Tag

Prioritization Archives - Page 12 of 15 - How to be Awesome at Your Job

282: How to Manage Your Attention and Your Priorities with Neen James

By | Podcasts | No Comments

 

Neen James says: "We can't manage time, but we can manage our attention."

Neen James shares best practices for directing our attention toward meaningful priorities.

You’ll Learn:

  1. The fifteen minutes per day that can change everything
  2. Strategies for selecting the worthiest goals
  3. How we often fail to pay good attention to people

About Neen

Neen James is the author of Folding Time™ and Attention Pays™. Named one of Top 30 Leadership Speakers by Global Guru several years in a row because of her work with companies including Viacom, Comcast, and Abbot Pharmaceuticals.

Boundless energy, quick-witted with powerful strategies for paying attention to what matters, Neen shares how to get more done and create more significant moments at work, and home.

Items Mentioned in this Show:

Neen James Interview Transcript

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

Neen James

G’day. What a privilege to be on your show. I love this podcast.
Pete Mockaitis
Well, thank you. I’m so flattered to be chatting but we met in person a couple years ago in Orlando, and my how the time flies.
Neen James
My goodness. That was several years ago. Your memory is incredible.
Pete Mockaitis
Well, you were very memorable.
Neen James
[Laugh] You’re sweet. That’ll definitely get you points, just for the record.
Pete Mockaitis
Sure. We could flatter each other but I want to get going a little bit. I learned about you that you love fast cars. What’s the story here?
Neen James
Oh my gosh. I love speed and I love the glamour of things like F-1. Formula 1 cars that are insane, right? I love the speed, I love the precision. I love the excitement and I love driving fast cars too. So, I love watching them and I also love driving them.
Pete Mockaitis
So now, do you drive these fast cars? Where do you drive them where you can drive them fast enough, or do you just make do with the speed limit suggestions?
Neen James
Yeah, I’m so fortunate to not get too many speeding tickets. My husband and I live in a beautiful part of Pennsylvania called Bucks County and they have some stunning roads. It’s not even about necessarily the speed in the back roads, Pete. It’s about how beautiful the journey is, but I do love being in a gorgeous fast car too.
Pete Mockaitis
Interesting. Have you seen the Netflix series “Comedians in Cars Getting Coffee” with Jerry Seinfeld?
Neen James
Yes. [laugh]
Pete Mockaitis
I just wondered, who is this for? Who likes all of those things? I like comedians, I like cars and I like coffee. Here’s the show for me.
Neen James
For you and me, that show is perfect.
Pete Mockaitis
I guess they did their research. Netflix, they’re good with their data. Hopefully we’re going to get the direct to consumer insights shortly on the program. We’ll see. We’ve been back and forth, but very cool. Speaking of the use of attention, how’s that for a segue from Netflix. You’ve got this book coming out called Attention Pays. Very clever. Rather than Pay Attention, Attention Pays. Tell us, what’s the main idea and what’s it all about? Why is it important?
Neen James
The reason it’s so important Pete, let’s start with that. It’s because we’re living in this time where we are more distracted than we’ve ever been before. Technology has changed the pace at which we work and we feel what I call in the book, the “over trilogy” – which is overwhelmed, overstressed and overtired, and so many of our listeners can relate to at least one or all of those things. What I’ve realized is we can’t manage time, but we can manage our attention. So what I created through the research and interviews and all my speeches and all the great time I get to spend with my clients and in my executive mentoring, I realized that we pay attention three ways.
Personally, it’s about who we pay attention to and that’s being thoughtful. Professionally, it’s about what we pay attention to and that’s being productive. And globally, it’s about how we pay attention in the world and that’s about being responsible; personally, professionally and globally. The book shares hundreds of strategies that every person in their professional career … and it doesn’t matter if they are working inside a big organization like so many of your listeners, or whether they work for themselves. This will apply.
Pete Mockaitis
Okay, well. Boy, are you a keynoter perchance laying it out in three key elements?
Neen James
You better believe it.
Pete Mockaitis
All right. I’m intrigued to dig into each of those but first, I’d love it if maybe you could orient us a bit in terms of … you mentioned that technology, it’s happening and things are changing. It’s fast paced and all this information and all that, sure. I guess I’m curious to hear just what kind of a difference does it make if you are a master of your attention versus you’re, I guess at the mercy of whoever wants your attention.
Neen James
Let me give you an example of one of my clients. I have the privilege of working with Comcast. I was with the leadership team and what we decided to do was we decided to set them a challenge. Could they invest fifteen minutes in a strategic appointment with themselves every day to master their own attention, identify their top three not negotiable activities? Before their head hits the pillow tonight, what’s their three? The reason we did this with this leadership team is they were responsible for a very large budget with a very large team. We realized that their attention was being pulled in hundreds of directions. I’m sure your listeners can relate to that. What was fascinating about this particular case study that we did was every single leader told me, as a result of investing their attention for fifteen minutes a day, their team development went up, their sales went up and they became the top performing team in the region. This is amazing to me … in their company, my apologies.
What’s amazing to me is that that fifteen minutes which we all could invest, right … Fifteen minutes is fifteen minutes we can find in our calendar, they learned to master a strategic appointment with themselves. I love that idea of just that one fifteen minute appointment every day, and that way too you know what your most important things are that you do today. It drives your productivity and it holds you personally accountable for the results.
Pete Mockaitis
Well Neen, I can’t let that go. Fifteen minutes a day made a transformational difference for these folks, so you must unpack it for us. What’s happening during these fifteen minutes? What’s the prescription?
Neen James
Let me tell you how I do mine, Pete, and this might help the listeners as well. For me what I do is, I make my coffee and I sit down with my … it’s a pretty fancy system. I use a Post-It note admittedly, and what do on that Post-It note is I write at the top “today, I will” and then I determine what are three things that I absolutely must achieve today.
Now these three things will move me closer to my goals. For example, if you work for a company, chances are you have objectives you’re being measured on, on a quarterly or annual basis. It’s a really great idea to identify activities so they’ll bring you closer to those particular goals. If you are a leader who is managing a team of people, no doubt your team has responsibilities that you as their leader need to guide them on. So what are three things you could do today that would move those projects or objectives or results forward?
What this does, Pete, is it becomes a decision filtering system, meaning every time you want to get distracted, every time someone walks into your office, every time you’re tempted to go on social media, you look at your three things. I deliberately write them on a Post-It note and I’ll tell you why. I can carry that silly little Post-It note with me all day and it’s a visual reminder of where my attention needs to be invested, as opposed to some of us … I’ve tried electronic to-do lists, I’ve tried apps, I’ve tried written to-do lists. It’s the one thing that I seem to be able to stick to, but here’s the other thing Pete.
Pete Mockaitis
Stick to! Zing.
Neen James
{Laugh]. I love being able to cross things off. I wonder if you’ve got people on the podcast who will admit that they write things on a to-do list just so they can cross them off, right?
Pete Mockaitis
Absolutely. It’s the example I use in my … workshops for judging preference, yes.
Neen James           
It’s true though because we want to know something we did today mattered. If you simplify your day by what we call prioritizing your priorities into those top three not negotiables, you’ll have a much stronger chance of achieving them. Do you remember when Pete Shankman was on the show and he talked about eliminating all the choices? He has such a fantastic way of seeing the world and managing with such a fast brain that he has, but I believe too that we have to be able to get super clear on what’s important today. Otherwise, everyone will very happily take all the time and attention you want to give them but that doesn’t get you closer to your goals.
Pete Mockaitis
Understood. So Neen, I think my challenge with this is … hey, I’m looking at one right now. I’ve got a sheet and I have listed a dozen things and I feel pretty good. They’re all done. Now I’m just chatting with cool people like you for the rest of the day. I’d love to get your take on prioritization is hard, you know? Running three things is a lot harder than running thirteen things. What are some of your pro tips for … first of all, you tell me how strict is it that three is the number. Do not drift into more, or is it a little flexible? How are you thinking about it?
Neen James
For me, I feel like three is a great number that I can remember. Three is a number that I can share with someone else. Three is manageable in my day. Now I could write 23 things on the list Pete, but the challenge with that is then I become overwhelmed and we can become paralyzed with too many choices. Three things means I’ve diligently done the work in my fifteen minute appointment to identify my top three. These are the three things that are going to strategically move me closer. Sometimes, it means we may have to put something like a doctor’s appointment on that list. We might have been putting off a check-up for months and months, but we have to do it. It’s important to our health because if we don’t have good health, then obviously we’re not going to perform at work.
It might be that you’ve got to do a performance review for one of your team members. We’ve been putting it off, putting it off, putting it off. But what happens is every time we put something off, every time we ask our brain to remember something else, it’s like opening a new tab on the computer. Every time you ask your brain to do something, it opens a new tab. The brain craves completion, Pete. Every time we complete something, our brain gives us this little shot of dopamine, like a little high five from our brain, like “Yay Pete, good job.” We need more of that. We need more of that momentum of completion. Choosing three things is manageable.
Pete Mockaitis      
Momentum of completion is an excellent turn of phrase. I’m digging that. I like what you said about the doctor’s appointment. Sometimes I think when I’m setting my three things, it’s almost like the doctor’s appointment is already scheduled. I sort of know that I’m going to exit and go to there, so it almost feels like it doesn’t count in the sense that it is almost like a foregone conclusion that that is just going to occur. I almost feel like it’s cheating, or I haven’t earned that dopamine hit of completion goodness by doing such a thing. I’d love for you to set me straight in terms of what seems appropriate and sensible to put on there, because I think some things you just know you’re going to do. It’s like “I’m going to brush my teeth” or even if you have other great habits like “I know I’m just going to walk on the treadmill. I’m just going to pray. I’m just going to make a healthy lunch.” That’s awesome. Does that count? Do I get credit for that if it’s already a habit, like it’s going to happen whether I write it or not?
Neen James
I think it’s only going to get credit if it enhances a habit you have. If you’re going to walk on the treadmill and you’ve been used to walking and you like walking but you want to challenge yourself to a run, maybe what you think about is “Can I turn this walk on the treadmill into running for half a mile and see how I feel?” It’s also about being able to enhance our performance, Pete. It’s about helping every day for us to be stronger, better, to be able to have life with more excellence, with more fun, to be more thoughtful.
For example, that doctor’s example might be a routine thing you do, but what the doctor might say to you is “I need you to eat more green vegetables or I need you to get your cholesterol in check or I need you to manage your stress.” Then what you want to think about is, the thing that would go on the Post-It note maybe the next day would be “Okay, what are some stress management strategies I need to investigate? Could I invest fifteen minutes of my attention finding a new app or trying a new yoga pose or investing more time praying or in quiet time?” While I’m talking about some personal strategies, the same applies for professional strategies, but here’s the thing. Attention is personal, professional and global. The same person who goes home needs to turn up at work; we need to be the best version of ourselves. We need to be able to pay attention not only to other people, but we have to be able to pay attention to ourself.
Pete Mockaitis
I like those distinctions there in terms of what is moving you toward a meaningful goal, and then two, it’s an enhancement. It’s making you stronger as opposed to, I guess maintaining sort of status quo, habitual, how it is, the current level. It’s like you’re moving into upgrade territory. I think that’s helpful in terms of saying what counts, but I’ll maybe even back it up a little bit for you to arrive at three things that matter, you need to get some clarity on the goals, the macro objectives and priorities that are worth pursuing. What’s your take on doing that well?
Neen James
Think about it. If you’re a listener and you want to get promoted, there might be activities that are going to get you more in line with the opportunity to be promoted. For example, you may need to identify your successor. Who is the person you’re going to train and upscale, so that you could get promoted into a new role? You might have to become your own publicist and start to be able to communicate the evidence of why you’d be a great person to be promoted. Maybe you’ve got to start to enhance your skills by doing additional internal learning programs or external study.
The beauty of knowing if your goal is to get promoted at work because you’re awesome at your job, what you want to think about is what do I need to do to get promoted? What are the things that I have to improve, enhance or educate? What you can then do is put those types of things on your list. I have this saying that I want to be “Ah-mazing,” because I want to wake up every day and go “Oh, that’s amazing.” I want to be in awe and wonder on a daily basis, whether it’s serving a client, whether it’s travelling somewhere new or whether it’s looking after one of my team. Every day, I want us to think about how can we invest our attention at being even more “ah-mazing,” and in your case, awesome. How can we be more awesome at our jobs? We have to look for these things that we want to focus our attention on, because time’s going to happen whether you like it or not Pete.
You and I get the same 1,440 minutes in a day. You can’t manage time but you can manage your attention.
Pete Mockaitis
Okay, I’m right with you there. Final point on the three and I’ll move on. We talk about time and the minutes we have available. I want to get your take on when you establish the three, you want the momentum of completion – great turn of phrase. I’m wondering, you don’t want to be too easy in terms of “Hey, these are three important things but I’m going to knock them out in twenty minutes, bam!” You don’t want them too hard because then you don’t get that momentum of completion. It’s just not getting done, so how do you think about calibrating that well?
Neen James
I think it depends on your day. Sometimes, just the fact that we get to work out and eat a healthy meal and actually get to bed before midnight, that’s a big day for some of us. Sometimes, just getting that report to our boss or being able to answer all those e-mails or to get to every meeting on time, sometimes that feels like an achievement. While it’s hard to prescribe for people what is going to be easy or what is going to be hard, what I want you to think about is the question to yourself is “Will this make me more awesome at my job?” If it’s going to make you more awesome at your job, then I think that’s something that’s worth investing in. Will it make you more awesome as a team member? Will it make you more awesome as a partner with people you share your life with? Will it make you more awesome in your community for the people that you stand in service of, whether it’s your church, your temple, your parent teacher community, your alumni? I think with these three things, you know in your gut whether you are pushing yourself or not. Some days feel like survival and some days feel like success. You get to choose.
Pete Mockaitis
Okay, thank you. When it comes to these disruptions, distractions that would take our attention away from where we want to put it, maybe you could orient us a little bit in terms of what are some of the best approaches to keep your defenses appropriately operational, so that you are not getting overwhelmed by distraction.
Neen James
I think we have to identify what the distractions are first, Pete. Some people, we feel like our devices are a distraction and for many of us, they are. It’s the notifications, it’s the phone ring or it could be just the fact that we get a little bored and so we by default go check our Facebook status instead of paying attention in a meeting. For some, distractions include our devices. For others, distractions could be that you constantly have people interrupt you in your cube or your office, where people are constantly walking in saying “Do you have a second? Do you have a minute?” There’s never a second and there’s never a minute.
Other distractions can be ourself. We can be sometimes the worst at managing our own attention, because we open up a website and then that takes us to another website which takes us to another website, and then twenty minutes have gone by and we’ve achieved nothing.
So, distractions can come in the form of technology. They can come in the form of our own head traffic, some of our fears, concerns and stressors. The first thing we need to do is identify what those distractions are and then look to how to eliminate them. What I tend to use is some of my favorite tools. For example, one of my favorite apps is called Freedom. Freedom is an app that I can install on all of my Mac and my iPhone, which is a website blocking app, which means if I’m trying to get very dedicated focused amount of activity done or I’m writing a proposal or I’m preparing a keynote speech, it literally blocks me out of websites. It’s really powerful because you can set it up for short or long periods of time. I love using tools like that that will help me stay very focused.
I also have an actual cover on my phone. What I realized was, sometimes just seeing that something’s happening on my phone was enough of a distraction so I got an actual cover which covers the screen. There are little ways that you can become much more diligent in the way you manage your distractions – turning off every notification, closing windows you’re not really using, being able to cover devices, maybe leaving things like your cell phone outside the meeting room so you can pay attention in the meeting. Maybe when you’re driving, leave it in your bag or in the glove compartment so that you’re not actually tempted to check it.
We have to think about the fact that if for example we have an office, could you occasionally shut the door and then tell the team “When my door is shut, I’m trying to work on a project.” If you don’t have the luxury of an office in your particular workplace, could you use headphones in your cubicle and just say to your team “Hey if I have my headphones on, I’m just trying to get something completed.” We’ve got to start to create strategies for this continual state of distraction we live in.
Pete Mockaitis
Yes, I like that. Any pro tips for communicating that to a boss or others who think that they have the right to take your attention whenever they please?
Neen James
I think it’s a conversation. You’ve got to be a grown-up and you’ve got to say to your boss or your team member or your colleague that you really enjoy spending time with, “In order for me to be really productive, there’s occasionally times where I need to be hyper focused. My way of being hyper focused is by putting my headphones on, or booking a conference room on another floor, or coming in maybe twenty minutes later so I can sit at the local Starbucks and get my day really prioritized. But having agreements with your team and then being able to honor that, it’s kind of like a “Do Not Disturb” sign. I have done this with manufacturing clients, with pharmaceutical clients, with media clients, where they have created internal team versions of Do Not Disturb. So one of my media clients in New York, they have these little signs on the back of their chair and it’s like red and green.
If it’s red and you walk up to their chair, that’s their internal version of Do Not Disturb. One of my pharmaceutical clients has these little soft cush balls that they sit on their monitor. If you walk up to their monitor, you can see this tiny soft cush ball which is their internal Do not Distrub sign, and the team have become so good at not interrupting each other. We have to think through what’s going to work for you, what’s going to work for your team.
Pete Mockaitis
I like that so much. It reminds me of this Brazilian steakhouse with the red and the green.
Neen James
Oh yeah, exactly! Same thing.
Pete Mockaitis
Bring me delicious meat versus “No thank you, I’m satisfied for now.”
Neen James
[Laugh] I love it.
Pete Mockaitis
Very cool. It’s really fun how that does become sort of normative and folks can all respect it. I suppose they will know if they need to … if there’s a true emergency that requires an overriding of the indicator. One of my favorite things, you talk about headphones … this might be overboard but I like my Bose noise cancelling headphones and then I have earplugs on inside them.
Neen James
Oh really? That’s amazing, so no one can penetrate the sound barrier.
Pete Mockaitis
It really is. Sometimes I’ll be startled like “Ah, there you are. I had no idea.” That does happen sometimes and then it’s sort of fun. If you remove an earplug, it’s kind of like “Whoa, this guy.” For better or for worse, I don’t know what exactly the message that sends out, whether this guy’s a freak, he’s a real weirdo and/or “Whoa, that dude was focused. Maybe I should carefully think if it’s essential that I interrupt this flow state.”
Neen James
I think that we need to understand what works for us doesn’t always work for everyone else, and we need to communicate more actively about where we need to be able to focus our attention and how others can help us as well. It does require great grown-up conversations, but it will totally increase your productivity.
Pete Mockaitis
Very nice. In terms of our overall capacity to pay attention, I hear all these stats like “our attention span has shrunk from twelve seconds to eight seconds.” I still don’t quite know how that’s being measured. I want to dig into that study one of these days, but tell us what are some approaches to improve our very mental ability to pay attention?
Neen James
Let’s just start with the fact that no one actually had evidence that our attention span is shrinking. No one had evidence that when you have the attention span of a goldfish … I mean who wants to be compared to a goldfish? It’s crazy town. Every piece of research we tried to find where people were actually measuring true adult attention spans wasn’t happening. I think what happens is Pete, our attention is split.
We have to be aware that we are splitting our attention, and what that means is we have to then think about for us to really pay attention in a more profitable way, in a more productive way, in a more thoughtful way, we have to think about who’s in front of us right now and how much of our attention do they need or deserve at that point in time. What really needs our attention and what do we need to do to be able to progress that particular task, activity or conversation? And then how are we going to show people we’re paying attention? That could be the simplicity of looking someone in the eye when they’re talking. It could be the simplicity of taking notes so that you don’t forget what is being said. It might be the opportunity to ask a question to see if you really understand what the person is sharing with you. We’ve got to be able to be more diligent.
My little five year old friend gave me the best lesson in this. If anyone has a five year old listening to this, you know what it’s like to try and debate with a five year old. My friend Donovan and I were in a very heated debate and then at one point, he grabbed up to me. He was so annoyed. He and I were kind of discussing something. He thought I wasn’t paying attention to him. He jumped up to meet me. He grabbed my tiny face in his tiny little hands, he turned it towards him and he said “Me, listen with your eyes.” He was five years old. That wisdom from a child has totally changed the way that I pay attention, where we have to show people we’re listening with our eyes.
Pete Mockaitis
Certainly. I’d love for you to expand upon that. I guess that means that you’re looking at them and not sort of trailing off, and what else in extremely specific tactical terms?
Neen James
One of the things we found was there were a couple of studies that were done where people were experimenting with a device on the table, and whether people trusted you if you had your device on the table, whether they felt like they were being valued. It was interesting in all these different research studies that we were looking at, that people often trust you less, that they feel less important with you if they can see your device. What they’re thinking is, there’s someone else who needs your attention or you’re going to default to your device instead of paying attention in that conversation.
So we need to think about all of the things that potentially pull on our attention too, whether it is maybe people working in an open plan office, so there’s constant noise and smells and sounds and laughter and music and conversations all around us. Maybe it is when we’re meeting with someone, what’s happening in the conference room as far as if we’re letting someone dial in. Do they really get our attention? Do we include them? Do we involve them? Listening with our eyes is not just the physical act of looking someone in the eye, but in a virtual world we also have to think about when we reply to an email Pete, do we really answer the question or the concern that was addressed? Do we truly listen to the webinar?
Do we listen in on the teleconference and provide an answer at the appropriate time? When you think about how much we don’t pay attention, it’s fascinating. I think we live in a time where we are paying attention, but just not paying attention to the right people, the right things, the right way.
Pete Mockaitis
Interesting. I think that really gets you thinking in terms of just being intentional then with regard to … I think about these teleconferences where folks are not paying attention and you’re advocating to pay full attention. That makes me think, maybe these teleconferences I shouldn’t be in the first place.
Neen James
Yes, sometimes it means declining a meeting. Sometimes that’s the best use of your attention. In the book, we talk about intentional attention. It’s the choices we make and the actions we take. I use the word leader, whether you are yourself personally leading a team of people or whether you are a leader. As leaders, we have a responsibility to be intentional with our attention because it’s intention that makes attention valuable.
Pete Mockaitis
Okay. Neen, tell me anything else you really want to make sure to mention before we shift gears and hear about some your favorite things.
Neen James
We think we’re paying attention but we’re not, and I just want to challenge our listeners going back to those three things – can we pay attention to the right people, the right things, the right way? Use that as a filter when you catch yourself not paying attention with intention.
Pete Mockaitis
Okay, thank you. Now can you share with us a favorite quote, something you find inspiring?
Neen James
I love when Oliver Wendell Holmes “A mind once stretched by a new idea never regains its original dimensions.” I love that.
Pete Mockaitis
And tell me, have you found particular ideas stretched your mind a whole lot that you’d care to share here now?
Neen James
I think it probably goes to my favorite book, which is called The Thought Leaders Practice written by Matt Church who was an early mentor and now a business partner. In Thought Leaders Practice, he talks about how we can really demonstrate our ideas with visual tools and how we can position our expertise, whether we are internal corporate person or an external entrepreneur. I think for me, it’s this ability to show people what message you’re trying to share with them. I love contextual modeling and that’s something that I’ve become fascinated with.
Pete Mockaitis      
Thank you. How about a favorite study or experiment or a bit of research?
Neen James
There are so many that I was looking at for my Attention Pays book. I found it really hard to narrow it down. What I think is really important if we want to be more awesome in the way we pay attention is that we become our own study and start to study ourselves on how we’re showing up, how we’re paying attention and then seeing how we can change that.
I don’t have one particular one but I am quite fascinated with how each of us pays attention to ourselves, so maybe we become our own study.
Pete Mockaitis      
How about a favorite book?
Neen James
The Thought Leaders Practice by Matt Church. I’d probably go back to that one. That is definitely one of my favorites and it’s one that I go back to time and time and time again. The other one that I love is at the completely different end of the scale, The Gifts of Imperfection by Brené Brown.
Pete Mockaitis      
Yes, thank you. How about a favorite tool?
Neen James
I go back to two apps. One would be Freedom app I mentioned earlier in the interview, and the other one would be Text Expander. It is my all time favorite and I use it every day multiple times a day.
Pete Mockaitis      
Completely agree, and they were also our first sponsor so thank you Text Expander.
Neen James
Great job, they’re amazing.
Pete Mockaitis
Agreed. How about a favorite habit, a personal practice of yours that helps you be awesome?
Neen James
I write Thank You notes every day. I find one reason to write one Thank you note, whether it’s while I’m traveling to housekeeping, whether it’s a client that I’ve had the privilege of serving, whether it’s a barista who’s made me an amazing coffee or whether it’s someone that I really care about in my personal life. I make sure that I write one Thank You note every day.
Pete Mockaitis
Cool. How long are these thank you notes? How long does it take? Do you have a system?
Neen James
I do carry stamp stationery with me everywhere so I always have them in my bag. I always have them at my desk and I have them in my car, so the system is keep stamp stationary with you all the time.
Pete Mockaitis
This can only happen in the morning or the afternoon or evening?
Neen James
I have a deal with myself. I don’t go to bed until one’s written. Sometimes it’s a little bit messy late at night, but generally speaking they happen throughout the day.
Pete Mockaitis
All right. Is there a particular nugget, a piece that you share that tends to really resonate and connect with folks and gets quoted back to you, a Neen original piece of brilliance?
Neen James
Listen with your eyes.
Pete Mockaitis
Okay, and Neen is there a particular place where you’d like folks to learn more. If they want to get in touch, where would you point them?
Neen James
There’s only one Neen James online. If you go to NeenJames.com, you’ll find everything you need and you can follow me on social media at Neen James.
Pete Mockaitis
Do you have a final challenge or call to action for folks seeking to be awesome at their job?
Neen James
I want you to invest fifteen minutes in an appointment with yourself and I want you to try this every work day. Identify your top three not negotiable activities before your head hits the pillow that night. Try it for me for one week. I guarantee your productivity will increase.
Pete Mockaitis
Okay. Neen, thank you so much for sharing this. It was fun to reconnect after some years and you’re continuing to rock and roll and make a huge difference. This was a lot of fun, thank you.
Neen James
It was a privilege. Thank you for everything you do in the world. This podcast makes such a difference to people to allow them to be awesome at their job and pay attention to what matters.

265: Getting the Most Out of Each Day with Peter Shankman

By | Podcasts | One Comment

 

 

Peter Shankman says: "The majority of things I do aren't normal... but they work for me."

Peter Shankman walks through his unique take on productivity and lessons learned from ADHD that anyone can apply.

You’ll Learn:

  1. 4 simple rules to be more productive
  2. Tricks to eliminate distraction
  3. Why you should always ask for a deadline

About Peter

Peter Shankman is a spectacular example of what happens when you merge the power of pure creativity with Attention Deficit Hyperactivity Disorder (ADHD) and a dose of adventure, and make it work to your advantage. An author, entrepreneur and corporate keynote speaker, this “worldwide connector” is recognized worldwide for radically new ways of thinking about customer service, social media, PR, marketing, advertising, and ADHD. He founded Help A Reporter Out, ShankMinds: Breakthrough, Geek Factory, and more.

Items Mentioned in this Show:

Peter Shankman Interview Transcript

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

Peter Shankman
My pleasure. Good to be here.

Pete Mockaitis
Well, you have had a fascinating background which has been fun to learn about as I’m doing my research here. And I want to hear a little bit about some of your history when it comes to publicity stunts and people doing publicity stunts. Can you share maybe one of the most strikingly interesting, outrageously wild publicity stunts that come to mind from your experience there?

Peter Shankman
Well, first of all, I want to say it’s really funny to be on a podcast about being awesome at your job because I’ve had a total of one job in my entire life and it lasted two years, and when I went to go to my next job I realized that I just don’t play well with others. And so, I’ve been working as an entrepreneur for about almost 20 years now, and it is never once felt like a job. So, I think the number one key of being awesome at your job is do something that you don’t actually feel like you’re working at. It’s pretty awesome. But I love your podcast and I’m happy to chat.

PR stunts, what can I tell you? I can tell you that a PR stunt for the sake of a PR stunt is pointless. All the best PR stunts in the world they do several things. They drive product, they drive sales, they increase brand exposure, they increase revenue. You’re never going to find a CEO who’s a big fan of people who say, “You know what, we should do this stunt.” “Why?” “It’d be great. It’ll go viral.”

Pete Mockaitis
Go viral.

Peter Shankman
Like, “Shut up.” So, if you look at something like the – I’m totally spacing on it now – the guy with the abs, Old Spice. Old Spice, several years ago, they did these things on Twitter where people would tweet the Old Spice guy, and he’d respond by a video. It cost them about three bucks a piece to do, generated ridiculous amounts of brand exposure and sales, right?

I’ve had clients, we’ve done events where we’ve created massive, massive publicity, and massive, massive exposure that has led to sales. Some of the best ones I remember, God, back when domain names costs like 79 bucks a piece. We did one where we offered domains, it was a domain service, a domain name company, a TLD, and we offered free domains for one night to protest the fact that they cost 79 bucks when they shouldn’t, and we broke the internet.

It was back in 2000 where there’s still a lot of people on dial-up and we crashed the northeast seaboard. It was pretty impressive. But, you know, again, great exposure. After the promotion they sold like, I think, 40 times the amount of domain names in two hours they would normally sell in three weeks. So, if you’re going to do a stunt, at the end of the day if you’re going to present it to your boss with that, they will look at you and think you’re awesome if you come up with this great idea, but then also tie it into revenue, tie it into why it’s important.

Pete Mockaitis
Okay. Well, I’d like to hear. Any that just failed, bombed, where it’s just silly disasters?

Peter Shankman
Oh, I had tons. You look around, I’ve screwed up once. I mean, there were tons. Let me think about some great ones that have bombed. Any stunts that rely on going viral, right? You can’t make anything viral. What you could do is make something good. So, I would suggest that people need to focus on making things good, because if you make something viral that’s not going be that great.

The only thing that makes viral as far as I could tell is H1N1 or some source of disease. You want to make something good, you want to create something that people say, “Wow, this is pretty cool to look at. I’m a huge fan of this and I like this. I trust them.” No one believes how great you are anymore if you’re the one that has to tell them. Your goal is to create something that people understand and like and want and want to use without them saying, “Oh, yeah, I feel like they’re marketing to me or selling to me.”

Pete Mockaitis
Understood. Cool. All right. Well, thank you. So, I want to spend most of our time chatting about some of the ideas and applications that you’ve collected much of within your book Faster Than Normal. Can you share with us what is sort of the main premise of the book and why is this important here and now?

Peter Shankman
Faster Than Normal is the basic premise that a lot of us are undiagnosed ADHD. Some of us have sort of been diagnosed. I’ve had it for 10 years, but for 30 years I always thought I was just different and strange, right? At the end of the day, what you find is that ADHD, since it has come out as a disorder, has always been considered a negative.

And when I realized that I had, and realized there was a name for it, and realized what it was, I’m like, “Holy crap, this thing has actually done tremendously well for me. This disorder is actually responsible for the majority of my success.” And when I realized that I quickly became aware that ADHD can be considered a gift, not a curse if you understand how to use it.

And so, for me, I’ve spent the past countless years documenting how I use my ADHD as a gift, what I do to allow myself to use it to the best of my ability, to benefit my life, to allow me to sort of – for lack of a better word – do more than normal people. And it sounds crazy but it turns out that when you have a faster brain, as long as you know how to use it, you actually can do a lot.

Here’s a pretty good example. If I offered you the choice between a Honda and a Lamborghini you’d probably choose the Lamborghini, right? It’s a faster car. It’s a sick ride. It’s amazing. But you’ve got to know how to drive it. If you’re used to driving a KIA Sportage your entire life, and someone gives you a Lamborghini, if you don’t know how to drive it you’re going to step on the gas, expecting it to respond the same way that your KIA responds, you’re going to smash it into a tree or kill someone or fall off a bridge.

You have to understand how to drive your faster brain. Driving your faster brain is different than driving a regular brain at a normal speed, so there are pluses and minuses to that.

Pete Mockaitis
All right. So, I’m really intrigued to hear your point, so that folks don’t tune out right away, it’s like, “Well, I’m not ADHD so this doesn’t apply to me.”

Peter Shankman
Oh, it applies to everyone.

Pete Mockaitis
So, when you said there are many, many folks who are undiagnosed ADHD, and I had a former girlfriend who kept insisting that I, too, had ADHD. So, what might be some of the telltale signs? And what do we do about it if we find ourselves in that case?

Peter Shankman
Well, I’ll take it a step further for your audience. You don’t have to have ADHD to appreciate the tools and the sort of life hacks that I use on a regular basis.

Pete Mockaitis
Awesome.

Peter Shankman
You can be a normal girl or guy who just wants to get three hours a day back in your life productivity-wise.

Pete Mockaitis
Well, that sounds nice. Very nice.

Peter Shankman
Yeah, the stuff that I do allows me to get about three hours’ worth of productivity back in my life every day, and they sound crazy until you realize how beneficial they are. First example, I get up usually around 3:45 in the morning.

Pete Mockaitis
Okay, 3:45 a.m.

Peter Shankman
3:45 a.m. And the first reaction of anyone who hears that is, “Wow, that’s crazy. What are you? A farmer?” And I get it. It’s not normal, but the majority of things I do aren’t normal but they work for me. I get up so early because it is the only time during the day – when I don’t have to be on my phone, or at my computer, or doing something with work, or focusing on my daughter – I can work out.

So, I get out of my bed and I either go to the gym, go for a run, or more often than not, lately get on my Peloton bike which sits literally six inches to my bed. I sleep in my gym clothes which, again, that’s crazy. But, really, what are your gym clothes? Your gym clothes are a pair of shorts and a T-shirt, right? Probably the same thing you’d sleep in anyway. And my socks. So, the second I wake up I thrown on my sneakers on, I’m dressed.

It’s kind of hard to talk yourself out of going to the gym when you’re already in your gym clothes. I have automatic lights that come on. My lights are all internet of things, my curtains, my shades, my everything. Everything in my apartment is internet of things so the second 3:45 a.m. hits, the light starts coming up slowly, so I’m awake with natural awake lighting, and the chance of going back to sleep drop massively.

Then, once I’m up, I get on my Peloton bike, I do like an hour or two hours of working out. Well, what that does is that gives you a ridiculous hit of dopamine, okay? It wakes you up. It gives you that dopamine which is basically the focus chemical. It’s the focus and happy chemical that says, “Hey, you are awake. Let’s go kick some ass.” It’s like a winner’s high. A winner’s high essentially.

You can get the same thing from speaking on stage. You can get the same thing from skydiving, the same thing from illegal drugs. It’s that dopamine hit that everyone craves. Well, I am now full of it by 6:00 a.m. okay? So, now, I’m out of the gym, I’m out of the whatever. I go to my closet to get dressed, and my closet has exactly two sides to it and they’re labeled.

The first side says, “Office/Travel,” and it’s full of T-shirts and jeans just like I’m wearing today. The second side says, “Speaking/TV,” and it’s full of buttoned down shirts, jackets and jeans. That’s it. My suits, my vests, my sweaters, my night shoes, all that stuff, my ties, those are all in my daughter’s closet in the other room.

Because if I had to go into the closet every morning and say, “You know what, I wonder what I should wear? Hmm, let’s see. Hmm, look at that sweater. Mom gave me that sweater. I wonder how well she’s doing. I should look her up. Let me check.” Three hours later I’m naked in the living room on Facebook and I haven’t left past.

Pete Mockaitis
Perfect. So, you’re saying that the key there is because of ADHD.

Peter Shankman
Elimination of choice.

Pete Mockaitis
Yes, understood. Okay. Cool. And so, then, now a number of these rituals seem like, well, I don’t know if you chose to do them as a means of managing in particular your ADHD because they sound wise just in general. Maybe I want to back up just a little bit though. So, you wake up at 3:45 a.m. And what time do you go to bed?

Peter Shankman
Usually about 8:30, 9:00 o’clock at night.

Pete Mockaitis
Okay. Cool.

Peter Shankman
And here’s the thing, for everyone listening saying, “Oh, my God. I’ve missed out on everything. I’ve missed all the good networking.” No, you won’t. I’ve been doing this for years. I have not missed out on a damn thing because all the people who really have the power to make decisions they’re not out drinking, right? You’re having breakfast with them at 7:00 a.m. at the plaza, egg whites and coffee.

Pete Mockaitis
All right.

Peter Shankman
That’s the real thing. I have never missed out on anything business-wise by going to bed early.

Pete Mockaitis
Okay. I’m with you. Well, so there we go. So, we talked about the elimination of choice in terms of in the closet a lot of things are elsewhere, and it’s labeled it. It’s so funny. I just labeled my closet recently because, well, there’s all sorts of clutter, I was like, “We just got to get really clear on what goes where in that way the clutter goes away.” It’s like, “Oh, this is the sweater kind of cubbie. All right. Now, I don’t get to think about it anymore. That’s always where the sweaters are.” And so, I dig it. It’s very cool. Now, you sort of gone ahead and sort of defined in particular four undeniable life rules associated with ADHD that are applicable more broadly. And so, what are those?

Peter Shankman
Well, the first one, like I said, is exercise every day. Second one is elimination of choice. The third one is the concept of eating healthy. When you’re ADHD you’re just driven, you tend to have two speeds and only two speeds. My two speeds are namaste and I’m kind of bitch. There is absolutely no middle ground. There’s no middle ground. And so, once you realize that it’s a lot easier to live your life.

So, for instance, you know how certain people who – and I know some of these people – they get home after work, and they’re like, “You know what, I’m tired. I don’t really feel like cooking. I’m going to order in a pizza.” And they order a pizza, and they have two slices, and they box the rest of it in a tin foil and they put it in the fridge, right? That’s called leftover pizza to have at another time, right? Okay, I’ve never had leftover pizza in my life. That is just not a thing.

Pete Mockaitis
You just devour the whole pie?

Peter Shankman
If the pizza is in front of me I’m eating the pizza. I have never once had leftover pizza in my life. There was a comedian, I remember, who said, “I don’t eat until I’m full of eating until I hate myself.” That’s what I do. I basically sit there and I will eat the pizza because, again, two speeds. And so, knowing that, there was a great movie that came out in the ‘80s, it’s called War Games, and it was about a computer with Matthew Broderick.

Pete Mockaitis
Oh, right with the news.

Peter Shankman
Right.

Pete Mockaitis
An interesting game, okay.

Peter Shankman
Exactly. And the computer understood. The very last line of the movie was the computer understanding that you can’t win at nuclear war, and he says, “The only winning move is not to play.” And so, I have determined that in my life the only winning move for me is not to play. I allow myself certain times in very constrained conditions to play.

For instance, the last two weeks of December, I knew I wasn’t traveling, I knew I wasn’t working, and I let myself eat, right? But sure enough, I probably ordered pizza every single day. Now, I’m back onto healthy, and because of that I cook all my food in advance. Like every Sunday I make a ton of skinless chicken, I make a ton of lean flank steak, things like that that I just carry with me. I have a ton of spinach salads, yogurts, things of that.

I take yogurt with me out the door, I’m eating as I walk to work. It stops me from going, “Oh, look, there’s a Dunkin Donuts,” or, “Look, there’s a McDonald’s,” or, “Look, there’s…” whatever. It turns that off because I simply know that that is not an option at that time. And I have those, and it sounds rigid but it has to be that way because I work in shared community and some idiot is always bringing in donuts.

For example, I walked in my office today, I haven’t been since early last week because of the holidays. I walked in today, some client delivered me a 10-pound box or one of those 10-pound tins of popcorn, regular cheese and caramel, right? I opened that, I opened the box, I took out the tin, I didn’t even break the seal on the tin.

I simply left my office, walked up to the administration desk up front and went to the two women who worked there, I’m like, “Hey, I got a present for you,” and I left it there. “Wow, you’re so nice.” “No, I’m simply ridding myself from sitting in my office eating 10 pounds of popcorn today.” So, again, eliminate that, know what works for you, know what doesn’t, so I try to eat healthy. My logic is if I’m grandmother wouldn’t have recognized it as food back in 1908, I won’t eat it.

Pete Mockaitis
All right.

Peter Shankman
And then the fourth rule, I think I’ve touched on this earlier, simply getting enough sleep. So, it’s amazing what happens when you don’t get enough sleep. The second you don’t get enough sleep your body – and it’s the same thing with not drinking enough water – your body is unbelievably good at adapting, and so it will basically, if it says, “You know what, you haven’t gotten enough sleep. I’m going to make you do other things. I’m going to make you think that you want to do other things when I’m just trying to get you to sleep.”

Same thing with water, “You haven’t drunk enough water. I’m going to make you feel hungry but you’re not actually hungry. You’re thirsty. But I know there’s water in whatever food you eat and maybe that’s a way for me to get what I need.” The brain is amazing.

Pete Mockaitis
So, the corollary then, on the sleep side, is what’s the body prompting us to do when we’re sleep deprived?

Peter Shankman
It varies. We could do everything from, “Oh, my God. I need several more cups of coffee,” or, “I need to take a stimulant,” or even just sitting in your office zoning out and not being anywhere near as productive as you can.

Pete Mockaitis
Okay.

Peter Shankman
Right? And it’s so funny because people, “Oh, I wish I could eat or sleep. I don’t have the time.” Well, I’m pretty sure that where you live and where I live, the sun orbits the earth around, or the earth orbits the sun around the same time, right? If you live in one part of New York and I live in another part of New York, and you say you don’t have the time, but I somehow do have the time, I’m pretty sure it’s not that time has nothing to do with it.

I’m pretty sure that we both live on the same part of the planet that revolves around the sun at the same exact time so I don’t suddenly have an hour more in my day time-wise than you do. What I do have is the priority.

Pete Mockaitis
Okay. I’m with you. Cool. So, now I’m intrigued then, in a way it seems like the elimination of choice is one that really reinforces and supports all the other three.

Peter Shankman
No question about it.

Pete Mockaitis
And so, I’d love to maybe go a little bit deeper then on that. So, we talked about the closet and the food. What are some other ways you think professionals could really be enriched by some application of elimination of choice?

Peter Shankman
My desk has my laptop on it, it has my screens on it, and that would be about it. Maybe it has a glass or a bottle of water. Keep your desk clean. Keep the stuff clean and you will find that there’s nothing to get lost in, right? I have to do work on Facebook for a living so I do kind of a wonderful extension for Chrome called Kill Newsfeed which does exactly that. All I see on Chrome is my advertising and things like that so I don’t get suck down that rabbit hole.

Pete Mockaitis
Wow.

Peter Shankman
I go into specific places. I have five books that I’ve written, and for the last three of them have been written entirely on airplanes, I mean, I fly a lot for work, but flying is also the best place where I can get work done. So, I have actually done things where I will go and I will fly – I flew to Asia – to write a book. I flew to Asia, I had two weeks left to my deadline, I wrote chapters one through five on the flight out.

I landed in Tokyo, I went through immigration, I went back through immigration, I had a cup of coffee in the lounge, got back on the same plane, same seat two hours later, wrote chapters six through ten . . . landed 31 hours later with a bestselling book. It sounds crazy but, again, if it works for you it’s not.

[00:18:14]

Pete Mockaitis
And I’ve heard sort of different variance of that, writing a book was it J.K. Rowling, Harry Potter? She went to a hotel.

Peter Shankman
Yeah, she went to a hotel. Same thing. Same exact thing.

Pete Mockaitis
Or some others will go to a remote cabin or cottage.

Peter Shankman
My basic thing is if I need to work, I need to go to a place where I can go into… Cal Newport wrote a book called Deep Work, and the basic premise behind that is exactly that. On my plane, I’m in my, what I call my zone of focus, okay? Nothing can bother me. I have a flight attendant constantly bringing me water or soda, whatever.

It’s in-air in-flight internet which kind of sucks anyway, so I don’t have internet, right? All I have is my laptop, my comfortable seat, a bathroom 30 steps away, and 14 hours to do nothing. I use a wonderful program on the Mac called Ommwriter which allows you to shut down every other program, alert, whatever, on your computer as long as you’re using it, and only shows you a white screen that you can type on.

Pete Mockaitis
Okay. Interesting. And so that’s just for writing then.

Peter Shankman
Yup, and I put on a really good headphones, I have some great work music and I just go to town.

Pete Mockaitis
Well, let’s hear about the work music. What are you sporting there?

Peter Shankman
Oh, my God, it varies. It’s everything from themes, a lot of theme songs, a lot of movie soundtracks, some great ones. Everything from The Book of Eli which is all instrumental, all the way up to Rocky which has some really good powerful stuff on it, it keeps me going. For me, it’s really about listening, having that music play in the background.

Studies have shown time after time that music does help your concentration and, yeah, it’s really about having that. And I love my headphones, I have my Harman, P35 I think, great headphones. And I use everything I have to get what I need to get into the zone I need to be in, the place I need to be in so I can get everything I need to get done done.

Pete Mockaitis
So, with the music, are you deliberately choosing, “Hmm, I’m a little sluggish or sleepy. Let’s kind of pump it up,” versus, “Ooh, I’m a little bit all over the place. Let’s slow it down”? Or is that kind of how you’re playing that game?

Peter Shankman
Not necessarily. I have music. If you go to my work music it does tend to be a lot less vocals, a lot more instrumental, because if it’s vocals I’ll wind up singing along which might not often help. But it’s definitely a lot more instrumental. But, yeah, again it’s just music that I love. Whatever works for you, use. But, yeah, that’s the kind of stuff for me that I’m a huge fan of.

Pete Mockaitis
Well, I am intrigued here. It seems like one of the themes we were talking about here from the early rising to the flying to Asia and back is about sort of isolation or separation from distractions in general, but people in particular. And so, I guess I’m curious about the other people side of the equation. It’s like one approach is to just get completely away from them via they’re not awake or you’re in a plane and you can’t be accessed. What are some of your other thoughts for how that you manage that area kind of prudently and appropriately?

Peter Shankman
Well, I have a four-year old daughter, and when I’m with her I want to be completely and fully with her, right? I don’t want to be looking at my phone so I’ll leave my phone in my room and just go out and play with her. For me, it’s really about being in that moment and being as present as possible, and I know that when my phone is in front of me I’m going to look at it, right?

And so, I also know that I’ve set up my life in such a way that I’ve worked. By the time 5:00, 6:00 p.m. is when I head home to see her, I’ve been working since – what? 6:00 a.m.? 7:00a.m.? – so, I can take a break.

Pete Mockaitis
Right.

Peter Shankman
I can go enjoy myself, and that to me is huge. There’s no guilt there. And I shut off my phone at night when I go to sleep at night. I don’t just put it on silent. I shut it off. And what I found from that is that, “Oh, my God, what happens if I shut it off? Will I miss so much?” You know how many times I’ve actually missed something important, I think once. And the people who matter in my life are my parents, my daughter’s mom, they have my home number.

Pete Mockaitis
Right.

Peter Shankman
Worst case, if it’s 2:00 in the morning, they can call the home number. It’s never been a problem. We make a lot more of these problems in our minds than really exists.

Pete Mockaitis
Well, I’m also curious to hear, you’ve dropped the name of several tools whether it’s a Chrome extension or a piece of software or your headphones. I would love to hear all the more. What are some additional tools or hacks you’re using with the tools, whether it’s the calendar, the to-do list, or whatever, that you find handy for running your brain and your life?

Peter Shankman
Yeah, I think you have to figure out what ecosystem you belong to and stick with it. So, I’m in the Mac and Google ecosystems, so I have my iPhone. But because I’m on Google, I also use a Huawei Mate 10 which is a phenomenal phone, so I use both of them. And the apps that I use vary for what I need. I use everything from, I’m huge on WhatsApp, on WeChat, all that stuff where I go overseas a lot, so how can I continue to be connected and not have to worry about losing that connection wherever I go. And then I’ll shut down when I need to.

So, what other apps do I use? I love shopping. Being able to think about something I might need, add it to my shopping order over the course of a week and then just hit send every Saturday. So, again, it’s really just eliminating the choice and eliminating the worry of, “Did I put that there? Did I take care of that?” Whatever.

Pete Mockaitis
Right. Now, when you say hit send with shopping.

Peter Shankman
So, I use FreshDirect. That’s only in New York. I’m not sure if it’s everywhere. But essentially FreshDirect, I just order everything online, it shows up four days later. It’s from a store out in the city. It’s phenomenal.

Pete Mockaitis
Yeah, that’s good. I dig Instacart here in Chicago.

Peter Shankman
Yeah, same thing.

Pete Mockaitis
Cool. Okay. Well, any other things that you want to share when it comes to the creative energy or this mythical hyper-focus? How do we tap into some of these superpowers?

Peter Shankman
I would suggest one more thing, and that is that when you don’t have a deadline, that’s a problem. Like I can’t work without a deadline, and what I’ve learned is to tell my clients to give me an actual date and time that he wants something, because if they don’t, what ends up happening is it becomes the most important thing to do until the next project I get, and then that becomes the most important thing and I haven’t finished the first one.

So, if you tell me, “Oh, just give it to me whenever,” you’ll never get it. But if you tell me, “I need it by Tuesday at 4:00 p.m.,” you’ll get it on Tuesday at 4:00 p.m. because now I have a deadline to work backwards from there. And we do that a lot. Most CEOs, we tend to not be able to complete things because there’s always something new coming up. So, if you give me a deadline I’ll make sure I get it.

And the last thing I’d suggest is make sure you have a tribe of people who understand what you’re doing for a living and understand what you need and how they could benefit you. Essentially, have a support system. We don’t talk about this but working for someone else, entrepreneurship, whichever work you’re doing, it tends to get lonely, right? Most people don’t understand what you do and unless they’re working right with you and want to share people right with you because then it becomes a competitive thing.

You really want to focus on having a tribe of people. I mean, for me, I run a Mastermind group, it’s called ShankMinds and we have just under 200 people in it, all of whom are either entrepreneurial in nature or work for themselves, whatever. And I could say, “Guys, do me a favor. I’m putting it out here. I want to make sure I’m up for it. I have a thousand words I need to write by March. Make sure I get it done.” And I’ll get emails 6:00 a.m. “Hey, done it yet? Done it yet? Done it yet?” and it forces you to do it. It’s great. So, I’m a huge fan of having a tribe, having a group of people who you trust.

Pete Mockaitis
That’s good. Well, thank you for sharing. And so, then, anything else on tapping into the hyper-focus and creative energies?

Peter Shankman
I think, at the end of the day, you can’t force it. If you’re not in a mode or in a mood or in the right place to get what you need done done, don’t do it right then; do it another time, right? Do something else. One thing that I’ve had great success with is doing things that I love first. So, I’ll go for a run or I’ll do something.

I talk to kids in school all the time and I tell them, “Look, if you have two subjects in homework, Math and English, and you love English but hate Math, do the English first. Because you love doing English, that in itself will give you a little bit of a brain chemistry boost that will let you get through the Math.”

Pete Mockaitis
Now, I find that logical on one hand, and then I’ve got in my other ear, “Is it Brian Tracy Eat That Frog advice associated with procrastination or feeling like a bowling winner who knocks out the trickiest thing, at the end of the day and feels momentum?” How do you…?

Peter Shankman
Here’s the thing, at the end of the day, your homework is due tomorrow, either way. So, for me, I look along the lines of being able to, I want every bit of availability to be able to do the stuff I love. And I know that if I do the stuff I love first I’ll be excited about it, I’ll be happy about it and then I will feel that hopefully will translate into giving me just a little bit of brain boost to get through that I don’t love. Now, I totally understand what Brian said and all that. I get that. It’s just different ways of working.

Pete Mockaitis
Okay. Got you. Well, then, tell me, anything else you want to make sure to mention before we shift gears and hear about some of your favorite things?

Peter Shankman
Oh, we’re good. I think, at the end of the day, ADHD or just trying to get more out of your day is actually a good thing as long as you know how to use it.

Pete Mockaitis
Now could you share with us a favorite quote, something you find inspiring?

Peter Shankman
A friend of mine once told me this to me, he said, “If you can’t change the people around you, change the people around you.”

Pete Mockaitis
Oh, okay. I see two levels there.

Peter Shankman
Huge fan. Always been a huge fan of that.

Pete Mockaitis
All right. Cool. And how about a favorite study or experiment or bit of research?

Peter Shankman
So, I used to date a woman who was neuroscientist, a Ph.D. neuroscientist, years ago. And she took me, she knew that I skydive, and she used to do studies on the brain and things like that. And one day, she said, “I want to your blood and do some tests on you for fun.” This test for me, she basically took my blood right before I jumped out of a plane, when I woke the day I was going skydiving because I have about 500 jumps, and then again when I came down. She said, “Yeah, when you woke up, you’re pretty much normal, classic ADHD, 25% less monoamine inhibitors, all those things,” I had no idea what she meant.

And she goes, “And then when you land, you’re pretty much a coke addict.” She goes, “You’re about as high as a kite, you’re about a mile away from being a full-pledged junkie.” I’m like, “Intriguing.” And so, it’s that sort of wakeup call that, “Yeah, this stuff really works and you can use it to your advantage.” I found that amazing. Getting your brain into that place where it’s just supercharged is such a good thing.

Pete Mockaitis
Okay. Cool. Thank you. And now, how about a favorite book?

Peter Shankman
What’s my current favorite book? There was a great book called They Can Kill You But They Can’t Eat You, it’s by a woman named Dawn Steel. She was the first female head at Paramount, and she talks all about making it in that industry. It’s a great book when you’re looking for inspiration.

Pete Mockaitis
Now, you’ve already mentioned several tools. But could you tell us about a total favorite of yours?

Peter Shankman
Like I said, Ommwriter is definitely a given. Anything that allows me to work better, faster, quicker without delay. So, whether that means not having to talk to people, it could be anything from an airline app all the way to my Canon camera which transfers photos from my real camera all the way to my phone automatically so you get great Instagram shots. Whatever it is.

Pete Mockaitis
How about TextExpander? I’m a huge fan myself.

Peter Shankman
I love TextExpander. Yeah, love TextExpander. I love, like I said, Ommwriter. All those things are great. I use a great one called Jing by TechSmith that allows me to grab, it’s a great screenshot program.

Pete Mockaitis
All right, yeah.

Peter Shankman
So, you have tons of them out there.

Pete Mockaitis
Cool.

Peter Shankman
Dropbox, Google Drive. Again, anything that works for you.

Pete Mockaitis
All right. And is there a particular nugget that you share that you sort of hear quoted back to yourself often?

Peter Shankman
You can’t make anything viral but you can make something good.

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

Peter Shankman
My link is at shankman.com, the Mastermind is at ShankMinds.com, and the podcast/book on ADHD is at FasterThanNormal.com.

Pete Mockaitis
Cool. And do you have a final challenge or call to action you’d issue to folks seeking to be awesome at their jobs?
Peter Shankman
If you do nothing else, get up a half an hour earlier. It’ll change your life.

Pete Mockaitis
Awesome. All right. Well, Peter, this has been such a treat. Thank you for sharing. And good luck in all of your writing and masterminding, and all you’re up to.

Peter Shankman
My pleasure. Looking forward to it. Talk soon.

Pete Mockaitis
Bye-bye.

260: Tools for Sticking with Your Biggest Goals with Dean Lindsay

By | Podcasts | No Comments

 

 

Dean Lindsay says: "The biggest challenge that we have to goal achievement is not goal setting; it's goal commitment."

Dean Lindsay shows how to achieve “PHAT” (Pretty, Hot And Tempting) goals by committing to them, strengthening reasons, and building true conviction.

You’ll Learn:

  1. Why it’s better to have real commitment rather than a good plan
  2. What it mean to be truly convicted of a goal’s value
  3. Dean’s six P’s of Progress

About Dean 

Dean Lindsay is hailed as an ‘Outstanding Thought Leader on Building Priceless Business Relationships’ by Sales and Marketing Executives International as well as a ‘Sales-and-Networking Guru’ by the Dallas Business Journal. His books, How to Achieve Big PHAT Goals, THE PROGRESS CHALLENGE: Working & Winning in a World of Change, and CRACKING THE NETWORKING CODE: 4 Steps to Priceless Business Relationships have sold over 100,000 copies worldwide and have been translated into Chinese, Hindi, Polish, Korean, Spanish and Greek.

Items Mentioned in this Show:

Dean Lindsay Interview Transcript

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

Dean Lindsay
Rock and roll. Thanks for having me, Pete.

Pete Mockaitis
We just discussed rock and roll and all of its implications. And so, well, I want to hear about you rocking and rolling, first of all. And how is it you ended up getting a role in the movie Twister? What’s the backstory? And how did that go for you?

Dean Lindsay
You know what’s funny? No one has ever asked me that.

Pete Mockaitis
That’s what we aspire to as podcasters. It’s awesome.

Dean Lindsay
That’s right. there’s actually not only about it, about being in it, but Bill Paxton had actually a great deal to do as a catalyst. I was in that for Big PHAT Goals being created. Yes, so Twister is a long, long time ago. So, back in the ‘90s, ’97 when Twister was, I was in an acting endeavor trying to become an actor, had a little bit of success in Walker, Texas Ranger in a couple of movies of the week.

Pete Mockaitis
Is that Chuck Norris? Oh, nice.

Dean Lindsay
Huh? Yeah, yeah, that’s right. Yes. Yeah, yeah, yeah.

Pete Mockaitis
Is it true the legends?

Dean Lindsay
He’s a cool kid. Yeah, that was a real fun experience. But the movie was being shot in Oklahoma, and I live in Texas, and they decided to have a casting possibility for Texas actors, and me and a buddy of mine drove up to Oklahoma City to audition, and I got the part. It was a really, really great experience. I was one of the bad guys driving the black vans, so I was there the entire time.

What I was going to say about Bill Paxton, two things. I write about Bill Paxton in my first book Cracking the Networking CODE because Bill Paxton was an amazing leader, an amazing happy gregarious man. And I wrote about him in Cracking the Networking CODE as just somebody who you just wanted to be around that guy. He was always there to help, he was always there to lift everybody up.

When we were making Twister the director of photography and the director had a falling out to the degree where the director of photography quit. And when he quit he took a third of the crew with him, and so we didn’t know if they were going to finish the movie, and a lot of the big stars actually went home. They went back to California or they went to New York City.

Bill Paxton did not. He stayed in Ponca City, Oklahoma at the Holiday Inn and he rallied the troops, and he would be out there playing touch football during the day, and he’d be leading conversations, and to evening, encouraging everybody to, “Stay, stay, stay. We’re going to get this movie made. We’re going to get this movie made.” And, sure enough, it did. It happened.

And then, in reference to Big PHAT Goals, I was working on Big PHAT Goals, How to Achieve Big PHAT Goals, off and on for about a year and a half and I had a cover design, and it was kind of slowly moving into existence. But on February 26 of 2017 Bill Paxton died. And when he died it was on my daughter’s birthday.

When he died and she came in and told me, I was like, “Man, Bill Paxton, a man who so full of life, who has no health scare, nothing that I had heard about or whatever, is just gone and it’s just over.” It just spurred me into action, and said, “You don’t get to throw or something that you’re going to do later down the road.” And so, I moved Big PHAT up to the very top of my list and got it out into the world.

Pete Mockaitis
Well, that’s inspiring. Thank you. And a good reminder. Not easy to forget. Well, now tell us, what is this book How to Achieve Big PHAT Goals all about? And why is it so important to you to have the world have this?

Dean Lindsay
That’s a great question, Pete. You know, there are a lot of goal books out there, and this book really is a companion book to any goal-setting book, to any goal-planning book, to your daily planner, to whatever that you have, and this is not to compete with smart goals or anything like that. The biggest challenge that we have to goal achievement is not goal setting; it’s goal commitment.

Big PHAT Goals is about goal commitment. Especially at the beginning of the year, we set these big, lofty goals that we get tingles about, “Whoa,” you’re telling people about, “What we’re going to do…” and then we don’t forget that we’re going to do them. What happens is we don’t stay connected to why, so that goal is big enough but it’s not phat enough, and that’s the phat in the Big PHAT Goal’s acronym is how we must remind ourselves and continually strengthen the reasons behind the action.

Shakespeare said, “Strong reasons make strong actions.” Not just reasons; strong reasons. And that goes also with the competition of what you choose to do with your time as well. If you’re not pursuing your goals, you’re still pursuing something, and you’re pursuing something for a reason. And if you’re pursuing something other than your goals that means that those other things weighed heavier or phatter in your mind at that moment.

Not at the end of the day when you later hit on the pillow, and you think, “Oh, what I should’ve done,” or not in the beginning of the day when you’re rolling out your lofty plans and what you’re going to do that day; but in the nanosecond. Commitment is a moment-by-moment decision. And you can say you’re committed to something, but it’s not about saying it; it’s about consistently doing actions that you believe are going to take closer to your goals.

Big phat goals, How to Achieve Big PHAT Goals is a goal commitment program because if you stay committed to your goals, I guarantee you, you will get a lot closer to achieving them than if you have all the plans in the world. It’s not a plan you need; it’s commitment.

Pete Mockaitis
Okay. Now, you keep saying phat, and so in text form, for the listener, you spell that out P-H-A-T. And I don’t remember what the movie trailer was but I feel like, when I was a kid, I heard repeatedly there’s a movie where a guy said that some woman was phat, and she was alarmed, like, “What?” And he said, “P-H-A-T, pretty hot and tempting.” And she said, “Oh, okay.”

Dean Lindsay
Good job.

Pete Mockaitis
What movie was that? I couldn’t find it.

Dean Lindsay
That was Money Talks, and it’s Chris Tucker.

Pete Mockaitis
Okay. Now, we know.

Dean Lindsay
Yeah, Chris Tucker, 1997. He was supposedly the first person to say it, and you’re also the very first person to ever to have that even that much information. No one else.

Pete Mockaitis
You see, Dean, I do my research.

Dean Lindsay
Yeah, way to be a kid in the ‘90s. Yes, so that basically, I had the program. Back in 2001 I wrote How to Achieve Big Fat Goals, F-A-T, and FAT was all about making your goal heavy in your mind. So, the premise was basically this aim. But then, when I found out what phat stood for, that it stands for pretty, hot and tempting, I said, “Wow, that’s exactly the same point I’m making.”

When we choose to pursue some other goal other than our goals, at that moment is prettier, hotter and more tempting to us. Now, you can say it’s not but it is at that moment. Then we go deeper into how we make something pretty, hot and tempting, I know by concept of progress versus chance, but that’s basically it. Yeah, it’s kind of cool to change the letters but if that was all I was doing in this book, was just doing a little spelling, have a little spelling fun with the word phat, I’d be really embarrassed.

This book is all about that. The whole concept of this book, the way to armor up, the way to compete and go to combat, really, with all the marketing of how you could, would, should choose to invest your time is to remember. You see is you got to remember you got to make your goals phatter. Yes, that’s a cool thing to do, right?

The only problem that we have, Pete, is that we don’t have like one great thing to do and a whole bunch of crappy things to do. We have a bunch of good things, there’s so much good choices, right? There’s so much good choices and there’s the one, of all the things that you could do that would move you closer to your goals, and they’re going to be phat.

The other options are going to be phat. I’m not saying they’re not phat. We need to be realistic, they are phat. Netflix is not making un-phat shows to watch. Every show is designed to be phat, right? Binge watching Orange is the New Black, you can’t say that is a bad use of your time, right? You can say it’s not your choice use of your time, but thousands of people do it. But is that going to move you closer to your big phat goals?

So, that’s what I’m trying to say here in this book, is people lots of times who went out to setting a goal and then trying to get a plan, but what they really need is commitment. Because when you implement a plan you’re going to run up against roadblocks and difficulties and challenges and guess your plan was not very good. And so, now, you got to have to fall back on that commitment to pull back together and try again.

Pete Mockaitis
Okay. I’m sold. Let’s talk about it. How do you amp up the commitment, I’d say, up front and then in the moment when you’re tempted with the Netflix program or whatever it may be?

Dean Lindsay
Everything. Anything. It could be anything.

Pete Mockaitis
Yeah.

Dean Lindsay
Well, I love a quote from Pat Benatar, “With the power of commitment there is no sacrifice.”

Pete Mockaitis
Okay.

Dean Lindsay
With the power of commitment. No, I’m sorry, not the power of commitment; with the power of conviction. Sorry, I knew I said it all too simply. With the power of conviction there is no sacrifice. With the power of conviction there is no sacrifice. Now, to be convicted, that means you know your New Year’s resolution or the goal you set that is, of everything you could choose to do, that is it. You are convicted.

Pete Mockaitis
Okay, let’s wait here. You know. What is it that you know?

Dean Lindsay
That the goal you have for your life is the best choice of all the other things you could choose to do with your time.

Pete Mockaitis
All right. I love it. Now, we’re getting somewhere. Now, this is a high bar that most goals don’t reach.

Dean Lindsay
They can reach but that just means we have to dig into the why. We have to continually say and think of all the different benefits that’s how you get the power of the conviction. I love this phrase from Pat Benatar because you just don’t get conviction. How do you get conviction? It’s about the pain of actually digging into it.

And in the book I lay out what I call the six P’s of progress, and it’s really kind of the big psychology. I studied Dr. Viktor Frankl’s work, local therapy, and that’s kind of what spurred me to create the six P’s of progress because local therapy is all about meaning therapy and how we derive meaning. And so, I looked at Dr. Viktor Frankl’s concept of meaning, and I kind of took it into the business acumen and tried to kind of chew on it for a while, and I came up with what I call the six P’s of progress.

And that is that everything we do, when I say we, I mean the big huge collectively; everybody listening to this, everybody who’s working, sleeping, whatever. Everybody. Everything. Everything we do, consciously or subconsciously we do because we believe the perceived consequences of those actions are that we will fill the unique right mixture of pleasure, peace of mind, profit, prestige, pain avoidance, and power.

And what that means, Pete, is that whatever goal, and let me say it this way, if somebody gives you an idea of something you could do, choose to do it with your time, listen to the way they say it because they’re going to say something, “It’ll be good for you, you’ll enjoy it, it’ll be fun.” Well, that goes right back to the six P’s of progress. It’ll bring you pleasure.

Now, I’m not saying it won’t bring pleasure. It probably will bring you pleasure. But is it bringing you more pleasure than you staying on task of what you were doing? There’s short-term pleasure and there’s long-term pleasure. But all marketing comes down to the six P’s of progress: pleasure, peace of mind, profit, prestige, pain avoidance and power.

And there are many, many people and professional organizations and associations, and commercials, everything, trying to get you to adapt a goal, trying to get you to pursue their goals.

Pete Mockaitis
Like, I kind of buy that product because that’s going to make me money, it’s going to be a lot of fun, it’s going to attract a phat lady or gentleman into life in or around you.

Dean Lindsay
Right. Right. Right. And so, if you’re going to pursue your goal then your goal has to be phatter.

Pete Mockaitis
All right.

Dean Lindsay
Or you’re going to be more susceptible to those other things. So, what I encourage people in my workshops or in the book to do is to actually go through, and don’t just – I call it goal-crafting – don’t just craft a goal but actually go through a few exercises of, “How will this goal bring me pleasure? How will this goal bring me peace of mind? How accomplishing this goal…?” You see what I’m saying? So, that when somebody else has other choices of what you could choose to do with your time, or even you, you have weighed your goal down so much that, yes, those other things are still good, just not as good.

Pete, let me tell you something you might not have heard before. You nor I can do or have it all.

Pete Mockaitis
Right.

Dean Lindsay
We cannot.

Pete Mockaitis
I’m convinced. Well, indeed, I think Paula Pant says it well in terms of you can’t afford anything, you can’t afford everything, and I’m right with it when it comes to opportunity costs and that.

Dean Lindsay
Same thing.

Pete Mockaitis
And so, then, I’m really connecting with your sentence there that you are convicted when you know the goal you’ve selected is the top best use of your time. And I think that is absolutely true, and I’ve been there before, and so, you gave us a bit of a framework for the six P’s. And so, then, how do we go about doing the hard thinking, the soul searching, the questioning, the exploration, the decision making to arrive at that place of conviction? So, the six P’s is a handy framework, but I guess I’m thinking, again, there’s a billion potential uses of your time. So, how do we zero in on the one thing?

Dean Lindsay
That’s a great question. I’m not sure, are you asking about the one goal or the one action?

Pete Mockaitis
Well, I’m thinking about the one goal. Or there are multiple goals, you tell me. You know, in your framework, are you thinking about use this for one, two, three, four, five goals or priorities of your life? Or how are you envisioning the load of phat goals a life can handle?

Dean Lindsay
Yeah. You know, I kind of purposely stayed away from that aspect because it works on any level, whatever goal you want to have, if it’s a big goal as far as, I mean, it could be as simple as choosing to eat healthy, you know. Or it could be as much as trying to get a master’s degree but the same workings go into it as far as continually selling yourself on the benefits of that goal.

I did not write Big PHAT Goals to have any kind of sway over anybody on what they should do except to say that if you want to control your mind and your choices, control your why, control your understanding of, and be a lot more realistic about other people’s perceived benefits for the actions they want you to take, “Come out with us tonight. Come out.”

“You know, I plan on getting to bed early,” because you’re going to get up and go run, or you’re going to get up and do some research for your sales call the next day, right? And so, there’s pros and cons to every activity so I don’t necessarily think that this book should guide you to a direction in life. It’s a book to help you stay committed to that direction.

Pete Mockaitis
Okay. So, you’re saying that what I’m really pressing on is not what you have created. Yours is more about maintaining commitment as opposed to arriving at an optimal upfront decision.

Dean Lindsay
I do have some stuff in the book, yeah, I guess you could definitely say that. I wouldn’t know, I mean, I don’t know how you could even start in the book like that. I mean, then you go open a Pandora’s box of everything people could do and that includes the Peace Corps. What are you going to do? I say I don’t know your deck of cards. I don’t know the influence you’ve gotten from other people.

The only exercise I do in the book to help kind of spur this kind of conversation because it’s a framework that then people can go back and use over and over and over again. I do have an exercise in the book that has you kind of vison board the next 15 years of your life, everything you want to have accomplished and done, and big stuff and little stuff, and the food you want to have eaten, and people you want to have met, and bands you want to have seen in concerts, and learning to play a guitar, and you run through everything you want to have accomplished in 15 years.

And then that exercise takes a couple of deep kind of turns to where you do start to see some certain things bubble to the top as far as the ones that are the biggest ones that you kind of going after. But, even then, it’s a very general thing. In some of the workshops, when I do in small groups or webinars, we’ll go through the classic wheel of life type thing where you’re looking at your life and spiritual and financial and family and health and all those things. You kind of get a gauge of where things are but that’s also, and as it should be, very subjective.

Pete Mockaitis
Right. And so, I think that you’ve surfaced up one or two kind of tools where it comes to imagining up the course of 15 years, what really are the long-term dream that this thing is connected to, thinking about the extent to which there is alignment within some goals versus others. I know we’re both fans of Jay Papasan with The ONE Thing. That’s one thing that would make everything else easier or unnecessary. I think it’s an awesome question and book there.

So, yeah, so thanks for playing ball as I really put you on the spot here, but I think that that is some of the really hard work upfront in terms of arriving there. But you got me really fired up and inspired about how when you arrive at that point of conviction, you know the goal you’ve selected is the top best use of your time. I think you really are unstoppable.

And so, you’re saying then, once you got that in play you keep it fresh by making it phatter, digging into the six P’s. And any other pro tips for renewing and refreshing that commitment as the temptations arise?

Dean Lindsay
Yeah, one of the things that people talk about writing down goals, and I really believe in writing a goal but also it’s also how you write the goal. I don’t encourage people to write a goal just as kind of a reminder of the goal but actually write it in such a way that it becomes a self-fulfilling affirmation. You know what I’m saying? What you do want, not what you don’t want. Not using future tense. Making sure that you’re saying things in such a way that it actually gives your mind momentum, that you’re crafting it so it propels you into action.

Pete Mockaitis
Cool. All right. Well, any final thoughts before we shift gears and talk about some of your favorite things?

Dean Lindsay
Well, I really like what you were throwing out there, Pete. I thank you for shaking it up because you’re right, you’re touching on something that there’s so much competition of, you know, you said it earlier, of options. We have so many options and that can get incredibly overwhelming, and that’s the reason we need to do the deep work to decide, well, what we’re supposed to be doing.

Pete Mockaitis
Certainly. Yeah, cool. Well, now, can you share with us a favorite quote, something you find inspiring?

Dean Lindsay
Very cool. Well, I told you that one. That was the one that I definitely… the quote from Pat Benatar. But my other favorite quote, I’m pulling it up right now, it comes from my man Dr. Viktor Frankl. The one that I like a lot is that, “Between stimulus and response, there’s a space, and it is in that space that we have the power to choose our response.”

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

Dean Lindsay
Man’s Search for Meaning.

Pete Mockaitis
Yeah, that’s good. And a favorite tool?

Dean Lindsay
Yeah, I was wondering what that meant.

Pete Mockaitis
Oh, sure. Yeah. That means sort of like it’s an app or piece of software or something that you use frequently that helps you be awesome at your job? Some people say a hammer, a measuring tape, or Google Docs, whatever it may be.

Dean Lindsay
What do I use a bunch? I use Canva. Have you ever used Canva?

Pete Mockaitis
Oh, yeah. Yeah, I’ve heard a little bit. Explain.

Dean Lindsay
Canva is a great tool for making JPEGs and putting quotes and making social media posts then brochures and LinkedIn headlines. It’s a great tool for making JPEGs.

Pete Mockaitis
Right. And do you have a favorite habit?

Dean Lindsay
Do I have a favorite habit? Yeah, ones that I’m proud of? You know what, I do. I do actually, Pete. About two and a half years ago, my walking shoes or running shoes are right at the back door right now. I walk every morning. Talk about a five-mile loop.

Pete Mockaitis
Oh, wow.

Dean Lindsay
I recommend it. I don’t even put headphones and I just kind of greet the day and be in the open and taking a lot of deep breaths, so that’s definitely a habit I’m very happy about.

Pete Mockaitis
Awesome. And is there a particular nugget you share in your speeches or writing that really seems to connect and resonate with folks, they retweet it, they quote it back to you? What would that be?

Dean Lindsay
It’s a two-word phrase.

Pete Mockaitis
All right.

Dean Lindsay
Be progress. People must view you as – for them to want to be in a relationship with you – they need to view you as the unique right mixture of pleasure, peace of mind, profit, prestige, pain avoidance, and power, the six P’s of progress. You must be progress.

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

Dean Lindsay
DeanLindsay.com, D-E-A-N-L-I-N-D-S-A-Y.com.

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

Dean Lindsay
Compliment somebody. Thank them, compliment them, tell them they did good.

Pete Mockaitis
Awesome. Well, Dean, thank you so much for sharing your expertise and wisdom and time. You have planted a tantalizing question deep inside me; how does one know the goal you’ve selected is the top best use of your time. And you’ve give us a great starting point there. I have a feeling I’ll be chewing on this for years to come. So, much, much appreciated, and good luck in all you’re up to with Big PHAT Goals, and more.

Dean Lindsay
Thank you, Pete.

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.

162: The Only 5 Ways to Get More Done with Chris Croft

By | Podcasts | No Comments

 

 

Chris Croft says: "Everything that repeats should have a system. Everything that repeats is a waste of your time."

Prolific trainer Chris Croft helps to figure out what you should do really well and what you should do well enough to get the most out of your work and life.

You’ll Learn:

  1. How to identify squeezable tasks
  2. A 4-step process to saying no and negotiating
  3. Optimal systems for organizing the stuff of work and life

About Chris

Chris Croft has an Engineering Degree from Cambridge and an MBA, worked as a senior manager in manufacturing for 10 years and then as a university lecturer for five years before starting his own training company in 1995. Since then he has trained over 80,000 people, and his free email tips are sent to 20,000 people (www.free-management-tips.co.uk). Chris runs training courses in Project Management, Time Management and similar subjects almost every day, mostly in the UK, and has also produced a range of books which are available on amazon kindle, a project management rap which can be found on youtube, and phone apps called JobsToDo, Management Cards, and “Daily Happiness Tips”.  He is featured on www.lynda.com and https://www.linkedin.com/learning where he presents courses on project management, assertiveness, negotiation, problem solving, and happiness. His Lynda.com Project Management course has had over a million views.

Read More