8 Ways to Avoid Being Overwhelmed

Justincz | Dreamstime Stock Photos | Stock Free Images

Justincz | Dreamstime Stock Photos | Stock Free Images

You know the feeling. You start to feel terrible, like you’re falling behind in your business or career and not being productive at all. Time & Productivity out of whack? Yeah, I’ve totally been there too.

The biggest myth about productivity isn’t about tips, its about focusing on what you really want to do. . But it involves finding ways to do things more efficiently on everyday basis.

There are some simple tools to make it happen—when you try for yourself. Here are my Top 7 Key Productivity Tools:

1)    Never log onto Facebook or Twitter the first thing in the day. The night before, think of the two things that must get done and write those down. When you get them done, you’ll feel productive.

2)    Make a “Do Less” List: Steve Jobs told his management team—we need to do less, not more. Provoke your company or organization to do less by noticing what you’ll do less of each month.

3)    Check your email three times a day..MAX. Stop checking email so much. You know what I’m talking about.

4)    Use Boomerang. Schedule your messages so you can be more available and accessible and reach people at the best time.

5)    Use Rapportive. Pull up social networks in the sidebar of your gmail account.  It will show you their Linked in profile, last 5 tweets, and their Facebook page. A quick way to connect with others.

6)    Use Google Voice. Sends text message transcription of the voicemails you receive to your email.  

7)    Use Evernote. Hands down—a super productive online tool to organize your files, notes, and top articles.

8)    Try Instapaper. Want to save articles so you can read them later? Instapaper is your answer!

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How to Get Motivated At Work

Have you ever tried to “get motivated” at the office—but nothing works? You start to feel terrible, like you’re falling behind in your business or career. You’re bored, lethargic, and you don’t want to meet up with your friends because you don’t want to talk about what you’ve been doing. (Or, more accurately, what you haven’t been doing.)

I’ve totally been there, too, and I’ve felt the frustration that comes from a lack of motivation at work.

But I’ve also got some good news. There are some key things that contribute to your work being motivating (or not), and once you recognize them, you have the power to redesign your workday in a way that gets you moving.

Here are five things you should make sure you’re getting out of your day-to-day tasks—and if you’re not, the changes you can make to jump start your motivation.

1. Task Identity

Work is most motivating when it’s clear what, exactly, you’re accomplishing. Think about it: How great does it feel when you know you’ve gotten a launch off the ground or made great progress on big project? On the other hand, nothing is worse than working all day and thinking “What did I even do today?!”

If you’re feeling like you’ve been spinning your wheels, try this: At the end of each day or week, make a “Got Done” list (the opposite of to the to-do list!), where you outline all of the tasks you’ve completed. For extra motivation, keep it somewhere you can see.

2. Task Significance

Another key to staying motivated is knowing that the work you’re doing makes a difference in some way—recognizing the impact you’re making on your clients, company, or the world.

If you’re not totally seeing this connection, try to dig deep. You could map your weekly sales reports to the increase in your company’s bottom lines or sales unit, for example. Or, say a key metric your company tracks is customer acquisition cost. Make a list of the tasks you do that reduce this cost for your company, and find ways to focus on those aspects of your job more often.

3. Skill Variety

Feel like you’re doing the same old repetitive work, day after day? It’s not so stimulating, to say the least. But when you’re engaging lots of different skill sets—that’s fantastic for your motivation.

Try to structure your days so that you’re working on different tasks (and thus, making use of different skills) throughout the day. For example, instead of writing all day on Monday and then building your client presentations on Tuesday, try to do both in smaller three-hour chunks each day. When you stimulate different parts of the brain, your motivation will be recharged.

4. Feedback

One of the most motivating factors you can have is getting feedback on your work. Not only for the ego boost you get when you’ve done a good job, but because the right feedback can help you hone your skills even further. It can also help you see the difference that your work is making. On the contrary, if you don’t know how you’re performing, it’s easy to lose steam.

If you find that you’re in a black hole of feedback, ask your manager, or even a colleague, for standing check-in meetings every one or two weeks. Let her know that you’d like to use the time to check in on your projects, and that you’d love honest feedback on where you could improve.

5. Autonomy

Finally, this is a big one: having autonomy in your job. Now, this doesn’t mean that you always get to do what you want—it just means you get a domain of choice about how you’re doing things.

For example, say you need to secure three more clients for the month. It’s much more motivating to be able to determine how to do that on your own—perhaps you want to build your online presence, or perhaps you enjoy building relationships offline. Sure, in the corporate world, there are plenty of things that have to be done a certain way—but there are also plenty of places where you can ask your boss for more autonomy.

And that brings me to my final point: Unless you work for yourself, you probably don’t have the power to totally rewrite your job description. But what you can do is communicate with your manager. You can identify the skills you want to develop, ask for feedback more often, probe for clarification when tasks are not clearly identified or seem insignificant, or ask to take on different tasks or have more autonomy on a project.

More than likely, you’ll be able to change something about your workload. And not only will you be more motivated—your boss will be impressed you've taken the initiative.

So what’s getting in the way of you being motivated at work? Find out, and then find a solution.

This post first appeared at Daily Muse.

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Own Your Time

“We spend 2/3 of time answering email, going to meetings and doing our job. Our competition has figured out that they need to spend time doing remarkable art.” –Seth Godin, Medicine Ball session, Dec 9, 2011

Last week, I attended marketing guru Seth Godin’s Medicine Ball session. It got me unstuck, ready to rethink and focus on producing remarkable art in the world.

Before the event, my biggest ‘challenge’ or ‘excuse’ was that there wasn’t enough time in the day to produce my art in the world: to build a women’s leadership business, start a Bollywood dance company, and finish graduate school. The truth is: I OWN my time, I make choices about how to spend my time and ultimately what works of art get done done.

Timezones were invented 120 years ago and the notion of synchronization worked well in a factory-oriented world. Today’s connection economy is asynchronous, success is about producing remarkable art, presenting it to the world, and eventually people caring enough to pay for it.

Here’s my top four list of nuggets that Seth taught me about ‘owning my time’ to produce my art in the world.

1)   Set up your calls and meetings only 2 days a week. The other days are for your work, your time, your art.

2)   Have less meetings. Meetings don’t make decisions, leaders make decisions. When you have less meetings, more work gets done. Check out Al Pittampalli’s  “The Modern Meeting Standard” for more tips on effective meetings.

3)   Follow the 7pm rule. Why do we work past 7pm? We make rules to have lunch and shower, so when did it become optional to go home at 7pm – it’s the end of the day! Take the time you need to recharge and you’ll produce better art.

4)  Schedule hours per day for various tasks. Set a scheduled time each day for the work that matters most. Plan everything else around that precious time. Owning your time is about making time for the art that matters.

So get to work and OWN YOUR TIME! More tips from Seth are to come in my upcoming blog posts. And if you have other tips on how to own your time, please comment and share!