Inspiring Thin-Skinned Employees: Transforming Insults into Purpose

In the workplace, your employees can be remarkably sensitive. The slightest hint of bad news ignites a wildfire of rumors, fueled by the rapid spread of WhatsApp messages.

What you perceive as unproductive behavior is often the result of your interventions only addressing surface-level symptoms rather than the root causes. As soon as you tackle one popular complaint, another fresh grievance emerges to take its place, leaving you feeling like you’re trapped in a never-ending cycle.

To break free from this pattern, it’s essential to rethink your approach to addressing thin-skinned staff. Instead of merely treating the symptoms, consider these three strategies for fostering a more profound sense of purpose and inspiration among your employees.

Hurricane Heroics: Unleashing Extraordinary Potential

In the aftermath of a natural disaster, such as a hurricane, we often witness acts of everyday heroism. Neighbors who once refused to speak to one another put aside their differences and unite to overcome the shared challenge at hand. In the face of life-threatening disruptions, people tap into hidden reserves of resilience and compassion.

But what if this extraordinary energy and resolve could be harnessed within the workplace, without the need for a catastrophic event to occur?

The answer lies in understanding the powerful influence of the future on human behavior. When people have something significant to look forward to, they inherently act differently. The problem is that many employees have become jaded, expecting only disappointments and discomforts from the future. This negative mindset fuels their hypersensitivity, causing them to perceive every error as a personal slight.

However, what if this obsession with the future could be reframed as an opportunity rather than a hindrance? Perhaps their reactions stem from a genuine desire to care about the future, and there’s a way to channel this passion in a more constructive direction.

An Urgent, Inspiring Future: Harnessing the Power of Purpose

The ability to envision a return to normalcy is what empowers people to bounce back swiftly after a hurricane. This imagined future provides them with something to look forward to, uplifting and inspiring them even in the face of tremendous loss.

As they survey the wreckage, they help others find hope, moving themselves out of their comfort zones, taking risks, overcoming historical biases, forgiving debtors, sacrificing time, and donating money. In other words, they tap into their hidden reserves of discretionary resources to spend untapped treasure.

As an employer, witnessing this transformation in the same staff members who nearly went on strike over cafeteria lunches can be astonishing. However, instead of dismissing your people as unsolvable mysteries, it’s crucial to recognize their wider humanity. As Friedrich Nietzsche said, “Those who have a ‘why’ to live, can bear with almost any ‘how’.”

Offering your staff a compelling “why” can be achieved by crafting a joint future that deviates from the default trajectory.

Your Company’s Peculiar Destination: Embracing Discomfort for a Greater Purpose

Most employees go through the motions, primarily concerned with their creature comforts and conveniences rather than anything else. In response, many managers become afraid to ask too much, habitually lowering their expectations to avoid conflict.

However, the reality is that they simply aren’t asking for enough.

Imagine a manager who asks their staff, “Are you OK?” each day. Eventually, someone musters the courage to respond, “No, I’m not.” The manager inquires about the issue, resolves the problem, but continues to ask the same question the next day, perpetuating a cycle of addressing surface-level concerns.

Now, consider a dramatic alternative: A manager convenes their staff to create a vivid picture of the department’s future – an invented future that goes well beyond business-as-usual. This joint aspiration becomes a win-win for all involved, instantly repelling those who are the most resistant while attracting the best employees who crave a greater sense of purpose.

It’s as if a metaphorical hurricane has swept through, igniting a shared desire to take extraordinary actions, even if they cause personal “discomfort.” This phenomenon was observed by Holocaust survivor Viktor Frankl, who noted that those who found a “why” were more likely to survive the concentration camps. Additionally, Frankl stated:

“… mental health is based on a certain degree of tension, the tension between what one has already achieved and what one still ought to accomplish… Such a tension is inherent in the human being…”

“We should not, then, be hesitant about challenging man with a potential meaning for him to fulfill…What man actually needs is not a tensionless state but rather the striving and struggling for a worthwhile goal, a freely chosen task. What he needs is not the discharge of tension at any cost but the call of a potential meaning waiting to be fulfilled by him.”

Unfortunately, prioritizing purpose over comfort is a concept rarely taught in classrooms. However, it offers managers a powerful tool to inspire and engage their employees. By crafting a shared vision of a future that transcends the mundane, you can tap into your staff’s innate desire for meaning, fostering a sense of urgency and determination that propels them beyond their perceived limitations.

In the face of adversity, people are capable of remarkable feats. As a leader, your role is to create an inspiring “why” that ignites the same level of passion and commitment, transforming insults and hypersensitivity into a relentless pursuit of a greater purpose.

How to Conduct a Mid-Year Review

Today on ProductivityCast we’re going to be talking about stepping away from getting things done so you can review and reflect, and then get back to getting things done better. It’s halfway through the year and so it’s a good time to discuss the mid-year review.

Personal Productivity Glossary of Terms: Why Is Personal Productivity Terminology Sometimes Confusing? (Part 1)

Today, the ProductivityCast team talks about terminology, that is, what are the terms that we use in the personal productivity space? And why is there so much confusion around those particular words that we use? (If you’re reading this in a podcast directory/app, please visit https://productivitycast.net/140 for clickable links and the full show notes and transcript of this cast.) Enjoy! Give us feedback! And, thanks for listening! If you'd like to continue discussing Why Is Personal Productivity Terminology Sometimes Confusing? from this episode, please click here to leave a comment down below (this jumps you to the bottom of the post). In this Cast | Why Is Personal Productivity Terminology Sometimes Confusing? Ray Sidney-Smith Augusto Pinaud Art Gelwicks Francis Wade Show Notes | Why Is Personal Productivity Terminology Sometimes Confusing? Resources we mention, including links to them, will be provided here. Please listen to the episode for context. Raw Text Transcript | Why Is Personal Productivity Terminology Sometimes Confusing? Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is mm:ss (e.g., 0:04 starts at 4 seconds into the cast’s audio). Read More Voiceover Artist 0:00Are you ready to manage your work and personal world better to live a fulfilling productive life, then you've come to the right place. ProductivityCast the weekly show about all things productivity, here are your hosts, Ray Sidney-Smith and Augusto Pinaud with Francis Wade and Art Gelwicks. Raymond Sidney-Smith 0:17Welcome back, everybody to ProductivityCast, the weekly show about all things personal productivity. I'm Ray Sidney-Smith. Augusto Pinaud 0:23I'm Augusto Pinaud. Francis Wade 0:24I'm Francis Wade. Art Gelwicks 0:25And I'm Art Gelwicks. Raymond Sidney-Smith 0:26Welcome, gentlemen, and welcome to our listeners to this episode. Today, we are going to be talking about terminology. That is, what are the terms that we use in the personal productivity world, and really, why there is so much confusion around those particular words that we use the importance of them. And then we'll talk about some of the terms that we all have defined over time. Some words, we've created some terms, or phrases we've created, and why. And then, of course, what we can do to make this a little bit more useful for everybody. And so let's start off with why is this important? What's the importance of the productivity terminology, the personal productivity, terminology that we use every day, Augusto Pinaud 1:11when, when I begin working into personal productivity and researching into practice, personal productivity, one of the things that surprised me was the definition that most people have off time. Mostly because the definition has nothing to do with time and everything to do with scarcity. Actually, if you pull a dictionary, the definition that most people have of time is actually the definition of viscosity. So as you look and begin from the wrong definition, to build personal productivity, the only thing you can do is build a rock model. You know, when you start with wrong assumptions, it's hard to build something that actually works. And that works for you. And that is the problem. And that happened was so many of the definitions plus invented work that some experts for color in some way are so people who study to spend time and study and decide to create to define things that it makes sense on the sale of the book that they're trying to do, but not necessarily on the definitions that people manage. And all that create. Over the long term is confusion. Francis Wade 2:28I think it's an unavoidable confusion because we are talking about psychological objects, not physical objects.

ProductivityCast – Subjective versus Objective Time

In this week’s episode, the ProductivityCast team debated subjective versus objective time as commentary on the article, “My Fixation on Time Management Almost Broke Me.”Thanks to Brian C. for the recommended reading! (See https://www.personalproductivity.club/posts/14785370.) (If you’re reading this in a podcast directory/app, please visit https://productivitycast.net/139 for clickable links and the full show notes and transcript of this cast.) Enjoy! Give us feedback! And, thanks for listening! If you'd like to continue discussing ProductivityCast - Subjective versus Objective Time from this episode, please click here to leave a comment down below (this jumps you to the bottom of the post). In this Cast | ProductivityCast - Subjective versus Objective Time Ray Sidney-Smith Augusto Pinaud Art Gelwicks Francis Wade Show Notes | ProductivityCast - Subjective versus Objective Time Resources we mention, including links to them, will be provided here. Please listen to the episode for context. Is Time Management Really “Real”, Or Is It Just a Misnomer? | by Francis Wade | 2Time Labs | Medium Victim Mentality: Causes, Symptoms, and More The Impact of Temporal Schemata: Understanding When Individuals Entrain Versus Resist or Create Temporal Structure | Academy of Management Review  Ramit Sethi The R Project for Statistical Computing  Raw Text Transcript | ProductivityCast - Subjective versus Objective Time Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is mm:ss (e.g., 0:04 starts at 4 seconds into the cast’s audio). Read More Voiceover Artist 0:00Are you ready to manage your work and personal world better to live a fulfilling productive life, then you've come to the right place. ProductivityCast the weekly show about all things productivity, here are your hosts, Ray Sidney-Smith and Augusto Pinaud with Francis Wade and Art Gelwicks. Raymond Sidney-Smith 0:17Welcome back, everybody to ProductivityCast, the weekly show about all things personal productivity. I'm Ray Sidney-Smith. Augusto Pinaud 0:23I'm Augusto Pinaud. Francis Wade 0:24I'm Francis Wade. Art Gelwicks 0:25And I'm Art Gelwicks. Raymond Sidney-Smith 0:26Welcome, gentlemen, and welcome to ProductivityCast. Welcome to our listeners. Today, we are going to be talking about objective versus subjective time. And we will be trying to objectively thinking about whether or not it actually even exists. So, for instance, do you want to open this up with regard to this article. So basically, this is an article from hbr.org. And actually, Brian Clark in personal productivity club had brought this to my attention. And the article is my fixation on time management almost broke me by Abby J. Ship. She is a PhD researcher at Texas Christian University. And she has a PhD in organizational behavior from University of North Carolina. And so her research focuses on the subjective and psychological experience of time, including what she's quoting here as the trajectories of work experiences fit satisfaction and burnout, for example, and the nature of mental time travel and attention, and how individual views of time impact performance, well being and coordination in organizations. And so very interesting area of research that she does. Francis, can you open us up in terms of what Dr. Ship talks about? In this article? Francis Wade 1:36The topic of the article is my fixation on time management almost broke me. So it's a bit click Beatty, in the sense that you're thinking that she's talking about what everyone is talking about the respect to time management. But those of us who are in the know, you know, that you probably would want to what version of time management is she talking about? And how did it break her.

One Size Doesn’t Fit All – ProductivityCast Live

Today, we’re releasing this episode which was recording live at the Task Management & Time Blocking Summit 2023 stage. The theme of the conference is “One Size Doesn’t Fit All” and so the ProductivityCast team spent time discussing in front of the live audience what our thoughts are on challenges of one-size-fits-all and some thoughts of solving for it. Enjoy! (If you’re reading this in a podcast directory/app, please visit https://productivitycast.net/138 for clickable links and the full show notes and transcript of this cast.) Enjoy! Give us feedback! And, thanks for listening! If you'd like to continue discussing One Size Doesn’t Fit All - ProductivityCast Live from this episode, please click here to leave a comment down below (this jumps you to the bottom of the post). In this Cast | One Size Doesn’t Fit All - ProductivityCast Live Ray Sidney-Smith Augusto Pinaud Art Gelwicks Francis Wade Show Notes | One Size Doesn’t Fit All - ProductivityCast Live Resources we mention, including links to them, will be provided here. Please listen to the episode for context. Remember the Milk CrossPlatform podcast Raw Text Transcript | One Size Doesn’t Fit All - ProductivityCast Live Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is mm:ss (e.g., 0:04 starts at 4 seconds into the cast’s audio). Read More Voiceover Artist 0:00Are you ready to manage your work and personal world better to live a fulfilling productive life, then you've come to the right place. ProductivityCast the weekly show about all things productivity, here are your hosts, Ray Sidney-Smith and a Gousto pinout with Francis Wade and art Gelwicks. Raymond Sidney-Smith 0:17Welcome back, everybody to ProductivityCast the weekly show about all things personal productivity. I'm Ray Sidney-Smith. Augusto Pinaud 0:22I'm Augusto Pinaud. Francis Wade 0:23I'm Francis Wade. Raymond Sidney-Smith 0:24And Art Gelwicks is with us somewhere in spirit. But he'll be back hopefully, and with us shortly. Welcome, gentlemen. And welcome to you all, listening, live, watching live or listening after the fact to the podcast feed. We are here live at the task management and time blocking virtual summit 2023. And the theme for this summit is one size doesn't fit all. And what Francis kind of positioned us to do here on this episode was to talk about really the the ideas behind what does one size fits all mean? Does it really make a difference in our productivity? Can we think about this in a more, I think fluid and dynamic way. And I'm going to play devil's advocate a little bit in this Episode Episode to talk about really the, the fine line between efficiency and effectiveness, when we think about one size fits all methods, tools, and otherwise. And so what do we want to get started here, let's let's talk about one size fits all being a problem, because we're consistently trying to do more. And as Francis talks about task volume, for instance, do you want to kind of talk to us about the number of projects and commitments that you typically talk about with regard to how one size fit all one size fits all really becomes a problem for folks, when they're attempting to do more and more Francis Wade 1:48Sure, is that we're greedy. It's, we fill our we fill our plates in terms of capacity. So we do as much as we can do, and we grow as much as we can grow. And when we get to a particular level, we still want more. So even if we pick up a new app and learn some new techniques and become more productive, because we can manage more tasks, eventually, or capacity runs out, because we just keep adding more tasks, we're really until eventually, we coupled and start to experience problems all over again, it's just human nature,

Hyper-Scheduling: Commentary on MacSparky’s Granular Time Blocking Method

In a post entitled, Hyper-Scheduling, David Sparks (a/k/a MacSparky) writes about his method of time blocking on a granular level. This week, the ProductivityCast team provides their commentary, challenges and methods on this concept of hyper-scheduling, which will hopefully spark ideas on how you can better manage your time-based work. (If you’re reading this in a podcast directory/app, please visit https://productivitycast.net/137 for clickable links and the full show notes and transcript of this cast.) Enjoy! Give us feedback! And, thanks for listening! If you'd like to continue discussing Hyper-Scheduling: Commentary on MacSparky's Granular Time Blocking Method from this episode, please click here to leave a comment down below (this jumps you to the bottom of the post). In this Cast | Hyper-Scheduling: Commentary on MacSparky's Granular Time Blocking Method Ray Sidney-Smith Augusto Pinaud Art Gelwicks Francis Wade Show Notes | Hyper-Scheduling: Commentary on MacSparky's Granular Time Blocking Method Resources we mention, including links to them, will be provided here. Please listen to the episode for context. Hyper-scheduling - MacSparky  Unschedule How to Use the Unschedule - Video Tutorial  Google Assistant Time-Based Actions: Events - https://support.google.com/assistant/answer/7678386?hl=en&co=GENIE.Platform%3DAndroid Reminders - https://support.google.com/assistant/answer/9387035?hl=en&co=GENIE.Platform%3DAndroid Timers - https://support.google.com/googlenest/answer/7028899?hl=en Raw Text Transcript | Hyper-Scheduling: Commentary on MacSparky's Granular Time Blocking Method Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is mm:ss (e.g., 0:04 starts at 4 seconds into the cast’s audio). Read More Voiceover Artist 0:00Are you ready to manage your work and personal world better to live a fulfilling productive life, then you've come to the right place. ProductivityCast the weekly show about all things productivity, here are your hosts, Ray Sidney-Smith and Augusto Pinaud with Francis Wade and Art Gelwicks. Raymond Sidney-Smith 0:17Welcome back, everybody to ProductivityCast the weekly show about all things personal productivity. I'm Ray Sidney-Smith. Augusto Pinaud 0:23I'm Augusto Pinaud. Francis Wade 0:24I'm Francis Wade. Art Gelwicks 0:25And I'm Art Gelwicks. Raymond Sidney-Smith 0:26Welcome, gentlemen. And welcome to our listeners to this episode, today, we are going to be talking about the calendar and really how to utilize the calendar to be more effective, really related to David Sparks. And some of you may know him as Mac Sparky at macsparky.com and the Mac Power Users podcast, he has been writing about something that he calls hyper-scheduling since 2018. And I thought we would actually tackle this topic in terms of just covering what he is really talking about in his series of articles around this. And so in 2018, he wrote this article that he said he was experimenting over the last month, in essence doing more deliberate scheduling of his time. And so really, what it looks like is a an explanation of what is time blocking the idea of being able to put blocks of time in your schedule. In his particular case, he's calling it hyper-scheduling, I believe, because he is identifying more granular times where he's doing things. So instead of say, large swaths of time for the day, he's putting smaller and smaller blocks of time in the calendar for particular activities. And he defines various blocks. And he gives you the opportunity to be able to think about your own world in terms of what those smaller, more granular blocks could be, for purposes of having a schedule that you can fall in line with, as you make your way through the day.

Move Beyond One-Size-Fits-All Productivity

You have a serious concern for your personal productivity. It’s annoying to realise moments where you could have done things more efficiently. Why? You are someone who hates to see time being wasted. But when you reach out for help, all you receive is “foreign” advice, far removed from your experience.

At this point, most of us throw up our hands in frustration. I certainly did when I moved back to Jamaica in 2005. I quickly realised that much of what I had learned about being productive didn’t work locally.

It was humbling.

As a teacher of time management programs, I thought I knew a thing or two. Instead, I was struggling to apply a formula I had used for over 20 years of professional life in the USA.

But I decided that I should find an expert to understand my new situation. If there was a “Personal Productivity in Developing Countries” book, I required it.

After searches on Google and Amazon, I gave up. So I tried searching “War Zone Time Management”. Nothing there either.

But what I wanted seemed obvious to me. I needed to manage my task-load productively in ways that fit my hectic circumstances. And culture. This meant I could not simply mimic what experts in New York or London were doing.

Therefore, I had to dig deeper for some answers. Here are the main findings which became part of my second book, Perfect Time-Based Productivity, and today shows up in training and conferences.

Finding #1 – We teach ourselves the art of task management…but haphazardly.

We all know we learn how to run at an early age. However, it’s not the sprinting Usain and Shelly-Ann practice as professionals. That has to be learned, which means that several habits must be unlearned.

The same applies to task management. After we are shown the concept of time as eight-year-olds, we begin to create tasks. At the start, it’s mostly a memory game.

Finding #2 – Challenges to Becoming Better

Improving your skills in this area isn’t easy. Unlearning old habits is hard, and this topic is just not taught in school. Instead, it’s sink or swim for students.

Also, task management is not an occasional obligation. Unlike sprinting, you are doing it all the time, every single day. Therefore, you just cannot pause to step back and reflect in order to improve. You must develop while you are executing.

Furthermore, this isn’t an optional activity. We are required to use one technique or another so we can be fully functional adults. The only question is, at what level will we perform? And should we do so consciously or not?

Finally, if you have a knowledge worker’s role, you must adopt digital technology. The most common are email and WhatsApp. Some also employ task management software, perhaps supplemented by paper – the most ordinary technology of all.

This all makes the job of becoming a better task manager hard. In this case, being smart or experienced doesn’t help. The playing field is level and anyone can ascend to greater heights with the right knowledge.

Finding #3 – The Key to Improvement is Not a Guru

While great sprinters need coaches, you probably don’t have one for your task management. Therefore, you must mimic what they do and become an expert at diagnosing your current performance in this area.

The best place to start is with the defects – moments when you notice a problem which indicates you have fallen below your desired standard.

For example, each time you forget a task, find yourself late, lose track of an email message or feel overwhelmed…these are all helpful signs that your system has broken down. To determine the best solutions, you need to engage in conscious self-diagnosis.

Do so with the leading tools available. Some are described in my book, but there are self-diagnostic tools offered in workshops, webinars and articles. Their intent is to help you get to the source, so that you can fix problems and effect improvements.

Unfortunately, most of us are satisfied way too early. We look around at others in the office and decide what the average performance might be. Then we set our aspirations accordingly. We end up being mediocre.

However, if you are committed to world-class achievement, there is a lot to choose from. While local role models may be hard to find, they should also be envisioned from case studies. They’ll assist you in departing from one-size-fits-all answers to crafting custom solutions.

In summary, unlike the mid 2000s when I returned to Jamaica, this challenge can be met. “Jamaican Productivity” need not be an embarrassing joke. We are faster on the track than anyone in the world, and can also become just as individually effective.

Francis Wade is the author of Perfect Time-Based Productivity, a keynote speaker and a management consultant. To search his prior columns on productivity, strategy, engagement and business processes, send email to columns@fwconsulting.com.

Email: Not a Nuisance, It’s Your Job

You are forced to deal with email every single day, most of it arriving at odd moments. At the same time, you need to be effective, but it seems that there’s invariably a slew of messages getting in the way. You want the problem to go away so that you can just focus on doing your job. This is a common sentiment, but is this frame of mind a help or hindrance?

It’s fashionable nowadays to complain about email. Why? There are always too many messages. They arrive at the wrong time, and important ones get buried by all the others.

But you’re not alone: everyone you know appears to be caught in the same trap. You derive some comfort knowing that some are even worse than you.

The only people who seem to be on top are the super-responsive. Apparently, they have nothing else to do each day but reply to email…within moments. But are they being effective? If they can reply to you immediately, are they actually doing any useful work?

You know you don’t want to become like them, but what are your alternatives? Here are some ideas you can use to be effective.

1- Email is not going anywhere

Whether you call it acceptance or resignation, your fate in using this technology is sealed. Asynchronous, digital messaging is a permanent fact of professional life. In other words, we aren’t going back to the days of paper letters, faxes, or telegrams. And time-consuming meetings, phone calls or Zoom won’t ever become a replacement.

So unless you’re retiring soon, take a deep breath and “hug up” this reality. And while you’re at it, stop complaining about your inbox being flooded. The fact is that email incompetence is afflicting almost everyone. The only ones exempt? The few who receive a trickle of messages each day…like less than 25.

Don’t aspire to be like them. Take responsibility now and in the future.

2- Your suffering is avoidable

Think back to the days when you were among the “exempt”. You didn’t have a problem. In fact, you were happy to be sent email. It showed that you mattered to other employees and friends.

However, your joy was short-lived. When 25 incoming daily messages turned into 150, you hit a threshold: your old techniques stopped working. For example, if you used to check email in the quiet intervals between tasks, meetings or projects, you probably saw this shortcut become impossible.

Instead, evening and weekend email became the norm. Plus, others began to complain that you are not returning messages fast enough. Your “time management” skills were questioned.

While this state of affairs is awful, there is an answer.

You need a different, new set of practices to address a high volume of email. Furthermore, this approach needs to scale so that you can handle double or triple the volume you receive today. Why? Not only is email unavoidable, its use is growing.

3- Instant Repair

The complex blend of habits and technologies we use means that fixing email is like plugging the leaks on a rickety boat. There are a vast number of things which can go wrong, all of which add to the overall burden. Tackling them all is beyond the scope of this article, but here is one basic concept. Set aside high-quality time for email by blocking time each day in your calendar.

With this technique, email transforms from a thankless chore to a prime activity. Here, you can give your full and undivided attention. Consider it to be an appointment you simply cannot skip. A professional requirement. For example, a surgeon would never skip washing her hands before an operation.

Why the high priority? The fact is, each email requires you to make a decision and this takes energy. Add in the fact that you must quickly switch mental contexts from one message to the next, and the challenge multiplies.

It’s as if each day’s most important choices are distilled into a single sprint. If you try to make them piecemeal, prepare to see your inbox turn into a bottomless pit of unmade decisions.

Setting time aside each day is the only way to ensure that the molehill doesn’t turn into a mountain. Unfortunately, it only takes a few days of neglect to turn a peaceful inbox into a ticking time-bomb.

The best method is not to respond like a firefighter. Instead, treat email as a priority that deserves its own time-slot, and mindset. Use a fresh head so that you can make a series of difficult, but high-quality snap-decisions.

Soon, it will become the heart of your job, rather than a nuisance. And you will be effective.

Francis Wade is the author of Perfect Time-Based Productivity, a keynote speaker and a management consultant. To search his prior columns on productivity, strategy, engagement and business processes, send email to columns@fwconsulting.com.

Projects Sequencing: Ordering Your Projects to Enhance Productivity

In this week’s episode, the ProductivityCast team continues their conversation about sequencing for greater productivity, this time about ordering projects to enhance efficiency and effectiveness. (If you’re reading this in a podcast directory/app, please visit https://productivitycast.net/136 for clickable links and the full show notes and transcript of this cast.) Enjoy! Give us feedback! And, thanks for listening! If you'd like to continue discussing Projects Sequencing: Ordering Your Projects to Enhance Productivity from this episode, please click here to leave a comment down below (this jumps you to the bottom of the post). In this Cast | Projects Sequencing Ray Sidney-Smith Augusto Pinaud Art Gelwicks Francis Wade Show Notes | Projects Sequencing Resources we mention, including links to them, will be provided here. Please listen to the episode for context. Microsoft ExcelNotionCodaLifelong learningLifelong learning institutes - Wikipedia  Tom’s Planner Raw Text Transcript Raw, unedited and machine-produced text transcript so there may be substantial errors, but you can search for specific points in the episode to jump to, or to reference back to at a later date and time, by keywords or key phrases. The time coding is mm:ss (e.g., 0:04 starts at 4 seconds into the cast’s audio). Read More Voiceover Artist 0:00 Are you ready to manage your work and personal world better to live a fulfilling productive life, then you've come to the right place productivity cast, the weekly show about all things productivity. Here, your host Ray Sidney-Smith and Augusto Pinaud with Francis Wade and Art Gelwicks. Raymond Sidney-Smith 0:17 And Welcome back, everybody to productivity cast, the weekly show about all things personal productivity, I'm Ray Sidney Smith. Augusto Pinaud 0:22 I am Augusto Pinaud. Francis Wade 0:24I'm Francis Wade. Art Gelwicks 0:25 And I'm Art Gelwicks. Raymond Sidney-Smith 0:26Welcome, gentlemen, and welcome to our listeners to this action packed episode of productivity cast, I'm just going to call it this is going to be a lot of fun. We're going to talk today about really the other side of sequencing. We talked about task sequencing in the last episode. And in this episode in this cast, I wanted us to talk about projects sequencing, why would we benefit from it? what are maybe some of the pros and cons? What are some of the examples of ways in which we use sequencing in our own productivity systems, and potentially some pitfalls, some things that we see folks around us experiencing in terms of troubles and challenges, and then we'll end with maybe just some Quickstart tips, some tips and tricks for you to be able to get started with projects sequencing, if you're not already doing it? Let's start off with why what is the reason for someone to be able to and want to sequence projects, which are different than tasks? Can you give a compare and contrast there for folks, and then we'll go from there, Francis Wade 1:32I think we've all been in that situation where we messed up a project so bad, because we thought it would be a short thing, or it would be a minor, you know, minor commitment, only to realize as opposed to two hours, it took 20. And as a result in crossed into an gotten away of other projects. And in retrospect, we look back and said to ourselves, boy, if I just sequenced it differently, if I had just focused on the one, and then decided to do the other at some point in the future. If I just applied a little bit of insight and maybe a little bit conservative, I could have saved myself a lot of heartache. So I think those who are interested in Project sequencing are those who take on larger projects, those who get asked to join lots of projects. But above all, there are people who've been burned by making mistakes by not sequencing projects correctly. I think that I'm sure that's what brings most of us that are called today.

First: Check Your Calendar or Read Email?

In general, you want to be responsive to those who wish to reach you. Consequently, each morning, before doing anything else, you scan your email inbox for new messages. However, if you have ever questioned the wisdom of this habit, your concerns are justified. The most effective professionals refuse to process email first. Instead, they start the day differently: they plan the time in their calendars.

Back in the mid-1990s when email was introduced to the general public, receiving a message was a rarity. It was exciting. Your computer announced the event, and audio-visual pop-ups celebrated its arrival.

But the practices you developed to address this new form of communication may no longer work. Why? They were suitable for a handful of messages, but useless for the 100+ deluge we face today.

One habit you may have adopted is the first-thing-in-the morning-check. If you’re opening email as the initial task upon entering the office, jumping in the car or sitting up in bed in your pajamas, you may be committing an error. Here are the reasons why.

  1. You should be timeblocking your priorities

Most of us are careful to write down appointments with other people, treating our calendar as if it were a scheduling tool used by doctors and dentists.

In addition, the most productive also schedule their priorities. Unwilling to leave them to chance, they program time in their calendars to complete them. The result? Each day they are more likely to act on the tasks which are most important. This technique is known as timeblocking.

However, when you don’t timeblock, you are at the mercy of other forces. Some days your energy might be lagging… so you check social media. On others, you may be feeling a lack of motivation… so you focus on routine actions.

Left to chance, it’s easy to miss deadlines because your work is being driven by factors unrelated to the importance of the task and its urgency.

Even so, as ruinous as these internal factors are, the worst culprit of all is the email you receive from others.

  1. How colleagues control you with messages

Too many people accept a passive role in their jobs. In other words, they see themselves as good soldiers whose job it is to take orders. In extreme cases, often with younger staff, they only aspire to make others happy.

If you’re in this cohort, email is a fantastic way for other people to transmit their priorities. Your assignment? Simply answer as many messages as fast as possible, and do what they tell you to do. Consequently, they give you more to do… which increases your email volume. The faster you respond, the more you get.

With this mindset, it’s only natural for you to check your inbox as soon as you can in the morning. If you never break the habit, you end up spending the better part of the day at the mercy of others who are happy to overlay their priorities over yours.

Unfortunately, while some encourage this practice, it’s not sustainable. To climb the corporate ladder, a person needs to show increasing self-direction and intrinsic motivation. In other words, they must lead, not follow.

Doing so means letting go of the anxiety felt when you haven’t replied to someone immediately.

This inner turmoil which leads to feelings of overwhelm has a name: The Zeigarnik Effect. There’s no way to climb the corporate ladder without learning to manage it.

  1. By the end of the day, you have accomplished little

We all know that person in the office who is very busy with email, but seldom accomplishes much. Often, they appear exhausted.

You may think they are simply being lazy, but here’s a simpler explanation. They are failing to examine the habits, practices and routines picked up in adolescence. Therefore, they become stuck.

The antidote is to exercise relentless, continuous improvement in your task management. For example, checking your calendar before your email inbox each day is not a popular habit among Jamaican workers.

However, by seeking out best practices and experimenting with them, you can be as productive as anyone else in the world. At the highest levels, professionals accomplish both productivity and peace of mind. The key? High performance in core areas such as task management, even when your friends, family and colleagues don’t act as role models.

If you’re serious, bypass the conventional wisdom. Drive each day using the priorities written in your timeblocked calendar. This best practice (and others) will help you become someone who has both peace of mind and productivity. You’ll be striving to find the right answers to greater personal capacity.

Francis Wade is the host of the Caribbean Strategy Conference on June 23-25. To search his prior columns on productivity, strategy, engagement and business processes, send email to columns@fwconsulting.com.