So, you're stressed and always drowning in your to-do's, and barely have time for your family much less yourself.
You know that failing to get everything done is a threat to your busines. You also know that if you burnout then all of the sacrifices you've already made will be wasted.
I totally get it. Twenty years ago I did burnout and lost everything.
Yet today I juggle a business, two kids, my spouse, taking care of the house, and even eldercare for my mom, and in this article I'm going to give you serious ninja strategies and techniques to get everything done with less time, effort and stress.
Because it's not about "working faster", it's about working better.
Every client I've had, and every prospective client I've spoken, with has struggled to get more done whether they're a super-mom, a hustling solopreneur or an established executive.
They all need to call more prospects, or write more articles, or generate more reports, or increase production.
This article is for you if you're already a high-performer but find yourself suddenly hitting the wall or looking to get the next level.
Warning! This article assumes that you're already familiar with and utlizing common productivity best-practices like SMART goals, leveraging technology such as list-management apps, and delegating or out-sourcing. If you're not already employing those strategies then see this article (link here) for more information.
The mistake most people make is thinking that increased productivity comes down to using the latest "system" or planner.
Yes, those can be useful (so long as they match your personality and workflow) but...
Psychology is the REAL secret to increased productivity for two reasons.
First, psychology determines if you don't finish certain tasks or even avoid starting them. Second, a stressed, busy or over-worked mind is inefficient and makes poorer decisions.
Said another way, the real secret to productivity is NOT working faster, the secret is not getting slowed down or sidetracked on your way to the finish line. You have to consistently execute, which of course is easier said than done. But that's what I'm going to help you with.
Imagine how efficient, how powerful you'd be if:
- You never procrastinated, not even for a minute...
- Your mind was always clear...
- You always finished your tasks and projects...
In this post I'm going to teach you several powerful strategies, organized into the three areas clients report facing challenge:
- Procrastination
- Overwhelm
- Difficulty focusing and/or finishing
Here's a dirty little secret: everyone procrastinates. Yup, everyone, at least sometimes, procrastinates at least a little bit.
Why? Because there will always be times when there's something that you'd rather do more.
Sometimes in life you do just have to push through and do things you don't want to. But... if you're feeling that way a lot, especially nearly every day, then it's worth stepping back and realizing that there might be something bigger going on.
Insight: the first difference between the super-productive and everyone else is that they get into jobs or careers where the work aligns with their personality and, when faced with something they want to avoid, they use one or more techniques to overcome it. Sometimes it's better to hire a CEO to build and run your business while you create or perform.
The first step in overcoming procrastination is to recognize your patterns and understand your personality.
Here are some questions to ask yourself:
There are certain emotional needs we all share, needs which drive our actions and behavior. One of these is the need for excitement, stimulation and variety.
Some of us need lots of excitement and some of us need very little, but we all have a need for it. What's interesting is that it's less important how great your intrinsic need is than it is how much (or how little) it's getting fulfilled.
That is: a person who has little need for excitement but has literally none in their life is more likely to be driven to create some than a person who has a high need for excitement and is getting more than enough of it.
When a need is not being met then our subconscious mind will lead us to behaviors to try and fulfill it, behaviors which can be self-destructive.
What does this has to do with procrastination? Quite a lot!
The person who has an unmet need for excitement will subconsciously be drawn to create excitement and drama, and coming up hard against an important deadline creates some excitement. And screwing up a deliverable or missing it completely creates LOTS of excitement.
Sound familiar?
If this rings a bell with you then it's important to proactively fill your need for excitement with activities that don't risk your business or your family. For example, if you're doing office or knowledge work then you can fulfill your need for excitement by generating adrenaline with some rock climbing, or skydiving, or (if you're really feeling brave) taking the stage at an open-mic night to do some stand-up comedy.
There are times when, as much as we want to, we just can't seem to "power through" a task. When this happens we need to make the task more approachable.
For example, perhaps the issue is procrastinating around making a sales call for a client much, much larger than you're used to. In a situation like this your only two options are to either 1: delay that big-fish call and work on some intermediate-sized ones in the meantime or 2: soften the charge that thinking about this task presents, a process called "disassociation".
The basis of disassociation is our ability to change, on demand, the sensory perception that is making us want to avoid it. That is, literally "turning down the volume" on something which is turning us away.
The most common sensory associations are visual (i.e. pictures), auditory (i.e. sounds) and kinesthetic (i.e. physical sensations).
Most people associate with visual sensations most strongly, followed by auditory, and lastly kinesthetic. However, it's crucial to remember that some people people associate most strongly with auditory, while others associate most strongly with kinesthetic.
Think about a task you've been procrastinating on.
Close your eyes and get in touch with what occurs, and how strongly it occurs. Are you visualizing the work that needs to get done? Are you hearing somebody nag you to do it? Or are you feeling your body clench up? There can be many different images, sounds, and sensations that occur to you, the goal here is to clarify which is strongest to you right now.
Now that you've identified the strongest sensation (visual, auditory, or kinesthetic) the next step is to practice "controlling the dial" on that sensation.
Just like the volume control on a music player, or the color control on a monitor, or the intensity control on a massage chair, practice making the sensation stronger and weaker. Note: this is somethig which typically takes a bit of practice and is best done with help and guidance of an NLP Master Practitioner
With practice you'll be able to disassociate to such a degree that the task no longer feels adverse or fills you with dread.
Incongruence is the mis-match between what you want and what you're doing or thinking about doing.
There are times when an otherwise successful and productive client just seems to hit a wall. On deeper discovery it often turns out that following through would lead to a particular result, like a product launch or promotion at work, that would seem to be a good thing but which a part of them, deep-down, absolutely does NOT want.
Why would some part of you NOT want to launch your new product, or get that promotion, or whatever the case might be for you?
The common reason is not wanting additional responsibility or not wanting the type of work you're doing day-to-day to change, while the detailed answer is that it has to do with your specific beliefs, values, and needs.
Our society is ripe with examples where the only way to gain more salary, and especially to gain more prestige, is to get "promoted" into a management position that is a bad fit. All the time I see teachers, salespeople, and even programmers chase promotions to management in order to "get ahead" when the last thing they want to do is "manage"!
Another example I see all the time is coaches who unconsciously saboutage creating successful practices because as much as they want to help others they're afraid of being tied down to their clients' schedules, or don't want to take on the responsibility of actually running a business compared to casualness of coaching as a part-time or occasional hobby.
Ring a bell?
If you suspect this might be you then it's crucial to spend time reflecting on what's really important to you. By understanding your personal hierarchy of needs such as prestige, security, camaraderie and contribution you can evaluate every opportunity in terms of how well it meets, or doesn't meet, your needs.
Because it's very rare that anything as large and consuming as a career, business or family will perfectly meet all of your needs all of the time, it's important to use skills like disassociation and perspective in order to get through the challenging bits.
"make it a cartoon"
speed it up
calliope music
crazy colors and shapes
Overwhelm is debilitating and insidious. Contrary to common belief, you don't "suddenly" get overwhelmed. That is what's called "breakdown", which is a later point when your life and/or your health literally start falling apart.
Rather, overwhelm slowly grinds away beneath the surface, often at a level that high-performers don't notice because they have compensation strategies. It saps some energy here or enthusiasm there but nothing that "can't be handled". However, when left unchecked, it *will* lead to full-on breakdown (and I know because I've been there).
A key challenge is that the busier or more distracted you are the more difficult it is to recognize that overwhelm is beginning to take hold, and take a toll on you.
Do any of these ring a bell for you?:
- Waking up tired
- Not looking forward to the day (or even dreading it)
- Escaping with TV, food, alchol or even drugs
- Forgetfulness
- Sense of being frozen
A key skill in avoiding in avoiding or overcoming overwhelm is a concept called "chunking", which just means grouping together related tasks into a single "macro" task.
For example, in the morning you probably get up, wash your face, fix breakfast, eat breakfast, shower, shave, get dressed and groom yourself (and that's if you don't have kids!). You probably don't actively think about each of those activiites because subconsciously you've already grouped them together into a chunk called your "morning routine". (Of course, if you *do* have each of those individual tasks rattling around in your head then you're definitely a prime candidate for overwhelm!)
By chunking together related tasks you can greatly reduce the number of things "things" or "to-do's" that are floating around your head, which in turn can make it easier to handle.
A common theme in overwhelm is the sense of never being *done*. That is, each day feels like you're starting one or two new things, continuing a bunch of others, and maybe if you're lucky finishing *one*.
Conversely, people who report never or rarely feeling overwhelmed have a tendancy to *complete* things each day. More specifically, it isn't so much about the number of things they complete as it is how much they complete compared to how much they leave incomplete.
Said another way, an important step to getting out of overwhelm is to *complete* everything you set out to do each day.
I've found that for most professionals, "three" is a good number of tasks to plan on starting and completing each day. Depending on your time and workload you might want five, and if you have very little time in a day you might only have one, but the key is that each day starts with clear tasks and, ideally, closes with the tasks completed.
The skill required here is a different kind of chunking. Grouping things together is called "chunking up", while breaking things down is called "chunking down".
For example, if you're in marketing then you might have a task of "writing a sales letter" (or a sales page if you're a digital marketer). This is a task which in the best of circumstances takes several days and can often take multiple weeks. What you need to do in a case like this is recognize the *structure* of the task and break it down into portions that you can take on and complete each day.
The sense of accomplishment that comes from consistently finishing your day with no more "to-do's" is a powerful tonic!
This, however, is just the middle part of what I consider to be the "Daily 3x3".
The "Daily 3x3" is a set of three different questions for each part of the day: when you get up, time at "work", and when you're getting ready for sleep.
In the morning you want to note, on a scale from 1-10, your physical energy. You also want to note, on a scale for 1-10, your emotional enthusiasm to face the day. Finally, you want to write a few words or a short sentance about what you're looking forward to that day.
During the "day" you want to keep track of the three tasks you've set out to start and complete and, at the end of the day, note whether each task was completed ("C"), started ("S"), or not started ("N").
Finally, in the evening note, on a scale from 1-10, your physical tranquility. Also note, on scale from 1-10, your emotional fulfilment for the day. Lastly, write a few words or a sentance about what you feel great about that day.
The morning and evening questions are powerful because they direct your attention towards starting your day with energy, enthusiasm and anticipation and finishing your day with tranquility, fulfillment and gratitude. By doing this regularly you'll develop a "springboard" effect in the morning which will powerfully set you up for the day, and a "wind-down" effect in the evening which will close your day and prepare you for a restful sleep.
*enter your name and email here for a printable PDF of the daily 3x3 plan*
My clients have found that because this daily plan only takes a few minutes it's easy to stick to and has made a major improvement in their sense of control and accomplishment.
Just like literal barnacles slow down a ship, "productivity barnacles" clutter your thinking and reduce your effectiveness, making it much more likely that you'll wind up in the overwhelm zone and have trouble finding your way out.
In this section I'm going to talk about two key productivity barnacles: multi-tasking and open loops.
Multi-tasking *can* be a great thing, the problem comes when we take it too far. The key to remember is that we only want our *mind* to be working on one thing at a time.
When we try to juggle two different mental tasks at the same time it not only slows us down but also creates anxiety. Do this enough and the anxiety will become constant and you'll find yourself feeling overwhelmed.
So, "good" multi-tasking could be thinking about the solutions to a problem or considering a sales pitch while taking a bike ride, listening to some music, or going to the museum and looking at some art. These are all activities which can spur creativity and help you generate great ideas. (and maybe even get a little exercise to boot!)
"Bad" multi-tasking would be considering a sales pitch while researching a vacation and checking your email. The research and email might *seem* like low-power activities but they still need a measure of your attention. Plus, the context-switching between those three tasks means that it will take even longer to finish them. Plus you're going to have the stress and mental fatigue from juggling those three things at one time!
*Side-note: Hey, I'm human just like you and I know that somethings things just happen, sometimes we just have to juggle a few things at once if only for a short time. My point here is that, more and more, people are juggling multiple cognitive projects frequently, even consistently, rather than as an exception, and that's resulting in a marked increase in anxiety, overwhelm and burnout.*
How many unfinished projects or to-do's do you have cluttering your mind? How about projecs or to-do's that you've been planning on doing but haven't even *started* yet? These are what we call "open loops".
Open loops are a kind of mental clutter, like pound of insects both weighing down your mind and splitting your attention *even when you're not consciously thinking about them*.
That's right: even if you've written them down or entered them in an app somewhere so you woudn't have to "remember" them doesn't mean they don't count, because your *deep* mind knows that they're still there.
I've had clients who have kept the same bunch of *un-started* projects and to-do's floating around their head for months, even years! Can you imagine living with that, being burdoned that way? Maybe you don't have to imagine...
Make a list of ALL those open loops floating around your head. How many are there?
You must commit that all of these open loops will be either done, delegated or deleted. Why? Because you've *got* to get them off your plate!
It's very easy to have lots of little innocous to-do's pile up around house-hold projects: fix this, paint that, reorganize some room. And especially if (like me) you've got a couple of young kids then it can seem that these "to-do's" keep piling up each day faster than you can tackle them. Yup, I get it.
That's why you've got to do it, delegate it or delete it. For the "messy house with kids" example this means do it yourself, hire someone, or adjust your standards and recognize it just *wont* get done anytime soon and say buh-bye to it.
The third step to getting (and *staying*) out of overwhelm is to simplify. That is, reduce how much you have (and how much you have to do) and organize what's left.
It's a common misperception that tidyness and organization are the same thing, or that one naturally comes from the other. There are many people who are organized but have a million things all over the place (but they have systems and know where to find what they need!), and there are people who are (or *seem*) minimalistic, or at least tidy, but don't actually *know* where everything is. The last type is especially true when someone has what *seems* to be a pristine office or home but actually has just shoved everything "behind closed doors" with little rhyme or reason.
Overwhelm is, by defintion, having "too much", or more specifically more than you can comfortably and happily deal with. And it relates to your surroundings as well as everything you have to do.
Getting rid of physical things is very personal and often has lots of seemingly unrelated emotion wrapped up in it. You only have to watch those "extreme clutter" shows on cable to recognize that there's a psychological/emotional component to accumulating more than you need and/or more than you can actively take care of.
Personally speaking I'm both very sentimental and grew up with my grandmother and her sisters who themselves grew up during the Great Depression. So, I have compulsion to "never waste!" and "save it, you don't know when you'll need it!" married with "awww, so-and-so gave that to me...". Point is, I get it.
Plus, as a solopreneur (and father, and husband...) I know what it's like to have a *million* things that need to be done.
Getting rid of tasks *might* not be possible for you right now based on your finances, but it's important to recognize what you *could* get rid of by delegating along with what you might be doing that doesn't have to be done.
When it comes to work, are you creating all of your own marketing, advertising, emails and blogging *on top* of creating your product or delivering your service? And maybe even *studying* marketing and copywriting techniques to boot? Yes, this is a phase that almost all startup CEOs and founders go through but it needs to be temporary or I guarantee you'll burnout, and probably before you get to see your business be successful.
The beauty of organization is that it can help create a more beautiful environment while at the same time reducing the amount of thinking you have to do to find what you need.
The main downside to organization is that it can actually impede the creative process.
Studies have actually shown that the "clutter" of an unorganized desk or workspace helps with creativity as much as it impedes efficiency of "routine" tasks, and a "neat, clear" desk or workspace impedes creativity as much as it enhances efficience of routine tasks. Now, before you tell me what works and what doesn't for you, recognize that this is a very *personal* thing and your individual mileage may vary. I am, however, giving you food for thought and experimentation.
The second downside to organization is that most people think of it in a binary way, and the standard they set for being "organized" is too rigid and too high a bar to meet, so they just give up on it.
When it comes to organizing books and files, including (especially!) the folders and files on your computer, there are three things you should do.
1. Divide Start out with two levels of organization: the first level is for things you need to access frequently, and the second level is for things you need to access occassionally. N.B. Depending upon your specific needs it might be worthwhile to have a third level for things which you access rarely or need to keep archived for legal purposes.
2. Reduce Reduce the number of things you're looking at at any given time to a manageable number. While this number varies from person to person, a good place to start is somewhere between 5 and 15. Look at your computer desktop right now; how many files and folders are on it? Can you *instantly* see what's there and find what you want or do you have to read a bit? Worse yet, does looking at your desktop actually raise your anxiety and blood pressure? With certain exception this rule should be adhered to across all of your items. N.B. if you're a programmer or something else where you need a zillion files in front of you because that's just "how it works", well, I've been a programmer and I get it. But I'll also say that's why I got out of programming!
3. Code When you'll be looking at many things with a similar shape or appearance then use color-coding to help instantly distinguish and recognize what you're looking for. This technique is especially helpful with folders/files (especially on the computer!), utility jars for spices or office supplies, and storage boxes. Naming or tagging the items is also important (especially since there are only so many colors!) but it's important to use a consistent naming scheme, otherwise you'll still find yourself frustratedly opening and closing files or jars or whatever it may be to find the *specific* thing you want.
Lots of people are busy (and I mean *lots*), but very few actually *achieve*. That is, they get pulled this way and that way until, without noticing, they've been pulled completely off-course from their original goal.
Conversely, even the most ADD/ADHD person (and yes, I can speak because I am clinically diagnosed) can be remarkably focused, even "locked in", when in the zone of something which pushes the right buttons for them.
There are Four P's which very accurately predict whether or not you'll actually finish a project, especially a medium- or long-termed one. Here they are, along with solutions.
In order to you've got to be motivated by the result and clear about what you're going after. Especially, what pain will you be "fixing" and what pleasure will you be "achieving"?
When you lack strong purpose the journey will become stale, boring, even aggravating, resulting in your moving on to something else before finishing.
Clear priorities, which you actually *adhere* to, is also crucial to success in medium- and long-term projects where it's guaranteed that other crises and possibilites will pop up.
You have to be absolutely clear in your priorities, and you must (I repeat, MUST) make self-care a priority! You might not have the time to be indulgent, but if you don't take care of yourself then you'll lack the physical energy and mental stamina to make it through to the end.
Many people make priority lists but few people actually stick to them; be one of the few who do!
Perfectionism is the killer of dreams. Perfectionism keeps art, books and courses from getting released, talks from being given, and even dates from being asked for. Perfectionism is a tricky devil and will keep you from your dreams while having you think you're doing the right thing!
Excellence, on the other hand, is achievable and worthy. Nothing is perfect because nothing is equally flawless to everyone. Even the late Steve Jobs, reknowned for his "perfectionism", routinely released products that were *far* from perfect (but which did *aim* high and typically settled for excellent).
Perfectionism is typically driven by a fear of being judged harshly, and sometimes fear of being judged at all.
Therefore, the antidote to perfectionism is often changing your focus from the external to the internal. What would it take for whatever you're creating to be merely *excellent*? Get clear on what those characterists are and then go after them with all your heart, and when you get there be confident in the excellence of your effort and release it to the world!
Without perseverance there can be no greatness, because every great achievement has challenges and often sacrifices on the way to the finish line.
Sadly, this skill has become rare in modern society where the emphasis is on various hacks, shortcuts, "leaning in" to your strengths and avoiding pain.
Iron is forged in fire, so if you want to accomplish anything of meaning you absolutely must be prepared to deal with and fight your way through and out of pain.
Perseverance, then, is built on courage and confidence, and courage and confidence are muscles that can be practiced and strengthened like any other.
Each day practice something which requires a bit of courage or confidence, periodically upping your difficulty level. Just like going to the gym and lifting weights, this is the path that will develop true and unassailable courage and confidence.
Here is a useful NLP "hack" for courage and confidence that you can use if you're having trouble getting started or at any point along the way. Like any hack it should be used sparingly or it could have unintended consequences or lose it's power, but when you treat it with respect it's a very, very powerful tool.
To practice this exercise you'll want to find a quiet spot where you won't be disturbed and, just as important, you won't risk disturbing anyone else. You won't necessarily be shouting but, because this exercises summons some of the most powerful emotions within you, sometimes people do find themselves shouting a bit.
First, think of someone, real or imaginary, that you think of as wonderfully courageous and confident. It's important to get a very clear image of them, so unless it's someone you know personally and very well (like a parent, friend or sibling) then it will probalby be better to go with someone you can identify from movies or books you've enjoyed. Perhaps it's a superhero like Superman, a spy like James Bond, perhaps a teacher like Michelle Pfiefer in "Dangerous Minds", or an adventurer like Sigourney Weaver in the "Aliens" movies.
Draw an imaginary circle on the floor nearby to where you're standing; this space will be your "circle of power". Make sure you draw it somewhere you'll be able to easily step into and out of.
Pay attention to this person's posture. How do they stand? How do they hold their shoulders? How do they hold their head? Step into the circle, take a few moments and try to reproduce that posture in your own body, then step back out of the circle and relax.
How does this person breathe? How does their chest move? Step into the circle, take a few moments and try to reproduce that breath in your own body, then step back out of the circle and relax.
How does that person sound when they speak? Step into the circle, take a few moments and try to reproduce that tonality of voice yourself, then step back out of the circle and relax.
What is the expression on their face when they're being confident and courageous? Step into the circle, take a few moments and try to reproduce that expression with your own face, then step back out of the circle and relax.
Now, step into the circle and try doing *all* of those at the same time: posture, breath, voice and facial expression. What does it feel like? Step back out of the circle and relax.
Now think of some music that you associate with courage and confidence. If you're working with a movie character then this *might* be their theme music, but it doesn't have to be.
Try once more to take on that posture, breath, voice and facial expression at the same time, but add in hearing that music you just thought of. How do you feel now?
You *should* feel yourself swelling with courage and confidence. If not then think about your choices of role model, if you were *really* paying attention to their posture, breath, voice and expression, and if you were *really* modeling those in your own body.
As a final test, think about a situation that you're facing right now where you would like to have more conidence or courage. Make it real for you, and then step into that magic circle with embodying your role model, taking on that posture, breath, voice and expression, hearing that theme music playing! Feel the confidence and courage swell within you, and now imagine yourself handling that same situation. How does that feel?
Step outside the circle, return to your "normal" self for a few breaths, and then repeat that process two or three time more times (or more if you'd like).
Now when you're faced with the reality of that situation simply imaging your magic circle on the ground, step into it and handle the situation with confidence and courage.
The #1 thing you should take away from this training is that for *most* people increasing their productivity is a game of psychology:
- Mastering your psychology to reduce how intimidating something seems.
- Mastering your psychology to stay clear, grounded and efficient.
- Mastering your psychology to stay on-target, and summon the confidence and courage to overcome challenges.
How many new strategies and tools did you learn in this article?
You've learned the secrets to breaking through procrastination, overcoming overwhelm, and focusing and finishing challenging projects:
- Recognizing if you're drawn to drama, and if so to proactively fill that need instead of leaving things until the last minute
- The power of disassociation to make scary of off-putting tasks easy
- How incongruence can, or *fear* of incongruence, can lead us to self-sabotage
- The "Magic 3x3" daily plan and check-in that can radically transform your sense of completion, excitement and appreciation
- The barnacles of multi-tasking and open loops that rob you of energy and mental clarity
- The power of simplification to make it through the most challenging and overwhelming circumstances
- The Four P's that predict whether you'll actually complete a goal
- The "Magic Circle" to summon, on demand, the confidence and courage you need to keep going when you're feeling discouraged, challenged, and want to give up.
These are life- and business-changing skills, and I sincerely hope that you take these ninja-tools and use them, starting today, to create the life and business you desire.
Share your results, thoughts and questions in the comment section below and I'll respond!
An instruction to the audience to provoke an immediate response, usually using an imperative verb such as buy now, find out more or visit a store today.
Ask away, I'll answer!
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