by Helena Escalante | Accountability, Habits, Miniseries, Planning, Productivity, Time, Tools
Estimated reading time: 3 minutes, 18 seconds.
TODAY’S IDEA: 9 Rules to Deal with Email Overload – Part 1
— From 9 Rules For Emailing From Google Exec Eric Schmidt, online article by Time.com (September 24, 2014), based on the book How Google Works, by Eric Schmidt and Jonathan Rosenberg
Aaaaah… email… that wonderful means of communication that enables us to reach anyone, anywhere, instantly. It has revolutionized our world. It really is fantastic: the way in which we interact with one another, the instant delivery and response times, the ability to attach files… everything about it is awesome, except for one thing: email overload.
In this miniseries I’ll be bringing you a few of the ideas that exist out there to make our email life easier, more effective, and more manageable. There has got to be a way to deal with email overload that satisfies both the need to communicate and the need to free ourselves from the burden of being tethered to it all the time.
While I receive a lot of emails, I’m sure it’s nothing compared to the overwhelming amount that Eric Schmidt and Jonathan Rosenberg executives from Google, receive on a daily basis. That is why I believe they have a lot to say when it comes to handling email effectively and efficiently.
According to Time.com, in the book How Google Works, authors Schmidt and Rosenberg share 9 rules “for mitigating that sense of foreboding.” Without further ado, here are the rules:
1. Respond quickly.“There are people who can be relied upon to respond promptly to emails, and those who can’t. Strive to be one of the former. Most of the best—and busiest—people we know act quickly on their emails… [not just] to a select few senders, but to everyone. […] Being responsive sets up a positive communications feedback loop. […] These responses can be quite short—’got it’ is a favorite of ours.”
2. When writing an email, every word matters, and useless prose doesn’t. Be crisp in your delivery.“If you are describing a problem, define it clearly. Doing this well requires more time, not less. You have to write a draft then go through it and eliminate any words that aren’t necessary.”
3. Clean out your inbox constantly. “How much time do you spend looking at your inbox, just trying to decide which email to answer next? How much time do you spend opening and reading emails that you have already read? Any time you spend thinking about which items in your inbox you should attack next is a waste of time. Same with any time you spend rereading a message that you have already read (and failed to act upon).”
In here, the authors talk about implementing the OHIO acronym: Only Hold It Once. What this means, they say, is that “when you open a new message, you have a few options: Read enough of it to realize that you don’t need to read it, read it and act right away, read it and act later, or read it later.” And they advise, “Choose among these options right away, with a strong bias toward the first two… If you read the note and know what needs doing, do it right away. Otherwise, you are dooming yourself to rereading it, which is 100 percent wasted time.”
In this fashion, the only items that remain in your inbox are those that require further or deeper action. And the authors suggest cleaning it every day—ideally—or leaving in there as few items as possible: “anything less than five is reasonable.”
Please come back tomorrow for the remaining rules on this great list. Slowly but surely we will win the battle of email overload!
ACTION
TODAY: Pick one (or more) of these rules to apply today to the way you handle email.
FUTURE: Start by incorporating one of these rules for handling your email. Then, once you’ve got that all figured out, add another one, and so on, until you’ve got your email under control.
Know someone who needs a bit of help with email? Please share these rules via email, Facebook, Twitter, or LinkedIn, thank you!
by Helena Escalante | Accountability, Creativity, Goals, Growth, Habits, Mindset, Planning, Time, Tools
Estimated reading time: 2 minutes, 51 seconds.
TODAY’S IDEA: Questions to ask when creating new habits
— From Better Than Before: What I Learned About Making and Breaking Habits–to Sleep More, Quit Sugar, Procrastinate Less, and Generally Build a Happier Life by Gretchen Rubin
I’ve been immersed in reading books about productivity and habit-formation lately: the end of the year always prompts me to do that. In my reading, I came across Gretchen Rubin’s list of questions to ask when creating new habits: this is a list she came up with in her book Better Than Before to tailor new habits to our own nature and, by knowing ourselves, to make sure we give our new habits a chance to stick better.
Whether you are the kind of person who likes to build a new habit gradually—one tiny step at a time—or the kind who thrives on making major changes at once because this motivates you better, Rubin says that sometimes one single question can give us a fresh perspective on ourselves.
She wrote the following list to help us find the best way to create a new habit that will work for us according to how we spend our time, the things we value and our current habits. Hope this gives you clarity and helps you discern a few patterns so that your new habits can not only stick, but also flourish in your favor.
Here’s the list of questions:
How I Like to Spend My Time
- At what time of day do I feel energized? When do I drag?
- Do I like racing from one activity to another, or do I prefer unhurried transitions?
- What activities take up my time but aren’t particularly useful or stimulating?
- Would I like to spend more time with friends, or by myself?
- Do I have several things on my calendar that I anticipate with pleasure?
- What can I do for hours without feeling bored?
- What daily or weekly activity did I do for fun when I was ten years old?
What I Value
- What’s most satisfying to me: saving time, or money, or effort?
- Does it bother me to act differently from other people, or do I get a charge out of it?
- Do I spend a lot of time on something that’s important to someone else but not to me?
- If I had $500 that I had to spend on fun, how would I spend it?
- Do I like to listen to experts, or do I prefer to figure things out for myself?
- Does spending money on an activity make me feel more committed to it, or less committed?
- Would I be happy to see my children have the life I’ve had?
My Current Habits
- Am I more likely to indulge in a bad habit in a group, or when I’m alone?
- If I could magically, effortlessly change one habit in my life, what would it be?
- If the people around me could change one of my habits, what would they choose?
- Of my existing habits, which would I like to see my children adopt? Or not?
Happy thinking about your new habit creation!
ACTION
TODAY: Give the list some thought today. Set up a time in your calendar to sit down, say, over the weekend, and answer all questions.
FUTURE: Keep coming back to this list of questions every year or every time you want to create a new habit. By understanding our nature, we’ll give ourselves a better chance to create successful habits.
Know someone who is trying to create and establish a new habit? Please share with them this list of questions via email, Facebook, Twitter, or LinkedIn, thank you!
by Helena Escalante | Accountability, Celebration, Goals, Growth, Habits, Mindset, Planning, Productivity, Time, Tools
Estimated reading time: 2 minutes, 33 seconds
TODAY’S IDEA: The key to productivity? Forget about annual goals!
— From The 12 Week Year: Get More Done in 12 Weeks than Others Do in 12 Months by Brian Moran and Michael Lennington
As odd as this sounds, “annual goals and plans are often a barrier to high performance,” say Brian P. Moran and Michael Lennington, productivity gurus and authors of the wonderful book The 12 Week Year. The key to productivity, they say, is to discard annual goals.
The authors make the assertion that “there is no question you will do better with annual goals and plans than without any goals or plans.” However, they have found that thinking in yearly increments inherently limits performance.
How is this possible?
It’s actually very simple: we all fall into the trap of annualized thinking. This is the mistaken belief that there’s a lot of time left in the year to do whatever we want and that, at some point, later in the year, “we will experience a significant improvement in results.”
The biggest mistake of all, though, is having an optimistic delusion that we will be able to have much more time later to catch on and do what we haven’t done at this point.
“The fact is that every week counts! Every day counts! Every moment counts! We need to be conscious of the reality that execution happens daily and weekly, not monthly or quarterly.”
Thinking in shorter time frames—12 weeks for example—is a much better way to accomplish your goals. This is the key to productivity: working in sprints.
“The result is a heightened sense of urgency and an increased focus on the critical few, those important core activities that drive success and fulfillment, and the daily executions of those items to guarantee the achievement of your long-term objectives.” By virtue of having the deadline near, you never lose sight of it, and this period is long enough to accomplish things and short enough to have a constant sense of urgency and thus, a bias for action.
And, of course, at the end of every sprint, you have a celebration—just as you would at the end of the year. It may be big or small, but you take some time to enjoy what you’ve just accomplished, reflect on what went well and what didn’t, rest, reenergize, and get ready for the next sprint.
Want to try one of these working sprints out with me? I’m running another one of my Achieve in 90 (90-day sprint program) after the New Year and will be opening registration soon. Sign up here to be notified when it’s open.
ACTION
TODAY: As the New Year approaches, think about a goal that you could accomplish in a sprint. Set the time in your calendar and try it out. (Spoiler alert: You’ll never want to come back to annualized thinking after that!)
FUTURE: Set the habit of working in sprints. While 12 weeks is fantastic, sometimes you may need just a month instead, depending on your goal: you set the timeframe and deadlines. It works incredibly well and you’ll love it.
Know someone who would like today’s idea? Please share this post via email, Facebook, Twitter, or LinkedIn, thank you!
by Helena Escalante | Accountability, Goals, Growth, Habits, Mindset, Planning, Productivity, Tools
Estimated reading time: 2 minutes, 26 seconds.
TODAY’S IDEA: The Link Between Purpose, Priority, and Productivity
— From The ONE Thing: The surprisingly simple truth behind extraordinary results by Gary Keller with Jay Papasan (watch the book trailer)
Today’s post expands on yesterday’s idea of asking the one question—The Focusing Question—when we want to concentrate on the critical steps that we must take to achieve our goals.
Gary Keller and Jay Papasan, authors of The ONE Thing, say, there’s a simple formula for implementing the ONE thing and achieving extraordinary results: purpose, priority, and productivity. “Bound together, these three are forever connected and continually confirming each other’s existence in our lives. Their link leads to the two areas where you’ll apply the ONE Thing—one big and one small.”
“Your big ONE Thing is your purpose and your small ONE Thing is the priority you take action on to achieve it. The most productive people start with purpose and use it like a compass. They allow purpose to be the guiding force in determining the priority that drives their actions. This is the straightest path to extraordinary results.”
To wrap our heads around this, the authors suggest thinking of purpose, priority, and productivity as three parts of an iceberg: bottom, middle, and tip, respectively. The first two are underwater and the last one is above the water line. My husband and I recently traveled to Iceland and learned that the tip of an iceberg—what you can see—is only 10% of the total mass of ice that is floating (!).* And the authors say the same thing: what you can see—productivity—is only the tip. Purpose and priority are below the surface and never seen, but they indeed drive productivity. Thus, the formula for your personal iceberg is:
45% Purpose + 45% Priority + 10% Productivity =
100% Extraordinary Results
“The more productive people are, the more purpose and priority are pushing and driving them. With the additional outcome of profit, it’s the same for business. What’s visible to the public—productivity and profit—is always buoyed by the substance that serves as the company’s foundation—purpose and priority.”
Connecting purpose, priority, and productivity may seem obvious at first (so obvious that we tend to take it for granted). Yet once we realize how deeply entrenched that connection is, and the extraordinary results that they produce when linked together, we realize that it’s in our best interest to let our purpose and priority guide our productivity. And no better way than making this happen by creating the habit of frequently asking, “What’s the ONE Thing I can do such that by doing it everything else will be easier or unnecessary?”
What is your purpose? And what is your priority? How will you focus your productivity to reach your goals?
ACTION
TODAY: Ask, ask, ask, and ask again many times throughout the day, “What’s the ONE Thing I can do such that by doing it everything else will be easier or unnecessary?”
FUTURE: Create the habit of asking this question in many areas of your life: it can only improve for the better!
Know someone who would like to read this post? Please share it with them via Facebook, Twitter or LinkedIn. Thanks!
*The featured image in today’s post is one that I took from the glacier lagoon we visited: what you see there is only 10% of what is below, whoa!
by Helena Escalante | Accountability, Goals, Habits, Leadership, Mindset, Planning, Time, Tools
Estimated reading time: 2 minutes, 35 seconds:
TODAY’S IDEA: Accountability is a Choice – Part 2
— From The 12 Week Year: Get More Done in 12 Weeks than Others Do in 12 Months by Brian Moran and Michael Lennington
Yesterday we learned that, unfortunately, when we think of accountability we tend to see it under a negative light. When we think or hear that someone must be accountable for something or that we need to keep people accountable, we are usually referring to consequences.
Accountability is ownership, and it is based on the fundamental concept that we all have freedom of choice.
And precisely because of this last point, the authors mention how easy it is to develop a tendency to look outside ourselves for things to change and improve: “we’re waiting on the economy to pick up, the housing market to turn around, or for our company to come up with a new product, more competitive pricing, or better advertising.”
We don’t have any control over that, yet “it’s easy to become a victim to outside circumstances, spending time and energy hoping and imagining what our lies would be like if the world around us were different, believing that these are the keys to improving our results.”
“The only things you control are your thinking and your actions. But those are enough if (and it’s a big if) you are willing to own them.”
Recently, I heard my friend Evan Horowitz, CEO of Movers+Shakers, say that the things that hold us back can be grouped into three categories:
- Out There: Competitors, employees, economy, industry, trends, customers, family, etc. These are things over which we have no control.
- In Here: Our time allocations, self-discipline, skills, risk-taking, emotional patterns, procrastination, perfectionism, etc. These are things over which we definitely have control and choice.
- Neither Here Nor There: In this category are those thoughts about which we have absolutely no control either and cannot choose to act with anything other than acceptance. So let’s not get hung up on trying to get more hours in the day, or how unfair life is that we do not have a rich uncle who has left us a big inheritance, etc.
Lastly, Moran and Lennington emphasize that accountability is anything but passive. On the contrary, it is active and empowering. “True accountability actively confronts the truth, it confronts with freedom of choice and the consequences of those choices. In this way accountability is extremely empowering, but you must be willing to confront reality and the truth of your situation.”
In closing, I’ll leave you with this great quote from the book:
“When you understand that true accountability is about choice and taking ownership of your choices, everything changes. You move from resistance to empowerment, from limits to possibilities, and from mediocrity to greatness.”
ACTION
TODAY: You are the only person that can hold yourself accountable. Reinforce the thought patterns of ownership in your mind every step of the way.
FUTURE: When you find yourself thinking about things that are out of your control, gently bring your focus to those things over which you indeed have a choice.
Know someone who would like to read this post and change their perspective about accountability? Please share this post via email, Facebook or Twitter, thank you!
by Helena Escalante | Accountability, Creativity, Goals, Habits, Mindset, Miniseries, Planning, Time, Tools
Links to other parts of this miniseries:
New Habits: How to Ensure They Stick – Part 1
New Habits: How to Ensure They Stick – Part 2
New Habits: How to Ensure They Stick – Part 3
New Habits: How to Ensure They Stick – Part 4
Estimated reading time: 2 minutes, 56 seconds.
TODAY’S IDEA: New Habits: How to Ensure They Stick – Part 5
— From Atomic Habits: An Easy & Proven Way to Build Good Habits & Break Bad Ones by James Clear
So far, in this miniseries we’ve been learning how to make new habits stick. Yet one of the things we haven’t talked about is how to stay focused on achieving your goals when you get bored.
James Clear, the author, recalls meeting an elite sports coach and asking him, “What’s the difference between the best athletes and everyone else? What do the really successful people do that most don’t?”
Clear remembers the coach answering first with the things you might expect: “genetics, luck, talent…” but then he said, “At some point it comes down to who can handle the boredom of training every day, doing the same lifts over and over and over.”
The coach’s answer surprised Clear, who had at that moment a shift in perspective:
“Mastery requires practice. But the more you practice something, the more boring and routine it becomes. […]
People talk about getting ‘amped up’ to work on their goals. Whether it’s business or sports or art, you hear people say things like, ‘It all comes down to passion.’ Or, ‘You have to really want it.’ As a result, many of us get depressed when we lose focus or motivation because we think that successful people have some bottomless reserve of passion. But this coach was saying that really successful people feel the same lack of motivation as everyone else. The difference is that they still find a way to show up despite the feelings of boredom. […]
The greatest threat to success is not failure but boredom. We get bored with habits because they stop delighting us. The outcome becomes expected. And as our habits become ordinary, we start derailing our progress to seek novelty. […] As soon as we experience the slightest dip in motivation, we begin seeking a new strategy—even if the old one was still working.”
So, what to do about boredom then?
You have to anticipate that it will happen and, when it does, accept it and welcome it into your life. Clear says, “You have to fall in love with boredom.”
There will be days when you don’t feel like doing your habit. And many others when you’ll think of not showing up, or not finishing, or quitting altogether, but “if you only do the work when it’s convenient or exciting, then you’ll never be consistent enough to achieve remarkable results.”
ACTION
TODAY: What habit are you bored with? How can you fall in love with that boredom? Go through a mental list of the immense benefits of sticking to it—despite the boredom—vs. quitting. Find that point where your mind shifts and you “fall in love with boredom,” that is, fall in love with the results. Perhaps instead of thinking “This is a great habit, BUT…” you can exchange the BUT for an AND to accept and welcome the boredom and the long-term results that sticking to the habit will bring.
FUTURE: With any habit, anticipate that boredom will occur. It’s not a matter of if, but when. Knowing what to expect will enable you to think of a plan and set up a rule to handle it. Take a look at this recent post from this miniseries on setting rules for guiding future behavior, and create your own: “When boredom strikes and I don’t feel like doing [YOUR HABIT], then I will [YOUR RULE].”
Know someone who is about to quit due to boredom? Please share this post with them via email, Facebook or Twitter, thank you!
