Productivity Strategies for Success | Dana Malstaff | Skillshare

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Productivity Strategies for Success

teacher avatar Dana Malstaff, Business & Content Strategist

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

7 Lessons (49m)
    • 1. Welcome Productivity Seekers

    • 2. Setting Your Priorities & Goals

    • 3. Creating More Focus

    • 4. Time Management

    • 5. More Productive Communication

    • 6. Staying Motivated

    • 7. Wrapping Up

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About This Class

For all you productivity seekers who want to find ways to be more efficient and effective with your time and resources. This course is all about the top ways to create productivity in your work life. Jump in and get tangible tips that you can take action on right now. 

Meet Your Teacher

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Dana Malstaff

Business & Content Strategist


Dana is a mother, business & content strategist, coach, speaker, writer, podcaster, brainstorm facilitator, blind spot reducer, and CEO at Boss Mom LLC

With over 20,000 students in various courses, a 34,000+ community, and over 10 years of experience in behavior modification, content creation, community building, and business strategy, Dana grew the Boss Mom brand into a six-figure business in less than a year. Dana's specialty is monetizing your brand by creating what she calls a Strategic Free to Paid Journey.

Dana is also the author of Boss Mom: The Ultimate Guide to Raising a Business & Nurturing Your Family Like a Pro, Confessions of a Boss Mom, and her newest book Climb Your Own Ladder. She serves Boss Moms who yearn for more time and less guilt when i... See full profile

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1. Welcome Productivity Seekers: Hey, Dana. Mall stuff here. Founder and CEO of Glass. Mom. And we're about to embark on an awesome journey to creating more productivity and efficiency in your life and your job. Now, productivity is something that we all want, and we all want more of it. And the reason why is because the more productive, efficient and effective we can be, the more we can get done, the more systematically we can get the right things done in the right amount of time. And that is just any formula for success. Right now, a lot of the things that we're going to cover in this course are going to be simple things that you could do but core elements that really are going to make a daily in positive impact on your productivity and on your job and your ability to do well in what it is that you're doing. So the five main areas that we're going to cover is goal setting and priorities. We're gonna work on focus. How are you staying focused? We're going on time management. How we batch in our time and using our time we're gonna work on communication. How are we efficiently and effectively communicating with our team and the other people that surround us. And then finally, how do we stay motivated and accountable to continually show up in a way where we can be productive on a day to day basis? It doesn't take that long to make these really small changes, but as they pile up, it equals a lot of really amazing ways to be productive in your life, in in your job. So I hope that you join me, make sure you enroll now and let's hop in and get this party started because you should be more productive today, tomorrow and every day after. 2. Setting Your Priorities & Goals: so the first place we want to start is your priorities and your goals. When it comes to being more productive and managing your time better, there's no better place to start than priorities in your goals. Now, we have a tremendous amount of content to cover over this limited period time for this small course. So we're gonna go fast and and I like to do that because there's so much that we can cover for this. And then you have more time to dig in deep within the workbook to really, really put the stuff into action for you. So your priorities and your goals One of the best quotes that really sort of comes to mind is that idea that, you know, if you don't know where you're going, that any road will take you there and any road might mean that it zigzag e and meandering and long and with lots of stops, you weren't expecting better to know where you're going so you can pick consciously and proactively the best path in which to take to get there. Okay, so really, we've got a first set, your goals we have to set them and the reason we have to set them is because your goals matter. You think that you were trying to figure out how to be more productive today, but without knowing what you want tomorrow and a year and five years from now, or even having some idea, it's gonna be a lot harder to know how to be decisive about what it is your going to do today and how to spend your time. Now there's several ways that we're gonna set goals. I'm gonna go through two main ones and then three different kinds of categories we put them into. But the 1st 1 is called Your Dream Makers. Your dream makers are one of the things that are going to really, really make you happy and that you really want to dio now because this is mainly business driven. This applies to everything in your life. But from a business standpoint, let's think dream makers in terms of your career. What do you want to achieve in your career where there's dream makers? Do you want to be the CEO of a company? Do you want to just do you want to be able to retire and work part time you What do you want that to be like? What do you want that toe look like? And then what are your dealbreakers, your dealbreakers? Other things that are most caught. The most common dealbreakers that I hear are you know, I don't wanna have to travel too much. I don't wanna have to move. I want to be able to spend a certain amount of time on vacation with family I. But it also may be my deal breakers. I don't want to sit in front of a computer and look a spreadsheet all day or I don't want to be out selling, you know, in front of people, So knowing who you are and where you are really happy will help you understand. You'll deal your deal breakers so you don't say yes to projects and jobs, positions or roles that don't serve you and make you happy, Cause believe e. Believe me, it's super harder to be productive and efficient when you're unhappy, right? So know the things that you want. No, your deal breakers. So you could be easy. It could be easier for you to say yes and no to the right to things now encompassing in all of the ways that we set our goals. I always plot things out in three categories. Your environmental goals, emotional goals and financial goals. Your environmental goals are what do you surrounded by and who are you surrounded by? So what kind of people you will you be hanging out with? Who do you want to be hanging out with, right? What does your space look like? What is your space look like now? What do you want it to look like in the future? Do you want to be able to move around all the time and not really have a space because that's not how you roll. Or is it that you want to have a big office with a view somewhere? You know? Where do you want that office to be? Where do you want that space to be? Do you want to be working at home? Who do you want to be surrounded by? Do you want to have a really small being, a small company where it's a really close knit? Do you want to be in something that's that's massive so that you can move into different spaces? What kind of growth do you want there? So what's the environment that you want to create for yourself now, A year from now, five years from now and so forth. Emotionally, this is the one that most people skip. But I'm gonna caution you not to skip this in. Here is why understanding where you want to get emotionally can be a massively beneficial tool for you because we often get a gut feeling about things. And our gut is either trying to tell us something that we need to listen to or our gut is a fear cropping up that we need to, uh that we need to move past. It's hard to know which one of those is the right gut feeling, which which part of that gut is telling you unless you've mapped out what you want your emotional goals toe look like, because if you're really clear on how you want to feel, if you want to feel empowered or in control, or calm or relaxed as you move into your future, if you know what really liked you up and that's the kind of emotional state you want to be in and when those gut feelings come in, you can bounce them against the emotional future you want to create to give you an idea. If it's something that's a good gut feeling to follow, or whether it's a fear that's cropping up, that you might want to get additional assistance to help you get past. And then your financial goals is all about what do you want to make? What do you want that toe look like? And I think that you can really quickly move past into those things into different aspects of your financial future is hopefully you've thought about those before. That's the one that everybody always is thinking about. It's the environmental on the emotional ones that people are often skipping but map that mapping these out can be really beneficial. Now. Don't forget to make your goals smart. This is not a new concept. Smart goals have been around forever, but that's because they work. You want to make them specific, measurable, achievable, realistic and timely. Basically, it means that every goal you create should have some kind of number or measurement in it. It should be specific to I don't just want to get a raise. I want to get this kind of raise. I don't want to just move up in the corporate ladder. I want to move to this position in this specific ALS amount of time. Being achievable or realistic is simply about recognizing whether or not it's something that actually makes sense and that you can take those steps to move you there right if you say I want to move into this position, but it requires that I have an MBA and an M B A. I'm not going to build to afford this year. So setting a goal that I'm going to have that minutes and doesn't make sense, it's not achievable, realistic at this time. Then don't set those kinds of goals we want to push ourselves. But we don't want to also create an environment where we're creating completely unrealistic goals that are just setting ourselves up to fall. There is a nice middle ground. We want you to find that in your smart goals, then timely just means don't set something that says, in 2030 years this is gonna happen. Let's do something that requires you to take action on a daily basis to help you achieve it . Now Let's set your priorities. The biggest way that I like to set priorities is really in the urgent and non urgent quadrants. This is also not new. This has been around for quite some time. But ultimately what you dio is you're looking at your plotting out things that are happening in your day, things that are happening in the projects that you're working on. Most often, companies do this when they're plotting out all the projects they have going on in their business at that time. What projects or what tasks or what things are urgent but not important. Those the fires we put out right or the the e mails, we just continually answer what is not urgent but important. And that's what you'd be doing when you're setting your goals is the strategy that you put into place and then the urgent and important, which is things we just really have to dio and they are important and they are urgent and the not urgent, not important, which we should try and strive to have nothing in that quadrant, right. But we most often live up in the top left, and the more we can live down in that bottom right, The more strategic we can be and the more we can really be more productive in our in our lives. So I urge you to just to make a quadrant on a sheet of paper and just start to map out where you're spending your time to get an understanding of which quadrant you are living in . Most now I want us to drill down even further to the priorities and goals. So we're gonna do what's called a time mapping. Um, the time mapping. I do this probably at least every six months, but but I often do it every quarter. And really, what this is is we're just taking a look at how you're spending your time on a daily basis , not just in business but everywhere else, although you can use this to be something that's more specific, and I'll show you that in a moment. So the reason we have sort of bull's eye circles in the center of each of these circles is the middle one is about whether or not you feel productive. The eso that's the inner circle, the middle circle is what is it? Was it really an important task. And in that outline outside, one is. Did you enjoy? The task was it is something that actually brought you some fulfillment? Now here's an example of one that I've done, and this is really saying Okay, so So about maybe 92 2 hours about is getting interviewed and getting giving interviews with in my day. You know, there's about 30 minutes of getting me and the kids ready. There's about an hour or so of connecting on social media. There's about 45 minutes of prepping and cook time, 45 minutes of working out about, you know, I don't know, an hour and 1/2 or so of content creation about an hour of managing my team. And that's just the first half of my day Now. The reason, the way this is colored in is, for instance, getting interviewed and giving interviews. About a year ago, this slice looked very different. It was not productive at all, but we created a lot of efficiencies in that space since then, so that's a fully productive space of my time. Now, only about 3/4 are filled from the important standpoint, because I often have to assess whether or not the interviews I'm giving and on getting are really important to my business, and I have to be conscious of that on a continual basis. But I under enjoy the process 100% of the time creating content. It's not only productive, important, but I also enjoy the heck out of it. So that one's great was connecting on social media. Oftentimes I don't feel productive there about half the time. I feel like it's important. About 3/4 of time, I'm actually enjoying myself. So that's a space that I'm constantly going back to over and over and over again to assess how I'm can be more productive, how I can make sure I'm only doing the important things and how it can enjoy more of what I'm doing. And then things like cooking and working out super productive, super important don't enjoy him so much. So this just gives me ah lay of the land which ultimately helps me understand the biggest areas where I need to improve and the biggest areas that I should celebrate that I'm doing it right. So you should do this. I suggest you do it over the period of a week. Um, at least a couple days and you can also drilled on a safer. And since you're managing a team and you wanted to be able to do this from a what what tasks do you do on a daily basis to help manage your team and break it out that way, whether you do, you get to pick what the time span is within this circle. But this can you and I would recommend you have your team fill these out as well. Could be really, really a powerful stuff. So next thing I want to do is post a picture of your time map and provide one key take away . We're gonna have multiple ways that you can connect within the project for this particular course. But this is the 1st 1 Show us what that looks like now in the project. I will give you the resource I used to do mine. That's not a sheet of paper. It's something on my phone and on my iPad and is called paper 53. It's a really great drawing tool to free drawing drawing app. I'm gonna give you that resource so you can go get that. If you prefer to drop something on your phone or your tablet and track it that way as opposed to on a sheet of paper, cause I find if I'm out and about, I'm more likely to fill it out if it's on my phone. And if it's out of sheet of paper somewhere and then last, don't forget to be flexible and continually assess right If we set our goals, we set our priorities were doing the time mapping. We're figuring out what we're gonna do and what we're gonna, how we're going to spend our time. And if something's not working, then be flexible. Assess quickly and be decisive and move to make the changes you need so that you can really continually set the right priorities for you and move yourself forward towards those goals . 3. Creating More Focus: so we know our priorities and our goals. How do we manage to stay focused? Enough toe really always know exactly that. We're following the right priorities towards the right goals, while there's three areas we're gonna talk about here organization, email and social media and meditation and affirmations. Now organization to me is one of the things that really, really helps us to stay focused. E mails and social media is often the things that push pull us away from being focused and meditation. Affirmations are the things that can bring us back into focus. So those are the three areas we're gonna talk over today. There's a lot of things we could talk about when it comes to focus. I'm gonna try and give you some just really good little tangibles in the amount of time that we are spending together. So first off focus requires organization. It requires organization because it's hard to be focused when it's messy, and it's hard to be focused when there are things around us that aren't important when there are things that are feeding that urgent but not important or just a mess, right, a mess could be a of your thoughts right, which is why meditation can be good. A a mess could be the stack of papers, right? The mess could be that you have all the things you need in multiple different places, and so it's hard to find it now when it comes organization. I like to say you want to tackle them in terms of organizing your priorities, your goals, your tasks and your things. Now it's most important because you just listed out your goals. You just thought about your priorities. But that's all they are, is a list until we really organize them in a way that's meaningful about what you want to tackle first, what you want to tackle. Second, if you had five goals, you have to prioritize those goals than in within your priorities. You have to set which one of those priorities you were going to hold of the highest all the way down to the lowest. Within those set of priorities, we have to organize even the things that we think don't need to be organized in the reason is because you just have a list. You just have a stack of papers, right? You need to know what those papers need to be used for when to use them and why to use them , so that we can be more efficient and effective with our time at all times. So organization is key now, often times we have more. But more is just more, um, when we can really prune things continually. That's where that assessment comes in. And it can be really powerful stuff, because focus is all about that singular focus, right? If you set five goals, we gotta figure out which is the top priority goal because focuses a singular focus, right? It's not a multi focus. It's a singular focus that helps us to move forward as quickly as possible and decisively as possible towards that thing. So if you're surrounded by a ton of stuff that hasn't been organized, then it's just more stuff, and it's not going to serve you now. I personally organize my life and my business with a tool tool called Trail Oh, um, within skill share. There are there. Trillo does have some of its own training, so I encourage you to look up those. In addition, I have a training that takes you behind the scenes into my business about of the ways I use trail oh, very specifically within the project will show you a link to get that. It's a free training that I offer. Trouble is, I call it my Work wife. It is a project management and a workflow tool that allows you to Ah, the best way to describe it is if ever note and Pinterest had a baby. It's very visual. It's very mobile. You can move things around very quickly. We manage all of our projects, all of our priorities, all our long term goals and all of the our template content in training so that we could be organized enough. So things take us less time to get to it. Less time to execute on it and less time to decide what it is we want to do to move forward . Organization is all about having things where you want them when you need them, so that you can act fast now. We can also stay more focused if things weren't distracting us right. But that pesky email and social media is often really hard to say no to, And we we have a hard time saying no to it cause it's ever presently reminding us that it needs to be attended to right. So the first thing I want you to do is I want you to schedule your email time and even your social media time. I know that sounds difficult, and I know we all want to continually graze within our email on our social media because we feel like if we don't, then it will pile up on us. But what happens is your grazing pulls focus and attention away from your bigger, larger priorities and often times what's in your email. Your social media is much more of that urgent and not important or a lot of times even not urgent and not important. Now Tim Ferriss is one of the first people that I'm aware of. That sort of pulled in this scheduling your email time in his four hour work week. But it does work. It does absolutely work. The second thing I make sure you look Hubble ways you can. You can make that easier for self, by the way, in a moment. But the next one is I want you to have a team wide naming system for your email this can be life changing for you and your team. And if it's possible to implement this from an organization standpoint, the better. What this means is instead of everybody going in and just emailing each other that you need something right instead of doing that, why not actually have a naming system that lets people know the urgency level? Right? So, for instance, you might have, um, you know, call so and so on. This particular project is the is the thing, our update on this particular project, right? And if it's something that person needs to read right away, then maybe there is a star next to it. Or maybe there is a now next to it or a one next to it are in urgent or something along those lines. If not, maybe it's got a 24. And that 24 means I'd really like to you to take a look this within the 24 hours or something along those lines, you can have words that are indicators of an urgency level. You can have icons or numbers. Whatever works best, you is a team decide. However, having that naming system is huge because you can quickly glance at your email if necessary . Right? And you could say Okay, well, I got this. So if you need to graze this number two is if you need to graze in your email If you absolutely are in a space of support for your team, we're not looking at your email multiple times a day is not an option, which sometimes we feel that way. If you can create a team wide naming system, even be a much more efficient with your time because you know the emails that our urgent and important versus emails that are maybe not urgent and important right, the emails that you can absolutely get to tomorrow or later this afternoon when you've plotted out time for it. Now that the other one is, get the stay focused browser extension. This is for social media. I recommend you just go. We'll have a link for you to be able to get it in the in the project of this of this particular course. But it's a really cool browser extension that allows you to time yourself and then get locked out of any particular site. So if you're on Facebook or somewhere and you are there for you only want to be there for 30 minutes. Once the timer goes down, it actually forcibly locks you out for any extended time that you ask it to. So you program it to kick you out of places to stay focused. So if you can't help yourself but stay out of certain places, get focused, will help you actually get there and then block time to review or work on different kinds of content. One of the best ways to stay focus. If you're you know what? I'm going to read emails here, and I'm gonna give myself 30 minutes to reply to those emails or to the social media that is the most immediate and important. And then I've blocked an hour later in the day toe actually work on more, uh, more important items based off of this. So if you know, people in your team are often giving you one off items that you need to work on and that's part of your job, you can block that out. Or, if you know that you're always needing to be working at least two hours a down this particular project block that time you need to start setting expectation from an organizational level and for you personally that you aren't Justus expecting to answer these questions and get certain things done from email or social media in the in between times. Scheduled is in between times as blocks of times and give yourself the space toe actually be able to respond to people so email and social media doesn't feel like such a time suck. But it feels like something you can actually execute on and then five set or reset expectations on response time. If you are continually responding at midnight or three seconds after it's done, then they're gonna always expect that set some expectations about how quickly you can respond to things, and if you're going to respond to something super quick, say hi. I was just sitting at my desk. I saw this. I'm gonna you know, this is how I'm responding. I'll normally get back to within this amount of time. Set those expectations early because people will take a Muchas you will give right, so you need to be a little bit sacred with your time and space, so that you aren't setting expectations that it's hard for you to live up to. And then the last one is trying meditation and affirmations. I completely wholeheartedly believed this could be really helpful for you. A few resource is for you. In this space is the miracle morning by how Elrod An amazing, awesome book. You should check it out. Head space is a really cool app that can help you. Ah, walk through meditation and then my favorite, which is a little more pricey. But Superfund is muse the headband, and it's an actual headband that reads your brainwaves. Links to your apple have links to all of these. In the resource is but links to you an app and that that helps you actually see when you're comin, not calm. And it helps make meditation more of a Gamification space for you. That's really cool. I'll explain more of that when we when we just show you the link to that. But that's something that I personally use and love. If you're somebody who's super busy running around all the time, they've game ified meditation, which was very intriguing to me. All right, so that's it. Hopefully, this is help give you some insight into some ways that we can stay focused 4. Time Management: Now let's hop right into actual time management. The three main areas we're gonna cover here is the to do list batch ing and minimizing distractions. Your to do list is really how we decide what even has to fill our time matching is making sure we've created the right space to allow us to focus on the right things and give us the right amount of time and minimizing distractions is really all about making sure that we have the space toe actually do the things we need to dio without being pulled away by those urgent but not important items. So the to do list dump. Okay, I want you to release Just list out all the things that you need to do that day Or could be the week Could be the month. Now the best way to do the list dump. We're gonna go through this this pretty quickly, But the best way to do the dump, I think, is to go into what the large projects It's reverse engineering. You go into the large projects that you need to dio in those big categories and they go, what's the next thing down from there? What's the next thing down from there. What's the next thing down from there? This helps you to really just quickly not sit in front of a blank, ah, blank piece of paper. And from my opinion, that helps to make sure you don't have as many rogue tasks. Those of those random tasks that just come and pop into your mind. And those for some reason seem to feel like the priority items when if you really do the full list, you can see much more of what actually has to get out. Now, after you do this dump of you have not done this before. List Stump is great, because once you've gotten into it on a day to day basis, you don't have to do this whole massive project of figuring out all the things you have to dio because it's really only the few added things that might have toe to get popped in there. Um ah, on a day T daily or weekly basis. So next I want you to prioritize that list, right? Start saying according to your main priorities and what you want to do and who you're doing it with. What order do those items need to be him now. The things that you can do it by is prioritizing by duration, prerequisite and brainpower. The three areas I like to dio duration is I like to say, what are the things that can only take me? That only took me 10 minutes? Five minutes? Can I put those polos and batch those together? What are the things that I have to do so that somebody else on my team or within my organization can get their job done to me? Those are the top top priority because they need me to do my job so they could do their job . And I don't know what their priority priority list looks like. So I would be able to get people things as quickly as possible. Right? And those are often, to be honest, the things that we put off. So getting those done first so other people can do their job builds better relationships. And hubby, you get into a mindset of continually making sure those get done early and brain power If you know you're really effective in the morning, um, and people to do time mapping sometime. Call this your hot zones that you're really effective in the morning. But come two PM, you are not so great. And then about seven PM, you're awesome again. Then put the things on your list and prioritize them within your calendar in a way that allows you to do the things that take a lot of brain power. That the times when you are most efficient and effective, and then schedule the things that are that you don't require so much brain power that you can do at those more lulling times. Now, of course, again, I do all of these things. In Trillo, there are other tools. There are print versions of time management tools that you can use. I like digital because it's most mobile, but Trillo allows me to create actual visible checklists that I can check off of and then reorganize those so that I can always just add to those lists. Manage that. I even do that from an email perspective that their emails I need to get to, but I know I'm not going to get to it right this moment and create a tally list of things I need to make sure I get to respond to do. I can do that from that level from a project management level, you know, all the way from just my home, daily tasks level. And I could break them out into different check please, for So for me, trailer is a really great tool to help me manage my time. Now it's the same thing from a batch in your days perspective, right When we're putting things into more projects, those projects becomes the part parts of your calendar that you batch again. I do this in trail. Oh, now I do use Google calendar. And if you're in an organization, they may have their own particular calendar, or they may also use Google calendar. So it just depends. I use Google Calendar to decide what I'm doing from an hourly standpoint so that I can schedule in meetings and people can see when I'm busy. But from a batch ing, um, standpoint of what I actually need to get done within Google calendar, I can go in and I can say, All right, I need to be working on this particular project for this particular event, and then I go into trail. Oh, and I can look at my batch week, and I can pull up that card and then see that checklist I just showed you that said, Okay, here's the things that have to get done. So Google Calendar helps me reserve the time. But Trillo hopes may actually see what has to get done within that time to be effective and efficient so I can make sure I'm using that time wisely. But batch content as much as you can. Batch I am so batch and creates consistency for you. So you get used to doing things at a time, and you're giving yourself that time and also move what you do. You ignore. So if you have in there that you should be doing some particular set of calls, or you should be doing some particular set of, you know, content creation or or mapping organization or something along those lines. But every time that that little bucket of time comes up on your calendar, you just ignore it and do something else that you think might be more important. Then assess why you're doing that. Neither break it down farther, assign it to somebody else, or figure out how you can change the timing or your perception of it so that you can actually make sure you get things done that need to get done. Or maybe it isn't that important, and it just needs to be moved off your calendar and always include batch to overflow time. So if you're saying I need to work on these projects and with these clients and do these particular things always make sure there is time within your week. I haven't overflow time on my Thursdays that I have basically about three or four hours of time to catch up. I have catch up and overflow time. And that helps me ensure that I haven't booked by week so full that I'm always consistently running behind, which I have felt very often in my career. Right. So it's this is creating space for you to know that no matter how efficient, effective you are, some things were gonna take longer than you thought. And then make sure to minimize distractions. This is knowing your triggers, right? What? What distracts you? Is it? Yeah, everybody goes out to lunch and we have a long lunch. And then, you know, when you come back, you're not actually going to be productive for the rest of the day. Well, then, on days, you know, you really have to be able to get things done that take big amounts of brain power. Don't do those lunches. Bring your own lunch. Go do your own thing. The Pomodoro method will have that in the resource is a really great method where you basically do a and there's an app for it. But you basically do a timer. It's like a 25 minute timer where you just get into it. You have one singular goal. You achieve that goal in 25 minutes, and after that you take a small break and then come back and you do it again and then you do it again. What it does is that timing creates urgency for you to get one singular thing done that could be really, really effective. And then setting expectations with people saying, Hey, you know what? Whenever I have something this little, you know, cartoon up on my office or in my cubicle or wherever you are, this means I have to be getting this This times a really precious time for me to get something very specific done. So if you can wait until that sign comes down that I can help you, Um, one of the ways we have managed this process to not create some feeling of exclusion from people are mad that people have their leave me alone. Sign up is that we actually had a team project where we brought in lunch and the whole team collectively joked and made their signs so that everybody collectively understood and agreed. Sometimes I need to not be distracted and not be disturbed and does not mean I don't like all of you. It just means I have to be able to do my job with 100% attention, certain parts of the day and that that took away that element of the, um you know, that person is putting up a do not disturb sign and we don't like them anymore. They're unwelcoming. It created a team experience, so that might be something you can try and that wraps up time management. Hopefully, I know I went through that fast, but I hopefully some of these elements can really be helpful for you to start managing your time better 5. More Productive Communication: now, communication can be key to being productive and managing your time better because in that urgent but not important quadrant, we are often faced with fires to be put out. But in addition to that, even sometimes things that are urgent and important or things that aren't urgent and important we're always dealing with people very rarely do our priorities and our goals and everything we do in our life. Are they done in solitary, right? They're not. We are creatures of community and communication, and often those wires get crossed and misinterpreted. And then we spend a lot of time dealing with people and misunderstandings. So we wanna mitigate, mitigate that as much as possible and minimize that as much as possible so that we can really connect with people in a meaningful way. Now what we're gonna talk about is teamwork, expectations delegation and assuming positive intent. Now, those four elements, I think, can really help to up your game of communication with your team and even just in all aspects of your life, in all relationships, which will help you to be more productive. So the 1st 1 we're gonna do the teamwork is effective. Teams can accomplish anything. I really do honestly believe this. So one of the things that you want to do is always voice action items and make sure you're on the same page. One of the worst things that we can do and I've seen it time and time again and I've even done it back back in the day is that we go into meetings and if anybody has every, maybe you'll raise your hand If you've ever been meeting to death right where you just have meetings after meetings after meanings. But the meetings don't really help you actually get anywhere. And what happens is we We have these meetings at the end of the meeting. We haven't really said who is going to do what we haven't. We haven't assigned things, and we haven't been on the same page about exactly what that delivery herbal looks like. So the more that you can a voice what the action items are even at the end of conversation . So it sounds like what we're gonna do is I'm gonna do this and you're gonna do this. We're gonna meet back up and talk about it here. From what it sounds like I just want to make sure we're on the same page. Is that this is what you're gonna tackle? And this is what I'm gonna tackle. And you're gonna talk to that person, right? And I'm gonna talk to this person. So we want to make sure that we are voicing action items to make sure we're on the same page. That will help you not have to go back and forth now, never undervalue all levels of the value chain some people with the best ideas of the people that maybe aren't the upper management now. It depends on how your organization and your organizational culture works. But whatever level of management you are in, be the person that includes all levels of the value chain on, and this is always done by asking really good questions. Asked good questions of everybody asking questions of the people that are on the ground floor that are seeing how things work. Asked the people all the way up the value chain as much as you can. This happens with teams. This happens in meetings. This happens in just the people that you interact with within the organization that you're in the more questions we ask, the more knowledge and understanding we have and the better equipped we are to make decisions about what we're doing and understand the nuances of communication with different people, so that we can really create strong relationships where we want to work together and collaborate, as opposed to working just for ourselves. Now I also say love each other's love language. Now this might sound strange because we're talking really about our businesses and jobs and corporate, uh, you know, corporate standing and careers and maybe even owning your own business or whatever that looks like. But the love language. There's a really great book that is called Your five love languages, right? I will have it in the Resource Is, and it's one of my favorite business books. Now it's not intended to be a business book. It's intended to help you from a personal relations standpoint, knowing each other's love language. But the basics of the idea is that there are five main love languages, and each of those love languages we are. We feel valued and loved in a particular way, and most often we show value and love to other people in our lives, and we do that within our business as well. Um, when but with our own love language. So, for instance, one love languages the act of service. So if my love language is that I love it when people are, you know, clean up after themselves or are doing an active service to show me that they care about me by putting that agenda together or doing that follow up right, if that's how I feel valued and that is what I'm gonna most likely do for other people to show them that I, Karen, that I value them. The problem is, is that other people don't have are same love language. So if someone else has a love language that has a lot more to do with verbal verbal acclaim for them that they are loved and valued than for that person, it's much better to stand up in the front of a meeting and acknowledge that person verbally . Then it would be to send them flowers or Teoh, you know, pick up some slack from their work for them in a future date. So to know the leveling, which I absolutely recommend for business purposes and for communication purposes and for productivity purposes. The more you love how toe know how to pick up on other people's love languages, the better off you are to creating better communication, cultivating a better sense of value and care within an organisation. And people that feel valued and loved are much more likely to work harder and more efficiently at their own jobs. Now, how do you set appropriate expectations? You know, this is a This is a constant question that we have, and the best way to set appropriate expectations is really, honestly, to decide what success looks like. Expectations are, are this thing where people are going to set their own based on their own understanding of the world? So we all is a collective have to decide what success looks like in order to be able to decide what the expectations are for us all. Achieve that success. So what you want to do is within meetings within projects in the roles have collectively between you and the individual or the team, decide what success looks like. This could be a question of at the end of this project or the end of this meeting if we all feel like we've gotten exactly what we need to move forward, what does that look like? And list that out. Now, this is even outside of an agenda which I recommend because this is going to help riel time within the meeting. Pull out what you want to accomplish. That You know that if tweaks need to be made to the agenda now to make this meeting or this project of this role most effective you can do that. Now I have to say, always have an agenda. Please, Please, please. Within any meeting you have, Even if it is in some ways not necessarily a formal meeting, haven't agenda have an idea of what success looks like? Have an idea of what it is you want to accomplish, have an idea of who is going to run it and who is going to make sure you're putting down the task that have to happen that weaken delegate out to everybody. An agenda is massively important for knowing what our ended mind is and knowing how we're going to get there. So you don't have meetings that waste time and never missed the follow up. Once you've had a meeting, make sure, or you've met with somebody who connected somebody, and if there were any two DUIs outside of that, make sure there was follow up. Even if you need toe, happen a trailer or hop on your note pad and write down a little box next to it to say this has to get done or put it in your calendar wherever you need to put it. Make sure you don't miss up on follow up because there's nothing worse. And I have been, Ah, the total culprit of this from from past days is to have really great conversations, come up with really great ideas and then never execute them because nobody ever followed up . It fell through the cracks, and you end up having the same meetings over and over and over again. Okay? And lastly, when we talk about teams and communication, always assume positive intent. Now, this has been around for years. This idea of positive intent, it is not something that I invented by any means, but it's something that I absolutely live by. Assuming positive intent means that you understand that people don't do things to you that you understand that that person that cut you off on the way to work or that person that didn't get you the thing that they wanted or the person that maybe was running by you, Teoh get to a meeting wasn't because they were upset with you, but because they were late to that meeting, right? I remember very distinctly the time when someone came up to me at the end of the day and said, I've been in a bad mood all day because this morning, instead of stopping and saying hello to me like you normally do, you just pushed past me really fast. Walking on dye is made my whole day terrible. I said, why did you not say something to me? Why did you not assume that I that there had nothing to do with you? Because I was 15 minutes late to a meeting because of traffic that morning, and I was just trying to get to that meeting as fast as possible. I wasn't thinking about anything other in that meeting. Certainly not missing saying hello to you. So the idea was it wasn't even in my mind that that person might get upset, but they did, and it ruined their whole day because we don't assume positive intent. We assume things they're doing done to us, as opposed to assuming that everybody has a life they're leading. And a lot of times it doesn't have anything to do with us that it may affect us. But it's not an intentional a way of affecting us. So when we assume positive intent, then it makes it much easier for us to communicate with our team members, as opposed to holding it in and letting it fester. And letting things fester when you were upset from a communications standpoint can absolutely hurt productivity. So make sure you are using all of these elements so you can have better meetings, better projects, better team members, better communication, better relationships overall within your organization. And it will make a massive difference when it comes to productivity and time management. 6. Staying Motivated : So this last one I wanted to touch on is motivation. I didn't want to leave without us going through motivation. Because ultimately, I do think that we can have the best intentions and set up the best systems to be productive. But sometimes we just don't feel like it. Right. So we want to create some space where we can be motivated and get ourselves back into that motivational state. Now, the three areas we're gonna cover accountability, self development and mentors. Now, accountability is really how do you create accountability? Accountability is the thing that gets that drives you because you've stated it because you're accountable to somebody, right? Maybe you have an accountability partner. Maybe you have an accountability app. Maybe you have just stated out to social media or there's a board in your office, right? Maybe you don't necessarily have somebody, but you've shouted it to the world. Then you're now gonna hold yourself accountable. We would love to think that we can all hold ourselves accountable, and sometimes we are the kind of person, or it's the kind of situation where we can where we don't need anybody to motivate us. We can motivate ourselves, but sometimes we need outside forces. So my biggest recommendation for creating accountability is find an accountability partner right now. From a standpoint of when I was in in a position where I was not my own manager, in that sense, we had team meetings and there was accountability there. Now that I own my own business, I create accountability by having accountability partner, and we connect with each other on a daily basis through a tool called You Could Do This through text. We do it through tool called Boxer, which is like a walkie talkie tool, and that tool allows us to, Ah, just say, Here's what my intention is for day. Here's what I want to accomplish. I also am in weekly or monthly masterminds. You might have situations in your office where I like. I said, You have a bulletin board in every week. Your team is putting in what their intention is to really accomplish, and their big thing that they want to accomplish this week, and you help hold each other accountable. Maybe you have a post it note that is by, you know, by your sink in the bathroom. Maybe it's on the fridge. Maybe it's in the dashboard in your car. A constant reminder is a really great way to create accountability. It is that reminder to yourself that it's important to get Give yourself that emotional feeling and that tug that if you don't get it done, you're letting somebody down, most often yourself right, so create accountability in a way that makes sense for you. Now. The 2nd 1 is what your favorite classes, blog's books or podcast. I find you can stay motivated by staying inspired. If there are small classes you can take on skill share like this one, go and take them. Maybe there are, Ah, blog's that you love to read in the area of business that you're in, so that you continually feel like you're educating yourself. Same thing with books. Same thing with podcasts. What we urge you to do is write down in the projects. Add to it what is your favorite class, which your favorite blogger book or podcast that you listen to or you read or you have participated in that you feel like really helps keep you motivated. Now some of those ones could simply be self help ones Maybe it's an area that is anyone in part of your business that you wish you did better in. Maybe it's in a personal relationship that you'd love to be better. And maybe it's classes on being our blog's on being a better parent. Maybe it's something about like this, like being more efficient and effective with your time. Maybe it's very specific to what you do in your business. Maybe you need something that just allows you to laugh and have a little bit of fun outside of your work. To give you motivation to camp, jump back in and get in tow work. So find the things that motivate you share them within this group so that we can all see other things that have other ideas outside of our own. Because you might have the class, the blogged, the book, the podcast idea that you find motivating that somebody else didn't know about. That changes their life, so make sure you post that as well. And then, from ah mentor standpoint, I think you should always have a mentor and always be a mentor. Some of the mentors that you know we think of as traditional mentors like you go to somebody who's multiple levels above you, and that is the person that you learn from. I urge you to have one of those. However, I also think you should not discount the idea of what I call a proximity mentor, mentor. Ah, proximity Mentor is somebody who works alongside you that does similar work to you, but maybe does them in a different way. You might find you do something more efficiently, and they do something else more efficiently, and you can learn from each other about how to do your jobs. Better is definitely an idea where collaboration over competition is a much more effective way to do business. The up mentor is the person that is above you that is going to just give you their learnings in their teaching. But the down mentor is when you decide to mentor somebody else and really just guide them and give them help, Aziz, much as you can and they will still teach you things, they will teach you things about things you do really well and should celebrate and do more of them. They will teach you about things that may be your explanation is not so clear is that you can be a better communicator all around. Be open to the fact that being a mentor and having a mentor can both be very fruitful and rewarding and learning parts of your life. And then don't forget to take a look at the people around you to help save motivated on and help to move you forward. And that is all we have for you. That is the That is the course. We're gonna happen and wrap everything up, and then you can start being more effective and more efficient right now. 7. Wrapping Up: Well, that about wraps it up. I hope there's some things that you've taken away, if not a lot of things that you've taken away from this course that will help you to be more productive, efficient and effective. With your time moving forward from the idea of productivity, I will leave you with the idea that it is never truly attained. We always work at it. We can always be more efficient, more effective, more productive. On the flip side, we should always give ourselves a little bit of space for those days when it just doesn't work for us when we just don't feel it when it's just really hard to do, give yourself that space because you, when you do bouncing back to be productive the next day or the next week is so much more attainable. And it is always a cool we're striving for and is always something we're working towards and working with. So make sure that you are not only implementing these finding new ways that work for you but also making sure that you're giving yourself a little bit of space that nobody be kicking, be super productive every day, all day all night forever and ever and ever. So give yourself that little bit of space. Believe me, you'll think before it. Now make sure you go and you do one of the projects because we all want to share and how we're gonna hold you accountable. And how we're going to keep you motivated is by making sure that you are telling us all the elements that you have learned from this course. So how did you feel about the time mapping? What did you discover from that? You know, how are you finding that you're gonna communicate better with your team with those around you, right? How did you figure out that? What airways? That you're going to stay motivated. What are some of your favorite songs and your favorite quotes that you're going to start implementing At least take one element from this course and put it in the project and tell us what you have learned and what you plan to implement or have already started to implement so that we can cheer you on on hold you accountable. You may also find that there's somebody else in this group who is doing the same thing you would do or is maybe having the same challenge that you're having and you can ban together accountability Partners can be massively impactful and super super fund A have right. So I encourage you to connect with each other, makes you fill out the project. If you have any questions, don't hesitate to ask. I'm happy to answer if there any particular situations that we didn't address in this course, just let me know in the comments at a question and I'll make sure to get back to you. This has been such a blast. Thank you so much for spending this time with me. I really appreciate that our time is precious. We talked all about time in this course and you took your time out to spend it with me. And I am super honored to have been able to hang out with you for this course. So hopefully we'll see you for other courses in the future. Make sure you stay productive, give yourself a little bit of grace and go out there and kick some butt