Power Tips to Increase Your Impact
All of us want to be more productive. David Horsager is a productivity expert. His work has been featured in numerous publications from The Wall Street Journal to The Washington Post. His research is focused on the impact of trust, and his client list ranges from the New York Yankees to John Deere.
His latest book is The Daily Edge: Simple Strategies to Increase Efficiency and Make an Impact Every Day. I recently asked him about five of the thirty-five tips included in his new book.
Manage Your Energy
Tip 7. Managing your energy is something few think about. We are often on autopilot. How do we become more conscious of our energy? What’s the best way to use our energy through the day?
Before you make any changes, you have to become aware of how you are spending your time. Take two weeks and log it. Keep track of both your time usage and the level of energy you feel at that time. Then, take time to study it and make a few adjustments with how you spend your time. Log for another week if you need to in order to gather useful information.
Try scheduling an early morning meeting and then not another until after lunch. See how creating this pocket of time affects your daily productivity and energy levels. Maybe you need to schedule as many meetings as possible on one day so that other days are left more open. I have learned that morning is my most effective time, so that is when I tackle writing, research, and other more difficult projects. I try to protect a morning power hour so I can have at least one uninterrupted hour on my most difficult tasks first thing in the morning. My team knows to try to schedule meetings with me right after lunch. Since I am an extrovert, the people I meet with during that low-energy time of day end up energizing me for the remainder of the afternoon!
You can’t dictate everything about your schedule, but you can influence it to meet your needs. A lot of people squander their most valuable time doing their easiest activities and tackle their toughest tasks when their energy is at a low point. Don’t let that happen to you! Leverage your time and schedule so that it works for you. Awareness and intentionality come first. If you can do this, it will build momentum and your work life will be easier.
Tip 13. Email. Some people really struggle with it. What tips have you seen make a difference for those who find it a challenge?
If you feel you have an e-mail problem, it isn’t going to go away any time soon. Ignoring your lack of a system will compound the problem and affect the rest of your work life. Some people have hundreds if not thousands of e-mails in their inbox. This is a very common area to struggle with because of the sheer number of e-mails we receive every day. Managing it is simpler than you might think once you have a process in place. It’s going to require getting disciplined about it. I know an executive who went from 57,000 emails to 9 in his inbox! He called and said, “I’ve never felt better!” Before you get too overwhelmed thinking about it, consider the following ideas.
- Get rid of the chime or prompt. Ask yourself: Are the e-mails coming into your inbox worthy of dropping everything to read and respond? If the answer is no, then turn off the notification function.
- Let them bundle. You think things are urgent, but the cost of interruptions is enormous. See if you can only check e-mail at the top of every hour. So much time is spent managing e-mail. Don’t fall victim to this.
- Get in the habit of going through these four steps. The minute you open an e-mail, archive or delete if at all possible. Deal with it right away. Don’t read it now and also read it later.
- File it or archive it. Get it out of your inbox once you’ve replied. It takes your mindshare if it’s always there as a distraction. It’s overwhelming. Feelings of being overwhelmed are the killers of productivity. Try setting up filters for certain e-mails you don’t want to see until you are ready. For example, I auto-filter newsletters for when I have extra time to read on the plane or in a taxi.
- Flag it for later or attach it to the calendar. If you know you will need to reference it prior to a meeting, flag it for a later date or attach it to your calendar. Again, our mindshare is limited, so avoid constant exposure to something you don’t need to look at for a while. The information will be there for you when you need it.
By the way, e-mail with an emotional context can absorb an enormous amount of time. Leave the emotional conversations for a phone call or an in-person meeting. You will be less likely to be misunderstood and e-mail will be preserved as a means for information sharing – the way it was intended.