to manage what's happening in our heads. 

PAUSE to do the inner work.

PONDER and explore what's going on inside your head

When you do, you'll find shifts in your perspective, allowing you to PIVOT

Then you can PROCEED with courage doing what you know you need to do most.

Learn more about The Inner Guidance Cycle here.
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​Are you ready to transform your approach to time management? Join "The Emotions of Time Management" course designed exclusively for women leaders in nonprofit organizations. In it, you'll:

1- Master Proven Time Management Strategies: 
Learn 3 powerful time management strategies

2 - Identify Hidden Roadblocks: 
Uncover the emotional barriers holding you back from effective time management
​

3 - Create Lasting Change: 
Learn practical tools and actionable steps to integrate time management practices into your daily routine

Learn more about 
The Emotions of Time Management here
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This is why pausing was good for nonprofit leaders and for me

18/10/2022

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Are you a nonprofit leader who loves learning but doesn't have much time? If so, podcasts are a great way to get snack-sized bites of wisdom during times when it's "ok" to multitask. There are many valuable podcasts for nonprofit leaders. If you have a favourite, comment below so we can all learn from each other!

Did you know that I produce a podcast? I do! However, it's been on hold for a few months, but guess what? The latest episode of the podcast is out 👏🏻

It's been seven months since I released the last podcast episode. I certainly did not expect to take that long of a pause. However:
  • It's been good!
  • And needed!
  • And I learn some lessons from the pause👇🏻

Lessons Learned:
The first lesson I learned is that things often take longer than expected. I, of course, thought it would only take a couple of months, but it did take a little bit longer 😉

There are four other lessons I take away from the extended pause that I share in this week's episode of the podcast.
🎙 To hear those four other lessons, tune in here.

Catch up on the faves
If you are new to my work or have yet to listen to other episodes, below are some that you might be interested in.

Podcast Episode Favourites

One of my favourite conversations was with Elizabeth Bishop
# 45 - How to regain your passion for your nonprofit work

One of the top listened-to episodes is
Episode # 42 - How to have brave board conversations with Heather Terrence

And another favourite of listeners is
Episode # 33 - Permission for Ambition with Anna Gordon

If you are having a crazy day, try this one:
Episode # 26 - Wellness Tips for Overloaded & Overwhelmed Women Leaders

The most listened-to series of episodes:
  • Episode # 1 - Fundamentals of Leadership
  • Episode # 2 - Managing Yours and Your Teams Workload
  • Episode # 3 - Managing Others
  • Episode # 4 - Managing yourself for increased composure

I'd also love to hear what you would like me to share in future podcast episodes. 
  • What do you want to learn more about from me? 
  • Whom do you think I should bring onto the podcast to interview? 
Comment below so I can add your ideas to my list of podcasts to produce. 

And in the meantime, happy listening!

p.s. Don't forget to share your favourite podcasts below
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4 easy steps to keep your nonprofit productive on projects over summer

14/7/2022

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Are you anxious about losing momentum over the summer on some key projects and initiatives that your team is working on? As employees move into summer mode, the ability to keep things rolling can be challenging and trying for leaders.

Fear not! Here are 5 ways to use summer to gain momentum rather than lose it.

I'm distracted before holiday time
When I am getting ready to go on vacation, the final working days are focused on tying up loose ends so that nothing unravels while I'm gone. My mind is on red flags and potential hotspots. I am not focused enough to be able to sit down and do the deep thinking that is often required on larger projects.

I'm trying to get caught up when I get back
Upon returning from vacation, the following days are dedicated to putting out any fires that arose, catching up on the office happenings and trying to clean out my inbox. Unfortunately, once again, I am not usually in the right frame of mind to be able to dig deep on a project.

The day or two before we leave on holiday and certainly the days after 
we come back are often considered write-offs for most people. Combine everyone's time off, and it seems like a lost few months.

Therefore when someone is away for a week, it feels like you've lost two weeks to focus on a project. Add to that the sunshine, ice cream cones and the kids being out of school as distractions, and it's even harder over summer to get anything done at the office. So it's easy to see how we can lose momentum in team projects as people alternate being away for summer vacation. 

A leader can choose to see summer differently
As the leader in charge, it can be disheartening for you to see a project come to a standstill. However, projects do not have to get derailed over the summer. When you step back and see the gift in this shift of office rhythm over summer, you can put it to good use!

Summer schedules can allow more focused project time
The truth is you can accomplish a lot over summer because there are fewer distractions in many ways. In summer, there are fewer people in the office, fewer meetings and generally a slower pace. Use this to your advantage to get ahead on some of the components of the project.



5 ways to use summer to gain momentum 
rather than lose it




1️⃣ First, break the project down between group
and individual tasks


A meeting between two people can be more effective than a large group meeting. 


👥 A duo can:
  • get ideas rolling
  • outline options 
  • create a starting point for the larger group to work from. 


🙋‍♀️ Individually, you can:
  • Review the material instead of waiting until the meeting and asking someone to explain it to you. 
  • Identify questions and email them to people so they can prepare their answers. 
  • Complete research
  • Prepare statistics
  •  Draft specific written portions of the work
 


2️⃣ Block off time to work on the project


Our role as leaders is often mentoring. Therefore, summer is an excellent time to show how to get things done despite the season. Typically our calendars are less scheduled in the summer. As a result, it's easy almost to get almost lazy as we go through days. 

📆 Schedule time into your calendar
When you block off a set time to work on a project in your agenda, it gives you the ability to focus during those 2 hours. 

🗣 Communicate your intentions
Tell those around you that you are unavailable and not to disrupt you. Treat the time you have identified as if it were a meeting with another person. This not only keeps others from chatting with you but adds in the layer of accountability. By clearly identifying to others that we are working on a project, you tend to feel more motivated to stay on task. After all, if you say you are working on it, you should have something to show for it after. 

🙋‍♀️ Get others to participate
Ask participants on the team also to identify a block of time or times when they are working alone on the project. Have them identify what precisely they will be doing during that time. Ensure they commit to their part by a specific date. 

✅ Keep everyone accountable
Hold each other accountable for what you say you will be working on. Set conversation times with others for the afternoon when it is easier to get derailed. Perhaps meet out at the picnic table or do a walking meeting. Getting outside will infuse creativity and innovation into your conversation and give you some time to enjoy all that summer has to offer.



3️⃣ Set realistic goals for summer



Start by looking at a calendar and people's schedules to determine how much time you have to work on the project over the summer period. 

  • Identify how many hours ⏳ you truly have to work on the project.
 
  • Consider what you can accomplish 🤔 with that amount of time
 
  • Write down your 📈 plans and targets. Be specific about:
  • The smaller project components
  • Who's responsible for which parts
  • Deadlines, due dates and targets


🖥 Put the summer plan and targets in a place everyone has access to. Having identified targets to work on keeps people motivate and on board.



4️⃣ Build in frequent review systems



Review is a critical component of goal achievement. It keeps people aware, engaged and interested. Listed below are some ways to develop a review system for your team.
  • Use online project management software such as Trello, Basecamp, Clickup or Asana to keep track of the parts of the project, persons responsible and deadlines. 
  • Use a Google or Microsoft document that all team members have access to, allowing you to keep track of what parts have been completed and what needs reviewing. 
  • Have weekly 10-minute conference calls for whoever is in attendance to update what is happening. Have them recorded so others can listen to them when they return from holidays to keep up to date. The key is these review sessions need to be very short and entirely on task. 


Get excited and lead your team to a productive summer
Please don't throw up your hands now and say it's useless to get anything done this summer. Instead, give yourself a knowing smile as you:
  1. Set the intention that you will get more done this summer.
  2. Get clear on what you are doing to do, when and who's responsible.
  3. Choose to lead productively through summer rather than give up.
  4. Make sure you and your team set a date for celebration to acknowledge the focused concentration over the summer!

What will you do to keep the momentum going in your summer project? Hit reply and let me know!


Is it time for you to work on you?
Is summer a time when you want to recommit to your learning journey, set your personal and professional goals, and get started on the next steps? You may be interested in this series of training in my membership site The Training Library 
  • COURSE: My Training and Growth Annual Analysis: 
  • WEBINAR: Create Your Quarterly Goal Setting & Planning Strategy
  • WEBINAR: Develop your personalized curriculum for Leadership Development
  • WEBINAR: Quarterly Review
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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
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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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Motivate You & Your Team

1/6/2016

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If you are struggling to get moving on a project or finding a lack of motivation in your team, you need to figure your the “why” behind the task. You need to discover your motive.
 
A motive is something that causes a person to act such as:
  • Fear
  • Money or
  • A swift kick in the butt
 
At work, those truly aren’t the best motives. Even money doesn’t work to encourage people.
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​What does work to get motivation?
Getting connected to why you need to do what you need to do is the strongest motivator there is. If we can’t understand the importance of what we are doing, connected to the bigger picture, there is nothing to pull us forward.
 
Many of you have heard the following parable. I think it’s worth repeating here:
A man came upon a construction site where three people were working. 
  • He asked the first, “What are you doing?” and the man replied: “I am laying bricks.”
  • He asked the second, “What are you doing?” and the man replied: “I am building a wall.”
  • As he approached the third, he heard him humming a tune as he worked, and asked, “What are you doing?” The man stood, looked up at the sky, and smiled, “I am building a cathedral!”
​What is your team's cathedral vision?
We need to connect the brick we are each laying at this moment to the cathedral we are building together. You need to do this for yourself and your team. They need to understand why they are doing the task in front of them. People want to know they are part of something bigger. They want to know their part matters to that larger vision.
 
Dig for your "Why" by writing
The way to connect everyone to that larger vision is to spend time excavating the “why.” Set aside 5 minutes to ponder the questions listed below. Write your answers. Yes, write them down. The act of writing will completely transform this exercise from a waste of time to saving incredible amounts of time. If you don’t believe me, I dare you to try it. Then, tell me below if I was right or wrong.
The questions to ponder
When you are struggling with a lack of motivation, write down the answer the following questions:
  • Why bother doing this?
  • What is important about this?
  • Why does it matter that we get this done now?
  • What is the change that will happen if we do this?
  • How is this project connected to what our team loves to do?
  • What is the incentive behind this?
  • If we do this, what happens next?
  • How does completing this project move us forward?
  • What is the driving force behind this initiative?
I swear if you take 5 minutes to write down the answers to these questions you will save yourself and your team hours of frustration. If you take 15 minutes to do this exercise with your team, look out! You’ll be in for some incredible insights.
 
Motivate by finding your "why"
When you are struggling with motivation, connect to the reason you are trying to do the work in front of you. What is the desire, urge, or inspiration to do the task? Why bother? Take time to write down answers to questions that help you to open up your thinking. Save yourself time and frustration by investing in connecting to your motive. You’ll spark that motivation in both you and your team.

Question:
When you actually wrote down the answers, what did you discover?
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Getting 'er Done (BIG Project Tips)

20/5/2016

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​Distractions and disruptions can mean disaster for big projects! 

Don’t let that happen to you. If you focus on the following three tips, you’ll find you can ditch distractions, diminish the disruptions and delight in what you can accomplish.
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I was afraid I wouldn't get it done
​I am working on finishing up my first book. I wrote it in between traveling, speaking, coaching, and teaching as well as my day-to-day tasks of running my business. The fear that I was going to be able to pull it off with such a full schedule prompted me to develop a completion strategy. 

To finish the book amidst potential derailment from everything else going on, I needed to be focused. That meant I had to hone in on the productivity strategies I teach. The book I am writing means too much to me, I could not let it linger on forever. I knew it was time to practice what I preach.
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To Do Lists Don't Work
I wish I had known more about this kind of productivity when I was in management. Back then trying to get through proposal writing, preparing for accredited reviews, completing a performance appraisal, or trying in vain to get through an overhaul of our orientation manual meant putting it on my to-do list. The problem was, just because it was on the top of my list didn't mean it was first to get done. My list didn’t help me stay focused. When someone else thought his or her demand of my time was more important, I tended to react to their petition. (read more about ditching ginormous to-do lists)

3 Tips to help complete BIG projects
If you have experienced similar challenges, here are some productivity hacks that will help you out immensely. 
​​
​1)    Set aside large chunks of time
Minimally you need to set aside one-hour blocks of time to work on projects. Preferably it should be 2 - 3 hours at a time. It is even better if you can set aside the whole day or two.  Block off the blocks of time in your agenda 

Schedule in the blocks as if they were an appointment. Commit to it just like you would commit to a meeting with a person.

Your brain needs time connect to the work and to sink into it. That takes longer periods of time than we usually give our minds. Deep work requires you to let go of everything else that you’ve been working on and shift your focus solely onto this task. 

When you want to do deep work, you are looking to get into the flow state.  Some people call “in the zone.” When you are in that place, you don’t notice time passing. When you shift to this state, you can be more creative. You have time to let thoughts flow, wander and generate.

2)    Eliminate distractions
Communicate clearly to everyone what you are doing. "I am shutting my door and going to work for 2 hours on this project." Emphasize, “Do not interrupt me!” Repeat your message again and again. Set the boundaries. When someone knocks on your door and asks if they can just ask you a quick question, stick to your guns. “I’ll be done at 11:30 and will be able to answer your question then. If you need assistance before then, please check with Jen.” Be firm. 

The truth is, it is easier to be firm with other people. It’s you that is your biggest enemy. You’re the one who’s the people pleaser. You’re the one who feels guilty if you don’t respond to someone’s request. You will have to work hard to strengthen your willpower and stay focused.  

Your biggest distraction will be your cell phone. Shut it off. Leave it on the other side of the room, or put it outside of your office. Do not having your phone sitting beside you. When your phone is within hands reach, you will automatically check it and get derailed. Commit instead, to checking it at regular intervals such as at the top of every hour or only mid-day and towards the end of the day. 

3)    Master the fundamentals 
There are three basics needs you must take into account when you’re trying to be extremely productive: Eat healthy, move often, sleep well.  

Eat healthy
I don’t need to tell you what eating healthy mean. I will inform you, however, that you should increase your intake of protein. Few people are eating enough protein daily. Protein is brainpower. It fuels your brain and strengthens your willpower. You will need it to get through the big projects.

Move often
Do not sit at your desk for 8 hours straight.  Get up and move your body every 20 minutes. Stretch often. Go for short walks.  Regular movement keeps your body from tightening up. The action also helps to keep the creative juices flowing.

Sleep well
It is critical that you get 7 to 8 hours of sleep a night at of the best of times. Sleep is even more important when you’re trying to be productive. During the last hour of your day wind down without screens.  That means no computer, phone or TV. Go to bed early. Waking after a solid sleep gives you a fresh start to being productive.
Blocking off large chunks of time and communicating to your team what you are doing is the first component to completing big projects. Don't stop there, though. Stay focused on the project by eliminating the distractions. Remember, you are your worst enemy. Keep the phone and the guilt as far away from you as possible. Eat healthy, move your body and get a good nights sleep. Mastering the basics gives you the edge you need to dig deep and get er' done.

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Kathy is a leadership coach for women who want to strengthen their leadership and find balance in life. She mentors females as they rediscover their purpose, passion and persistence for life while dealing with office politics, jerk bosses and the challenges of family life. In her signature program Women with Grit: Leading with Courage & Confidence, Kathy gives her ladies the hope and inspiration they need along with a kick in the pants to make positive change in their lives. ​​​
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    Kathy Archer

    Women leaders often hit a point where they find themselves in over their heads and wondering if they have what it takes to lead.
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    ​In my online courses and coaching I teach them inner and outer tools to restore their lost confidence so they can move from surviving to thriving in both leadership and life.

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