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247: Thriving in High-Pressure Situations with Eddie Davila

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Eddie Davila says: "Pressure is a gift. You don't give pressure to somebody unless you trust them, unless they have a history of success."

Professor Eddie Davila discusses how to identify, view, handle, and thrive amidst pressure at work.

You’ll Learn:

  1. Why pressure is really an honor and a gift
  2. What to do when you get stressed in low-pressure situations
  3. How to use stress to prep for high-pressure situations

About Eddie 

Eddie Davila is a faculty member in Arizona State University’s highly ranked supply chain management program.  At ASU he teaches over 3000 students per year in person and online.  He has a 12-part intro to supply chain management series on Youtube that has over 3 million hits.  It is actually the top ranked item on youtube when you search supply chain.  And more recently he has developed multiple courses in business and stats for LinkedIn Learning.

Items Mentioned in this Show:

Eddie Davila Interview Transcript

Pete Mockaitis
Eddie, thanks so much for joining us here on the How To Be Awesome At Your Job podcast.

Eddie Davila
Thank you, Pete. Thanks for having me.

Pete Mockaitis
Well, could we start off by hearing a little bit about your theater background?

Eddie Davila
Okay. So, I’m a person that gets bored pretty easily. I was in engineering and I started off I liked it and got kind of bored, and I went to work for a little while. I got my Masters in Business. And by the time I got to my second year I was starting to get bored again. I really started to worry like, “What am I going to do with my life? What’s going to happen?”

And one of my friends was having sort of the same ridiculous existential crisis at 25 or whatever, and we started thinking like, “What would you be good at?” We’re kind of playing this off each other. And then somehow maybe we had one too many beers, we started playing the, “Well, what would you not be good at?”

And then my friend said to me, “Oh, one thing you’d be horrible at is you’d be really bad at theater.” And I said, “Really?” And it actually made sense. In general, I was a very quiet, a very shy person, very introverted. And so my friend said, “Yeah, you’d be horrible at that.” And something about the way he said it, and something inside of me said, “Would I be horrible at that? Is this something I could actually do?”

And, again, I was going back from my second year of graduate school and so I went and asked somebody, “Can I actually take classes with undergrads, an intro to theater class?” And they’re like, “Well, nobody has ever done that but I think you can. You paid your tuitions so you can take any additional classes you want.”

All right, I showed up, I looked relatively young for my age, and everybody just thought I was sort of a freshman or a sophomore. First of all, I realized, “Oh, I’m shy but I’m shy because it’s much more difficult for me to talk to one person at a time than it is to talk to lots of people.” And I didn’t really know that, I just thought, “Well, if you’re shy, you’re shy.”

And the theater training made me realized, “Oh, I’m actually okay with lots of people because it’s easier for me to just sort of concentrate on what I’m doing in that moment.” And the teacher actually came up to me after a couple of weeks and said, “You’re pretty good at this. You should consider making this your major.”

I remember telling her that because she looked at me in kind of horror. Well, I replied to her, “Look, I can’t. I’m not a freshman or a sophomore. I’m actually in graduate school and I’m getting a business degree.” And she said, “Oh, why are you doing that? You’re wasting your life.” She’s like, “You should be here with us.”

It was so kind of nice but extremely nice because she really felt like I might be able to do something in that area. Anyway, I kind of listened to her and I said, “I’m going to try out for a play.” I’d never tried out for a play. Never. Ever, ever. And I tried out and I actually got into a play on campus, actually two in that final semester, that I was here for my graduate degree.

And I learned a lot about myself, and I mean that plays very well into what we’re talking about here today, the high pressure, because I was really scared and I didn’t know if I was going to be any good, I didn’t know if I was going to be embarrassed, I didn’t know what my colleagues, my fellow students were going to say. I think I actually kept it from a number of them for a while. But that’s one of the most formative things I’ve ever done in my life.

When I look back at my life I realize, “So I have an engineering degree, I have a business degree, I have some theater training,” and I thought to myself, “Wow, that’s a weird combination.” And, in a way, I felt like I was never going to use all three of them, and now I lecture in front of students on supply chain management.

And what I realized, it’s like, “Holy cow, I’m using the business, the engineering, the problem-solving techniques and the theater every single day.” So it’s one of those things where you try things and you never know what’s going to be important and you never know how it’s going to sort of transform you.

Pete Mockaitis
Well, that’s cool. That’s cool. Thank you for sharing that. And I do want to get into it when we talk about high-pressure situations. And so, maybe to orient us a little bit, what do you mean by a high-pressure situation? And I think you have a useful distinction between stress and pressure to orient us here.

Eddie Davila
Okay. So, first thing is what is pressure? Again, sort of the engineer in me sort of looks at this and says, “Well, in physics what is pressure?” Pressure is when a force is applied on some object for some period of time. And very often there’s these connections between the physical world and the sort of the more intangible and abstract world, and that’s exactly sort of what’s happening in high-pressure situations.

There is pressure being applied, there is force being applied, and in this case, it’s a high-pressure situation. First of all, just a pressure situation is when there’s a desired outcome or some expected outcome and it’s actually applying pressure. It’s sitting on top of you. It’s asking, “Do you have enough time to do this? Do you have the resources to do this? Do you have the skills to do this?”

And if the expectations are extremely high, if the project’s desired outcomes are extremely difficult, well, then you know that you have a high-pressure situation. One thing that I do try and tell people at times is high-pressure situations are very often seen as sort of a negative thing. Pressure is a gift. Pressure is something. You don’t give pressure to somebody unless you trust them, unless they have a history of success, unless you see something very special in them.

So, when this pressure is being applied on you, it means that there’s something special about you, somebody believes in you, or you yourself believe in yourself enough to take something you on. So, I think, for me, that’s the very first part of this, the idea that, “What is a pressure situation?” A pressure situation is outcomes and desires pushing against you.

And the difference between pressure and stress, well, pressure is when, again, you have the situation of somebody else has outcomes that they want from you. Stress is internal pressure. It’s all of the outcomes and all the expectations but then you start to have fear and anger start coming in.

Job security, “Oh, if I don’t do this well I’m going to lose my job.” Confusion, “If I don’t get this done right, I don’t know what might happen. I don’t know if I can…” So, it’s when all the emotions start to creep in, that’s stress. And those things, a lot of that isn’t real, and if it is real then it’s a bigger situation and one that some of that stuff is just not manageable.

One of the kind of interesting things I’ve noticed over the last couple of years is I was lucky enough to get to teach a freshman class. Usually I teach big giant classes of juniors and seniors, but they let me teach a freshman class. And in that freshman class it was a group of honor students, so these were the top student coming out of high school, there was really nobody better than the ones taking this class, and the class was on competition.

So, the first day of class I bring them in. By the way, one thing I learned about these people is that they are the highest performers, the very best people that are coming to our university. I’ve never met so many people that are so afraid. I’ve never met people that are so fragile. These are supposed to be our best students, and they just couldn’t take it.

And the reason why was because they’d actually probably circumvented pressure situations. What I did in that class the very first day, I sit them down, and there’s only 10 or 15 of them, so I said, “Wait, wait, wait. We’re going to go around in a circle here. And what we usually do in a class, tell us who you are, tell us a little about yourself. You got 45 seconds or a minute to talk about these things.”

And they were all kind of a little bit bored, like, “Oh, we do this in every class.” And I said, “Well, we’re going to change the rules here. What we’re going to do is at the end of class we’re going to rank every person who introduced themselves from first to last.” And the look on their face was just, “Uh-oh, we’re in trouble.”

Pete Mockaitis
What about criteria? What makes you first versus last?

Eddie Davila
That’s the thing. They had to learn that there is no criteria, that every single person gets to make up their mind. Maybe somebody finds you friendly, somebody finds you cheery, somebody finds you intelligent. There is no way to figure this out. And, to me, the crazy thing about this was, “What were the stakes here?” Nothing.

I wasn’t giving them a grade. What’s the worst thing that’s going to happen? People are going to find out that you were 15 out of 15, and people are going to walk out of this room and nobody is going to care, and yet they were so broken and stressed by this. By the way, I did this every week. So, every week there was a new competition.

“Next week, bring me a resume, and we’re going to rank the resumes from first to last.” “Next week we’re going to interview the students in front of their peers and pick out which of the four people that day we were going to hire.” So, again, throwing them into high-pressure situations, or what they thought were high-pressure situations every day, the thing that they learned, believe me, the first time I did it, I didn’t know if it was going to be Lord of the Flies in there or if it was going to be something transformative.

Pete Mockaitis
“The chancellor gets a letter about you.”

Eddie Davila
Yes, believe me, I thought, I’m like in today’s environment, the way that parents are, I’m like, “I don’t know what’s going to happen here but let me make this my little experiment.” And so I did that. After like three weeks they were fine. They were fine. First of all, they realized, like, “Oh, losing is not a big deal.”

And actually nobody really focuses on the bottom end. People focus on the people that are good. So many time we think of everyone like, “People are stupid. People are stupid.” They start to realize, “Oh, people are smart.” “She’s really good at writing.” “He’s really good in front of the camera.” It was so nice for them to realize that these pressure situations were a gift, an opportunity for them to sort of get over themselves and maybe even learn something from other people.

So, I think, to me, again, the more often you can do something like that the better you’re going to be able to assess a high-pressure situation, figure out what’s real and not real, and then from there sort of prosper in that situation and maybe in situations that come afterwards.

Pete Mockaitis
Oh, I love that – what’s real, what’s not real – because I think that, in some ways the illusion or the myth, the phantom, really causes a lot of damage because, I guess, I’m thinking some people put unnecessary pressure on themselves maybe to answer emails like immediately. And then there’s a cost associated with your ability to focus and get in a good flow state and do some great, clever, creative deep work, and you sort of compromise it if that’s kind of how you’re rocking and rolling with your email inbox.

And so, then, you’re saying that you want to make that distinction by getting really clear on, “What are the stakes? Who are the stakeholders? The consequences, what really happens if we win or if we lose.” And so, then, I’m wondering, it sounds like one way to better make the distinction is just to have a few experiments and experiences of fake pressure and real pressure to draw the distinction. But if you find yourself kind of freaking out unnecessarily and stressing in a low-pressure situation, what are some pro tips to getting your head right?

Eddie Davila
First of all, it sounds so silly and so stupid, but take stock. Think it through, “What happens if I fail?” Really, like just think it out, “If this email doesn’t get sent right now, what’s going to happen?” When you think about it, you’re like, “Wow, my boss will probably be happy that they had one fewer email today,” or, “My boss is going to see me in the hall and say, ‘Hey, did you get that email out?’ ‘Oh, no, I’ll do that later today.’”

Unfortunately, we feel as though everybody thinks that we’re the most important part of everyone else’s life. And when you think about it, you go, “You know what? When somebody doesn’t send me an email, most of the time I don’t really care. When they make a little mistake in their email, it’s not a big deal. If they here five minutes late, well, you know, I wish they were here on time, but we move on.”

When we start to avoid even the smallest inconveniences, the things that maybe make us feel a little uncomfortable, we’re really weakening ourselves and we’re not allowing ourselves to sort of be the best versions of ourselves. The other thing is, and this isn’t easy for everybody. This idea of taking stock, sometimes the things that are so simple and they sound so common sense, it takes practice.

It takes practice because, first of all, you have to every single time you get into that situation you have to go, “Okay, time to take stock.” Second, you have to be available to give the obvious and maybe not so-obvious answers. And for some folks they might say, “Well, are we diminishing everything?” And I go, “You know what? Not caring is sometimes an important skill that you need to have. You can’t care about everything all the time in every moment.”

I really like what you said earlier that this begins to take away our focus from being the best versions of ourselves. It takes away the focus of, “What am I supposed to be doing in this moment and why am I doing it?” The other thing, one of my friends long ago, he said, “Think about your past failures.” So many of us, we stress about failing, and when we think about it, at the end of the day most of us haven’t experience any significant failures.

It’s often very hard to come up with a list of your two to five biggest failures. We move on from those things and so does everybody else. So, again, the more used you are to getting into high-pressure situations the more you’re going to sort of say, “Oh, this is just another little failure. I can move on.”

Another thing, though, to sort of deal with this, those are for simple things. Sometimes you’re on a bigger project, and how can you sort of begin to manage pressure for yourself? Sometimes you have to manage your manager. Remember, the pressure is coming from outcomes, desired outcomes and expectations. So, if you talk this out with your manager, and say, “These are the things that are causing me stress,” or, “Do you think if this doesn’t go well, how is this going to happen?”

So often, I think, we miscalculate the amount of pressure that’s actually on us. So, verbalizing these things, having a discussion with your manager, having a discussion with the people on your team, you start to go, “Oh, wait. I can do this,” or, “I was totally projecting expectations and desires that they weren’t even thinking about.” And it allows you to sort of scope your projects or you’re better able to handle it.

Pete Mockaitis
Excellent. Thank you. Well, so then, I’m curious, you have some of those perspectives when it comes to scoping things out and taking stock, so I’d like to get some of your pro tips on sort of when you have zeroed in, “Okay, we got a high-pressure situation unambiguously, legitimately, authentically it’s there.” What are some of the top things that we should do, and particularly when it comes to managing the expectations and setting your plans and those kinds of things?

Eddie Davila
A few things that I think are important to do. I think everything in business starts out with stakeholders and goals. So, even before we start doing any planning, I think sometimes we jump to planning even too early. Planning is vital. It’s maybe the most important thing that you’re going to do in tackling this. But before we even get there we have to know what we’re planning for.

So, identifying the stakeholders, identifying your goals for each stakeholder, that’s going to ground you. So, I think in one example that I’ve used before is let’s say that all of a sudden – and this is not a significantly high-pressure situation but for some people it might be – your spouse calls you up, and they say, “I’m bringing home five people for dinner tonight, and you have three or four hours to get the whole thing ready.”

We feel an immense amount of pressure because we don’t want to disappoint people, we want to make sure that things are done well. But you got to stop and say, “Alright. So, who are the stakeholders? There’s my spouse, there are the people that I’m bringing over, and, of course, I’m a stakeholder as well because I’m going to be part of this event.”

And then you say to yourself, “Well, what does each stakeholder want?” Again, sometimes we project too much. Everything needs to be perfect. Everything needs to be done. And you go, “You know what? When I go to somebody’s house, I just want to sit down, have a reasonable meal and have a good time.

I’m happy. Again, though, you have your spouse, they’re bringing people over, and they just want them to have a good time. Maybe your spouse is going to have their own things that they’re trying to accomplish, so you simply making that atmosphere positive is going to be a great thing.

And, for you, again, this is your spouse’s work friends, colleagues, and you’re not necessarily the most important person in that situation so just creating an atmosphere is important. And once you do that, you say, “All right. So, I understand my role, I understand my spouse’s role, I understand the guests who are coming over. And it seems, as though, the theme for tonight is relax, have reasonable food. If I can do those two things, then I’m a success.”

Not only have you sort of scoped your project, made it more reasonable and it doesn’t have to be perfect, you now have what I like to use as these comfort words. You have these words that allow you to sort of focus all the time. When things get tough in any project – projects are always looking for more resources, more time, more money, more people – and there’s going to come a point in a project, in a high-pressure situation where you say to yourself, “Okay, should I do A or should I do B? Should I go out and buy more ingredients, better ingredients? Should I stay at home and figure out what we have here?”

And in those moments, those comfort words, those words of focus are getting you to say, “You know what? If I go out, I’m just trying to create a comfortable and relaxing atmosphere this evening.” That’ll guide you to making the right decision in those pressure moments. Again, so often we blow this whole thing up, making it so big, unmanageable, “Oh, it’s all about comfort. It’s all about relaxing. It’s all about fun. I now know what to do.”

And I think the other thing that you want to do, that’s for something that some high-pressure situations just fall upon you in the moment and you’ve got to get them done in minutes or hours. When you have a long-term project, something that’s not going to happen for – you’re giving a big presentation in a few weeks, in a few months, you’re putting together a project, I think one thing that you need to do for those is practice with stress. And by stress, I mean give yourself some outline, “I got to do this presentation and I have to do it as fast as I can. I have to do it as slow as I can.”

What would happen if the technology stopped working on that day? What happens if the president of the company shows up that day? Playing through all those scenarios and your ability to cope with pressure, that goes right back to this idea of, “How much strength do you have to cope with the pressure?”

The more things you can do that are out of the ordinary that are difficult for you, it’s building up your strength. And by the time you get there, the day of the pressure situation will, hopefully, be the easiest day you had because you’ve practiced going slow, going fast, doing it with technology, with more people than you thought would show up, with fewer people, you’ve pretty much exhausted everything. And, hopefully, at that point you go, “You know what? This wasn’t too bad. I had a lot harder time on this a few weeks ago. Today was the easiest and the best day I’ve had so far.”

Pete Mockaitis
I like that when you say comfort words, and I really do feel comforted. And then I think that when you’re talking about perfection in the dinner gathering example, like I think there’s all sorts of pressure can come about just in terms of like cleaning, like everything must be spotless everywhere, that’s a way to drive yourself nuts.

But, really, I guess the standard for clean is way, way lower when you’ve got your comfort words associated with a comfortable calm, relaxing, fun evening. It’s like, “Well, as long as nothing is just disgustingly unsettlingly filthy we’re going to be okay.”

Eddie Davila
Yeah, and who wants to go to a house where the person that’s supposed to be entertaining you is so focused on these tiny details. You really take yourself out of the moment. You’re no longer in the moment, you’re now focused. You’re still preparing for the event while the event is actually taking place.

Again, all the preparations, everything should’ve been done before, now you’re just managing things and making sure that they go to completion. And, again, having those comfort words says, “Oh, what am I supposed to be doing right now? I’m supposed to be having fun. I’m supposed to be relaxed. That’s what you’re supposed to be doing.”

Pete Mockaitis
Oh, you’re bringing me back to some fond memories of just a few years I had some three awesome roommates at a place we called The Strat because it was on Stratford Place, and we had a nice run of doing some New Year’s Eve parties. And they were so much work in putting this together. We might like have a hundred people show up and it’s a three-bedroom, three-bathroom spacious. Good times, Chicago living.

And I remember it would often happen that folks, when they would start showing up, and it’s like, “Oh, my gosh, not everything is ready yet.” And then over after maybe three years of this, I just decided, “Okay. Well, my rule is as soon as I’m aware that a couple of my favorite people are going to appear, I’m going to take a shower like 20 minutes before that, and that’s when I’m done. I’m no longer a worker. I am now a party-er, and that’s that.”

Eddie Davila
Yeah, and I’m sure how many of those people right now are going, “You know what? I still remember that party, and there was that thing on the floor in the corner. Oh, it was horrible.” Nobody. Nobody cares. Again, we inflate the importance of everything so often, and sometimes you can be a little too casual and go, “Well, nothing really matters.” But at the end of the day there are not that many things that matter in the moment.

And so, if you can identify those one or two things and go, “This is about me having fun at my New Year’s Eve party,” then you’ve made life so much more relaxing for you, and actually you’re now a guide for all the people that are partaking. It’s like, “Oh, he’s the leader, he’s doing that, that’s what I should be doing at this moment as well.”

Pete Mockaitis
Perfect. Okay, so, excellent. Well, I’m glad we really spent the time there, thank you, in terms of zeroing in on stakeholders and goals, and what really, really matters, and just kind of chilling out about a lot of the rest. So, once that global worldview has been established, what’s sort of the next thing that we should be thinking through?

Eddie Davila
I think, for me, it’s about this idea of, one example I like to use when I talk about managing pressure situations is, “Who are some people that are in a pressure situation all the time?” And a surgeon, that’s high pressure. You have somebody’s life on the line every day, or you have their health on the line to a certain degree.

Let’s say that you’re the person getting operated on. Are you hoping that that surgeon comes in very stiff, very overcome with what’s going on at home? Are you hoping that they’ve practiced this so many times that they’re just going to be on autopilot? Well, no, we want that person to be, again, in the moment, happy, confident. We want to make sure that they’re ready to not just do this the way they’ve done it every time but to make sure that they understand that every situation is different and they’re open to things changing along the way.

So, I always tell people, “When you’re entering a high-pressure situation, you need to be the surgeon in the moment. Confident, happy, in the moment, ready to take on whatever is going to happen in that moment.” And the other thing I think that’s so important, as the high-pressure situation begins to come on, own it. Just own that moment.

Remember, high-pressure situations, they are a gift. Not everybody gets the opportunity to actually do this difficult thing that you’ve been asked to do so you got to wear this as an honor, and you have to say to yourself, especially if it’s a presentation, if it’s a big giant interview that everybody would want, you got to say to yourself, “You know what? I owe this to myself, and I owe this to all of my friends, and I owe this to everybody to be excited about this. To look excited about this. I want to make sure that years from now I will think back on this and go, ‘That was a great moment in my life.’”

And it could be a great moment because you succeeded, but it could be a great moment because, again, a lot of us if we think back in our lives, the best things that happened to us were those moments of catastrophic failure where we said, “Oh, I need to change my ways, I need to change my behavior, I need to learn something.” So, take this as the honor that it is.

And another thing I think that folks need to think about in high-pressure situations, because everybody is different. You’ve got to know who you are. And different people are motivated by different things. Some people are motivated by money, some people are motivated by power. I’m not necessarily too ashamed to say this, I’m motivated by fear and shame. And I think a lot of people are. Fear and shame are the things that make you shower every day, dress well, be prepared for work.

I think owning a little bit of that and putting yourself in a situation where you’re scared, and putting yourself in a situation where you could be shamed, you’re a fighter, we’re humans, we want to survive. You’re going to find parts of yourself that you’ve never even knew existed when you open yourself up to taking on situations where you could have, where you could be really embarrassed. I think we should all be looking for opportunities to be a little embarrassed every once in a while because, again, you’re going to find parts of yourself that you didn’t know existed.

Pete Mockaitis
Oh, man. I love that perspective, and you’re bringing me back to, man, I’m thinking about high school. I participated in a club called Future Problem Solvers, and we put together a presentation to unveil the solution we had generated for the problem. And I remember it was just so lame, the presentation. Because, I mean, I don’t even know.

It was very uncomfortable and I think we were so red afterwards, but it didn’t really matter much, and I just had that sense even in high school. It’s like, “You know, that was pretty terrible of a performance and just kind of goofy and embarrassing and did not really land at all well like we had it hoped and imagined and thought of for the judges and the audience.” But even then, I had the sense that, “This is somehow good for us.”

And so I’m reassured that you have affirmed that because it creates, on the one hand, I guess humility being part of the same root word – humiliation – and as well as more kind of context associated with what is high pressure and what’s not, as well as resilience, I survived that and nothing terrible happened, as well as lessons learned like, “Oops, make sure to do this differently.” It’s win, win, win,

Eddie Davila
You know, I’ll give you an example. Here at work, we have an annual, and it’s crazy that we do this, we have an annual lip synch contest here in the College of Business at ASU. And one year, and this was in the weeks or months after Hamilton, the musical, came out, I decided I was going to do a Hamilton song. Now, at this point, nobody had heard of Hamilton, and nobody had heard of any of the songs. I’ve decided to do one.

And so, this is me, faculty member, most of the people who were doing this weren’t faculty. I decided to do it, and first of all it was terrifying and I knew I could be shamed because people are going to see me in a different way afterwards if I screwed this up. And it went well but not perfectly, and it was somewhat shameful and embarrassing.

But you know what? Here’s another thing that happens. People looked at me the next day like I had a superpower because they were looking at me like, “I can’t believe you actually decided to do this song that nobody had ever heard of, to go up there to make a fool of yourself, and to sort of survive it on the other end.” People didn’t care about the stupid things I did and how well or how poorly it went, they just sort of saw me in this completely different way.

It’s actually one of the coolest experiences I’ve had in the last few years where I just remember that and going, every time I walk into an office for the next two months people looked at me in a way I’d never seen before, and they were happier and they were excited. And I just thought, “Wow, that was a great experience and everything that came after was even better.”

Pete Mockaitis
Oh, that is powerful. Thank you. Eddie, tell me, is there anything else you really want to make sure to mention before we shift gears and talk about some of your favorite things real quick?

Eddie Davila
Just I’d say if you got to kind of sum it up here very quickly, every time you get into a pressure situation, see it as an opportunity. Don’t look at it as a burden. Make sure that you assess the situation because very often we miscalculate all the things that are, “Is this actually a lot of pressure on me? Or is it a little bit less than I thought?”

I think another thing I want to tell people is have a physical escape. When you’re in the middle of a pressure situation, what sometimes happens is – I always like to think that our brain has a big giant hand, and sometimes that hand grabs our entire body, makes it stiff, takes away our energy, takes away our breath.

And having some physical escape, something that in the days, in the moments, in the hours before your high-pressure situation do something extremely strenuous. It basically will exhaust the brain, it’ll release the body and you’ll be able to relax. And I guess the other thing is be a pressure junkie. So, I think those are my big things. Seek it out.

Pete Mockaitis
Now when you say strenuous, can you give us a couple examples?

Eddie Davila
Strenuous? Well, for me, I’m a yoga freak. I do the hardest yoga I can do, and the reason why is because, first of all, I was horrible at it, I’m still not great at it, and by going in there it pushes me to do things that my body really can handle sometimes and there’s something that’s kind of exciting about that, something frustrating.

Again, just I understand that I am a fear and shame, I’m motivated by those things. So, I’m looking for the hardest classes with the best people in them, and I always go to the front of the class because somewhere in my brain I’m thinking, and this is false, “Everybody is looking at me. When I screw up, everybody is going to laugh at me.”

And all of that, all the work, physical, all the mental work, it drains my brain of the 55 things that are supposed to be running through it in the moments before a big presentation or in the moments that I’m trying to make a big sale to some organization. It makes my brain stop and go, “Wait a second. You should be breathing right now. You shouldn’t be thinking about the 50 things that are going on in this brain. Let it go. Relax. You’re going to be fine.”

Pete Mockaitis
Awesome. Thank you. Well, now could you share with us a favorite quote, something you find inspiring?

Eddie Davila
All right. So, I’m the kind of person that likes to walk into a room and say the odd thing, again, even if it’s a little embarrassing. So, I always think back to General George Patton, “If everyone is thinking alike, then someone isn’t thinking.” So, the more I walk into a room and everybody is agreeing with something, the more it forces me. And sometimes even if I agree with it, it forces me to think, “Well, what are we not thinking about? It can’t be this simple. We must be missing something.”

Pete Mockaitis
All right. And how about a favorite book?

Eddie Davila
Favorite book. I love Complications. It’s a book by Atul Gawande. It’s actually called Complications: A Surgeon’s Notes on an Imperfect Science. And Gawande is a writer for The New Yorker. He’s also a surgeon himself, and he’s taught surgery, and he has a bunch of great stories in there about, “How do you train a surgeon?”

And some of the basic ideas of when a surgeon says that they’re practicing medicine and they’re practicing it on you, which is a little scary. I actually tell this to people all the time, I highly recommend this book to everyone unless you’re going to the hospital in the next month, then definitely don’t read this book because it’s about how science and medicine are imperfect.

How do you train somebody to do something that they’re not very good at and where lives are at stake? Again, when I read that book it makes me think, “You know what? You just got to keep moving along, trying new things. Some of them are going to work and some of them aren’t.” And the stakes of my life are significantly lower than they are for some other people.

Pete Mockaitis
Okay. And how about a favorite study or experiment or bit of research?

Eddie Davila
I think, for me, it’s kind of a silly one, and you probably had other people mention it before, or you may have heard of it before. It’s the Dunning-Krueger effect. There’s this study that said, “Unskilled and unaware of it. How difficulties in recognizing one’s own incompetence lead to inflated self-assessments.”

Again, for me, this is all about the less we know the smarter we think we are, well, and that’s what sort the study were saying. The less we know the more we don’t know what we don’t know. The smartest people I meet are the ones that are confident enough to tell us what they know, what they don’t know, and even the things they know they’re a little bit sort of like, “You know what? This may not be right. There’s a lot more knowledge out there, and I have a little bit of it. that’s my strength, but my weakness is that there’s so much more out there.”

Pete Mockaitis
And as I recall with the Dunning-Krueger effect, like not knowing that you don’t know things can cause you to act with more confidence and assertiveness and, thus, actually get better results than someone who knows more. Is that correct?

Eddie Davila
That is correct.

Pete Mockaitis
That’s frustrating to the hard workers out there.

Eddie Davila
Like the world is a crazy place. And we try so hard to make sense of it, and sometimes the things that should work don’t, and sometimes the things – they do. It’s just we’re in this random experiment every single day.

Pete Mockaitis
And how about a favorite tool, something you use to be awesome at your job?

Eddie Davila
Oh, my favorite thing to use in life, when I’m in the car, when I’m walking around campus, when I’m in my office, I am addicted to podcasts. I’m addicted to them. I love them because I can hear things that are entertaining, enlightening, funny, silly. There sometimes people that are just telling stories. I’m in a job where I teach supply chain management primarily, and I always think, “How can I make something that’s, to most people so, so boring, entertaining?”

And that’s the thing I love about podcasts. We’re hearing people talk about the things that they love, hearing people talk about the things that they’re passionate about, there’s nothing better than that. It gets you excited. Sometimes I hear people talk about things I don’t even like, but if they love it they make it sound interesting, and I can see why they love it.

And that’s kind of what I try to do when I’m in front of a crowd and when I’m speaking to an audience is, “How can I show them that I really care about this? I love it and I think about it and I live it.” And podcasts give you that sort of path into everybody’s brain.

Pete Mockaitis
Now, Eddie, how many podcasts have you appeared on?

Eddie Davila
Not many. Like maybe two or three, but I love, I’m a junkie when it comes to podcasts. I listen to them all the time to the point where my wife goes, “Did you hear that in a podcast? Did you hear that in a podcast?” I got started on it probably seven or eight years ago, and ever since I just consume them every moment I can.

Pete Mockaitis
Well, we appreciate that, the podcasters out there. And how about a favorite, well, I guess it’s kind of tool and a habit. But any additional habits that you have that help you in excellence?

Eddie Davila
Yeah, for me, it’s yoga. Yoga is my big giant habit. Again, it’s demoralizing, it stresses my body, it freezes brain. There’s this older guy in one my classes, and he said, he’s talking about how stiff and like out of shape he was. And he said, “Every time I do yoga,” he’d been doing it for years, “it feels like the first time because your body is changing all the time and there’s so many things to…”

It really allows you to both get better and to also realize there’s so much more work to do. Again, I like tying the idea of the similarities between our physical world and our sort of mental abstract world, and yoga seems to sort of tie those together very well for me.

Pete Mockaitis
All right. And is there a particular nugget or sort of Eddie quotable original that you share that seems to really connect or resonate with folks getting them taking notes vigorously and quoting yourself back to you?

Eddie Davila
This came from a yoga class. As I started getting better at yoga, I started taking higher and higher-level classes. And I remember there was this one class I used to take, and don’t ask me how I had time for this. I guess I didn’t have kids at the time. I used to take a three-hour class, two days a week, and the people in that class were some of the most gifted yoga enthusiasts I’ve ever taken classes with, and I was always the worst one in there.

And then I realized, so I used this, again, in the work now, being the dumbest person in the room is a gift. I never got better at yoga. I never got better at just understanding myself than when I was in this room with practitioners who were significantly better than me. It made me focus. It made me nervous. It made me reach for things that I didn’t even know were possible.

So, again, one thing I tell my students, and I’ve had more than a few say, “That was my favorite thing that you said in class.” Being the dumbest person in the room is a gift. We should seek out those opportunities all the time.

Pete Mockaitis
And, Eddie, if folks want to learn more or get in touch, where would you point them?

Eddie Davila
I’d say LinkedIn is the best way to get me. Email, I have 1100 students presently in my class, so you’re probably not going to make it through that wall, there’s too many emails. But LinkedIn, connect with me there and I’m happy to add you onto the team and talk back to you there.

Pete Mockaitis
And do you have a final challenge or call to action you’d issue to folks seeking to be awesome at their jobs?

Eddie Davila
I’ve said it a couple of times already, but my biggest thing, and this goes back to my class with my freshmen where they weren’t used to pressure situations and they were running from themselves and they were running from fear. You’ve got to become a pressure junkie. Look for every opportunity to be embarrassed. Look for every opportunity to fail. Try things that you know you might not like.

You’re going to find parts of yourself that you didn’t know existed. And the more and more you get used to it, you become this adrenaline junkie, this pressure junkie where everything… first of all, stress will start to leave your life. You’ll be better able to calibrate every situation or understand, calculate each situation in terms of how much pressure is actually happening in that moment.

And the other thing is you’ll actually start to look around at work and say, “You know what? Things are a little boring. I want to try something new. I want something with more pressure.” Believe it or not, I know for a lot of you right now, you might say, “No, I don’t need anymore pressure in my life.” The more and more you put the stronger you’re going to get, and the more you’ll realize you’re living the exciting life right now. And the more you get of it the more you’ll want it.

Pete Mockaitis
Okay. Well, Eddie, thank you so much for taking this time and sharing your perspective. Super helpful. And I have a feeling we’ll have listeners returning to this when they’re freaked out time and time again.

Eddie Davila
Hopefully, they’re not too freaked out again. Just stop, think, you’re going to be alright. You’re going to be fine.

246: Doing the Most with Your To-Do List with Suzanna Kaye

By | Podcasts | 2 Comments

 

 

Suzanna Kaye says: "Productivity... really has only a little bit to do with the tools, 80% of it is the psychology that goes into it."

Professional organizer Suzanna Kaye shares her tips on optimal to-do lists for optimal productivity.

You’ll Learn:

  1. How to cope when your tasks are too overwhelming
  2. A common mistake when working the to-do lists and apps
  3. Guidelines for identifying your priorities

About Suzanna 

Suzanna Kaye is a speaker with a passion! She can be found training and speaking to audiences both locally and internationally about how to structure their lives in new ways to be more productive and organized. Suzanna is the founder of Spark! Organizing, LLC as well as a former CFO for a national corporation. She brings a creative, encouraging, and judgement-free approach to productivity and organization. Her favorite topics include Productivity, Organization and Time Management. As a LinkedIn Learning author, she really does make productivity look effortless.

Items Mentioned in this Show:

Suzanna Kaye Interview Transcript

Pete Mockaitis
Suzanna, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Suzanna Kaye
Hi. Thank you so much for having me.

Pete Mockaitis
Well, I’d love to get your take, you’ve done a number of jobs over the course of your life. But you said that one was noteworthy, and that was as a Disney Ferry Boat driver. Can you give us the backstory there?

Suzanna Kaye
Yeah, I was lucky enough to be living in Orlando, Florida when I was younger, and one of my first few jobs that were beyond babysitting was driving the Ferry Boat at Walt Disney World, at The Magic Kingdom, which was a fantastic job and the best customer service training I could’ve ever asked for.

Pete Mockaitis
Well, I’m intrigued. So, now Ferry Boat driving, that sounds like it could also get pretty intense at times with regard to the people and the potential for being packed in there. Any noteworthy stories?

Suzanna Kaye
I actually had to dock the Ferry Boat during a hurricane once. It was the last run of the day and they were shutting down the Ferry Boats because, you might not know this, but there’s only four feet of those Ferry Boats that are under the water and the rest is all above the water so it’s basically a giant sail. So, as the winds were whipping in it was very difficult to get that docked to this little slip, and they were just pulling the plug on it and it was the last boat to make a run, and it took me, I think, 12 or 13 tries to get it into that slip finally. But I cheered when I finally got it in. It was nerve wracking.

Pete Mockaitis
Oh, I bet. Everyone’s watching.

Suzanna Kaye
It was great. I felt very successful.

Pete Mockaitis
Oh, that is cool. Well, so now you are the founder of Spark! Organizing. I try to put the exclamation point in my voice there. And so, you have some experience as a professional organizer and a CEO and I guess organizer of other organizers. So, maybe, could you kick us off by sharing, do you have any really cool stories with regard to how you saw just like an amazing transformation occur in the realm of organization and what difference that made for someone?

Suzanna Kaye
Yeah. Well, there’s so many. I’ve been doing this for over a decade and it’s just been amazing seeing some of the changes that go on with people just simply having your space under control or your schedule. I can think of one in particular that just amazed me because the great news just kept coming. Her name was Mary and we got her home under control after she’d suffered a big loss and was trying to get back on her feet.

So, giving her home back in control was step one. But once her home was in control, the confidence and the feeling of just having her life back in control then helped her increased her salary and her position at her job, it helped her lose weight and she actually ended up in a new relationship all simply from getting her space under control and feeling more confident from it. It was amazing and I still get updates from her, that’s just amazing things happening. It’s wonderful.

Pete Mockaitis
Oh, that is absolutely so cool. And so, we’re talking about to-do list here today, and I think that a lot of times the to-do list problems we bump into have some sort of deeper issue with regard to kind of unresolved priorities, or values, or decisions, or some psychological stuff that’s going on under the hood, under the surface there. Could you speak to maybe a pattern or two or three you’ve noticed when it comes to working with the people behind the to-do list?

Suzanna Kaye
Oh, yeah, that’s the great thing about – the fascinating thing to me about productivity is that it really has only a little bit to do with the tools, 80% of it is the psychology that goes into it which I love. So, one of the things that I find most common is this feeling of overwhelm that people have whether it’s from the task seeming too daunting, or something that’s tapping into one of their fears, or simply the quantity of them, and if they’re unorganized it can be very overwhelming, and that’ll just shut you down immediately. If you’re feeling overwhelmed, the first thing that you do is just absolute shutdown and don’t make appropriate decisions or stick your head in the sand and make no decisions at all.

So, that’s one that I see very often. And then the other one is not knowing your priorities. And like priorities is the true priorities, not what’s on fire at the moment but what will move you forward towards your goal and fit into your value set more than anything else on the list. And when you got a very long list, or you’re being pulled in multiple directions, it’s really common to lose sight of what that is and then you feel unproductive because you get a lot done but nothing important.

Pete Mockaitis
Okay. Noted. And so, then, when it comes to that overwhelm piece, I guess, do you have sort of an SOS or an emergency stuff drop-and-roll protocol for, “Uh-oh. Uh-oh”? When you’re in the overwhelm place rather, as you said, making dumb choices or no choices, what do you do to sort of quickly snap out of it so that you minimize the amount of time that you’re in that suboptimal zone which can have some cascading negative consequences?

Suzanna Kaye
Right. Well, there’s a couple of strategies depending on where the overwhelm is rooted. One of the common strategies – I don’t know if your listeners have heard of Eat That Frog by Brian Tracy. It’s a fantastic book. But the concept there is to do whatever the scariest, ugliest, nastiest task is on your list first thing in the day.

A lot of times our overwhelm is because there’s something on that list that is just growing bigger and uglier that we’re avoiding. So, eating the frog first thing in the morning, doing that nastiest thing first is going to set you up for that day to be amazing after that because there’s nothing else that will be as bad and your brain is not making this one task worst and worst and putting it off and feeling guilty that you’re not doing it. So, that’s one of the best ways to get over that overwhelm if it’s a seriously nasty task or a daunting task that you’re not looking forward to.

Pete Mockaitis
Okay. Excellent. Any other kind of quick tips come to mind?

Suzanna Kaye
Some other quick tips: knowing your priorities, like I mentioned. One of my favorite things to do is called the top three. And when you got that hundred-task long task list, knowing which three items out of all of them are the most important and fit into your goals and your values, that means that you can mentally let go of the rest.

So, you no longer need to be overwhelmed by that other 97 items because you know none of those are as important as the three that you have highlighted that you’re working on now, and that can just give you that sense of relief. But when you don’t know, when they all seem equally important, that’s a great way to get you to shutdown right away. So, that’s another one of my top go-to ones.

Pete Mockaitis
Okay. Noted. Well, so then, I’m curious then. I want to dig into some particulars which is just to make sure I don’t overlook any of the best stuff. You’ve got a whole LinkedIn Learning course about to-do list which I think is pretty cool to go into some depth on this topic. And so, I’m curious, when it comes to all the work you’ve done with all your folks, what do you see as being some of the most high-leverage suggestions that you offer in terms of folks making the most of their to-do list?

Suzanna Kaye
The one that I have come across with almost every single coaching client that I worked on for productivity is over-organizing it, over-thinking it, working with tools that aren’t appropriate. So, for example, I had a coaching client that was international and he would frequently change his task management programs because he was trying to find the perfect one, that Holy Grail of task management that’s going to solve all the problems, and it’s not out there.

There’s no one that’s perfect for any one person. They have all have some issues. You just have to find the ones that work with your personality type and then – and this is the part that nobody seems to grasp easily – to stick with it and keep working on it through the growing pains of it and the learning process of it. And once you’ve committed to it, really commit to it long term so you can then analyze it and see what parts of it could be better.

But at the beginning it’s way too early to be changing to another platform again. You’re not gathering all the information you need about your personality and what’s working and what’s not working, so don’t grab that overly-complicated list thinking that it’s going to be that wonderful problem solver unless you’re willing to stick it out and see which parts that are truly useful. So, don’t keep popping around, don’t choose the over-complicated options, go for just what you need and stick to it.

Pete Mockaitis
Okay. That’s good. Thank you. So, now let’s talk a bit more about the priorities matter in terms of a lot of folks, they start from a place where their priorities are unclear. You had a tip earlier just there about the zeroing in on the top three as antidote for overwhelm. And so, then, what are kind of the key questions or rules of thumb you use to quickly surface, “What’s the true priority here?”

Suzanna Kaye
I think setting your goals is the important first step when you talk about priorities. You don’t know what your overall goals are. You don’t know how these different tasks fit into them. So, when I’m assessing priorities I sit down with what my goals are and specifically what my highest goal is at that point in time, because you know we always have more than one. We got a bunch of things that we want to do.

So, knowing which top goal you’re working on, that will then help you see which of those tasks will help you reach that goal fastest. So, out of your tasks list, figure out which one is going to move you closer to that finish line the fastest while still fitting in with your values of who you are. A lot of times we leave values out of our goals, and that’s a surefire way to come to a crashing halt because our insights resist reaching a goal that does not align with our values.

So, if it’s not inspiring to you it’s probably not a good goal. And the same thing with the task, if it’s not inspiring to you, you don’t feel like it’s part of that passion, it’s probably not supposed to be on your tasks list.

Pete Mockaitis
And what’s intriguing when it comes to priorities is I think that some of the goals could nest into much bigger sort of macro goals, like areas of life. So, I think like many, many, many things on my to-do list could sort of fit into the realm of run a great business or grow wealth. And so, I think sort of within that area I can get a means of prioritizing metrics such as estimated wealth creation per hour invested is a metric I use as I’m kind of thinking through different potential initiatives.

But there are other important goals like be a great husband, make my wife feel loved and cherished and great, which are a little trickier in terms of finding a clear unit for prioritizing that. And then there’s the bigger question in terms of the prioritizing across sort of disparate life areas and sort of what takes the cake. And so, then, this is almost like an existential or sort of deep human purpose type question. But how do you help clients navigate those trickier questions of priority setting?

Suzanna Kaye
That’s a very big question and there’s so much that I would love to just dump on you with this answer, but I’m going to just pick a couple of areas and focus on those. First off, I do believe that you do need a broad set of goals. There’s not just one area of your life that you’re trying to achieve great things in, such being a great husband need to go along with building wealth.

I think making your goals SMART goals is very important in order to make sure that you’re working towards the goal in the way you want to achieve it. And for those who aren’t familiar, a SMART goal, there’s very different words for the acronym depending on where you learned it. But, basically it is specific, measurable, attainable, realistic and time-bound.

So, you need to be able to set a value to know when you have achieved this. So, for me, being a good wife might mean my husband absolutely loves when I cook dinner. It makes him feel very loved. So, being a good wife, my goal might include cooking dinner two nights a week for the month. And then at the end of the month, I can then look back and say, “Okay. Well, I had time-bound, it’s within a month. I had a quantifiable number, it’s measurable, two times a week. It is attainable and realistic. It’s very specific. Did I achieve this?”

So, knowing those SMART goals makes it a little bit easier to see exactly what you’re working towards instead of just being a good wife which can be a little overwhelming and daunting as well because you don’t know how to do that unless you set a measurable number to it.

Pete Mockaitis
And could you help me? I’ve wondered about this. I’ve seen a variety of this SMART goal acronyms and done a few speeches on it myself. So, can you distinguish for me between attainable and realistic? Those kind of sound like the same thing.

Suzanna Kaye
They do sound a lot like the same thing, and depending on, like I said, where you learned them from. Back in my days in business school those were the words that they used. But in the way that I use it, attainable would be if it’s something that can be achieved within the reasonable amount of time that you’ve set.

So, if I were to say, “I’m going to cook dinner eight nights a week,” that is not attainable. Realistic in this sense kind of crosses over that. For me, realistic fits into how my life is structured. If I were to say seven days a week, for me that’s not realistic. Yes, it’s attainable but it is not realistic in my scheduling and my lifestyle. That’s the framework I use. Like I said though, depending on where you’ve studied, they have different acronyms but it also falls into that same framework.

Pete Mockaitis
Okay. Understood. Thank you. So, then, for priorities, so we talked about some of the big questions. Anything else you want to say about zeroing in on and establishing priorities?

Suzanna Kaye
Yes, another part that I love to use with people as far as priorities, because we’re all in different points emotionally in our lives, at different points in our lives, if you search it online you can probably even find a sample of it, and I can always send you a link. But if you create a pie chart that shows the different areas of your life such as spirituality, relationship, financial, health, all of those major areas, and then rate how you feel about your life right now in each of those areas and just color it in up to the point where you feel like you are succeeding in that area, then that’s going to be a great visual about what areas you need to focus on as far as your priorities and goals go.

So, if it’s being a good wife, if my relationship is a 10 out of 10 right then, or an 8 out of 10, that’s great. But that means that those goals might not be as high on my list as maybe my health which might be a 5 out of 10. So, that’s going to help me figure out which of those goals in my life as a whole should be more top focus so I can keep that a balanced circle rather than some being in the one or two areas and not even noticing it until it’s too late.

Pete Mockaitis
Okay. Cool. Thank you. Now, I also enjoyed hearing your “if only one thing” approach. Could you unpack that a little bit?

Suzanna Kaye
This one goes along very well with my type of personality. And I am definitely one of those people where I naturally rebel against other people telling me what I should do, as well as myself telling me what I should do. So, some days I simply need to feel successful, and I have on my desk a picture frame with a framed piece of paper that says, “If I can only accomplish one thing today, it will be…”

And within that there’s a box, and I take a Dry-Erase marker and I write, “The main goal, for me, if I complete this one thing, I can feel that the day was a success.” Most of the time this is my frog. It might be just something that really has a tight deadline that needs to be done, and I know that once this is off my plate I will feel better.

But this is my one thing, in that way no matter what breaks out during my day, what fires happen, what goes wrong, if that was completed at the end of the day I can still give myself a pat on the back because that one thing was achieved, and that was my goal. I had one. So, on those really rough days it’s the only thing that keeps me away from the Ben & Jerry’s.

Pete Mockaitis
Okay. Excellent. Thank you. Well, so then, I’m thinking about all these things and so if we’re going to get into some systems type approaches. And I like how you mentioned the personality and the differences and the preferences, and how that all kind of plays in together. So, whenever I’m talking to productivity folks, I like to get them to weigh in on what are your thoughts when it comes to David Allen and Getting Things Done or GTD?

Suzanna Kaye
I think it’s a great system. I think that there are so many great systems out there actually. And, like I mentioned before, it has a lot to do with your personality type. Currently, I have my absolute favorite book, I keep buying copies of this book and giving it to people because I think everybody should read it. It’s called The Four Tendencies. I don’t know. Are you familiar with The Four Tendencies at all by Gretchen Rubin?

Pete Mockaitis
Just from what I’ve read in the summary because I haven’t read the whole thing myself.

Suzanna Kaye
Yes. Well, it is a must-read because it really digs into not only what your own personality type is as far as accountability, but also those around you. So, I understand the people who work for me better, I understand my husband better because of this book, but I primarily understand myself better. All of a sudden it clicked that I am not the type of person who works well with a very structured list. It’s just everything that I naturally fight against.

So, there are four tendencies, in general, when it comes to how we meet expectations. There is the upholder who can meet both inner and external expectations without much problem, that’s the one I wish I was but I’m very far from it. There’s the obliger who does really well with meeting outer expectations which are if somebody else needs it, they’re really good at making sure to get that done, but they’re not as good as getting it done for themselves if it’s just an internal desire.

Then there’s the opposite, there’s the questioner. They’re really good once they feel that it’s logical. They’re good at having those internal expectations met, or if it’s an external expectation, when somebody asks for something, if it falls into their own logic, they’re really good at meeting those. And then there’s the rebel, and that is where I fall.

We need to see it as part of our identity. We have to really have it resonate with who we are a lot of times in order to get things done. So, simply having somebody else ask for it, or deciding that we should do it is not enough for us. So, knowing these tendencies about yourself tells you a lot more about the systems that will work for you.

So, some of these very structured systems are fantastic for somebody who might be an upholder or a questioner, and who’s really good at those internal expectations and doing what they’ve decided they want to do. Now, somebody like an obliger or a rebel might have a little bit more difficulty with the structure because there’s no external accountability for the obliger so it might be a little bit too much and it might be a little too overwhelming, they’re just too detailed.

And then, for a rebel, the details, when you get down to that level, can be kind of suffocating. It’s way too much detail, puts a whole lot of pressure on it. You’ve spent so much time planning just to let yourself down. So, that being said, somebody like a rebel does really well with a looser system, so something like beginning things done or some of the more robust task management systems, something like OmniFocus or Todoist or WunderList that have all these great bells and whistles. Those don’t work quite as well for a rebel because there’s just too much detail.

But if we can work with our moods and our emotions and our energies within a simpler list, so I use Clear myself, or there’s also Google Keep is a really good one, and they’re just very basic list, and you can have a list of lists within them but without all of the flagging and tagging and all of those things, those work really well for rebels because they’re very simple and you can go with your mood and go with your energy when you feel the pull to do these things.

Now, upholders, they do really, really well with things like the Getting Things Done system or OmniFocus or Todoist, those are great for them because they love the details and, like I said, I wish I was more of a detail person but us rebels have some good things too.

And then there’s also the Bullet Journal which is a fantastic system for people who don’t necessarily want to be tied to the technology, so not everything is necessarily good online for everyone. So, if you like something more paper-based, a Bullet Journal, it does not have to be drawn on all pretty and you don’t have to spend hours setting it up, but that can be a really good system for people too.

So, know your personality type and test some out and see if it works for you really well then just adjust the few things that need to be changed. But if it’s just a struggle then it’s probably the wrong system for you and you should go to something either more simple or more structured or offline.

Pete Mockaitis
Well, now I’m intrigued there when it comes to if it’s a struggle for you then maybe you need to change your system. But thinking about your previous advice when it comes to, “Don’t kind of always be flip-flopping and jumping to the next thing,” I guess I’m wondering if there might be some, I don’t know, fundamental kind of mindset or discipline or habit things that need to kind of be in place to make any system work, and without them all systems will fail. Can you comment on a couple of those sort of universal human fundamentals that may be at play here?

Suzanna Kaye
Most definitely. And, yes, you should not just jump crazily from one to another. I think, if everything, if you’re going to try it, try it solidly for at least 30 days. And by solidly I mean if you fall off the wagon, get back up, and then go for 30 days from there. Don’t miss a week and then hop back on for another week and say that it’s not working.

So, that’s one of the basics with humans, 30 days, 28 days, there’s varying numbers but they’re all around the same area to build a new habit. If you do something consistently for approximately 30 days, that’s when the habits start to get built, and that’s when the struggle becomes less because, now, it’s just something you do instead of something you have to try to remember. So, with any of these systems, building that 30 days habit is important because if you’ve done that, after 30 days and it’s still a struggle that’s when it’s obviously the system and not just the underlying habits.

Pete Mockaitis
Understood. Okay. And a Bullet Journal, can you elaborate, what is that, how do we get our hands on one?

Suzanna Kaye
Sure. A Bullet Journal, you have your hands on it right now. It’s simply a book and a pencil or a pen. And a bullet journal begins with an index usually, or you could put it at the end. I put mine at the beginning. But the first part is an index, and it indexes all of the different topics you’ve covered within the journal. And then within the journal you can have multiple things you track. The main thing is going to be your daily activities.

So, for today, I would have my 10 or so tasks, and then I would index the page that those tasks are on, of I took meeting notes with those tasks, the meeting information, those that that page is on in that index. So, my index can now tell me where my notes are or what page that it’s on that I did certain tasks and certain activities for tracking purposes and to look things back up which is one of the things that paper system you lose, you don’t just do a search.

So, it’s kind of a couple pages of your search function is what that is at the beginning, referring to the page numbers of these different topics, these different key words. And then within it’s your task list and they have a series of symbols that tell you at the end of the day whether you completed the task or, “Did you migrate it to the next day?” or, “Did you delegate it to somebody else?”

There are just different ways that you can use these symbols in order to show what happened with that task, and keep it on your radar so it does not just die on that day and you aren’t writing all of these tasks over and over and over. They’re specifically moving to the next day or to a specific calendar date or being delegated or completed.

Pete Mockaitis
Okay. That’s cool. And when it comes to the icon demarcations, how do we know those or do we just make them up ourselves, or is there sort of a master reference list?

Suzanna Kaye
There is a master reference list if you just Google online bullet journals. But I’ve got my own because my brain likes to identify things differently so, to me, having an X next to something does not mean the same necessarily as to you. So, when I complete a task, I like the X versus a checkmark or versus crossing it out. So, I say make up whatever works for you, just be consistent with it. I like to put a dot next to anything that’s delegated because, to me, it’s kind of like a period, so, done.

Pete Mockaitis
You know, it’s so funny, as you talk about this, it really is coming to life. When I am writing things down as sort of like a temporary or sort of like a daily type view because I do love OmniFocus myself. I guess I’m upholding. It’s tremendous. But when I am doing a paper thing maybe to try to kind of focus my day, it’s like, “All right. This is what’s up for today,” as opposed to OmniFocus having the omnibus compendium of all commitments and actionable ideas ever conceived in my brain. It’s kind of the storehouse of that.

And so, if I’m doing it for the day I’d really like to cross out the item, or sort strike through, that’s what we call it, strike through with a green marker. I don’t know. It just feels like that’s so done, like green or cache. I don’t know. So, that’s there. And when I delegate I like to have it be a triangle with the point – I guess it’s not equilateral – but it sort of points it to the right, kind of like, “Hey, this goes to somebody else, not me.”

Suzanna Kaye
Exactly, yeah.

Pete Mockaitis
So, yeah, I hear what you’re saying, like make the icons your own, but the Googling might spark some inspirations.

Suzanna Kaye
Yeah. Now, I will warn you, when you Google it you will see a number of these bullet journals where people have taken a lot of time to draw out either make it beautiful or draw different charts and structures, and you can do that if that’s what you want to do. And for some people it’s a really good meditation at the beginning or the end of the day, and it really helps them connect with their day and have that peaceful time as they lay out this journal of their day.

So, some people really thrive with that, but you don’t have to do all of that. So, a lot of people will see online these pictures of these bullet journals that look so complex. Just remember that they don’t have to be. You can even create one one time and print it out each time you need it and put it in a three-ring binder if that helps. If you’re like me, and when I get to your day, instead of drawing out your day for an hour, then it can be done with a bullet journal. Do not let it scare you off.

Pete Mockaitis
All right. Thank you. And I also want to get your view on when it comes to tasks and calendars, I hear a couple of schools of thought. And one is that, “Well, the calendar is for the hard landscape of that which is scheduled,” which is sort of, “I have an appointment with Suzanna at 4:30 p.m. Central Time, and that’s there.”

And so, then when it come to putting tasks on the calendar, do you have some perspective? Like some would say, “They don’t belong there,” and others would say, “Oh, no, no. You should absolutely schedule the things because what we don’t schedule just sort of maybe never happens.” So, how do you navigate the pros, cons, distinctions, guidelines when it comes to putting tasks on a calendar?

Suzanna Kaye
That’s a good question, and you’re going to hate it because I’m going to come back to my answer of it depends on your personality type. But I think it’s a good practice to do every once in a while whether it’s putting it on the calendar or tracking your time, no matter what your personality type is, in order to make sure you’re being realistic about how long your tasks truly take.

So, spending a week putting them on all on your calendar is actually a really good practice to do every once in a while to make sure that you are still being realistic about how long each of these items take, because most of the time we grossly underestimate how long a task takes.

Now, if you’re the personality type that loves to schedule them on the calendar, then that is perfect. I think the calendar is a great place for it and, especially with these digital calendars these days, you can have multiple calendars that you can show and hide so I don’t see why you would not have a task list as one of them if that’s something that you do well with.

I, personally, have been known to schedule batching on my calendar. Now, what batching is is it’s taking similar tasks and doing them all at the same block of time. So, for example, when I schedule a batch day, I might have one hour of answer emails, I might have one hour of making phone calls, and these calls could be for different subjects and different projects, but it’s me being on the phone for one hour.

Or me being on the computer, or me being in the filing cabinets doing actual paperwork items, similar items in one time-block, and does that really well on a calendar if you don’t want to write each individual task on the calendar, that’s fine. Batch them and then your brain does not have to lose that productivity time switching between tasks types because it takes a little bit for our brain to go from a phone call to an email to a computer file. It just takes a moment.

Pete Mockaitis
Certainly. Okay. Well, Suzanna, tell me, is there anything else you want to make sure to mention before we shift gears and talk about some of your favorite things?

Suzanna Kaye
I can’t think of anything else. I think it’s most important just know your goals and the values that are attached to them. And when you’re thinking about your goals and the priorities for the day, also one of the questions I like to ask myself is, “Is this going to matter in five years?” So, sometimes when it seems like you’ve got these different tasks that are equally important, some of them in five years it will have made an effect, and some of them it won’t, so that’s a good question sometimes to bring a little bit more clarity as to what’s the bigger priority.

Pete Mockaitis
Okay. Great. Thank you. Well, now, could you share with us a favorite quote, something you find inspiring?

Suzanna Kaye
Ah, I’ve got two, of course, because I’m a quote person. I am very focused on helping others achieve more in their lives, so one of my favorite quotes that’s out there right now is, “Empowered women empower women.” And I have that on a T-shirt, I’ve got that on my wall. And then my other favorite quote that I’ve had since I was younger is by Edith Wharton, it’s, “Be the light or the mirror that reflects it.” And, to me, that simply means I don’t need to be the one that shines all the time if I’m helping other people shine in the world, and that just means a lot to me.

Pete Mockaitis
Okay. Great. Thank you. And how about a favorite book?

Suzanna Kaye
Oh, I mentioned The Four Tendencies. Everybody needs to read that one by Gretchen Rubin. I think it’s fantastic. And I heard about Gretchen Rubin actually through Oprah. If you don’t mind me telling, another podcast, or the three podcasts that are on my favorites podcast list: it is yours, it is Oprah’s Super Soul Sunday, and Mary Forleo’s, and I think that those three are the top hitters, and that’s where you find out about all these big mind leaders that are in the world today, it’s those three.

Pete Mockaitis
Oh, shucks. I’m flattered. You probably say it to every podcast who interviews you, “Oh, it’s you and Oprah. It’s you and Oprah.”

Suzanna Kaye
But it’s true, it’s those three. I love to find the thought leaders of the day and the people who can bring me and people to a successful way, I just think are wonderful. So, those are some of the other two of it. If they’re listening to the podcast here, they already know about you, then those are the two others that need to be on their list.

Pete Mockaitis
Okay. Cool. Thank you. And how about a favorite study or experiment or bit of research you find compelling?

Suzanna Kaye
Oh, I am frequently amazed actually by research on the storage industry and the amount of clutter in our lives, of course, being an organizer. But there’s just so many billions of dollars spent each year on storage and it is one of the fastest growing industries in America today. And it’s very unique to America to be such a huge industry. It just blows my mind and I’m fascinated.

Pete Mockaitis
Well, yeah, I don’t think I knew that. So, you’re talking about like self-storage lockers type stuff.

Suzanna Kaye
Yes. All of these places that we put our things temporarily and then forget about them but keep paying the bill for those places, yes.

Pete Mockaitis
Well, so, okay, if you could indulge us, any intriguing numbers? So, there’s many billions spent on it, it’s high growth, I’m wondering what’s the average length of time that someone maintains a storage locker because in some ways I think that makes sense. It’s like, you know, “Hey, I’ve got an internship for three months in this other city, and I’m not going to take everything there and back.” So, I think there’s certain contexts where that makes total sense. But you’re saying that it’s quite common that folks just shove it there for years and years and forget about it but keep paying.

Suzanna Kaye
They do. And I don’t have a statistic on how many years, but one of my favorite statistics is that the U.S. has upwards of 52,000 storage facilities which is more than five times the number of Starbucks which is amazing because you see a Starbucks everywhere you go, and there are more storage facilities than that.

Pete Mockaitis
Wow. That is intriguing in so many ways. I’m doing up business ideas as we speak, I don’t know, “Bring it back. Bring it back.” And how about a favorite tool, something that helps you be awesome at your job?

Suzanna Kaye
I think my favorite tool is actually my Label Maker. I love my Label Maker because if you can see things nicely labeled your brain can read it and register it better even if you’ve got great handwriting. It registers it better if it’s printed so it just puts your brain at ease and makes it easier.

Pete Mockaitis
And the high contrast, I find, because. Now, you’re using the DYMO I saw on some of your photos?

Suzanna Kaye
I have two because, as an organizer, if one breaks you need a backup.

Pete Mockaitis
All right.

Suzanna Kaye
I don’t think everybody needs two. My favorite is the Brother though.

Pete Mockaitis
Oh, okay.

Suzanna Kaye
The P-Touch by Brother.

Pete Mockaitis
All right. Say it again, what is it by Brother?

Suzanna Kaye
It’s called P-Touch. The letter P and the word Touch.

Pete Mockaitis
Okay. Very good. Any thoughts to the pros and cons? That’s right, we go detail here, let’s hear it.

Suzanna Kaye
Yeah, the DYMO is simply the cost and wastes of label tape because they leave so much blank tape on the end of each label. It’s simply more cost-efficient to use the Brother’s P-Touch version than the DYMO. I’ve learned that.

Pete Mockaitis
Okay. So, it sounds like you’re saying that the P-Touch is overall fundamentally superior.

Suzanna Kaye
I believe so.

Pete Mockaitis
Okay. Well, I saw a picture of you with the DYMO Label Maker, and I thought, “Oh, I’ve got the same Label Maker. That’s so cool.” And now you come in here and say, “Actually that one sucks.”

Suzanna Kaye
“Actually, my other one is better.” Yeah.

Pete Mockaitis
Well, good. Well, I’m glad I asked.

Suzanna Kaye
DYMO looks better for the pictures, it’s cheaper to use.

Pete Mockaitis
Oh, and it’s a sleek-looking unit, I’ll hand you that. So, at the very least, not to trash DYMO. I will say DYMO has served me well. It’s very quick. It’s very portable. I can even operate it one-handed, I’ve large hands, and it looks good in a photo. So, we’ll give them that.

Suzanna Kaye
It does, yes. It’s a very handsome and it does work well.

Pete Mockaitis
All right. Cool. All right. And then when it comes to habits, in terms of things you do to be awesome at your job, what are they?

Suzanna Kaye
Gratitude. I think gratitude is the habit that I can tell when I start to slack because things just don’t run quite as smoothly or as well, and I miss opportunities because my brain and my eyes are just not opened to them. But by focusing on the things I am grateful for and the why, why I’m grateful for them. It makes me aware of so many other opportunities out there when I come across them instead of being closed off to them. So, it’s been the best habit for my personal life as well my business life.

Pete Mockaitis
Okay. And is there a particular nugget that you share in your speaking or trainings that seems to really connect and resonate, and getting folks nodding their heads and saying yes and taking notes?

Suzanna Kaye
I think the main thing that I share that resonates with people is it’s okay, everybody has their thing that they’re not at the level they want to be at, and just keep going, you’re not alone. So, if your home is not where you want it to be, if you’re not as productive as you think that you should be, or as successful as you feel like you should be, it’s okay as long as you’re still taking that next step every day. Keep going because we all fail, we just don’t do it publicly. So, we’re all in the same boat. I’m pretty sure even Oprah has rough days that she just does not post on Facebook but we can relate to her.

Pete Mockaitis
Okay. Good. Thank you. And if folks want to learn or get in touch with you, where would you point them?

Suzanna Kaye
I would tell them to find me on my Facebook page. Just search for Spark! Organizing on Facebook, and that’s where I’m always having conversations.

Pete Mockaitis
All right. And do you have a final challenge or call to action for folks seeking to be awesome at their jobs?

Suzanna Kaye
I think probably my call to action would be to figure out what your breakthrough goal is and keep that in mind. And by breakthrough goal I mean that one thing that if you could achieve it, it would change your life. And just know that and keep that in front of you each day.

Pete Mockaitis
Okay. Beautiful. Well, Suzanna, thank you so much for taking this time and sharing. It’s been a lot of fun. I wish you much luck with your organizing and speaking and training and all you’re up to.

Suzanna Kaye
Well, thank you so much. I truly enjoyed it.

2017 hit: 186 The Practices of High-Performing Employees with Dr. Clint Longenecker

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In this 2017 greatest hit, professor Clint Longenecker shares his research-based insights on career performance improvement.

You’ll Learn:

  1. Research revealing the 5 key things high performers have in common
  2. The dangers of being too busy
  3. The power of a strategic S.T.O.P.

About Clint

Clinton Oliver Longenecker is an award winning educator, is one of “America’s leaders in the area of rapid performance improvement” and is a Distinguished University Professor and the Director of the Center for Leadership and Organizational Excellence in The College of Business and Innovation at The University of Toledo.

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2017 hit: 178 How to Lead Without Authority with Dodie Gomer

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In this 2017 greatest hit, talent builder Dodie Gomer shares best practices for leading people to results–when you’re not in charge.

You’ll Learn:

  1. How setting a clear vision on tiny matters delivers huge benefits
  2. Tactics for projecting powerful composure
  3. The value of using “strong words” and eliminating “weak words” in your communications

About Dodie

Dodie Gomer believes far beyond technical potential. She is known as a talent builder. Dodie has 25+ years of corporate HR leadership. She inspires individuals to tap into their unique talent to go beyond their technical expertise and develop as leaders – even if they never plan to be a manager. Whether it is a keynote address, leadership workshop or as a succession planning consultant, Dodie will provide the right tools to build leadership for both individuals and organizations.

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2017 hit: 159 Increasing Confidence by Increasing Self-Awareness with Dr. Tasha Eurich

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Pete reviews 2017’s greatest hits, starting with Increasing Confidence by Increasing Self-Awareness with Dr. Tasha Eurich.

In this episode, Tasha shares insights on self-awareness, what we can benefit from it, and what to do to strengthen our self-awareness.

You’ll Learn:

  1. 7 indicators that reveal if you’re actually self-aware (most aren’t!)
  2. Why you need to be more self-aware
  3. What you’re doing wrong when it comes to introspection

About Tasha

Dr. Tasha Eurich is an organizational psychologist, researcher, and New York Times bestselling author (Bankable Leadership). With a PhD in organizational psychology, she is also the founder of The Eurich Group, where she’s helped thousands of leaders and teams improve their effectiveness through greater self-awareness. Dr. Eurich has contributed to Entrepreneur, CNBC.com, and The Huffington Post, and has been featured in outlets such as ForbesThe New York Times, Fast Company, and Inc. She’s been named one of Denver Business Journal’s ”40 Under 40” as well as a “Top 100 Thought Leader” by Trust Across America, and in 2015 she was named a “Leader to Watch” by the American Management Association. Her TEDx talk has been viewed more than a million times.

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