5 - Maynia-01

 

At Think Productive, one of our values is “we walk our talk”.  It has two benefits: Firstly, it means we talk with authorityand credibility when we’re running workshops and in sales conversations organisations can see the benefits by observing how we work as the role models for all this stuff.  But secondly, since people expect the guy with “Productivity Ninja” as a job title to answer his emails and follow through with clarity on actions, it becomes the biggest accountability we need to keep ourselves at the top of our game.  It creates an expectation that we need to be uber-productive, every single working day.  Even the ones when you’d rather crawl underneath the desk and hide, or have a little kip.

I love this accountability.  I love it because I’m naturally pretty lazy, and I love the momentum it sweeps me along with, especially when I’d rather be under the desk.

But this month it’s been different.  I’ve abandoned all of my usual systems.  I have no Toodledo acount, I’ m acting on instinct, I’m spending more time in my email, yet conversely piling it up rather than keeping it at zero.  It’s actually been really hard to undo good habits.

I don’t think I’ve achieved very much this month, but what’s been interesting has been my reactions and feelings as I’ve lived in the chaos.  I think there’s a bit of a narrative arc to how I’ve been feeling, but some of these thoughts are sporadic and return every few days.  So here’s a little list, in a semi-narrative arc of an order:

Relief

The relinquishing of the accountability syndrome, even for just a few short weeks, has actually at times been quite lovely.  With internal expectation levels lowered, if I’ m honest, it’s been great to be my own, flaky self at certain times.  I’m a pretty “all in” kind of guy: if I’m focussed on something, I really focus on it.  But that means you have to have periods of letting the field go fallow.  The rest and recuperation, the space to recharge and refill the creative well, is naturally compromised by an expectation of constant high standards of delivery.  Perhaps the western working world needs to view sporadic, high energy delivery as the yardstick for success, rather than expecting us all to be on top form, all of the time.

Guilt

I’ve found it so hard to concentrate.  I know there’s important stuff to be done.  I just can’t fully remember what it is.  And it makes me feel so bloody guilty some days.  Everyone else is expected to be working really hard.  Because that’s the Think Productive way.

I get it.  I hear you scoffing.  “I should get everything out of my head and into a second brain that I trust”.  Yes, I wrote about all this stuff and have spent the last four years banging on about the importance of it.  But deliberately ditching all of this was my conscious decision to see how it affects me.  Turns out I was right all along. Interestingly, I hadn’t been valuing my lists that much this year (I’ve missed a few reviews, gone a few days without needing or wanting to ‘check in’ with my lists), but a little bit of absence and my heart is growing much, much fonder.  I can’t wait to get into some semblance of control – which, unlike my early career years, is my definition of normality not nirvana.

 

Read Part 2 of this post on Monday…
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 Like This? Try these

What is Maynia? 

 Graham’s productivity experiments - see where it started

 Get your second brain in order with a Weekly Checklist 

 The 5 best to-do list managers at Lifehacker

 

 

Our Canandian Ninja, Dawn O’Connor, shared her experience of meeting decluttering expert Peter Walsh over at the Think Productive Canada blog. Peter Walsh, known as ‘Oprah’s Organizer’ spent an hour with a group of Professional Organizers from Calgary’s chapter of Professional Organizers in Canada to share his best tips and practical industry advice…

One of Peter’s main messages is that clutter, be it paper, e-mail, electronic files, binders, books or whatever builds up in your office, is the result of a lack of systems.   His cure for this is a simple 4 step approach to overcome the clutter in any space.  I took notes and applied his ‘Vision, Function, Zones, Limits’ approach in my office today.

Peter suggests beginning with a Vision of how you want the space to feel.  I envisioned a serene space to inspire creativity.  I want to sit at my desk and feel calm, focused and prepared to tackle challenging work.  Now the tricky part is how to translate that into reality!

Step two is to arrange the room around how it needs to Function to support the Vision. I considered the layout of my office and found it already quite functional.  What is lacking for me is more about the appearance and the mood of the space.  So I created small project plan to paint the walls and have 2 pieces of artwork framed.  This will help me feel more inspired and calm.

If you are doing this exercise in your office you might consider the following related to Function:

  • Is your desk ideally positioned to discourage interruptions from others?
  • Is it designed for private, contemplative work?
  • Do you have too many surface areas attracting clutter?
  • Is the floor clear of boxes or other tripping hazard items?
  • Do you have appropriate storage for paper files, books, binders etc..

Zones – This is where we consider how to use specific areas for different purposes.  Just like in the kindergarten classroom with specific zones for arts & crafts,  dress-up clothes, and a math centre, we need to do the same in the office.  It also made me think I needed a napping zone in here!

In the photo here Peter is using me to demonstrate basic ergonomic principles of a well-planned desk.  He had me act out sitting in my vehicle, starting the car and reaching overt to the glove box.  If we translate that to our desk, Peter says we need to have all our key items within easy reach.

Office declutter and organizing

Photo by Jade Manz – Peter Walsh using me to demo office ergonomic principles

But a word of caution here, don’t make it so easy to grab everything that you never need to get up and move.  Recent studies show that sitting is killing us!  So be sure to put some files or important items far enough out of reach that you need to get out of your chair to access them.

Limits – This is where we need to consider our boundaries.  Mine include:

  • Operating with Inbox Zero
  • When my paper in-tray reaches capacity its time to process and file
  • Use only ONE notebook
  • No Post-it notes
  • Close the door to signal I am focussed on high priority work and not open for interruptions
  • End my day at 4:00 to be home for the kids

Overall it was a pretty easy and very rewarding activity.  It reinforced things I was doing well, but also challenged me to make the space a little more functional and on its way to prettier!  I feel like Peter has given me permission to indulge a little in the Vision and not be so focused on the practical.

Peter says:  “What I know for sure is that when you declutter—whether it’s in your home, your head, or your heart—it is astounding what will flow into that space that will enrich you, your life, and your family.”  I know the  same holds true for the office because I have seen the evidence countless times in helping clients get organized.  If your space supports your vision it will open up exciting possibilities and opportunities for your business!

Read more about what’s happening with Think Productive Canada at thinkproductive.ca and gain more wisdom from Mr Walsh at Peter Walsh Design.

5 - Maynia-01

I am making a concerted effort to have the highest possible number of emails in my inbox this month.  It’s because I’m in the middle of my “Maynia” experiment .

And do you know what?  It’s really hard!  For about five or six years now, I’ve kept my inbox at zero more or less every day, and the only exceptions to this have been holidays and days where I choose to ignore email for some particular reason.

So far this month, I cannot resist the urge to process: to file, delete, action or organise.  And yet, if you’d have said to me 10 years ago, when I was sat at my computer with 6,000 emails piling up and a barrowful of stress that one day I’d be the one helping others in their quest for productivity I’d have laughed.  Because well, that just wasn’t me.

For those of you not in the habit of regular email processing to zero, this is great news.  Your old habits are hard to break, but those new habits you want to instil?  They’ll become just as hard to break.  We tend to see engrained habits as part of our true selves, or at least part of our constructed identity.  We weave a narrative in our mind saying “I’m a person who does X, or I’m a person that isn’t capable of Y”.  The good news is that we can change these narratives.

What’s even more powerful than this is the realisation that changing these narratives we hold within ourselves is as simple as creating a new and better habit.  Your good habits create an identity that you can feel good about.  It takes effort to create the effortless.  But by then it’s even harder to go back to what you’re glad you left behind.

 

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Like this? Try these

Graham’s productivity experiments - see where it started

End the maynia, check out our ‘How to Get Things Done’ public workshops’s 

Michael Hyatt asks ‘What Story Are You Telling Yourself?’

 

Headshot of Dawn OConnor Think Productive Canada - time management workshops

We’re big fans of Lifehacker here at Think Productive, especially their “How I Work” series

So, we thought we’d do our own version – and introduce you to Ninja, Dawn O’Connor.

Dawn is Director of Think Productive, Canada

 

WHAT HARDWARE DO YOU USE?

Desktop PC with Windows 7 and Outlook.

Google Nexus Tablet

Samsung Galaxy III Android phone

 

WHAT SOFTWARE DO YOU USE?

I LOVE Outlook! I am also a big fan of One Note and Evernote. I use Google Apps as my ‘server’ pushing email to Outlook and syncing all email, calendar and contacts on all my devices….but I still get to enjoy the Outlook interface on my main PC.

 

WHAT MOBILE APPS AND TO-DO APPS DO YOU LOVE?

For a friendly simple To Do app try TeuxDeux. I also recommend Producteev, and Toodledo to many clients. I am personally quite reliant on Colour Notes  - its nothing slick or complicated, just a simple tool on my phone for capturing quick lists, thoughts and interesting tidbits from magazines in waiting rooms.

 

WHAT’S YOUR FAVOURITE PRODUCTIVITY BOOK?

Of course I am a bit biased but the best one is “How to be a Productivity Ninja“. Also, any organizing or time management book by Julie Morgenstern.

 

HOW DO YOU ARRANGE YOUR DESK?

Loosely organized into zones – one corner for work in progress, and another for loose bits of paper that I write random thoughts, numbers, passwords etc…Every week or so I gather up the bits and get them into the system where they belong (ie Tasks, Contacts, Notes in Outlook). A simple A-Z paper file system keeps the desk surface mostly clear…..but I do tend towards a few piles here and there.

 

DO YOU USE ANY PRODUCTIVITY OR TIME-SAVING TRICKS IN YOUR HOME LIFE?

Bin and label everything possible. And then label the shelves the bins sit on so that people know where to put stuff away (which marginally increases the chances of finding things after my kids have used them).

 

WHAT’S YOUR FAVOURITE PRODUCTIVITY TRICK OR TECHNIQUE?

Plan. Plan. Plan. Then execute.

 

WHAT’S YOUR BIGGEST PRODUCTIVITY STRENGTH AND WEAKNESS?

Strength: Follow-up and follow-through. Outlook Tasks keep me on top of client follow-up cycles.

Weakness: Notebook addiction (too many on the go), paired with messy handwriting means that I can sometimes lose ideas or tasks because I can’t decipher my own writing. I am working on keeping only ONE notebook at a time. And, training myself to print more carefully to capture key information legibly, instead of a volume of messy, mysterious scribbles.

 

AWAY FROM WORK, WHAT DO YOU LOVE THE MOST?

Cooking with my son. Roller-skating with my daughter. Reading, drinking wine and eating chocolate.

 

WHAT’S YOUR FAVOURITE PRODUCTIVITY QUOTE?

Do not remove a fly from your friend’s forehead with a hatchet” – Chinese Proverb

 

Like this? Try these

Sign up for one of our Time Management courses

Find out how our other Ninjas work – Graham Allcott and Sharon Dale

Find your own perfect productivity app

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