by Helena Escalante | Goals, Leadership, Mindset, Miniseries, Opportunity, Planning, Productivity, Resources, Time, Tools, Willpower
Links to other parts of this miniseries:
How to find 5 extra hours per week – Part 1
How to find 5 extra hours per week – Part 3
How to find 5 extra hours per week – Part 4
How to find 5 extra hours per week – Part 5
How to find 5 extra hours per week – Part 6
Estimated reading time: 4 minutes, 13 seconds.
TODAY’S IDEA: How to find 5 extra hours per week – Part 2
— From Learning to Lead: Bringing Out the Best in People by Fred Smith (1915-2007)
In yesterday’s Part 1 of this miniseries, we learned what the basis must be to declare a time emergency, and roughly how long we can make it last without affecting our work or relationships. We also learned how to announce going into monk mode to the people that surround us in order to get their help and support. So far so good.
Today, we will start unpacking Fred Smith’s 20-point checklist in Learning to Lead. The goal is to help you find five extra hours per week, despite being completely swamped. There’s no time to lose, so let’s get started!
1. Clean off the desk. “To start the battle, sweep away everything you won’t be using in the next six weeks. When I diet I don’t leave food lying around the house to tantalize me. Unfinished work tempts me, makes me want to look at it, pick it up, finish it. I feel guilty about it. So the first step is to clean off my desk.” If cleaning your desk becomes a tremendous chore in and of itself, then grab a box and put all the stuff in there that you won’t need for the next few weeks. Once your emergency plan is over and you are back to normal, you can take the contents of the box, examine them and clean them up. For now, they’ll be fine in a box: out of sight, out of mind.
2. Stop reading the newspaper. “I can pick up three and one-half hours a week right there, and if I only need five hours, that’s a pretty good start,” says the author. If you’re hesitant to do this out of fear someone will ask something and you might appear uninformed, it’s easier to reply, “No, I didn’t see that. What did it say?” The person can tell you in a few minutes. Smith asks himself, What am I getting out of the newspaper that’s worth making my life frantic? In this post, I talk about lifestyle design guru, Tim Ferriss, author of The 4-Hour Workweek, who decided not to read or watch any news based on four factors. The same goes for TV: “Break the habit of turning on the set without first checking the listings. Make TV watching a planned occurrence,” says Fred Smith. His book was written when there was no easy way to record a TV show, yet nowadays you can record or stream your shows at will, so there’s no excuse for binge-watching when you can do this at a later time.
3. Get up 15 minutes earlier. Smith says, “Our wills may support getting up 15 minutes earlier, but they won’t support getting up an hour earlier. We say, ‘But I should be able to.’ That’s fantasy. We’ve got to be objective about what kind of resolution we have. Fifteen minutes each morning gives me an added hour and three quarters a week. Add that to the previous three and one-half hours and the goal of five extra hours is already reached.”
4. Delay unnecessary reading. Smith recommends, “I would postpone all reading that does not directly contribute to what I am doing during this emergency period.”
5. Read only parts of books. The author says, “I’m surprised at how many people feel they have to read a book cover to cover. If I’m in a hurry, I skim the table of contents, find the subjects I need to know immediately, and read those chapters.” Smith points out that we can still get plenty of ideas that way. Further, nowadays, you can subscribe to online summaries that do a good job of providing the core information in a book. Or I know of a daily blog called EntreGurus that I highly recommend… 😉
Come back tomorrow to check out the next few steps in Smith’s emergency time plan. You’ll learn why it’s important to avoid what he calls the wood-hay-and-stubble activities during a time crunch.
ACTION
TODAY: Get started today. Clean your desk and work area so that you can focus on catching up and working on what you need to get done over the next few weeks. Put your newspaper subscription(s) on hold, as if you were going on vacation. Set your alarm clock for tomorrow 15 minutes earlier than normal.
FUTURE: Keep a box by your desk where you will put the unnecessary reading during this period of time. Once your emergency period is over, you can come back to this pile of reading and determine whether you really want to do it or if it was necessary at all. Sometimes we read materials out of the habit and eagerness to keep up with as much as possible, and also due to FOMO (Fear Of Missing Out), but nothing happens if we let this batch of accumulated reading material go and, going forward, we just pick up from here.
Know someone who could use an additional 5 hours per week during a time emergency? Please share this post with that person. Thank you! Email, Facebook or Twitter.
by Helena Escalante | Goals, Leadership, Mindset, Miniseries, Opportunity, Planning, Productivity, Resources, Time, Tools, Willpower
Links to other parts of this miniseries:
How to find 5 extra hours per week – Part 2
How to find 5 extra hours per week – Part 3
How to find 5 extra hours per week – Part 4
How to find 5 extra hours per week – Part 5
How to find 5 extra hours per week – Part 6
Estimated reading time: 2 minutes, 44 seconds.
TODAY’S IDEA: How to find 5 extra hours per week – Part 1
— From Learning to Lead: Bringing Out the Best in People by Fred Smith (1915-2007)
How do you spend time? “Most people spend time like they do money,” says leadership guru Fred Smith in his book Learning to Lead. “They spend until suddenly they run short; then they seek a way to compensate.”
Most books and philosophies teach a disciplined approach to time and money as the best path to prevent either one from slipping away. Yet sometimes life happens and we find ourselves in a crunch trying to find time desperately to complete whatever project we’ve (over)committed to… In Smith’s experience, when he asks his worn-out coachees how much time it would take for them to catch up they say, “If I only had five more hours a week!”
What to do?!
Smith put together a checklist to conduct an emergency plan “as a way to pick up five [or more] hours from any week you choose. It provides immediate and effective relief for those who are swamped.” However, he warns, “This is for emergency use only. As in dieting or spending money, the long-range answer is a better lifestyle that doesn’t require temporary bailouts.” He goes on to say that “this is a battle plan, not a war plan. You shouldn’t continue this emergency plan for longer than, say, four to six weeks.”
Smith suggests announcing our emergency plan to the people around us with a statement of this sort: “Folks, you are not going to see as much of me for the next six weeks as you have. I’ve gotten behind in some very important things I should be doing, because I’ve been doing other things that were needful. I’m going to need your understanding for the next month while I catch up.”
You can also announce it to the world via email with an autoresponder, just as Greg McKeown did when he went into monk mode to write his wonderful book Essentialism: “Dear Friends, I am currently working on a new book which has put enormous burdens on my time. Unfortunately, I am unable to respond in the manner I would like. For this, I apologize.”
People are generally understanding and cooperative. Just make sure that you are indeed working on what you need to accomplish, as opposed to playing golf for hours on end. Smith says, “When you declare an emergency, it’s got to be legitimate.”
“Time is what we want most, but what we use worst.” – William Penn
Come back tomorrow, as we’ll get started with Smith’s 20-point checklist for finding a minimum of 5 extra hours per week.
ACTION
TODAY: Are you in a time crunch and could use a period of four to six weeks to catch up? If so, block off the time in your calendar so that, as of tomorrow, you will start implementing the techniques that Fred Smith shares in his checklist to put in place an emergency plan.
FUTURE: As you go through the next six weeks implementing the points we are going to see in this miniseries, jot down the lessons learned as you come across them. You will find many ways to improve your time management and effectiveness so that you don’t fall into emergency mode again.
Know someone who could use an additional 5 hours per week to catch up? Please share this post. Email, Facebook or Twitter.
by Helena Escalante | Collaboration, Goals, Growth, Leadership, Mindset, Miniseries, Planning, Time
Links to other parts of the miniseries:
Leadership: Debunking 5 myths
Leadership: Developing influence one step at a time: Position
Leadership: Developing influence one step at a time: Permission & Production
Leadership: Developing influence one step at a time: People Development and Personhood
Estimated reading time: 3 minutes, 10 seconds.
TODAY’S IDEA: Leadership: Climbing the steps
— From Leadership 101: What Every Leader Needs to Know by John C. Maxwell
Well, I thought I had finished the miniseries on Leadership from Leadership 101, but I couldn’t resist writing a coda. After debunking the myths and examining the levels of leadership, John C. Maxwell gives some quick, additional insights into the process of climbing the steps of leadership. I thought you might be interested, as they are very short, to the point, and further help solidify the ideas we’ve seen over the past few days.
Here are Maxwell’s thoughts, verbatim:
The higher you go, the longer it takes. “Each time there is a change in your job or you join a new circle of friends, you start on the lowest level and begin to work yourself up the steps.”
The higher you go, the higher the level of commitment. “This increase in commitment is a two-way street. Greater commitment is demanded not only from you, but from the other individuals involved. When either the leader or the follower is unwilling to make the sacrifices a new level demands, influence will begin to decrease.”
The higher you go, the easier it is to lead. “Notice the progression from level two through level four. The focus goes from liking you to liking what you do for the common interest of all concerned (to liking what you do for them personally). Each level climbed by the leader and the follower adds another reason why people want to follow.”
The higher you go, the greater the growth. “Growth can only occur when effective change takes place. Change will become easier as you climb the levels of leadership. As you rise, other people will allow and even assist you in making the needed changes.”
You never leave the base level. “Each level stands upon the previous one and will crumble if the lower level is neglected. For example, if you move from a permission (relationships) level to a production (results) level and stop caring for the people who are following you and helping you produce, they might begin to develop a feeling of being used. As you move up in the levels, the deeper and more solid your leadership will be with a person or group of people.”
If you are leading a group of people, you will not be on the same level with everyone. “Not every person will respond the same way to your leadership.”
For your leadership to remain effective, it is essential that you take the other influencers within the group with you to higher levels. “The collective influence of you and the other leaders will bring the rest along. If this does not happen, divided interest and loyalty will occur within the group.”
You must know what lever you are on at this moment. “Since you will be on different levels with different people, you need to know which people are on which level. If the biggest influencers within the organization are on the highest levels and are supportive of you, then your success in leading others will be attainable. If the best influencers are on the highest levels and not supportive, then problems will soon arise.”
“Real leadership is being the person others will gladly and confidently follow.” – John C. Maxwell
ACTION
TODAY: Take some time to ponder at what level of leadership you are today with the various people with whom you’ll interact. Figure out what you can do so that you both grow (even if it’s just one, tiny, baby step) and your joint project progresses from your collaboration on this day.
FUTURE: Always remember that you never leave the base level. It’s important to nurture and give time to every relationship that you want to see flourish.
Know someone who wants to learn more about leadership? Please share this post and the upcoming ones in this miniseries, thank you! Email, Facebook or Twitter.
by Helena Escalante | Goals, Growth, Mindset, Planning, Time, Tools, Wellbeing
Estimated reading time: 3 minutes, 45 seconds.
TODAY’S IDEA: How do you get there?
— From What Got You Here Won’t Get You There: How Successful People Become Even More Successful by Marshall Goldsmith
In his wonderful book What Got You Here Won’t Get You There, leadership thinker and executive coach Marshall Goldsmith shares an interesting exercise to find our “there”:
Take a breath… Imagine that you are 95 years old and ready to die. Before taking your last breath, you’re given a great gift: The ability to travel back in time—the ability to talk to the person who is reading this page, the ability to help this person be a better professional and lead a better life.
The 95-year-old you understands what was really important and what wasn’t, what mattered and what didn’t. What advice would this wise “old you” have for the “you” who is reading this page?
Take your time and answer your question on two levels: personal advice and professional advice. Jot down a few words that capture what the old you would be saying to the younger you.
Once you’ve written these words down, the rest is simple: Just do whatever you wrote down. Make it your resolution for the rest of the current year, and the next. You have just defined your “there.”
While “there” will be different for each one of us, and no one but you can define it for you, Goldsmith shares wisdom about the common features that most “theres” have. This is because a friend of Goldsmith interviewed people who were dying and asked them what advice they would have had for their younger selves. Three recurring topics kept coming up:
1. Reflect upon life, find happiness and meaning now. “Not next month or next year. The Great Western Disease lies in the phrase, I will be happy when…” Take time to enjoy the here and now. The promotion, the house, the money, the lucky break, may or may not come, but you can choose to be happy today and find meaning in your life right now. Don’t postpone your happiness, enjoy life as it is now!
2. Friends and family. “You may work for a wonderful company, and you may think that your contribution to that organization is very important. When you are 95 years old and you look at the people around your deathbed, very few of your fellow employees will be there waving good-bye. Your friends and family will be the only people who care. Appreciate them now and share a large part of your life with them.”
3. Follow your dreams. “This doesn’t apply just to big dreams; it’s also true for little dreams. Buy the sportscar you always wanted, go to that exotic locale that’s always held your fascination, learn how to play the piano or speak Italian. […] Few of us will achieve all of our dreams. Some dreams will always elude us. So the key question is not, ‘Did I make all my dreams come true?’ The key question is, ‘Did I try?’ ”
Curiously enough, Goldsmith conducted a research project with more than 200 high-potential leaders from 120 companies worldwide that yielded the same topics. When the leaders were asked, “If you stay in this company, why are you going to stay?” the top three answers were:
1. “I am finding meaning and happiness now. The work is exciting and I love what I am doing.”
2. “I like the people. They are my friends. This feels like a team. It feels like a family. I could make more money working with other people, but I don’t want to leave the people here.”
3. “I can follow my dreams. This organization is giving me a chance to do what I really want to do in life.”
It’s interesting how we all seek the same (happiness, meaning, relationships, dreams, purpose) no matter what our age or stage in life. So now you know, regardless of where you’re going (“there”), be happy now, enjoy time with friends and family, and try to make your dreams come true.
ACTION
TODAY: Go through the exercise above and determine your “there.” Then call a trusted and supportive friend and a family member to share your results. Set a date and time to meet with them—it’s always more fun to catch up in person!
FUTURE: Just as Goldsmith said, make your “there” your resolution for the rest of the current year, and the next. Set up goals and break them down into doable chunks so that you can see and measure progress.
Please share this post with someone who needs to find his/her “there,” they’ll thank you for it! Email, Facebook, Twitter.
by Helena Escalante | Goals, Growth, Habits, Mindset, Planning, Productivity, Time, Tools
Estimated reading time: 3 minutes, 44 seconds.
TODAY’S IDEA: 3 Considerations for deep work ritualizing
— From Deep Work: Rules for Focused Success in a Distracted World by Cal Newport
Cal Newport is a renowned focus guru and the author of the wonderful book Deep Work. He coined the term Deep Work and defines it as: “Professional activities performed in a state of distraction-free concentration that push your cognitive capabilities to their limit. These efforts create new value, improve your skill, and are hard to replicate.”
Newport says that creating a ritual is important to be able to work for long, uninterrupted—focused and very productive—stretches of time. He uses the examples of Pulitzer Prize-winning biographer Robert Caro and naturalist Charles Darwin, both of whom “didn’t deploy rituals to be weird; they did so because success in their work depended on their ability to go deep, again and again—there’s no way to win a Pulitzer Prize or conceive a grand theory without pushing your brain to its limit.”
Newport continues by pointing out that, “there’s no one correct deep work ritual—the right fit depends on both the person and the type of project pursued.” And he offers the following three points to consider as you build the ritual that best works for you:
1. Where you’ll work and for how long. “Your ritual needs to specify a location for your deep work efforts.” This particular location can be as common as your office with the door shut or—even better and more effective—a specific place where you only go when you want to achieve depth, for example, a quiet library, or a conference room if you are running away from noisy colleagues on an open floor office. “Regardless of where you work, be sure to also give yourself a specific time frame to keep the session a discrete challenge and not an open-ended slog.”
2. How you’ll work once you start to work. “Your ritual needs rules and processes to keep your efforts structured.” For instance, you can set up a goal of the number of words produced per interval of time, and/or you can turn off distractions completely such as disconnecting from the Internet or putting your phone on do not disturb mode. This is important because, “without this structure, you’ll have to mentally litigate again and again what you should and should not be doing during these sessions and keep trying to assess whether you’re working sufficiently hard. These are unnecessary drains on your willpower reserves.”
3. How you’ll support your work. “Your ritual needs to ensure your brain gets the support it needs to keep operating at a high level of depth. For example, the ritual might specify that you start with a cup of good coffee, or make sure you have access to enough food of the right type to maintain energy, or integrate light exercise such as walking to help keep the mind clear.” Make sure you have all you need at your disposal, much as the chefs do with their mise-en-place way of working and overall philosophy. (If you have 7 minutes, read or listen to this NPR story about what we can learn from the way chefs organize.)
“To maximize your success, you need to support your efforts to go deep. At the same time, this support needs to be systematized so that you don’t waste mental energy figuring out what you need in the moment.” – Cal Newport
These three points to consider as you build your ritual are mere starting points. Newport says that crafting that ritual that will best serve you will take experimentation, so be willing to tweak and iterate until you find what works best for you. It’ll be worth it!
ACTION
TODAY: Carve out a slice of your day to do some deep work and, in the beginning, do some thinking and preparing, according to what you know you will need to succeed in your session. Make a list so that you can replicate it next time you need to go deep.
FUTURE: Tweak, tweak, and tweak again until you figure out a ritual that feels right for you. Keep on doing your ritual every time you intend to do deep work. In the words of Newport: “To work deeply is a big deal and should not be an activity undertaken lightly. Surrounding such efforts with a [ritual] accepts this reality—providing your mind with the structure and commitment it needs to slip into the state of focus where you can begin to create things that matter.”
Please share this post with someone who’s looking at doing deep work! Email, Facebook, Twitter.
by Helena Escalante | Celebration, Collaboration, Creativity, Mindset, Time, Tools, Wellbeing
Estimated reading time: 2 minutes, 3 seconds.
TODAY’S IDEA: Adopt an afternoon lift
— From: The Best Team Wins: The New Science of High Performance by Adrian Gostick and Chester Elton
Adrian Gostick and Chester Elton, in their book The Best Team Wins, provide a toolkit of 101 ideas to inspire teams. The ideas are short and sweet, some are powerful, some are practical, and some others are plain fun!
I will showcase in here, every so often, those ideas that I like the most. I’ll do this one at a time to keep up with the promise of every post readable in less than 5 minutes. (Here’s a previous post from this book too.)
The idea that I want to highlight today is the one Gostick and Elton call, “Adopt an afternoon lift.” It’s an example of teambuilding they saw at Microsoft. I like it because it doesn’t matter whether you work at a Fortune 500 or as a solopreneur, you can definitely apply it.
“Each day, one person signed up to blast a song across the work area at three o’clock. Everyone was dragging by that point and needed a lift. Some people got up and danced, and everyone clapped when the song was done. Classics Mustang Sally, Born to Be Wild, and Living on a Prayer were a few popular choices.”
The authors mention that a strong sense of camaraderie within the team needs to be present before this can happen. “It was clear to us that solid relationships were in place before this kind of fun could be accepted an authentic.” And I would add that doing this exercise on a daily basis likely continued to foster the strength of those existing bonds throughout the team.
This idea, however, is not exclusive to large corporations. I’ve started to do it on a daily basis when I need an afternoon pickup, and it works out well. Whether you have a team and blast the song out loud, or you just get up and walk briskly (dance?) with your headphones on while the song lasts, it’s a perfect energy and mood lift for the afternoon slump.
ACTION
TODAY: Gostick and Elton suggest “Figure out a daily ritual that [you or] your team can adopt to restore energy levels later in the day.”
FUTURE: Adopt that afternoon pick-me-up ritual for a while to see how it goes. Don’t be afraid to modify it to suit your needs. It’s a much welcome break and it’s a fun way to restore your energy when you most need it.
Know someone who needs an afternoon lift? Please share this post via email, Facebook or Twitter, thanks!
