Compass

A daily to-do list to keep you focused – Your Focused Five™

When you’re not terribly busy or managing a light load, you might be able to remember everything you’re responsible for, but what happens when the pace picks up or you’ve got more plates to spin? Having a reliable practice in place can help take the pressure off. This applies to everyone from students to senior executives. Keeping track of tasks can be helped by having a task management Ritual you can count on.

Take a second and think about your to-do list. Is it scrawled on a scrap of paper, jotted down in a notebook, lurking in an online app, or perhaps just jumbled in your head? Is it a regular tool you use, or something you create in a crisis?

If you use it often and it’s working well for you, celebrate that. It’s quite a win, as many people struggle (including me) to find a system they enjoy.

Ask yourself three questions:

a) do you use your system regularly? If not there may be something to explore with mindset or the medium. It may not be the right format, but we’ll explore that in another post.

b) is it working for you? In other words, does it keep you on task and on track?

c) how does it make you feel? Do you feel good during and after using it?

Let’s explore the last question. If you’re looking at your to-do list and it leaves you feeling overwhelmed and like you’re not getting enough done, something needs to change. We simply don’t need the tools we choose to use leaving us feeling at all depleted afterward.

There is a need for two (or more) kinds of to-do lists. Just how many you need will depend on how you think and prefer to keep different tasks separately, but at minimum, I recommend having two lists.

The first, likely massive list, is what I call your Master To-Do List. It’s essentially a download of what’s on your mind. Whenever you’re feeling overwhelmed or like you’re forgetting things, it’s worthwhile pausing, and even though it feels stressful, investing the time in going through your inbox, calendar, notes on your desk and mind to capture your intentions. As Daniel J. Levitin explains in his book “An Organized Mind” (1),

“Writing things down conserves the mental energy expended in worrying that you might forget something and in trying not to forget it.”

But, I caution you in using this Master To-Do List when it comes to focusing on your daily activities. It is simply too big. Have you ever ordered a plate of food, perhaps a big bowl of pho (Vietnamese soup) and kept eating yet it looks like you’ve hardly consumed anything? It’s somehow highly ungratifying, no matter how tasty the food.

From your Master To-Do List, choose five important things you wish to complete in a day and write those down in a separate second list I call the “Focused Five“. Why five? Five is a small enough number to actually get through. The act of selecting items forces you to identify the most important activities to attend to. You’ll enjoy the sense of accomplishment that comes from ticking everything off your list.

Keep this list right in front of you. Prop it up on your computer, leave it on your desk or pop it into your wallet when you’re on the move. It’s a simple, low-tech way to keep your priorities top of mind.

I started out using index cards and then made a template to print my own cards to use each day. You can download it here .

Download Your Focused Five Daily To-Do List!

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If you get through your list, don’t forget to celebrate a little before choosing another item or two from your Master To-Do List.

Try it and I’d love to hear how it goes!

Source:

Levitin, Daniel J. The Organized Mind: Thinking Straight in the Age of Information Overload. Dutton an Imprint of Penguin Random House, 2017 p 69

I work with organizations to deliver sustainable performance. If you know of a forward-thinking company who wants to achieve objectives and help their leaders and teams avoid disengagement and burnout, book a Discovery Call to learn more about a range of engaging talks and effective coaching and consulting.

How and Why to Choose a Focus Word of the Year

With the start of a new year, it is a natural time for reflection, celebration, and forethought to the year ahead. Many of us will be thinking about New Year resolutions, which I’d prefer to reframe as intentions, but they too often get dismissed after a few days or if you’re lucky weeks. Yes, I believe in setting goals for the year, in six different areas of life (as described in The LifeTime Management Playbook™), and this selection of the powerful, Focus Word of the Year is in addition to that more detailed, recurring planning exercise. Stay with me – I promise it’s worth it. If you were to do one thing related to planning right now, this should be it.

Why choose a Focus Word?

When I first learned of the practice (from a source I can’t remember or would gladly credit), my goal was to choose one word to keep top of mind throughout the year as an overarching theme to serve as a powerful tool for focusing intention, guiding attention and ultimately shaping execution. It has had such a strong impact I now consider it a ritual for this time of year.

A word is sometimes about doing, but more often it’s about a way of doing or being. It has the ability to guide your thinking and ultimately your actions. It recurs in your mind to keep you attentive to that which you have decided warrants your energy and resources. It serves as a powerful reminder of how you want to show up.

It’s not a foolproof strategy, for sure, but if I slipped, just keeping the word in mind helped me check in to see how I had missed living my intentions, and prompted me to think about what I might do differently in a similar situation should it arise again. It can quickly centre you and bring you back to intention.

Consider choosing a word more of a foundation. To find your Powerful Focus Word, you will have to dig a little deeper. Your word only has to be meaningful to you and you can keep it completely to yourself if you wish. I did that for the first year.

Why just one?

I’ve seen the practice become more popular in the past year with some people choosing one word, and others three or more. Choosing one word is perhaps more difficult than choosing several words, but ultimately for me, has greater impact, and is simpler to apply. If you have more words, you will have to move between them and apply your resources to all. This is how we have to manage things to successfully integrate life, after all. For me, landing on one word has a simplicity and elegance which I crave, and the constraint forces deeper thinking and some tough choices.

That said, one word often has several partner words which go along with it. Find the cluster of related words which help give the depth of meaning you are looking for. This might make it easier to land on one. That word cluster ought to feel like a nourishing broth from which you’ll drink, daily.

As with most things, there is no one way. I invite you to explore the idea and find what works for you. Start with one and if it feels like that isn’t enough, keep going.

Does the word only last a year?

Thankfully, no. Powerful words linger. Even though I focused on one word per year, with each it was merely the beginning of a journey in relationship to that word. Learning and experimentation continue. I continue to aspire to the words I chose previously, though more subconsciously now. It feels as if I have absorbed them into my way of being. On my best days, anyway!

How to choose your word

Get ready for some extreme self-reflection and simmering. For the past month, I’ve been thinking about my Focus Word for the year. When I come up with something that seems like a fit, I let my mind dance with it, applying it to various situations and feel what it inspires. I tune into how my body reacts. Some words feel onerous and constrictive, whereas others feel motivating. Don’t be afraid to let go of a word and move on. Look for a word you’ll like to tango with this year. One which will lead you towards good things.

Here are some questions to ask yourself to generate your own Powerful Focus Word. To get to your word, you will want to combine careful thought and idea incubation. Let a few words come to you. Feel the word. You’ll know when you’ve hit the right one.

Careful Thought

1. If you could skip ahead a year and reflect on 2019, what would you like to be proud of?

2. If you’ve set goals for the year, is there a word that could serve as a foundation to that success?

3. Are there moments from the past you wish you could have handled better? What word comes up to help support shifts in a positive direction?

4. Who inspires you? What word describes them?

Idea Incubation

1. How do you feel when you think of this word?

2. Does this word apply broadly to your life? The more areas for which it is useful, the more powerful the word.

3. Are you ready for this word? Is this the right year for it, or will it serve you better later?

Make the word part of your day

A word will only be useful to you if you hold it in your mind. Here are a few ideas for you:

1. Write the word in a prominent place – by your bed, bathroom mirror, in your daily planner, incorporate it into jewelry or a piece of art

2. Incorporate the word in a daily meditation

3. Journal with the word in mind. Set an intention every morning with respect to the word. Reflect each night on how you showed up. Celebrate the wins. Learn from the challenges.

4. Tell others about your word – incorporate it in regular meetings with your coach, good friends or therapist

For those who are curious, my Focus Words of the Year have been

2015 – Replenish (Cluster words: heal, rest, rejuvenate)

2016 – Transform (Cluster words: change, reinvent, progress)

2017 – Grace (Cluster words: calm, strength, serenity)

2018 – Cultivate (Cluster words: grow, nourish, feed)

2019 – Trust (Cluster words: believe, faith)

What word will you choose, and why? Love to hear in the comments below.

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I speak and coach to inspire sustainable performance. Find out more at www.clarekumar.com

Work-life Integration: Is it just a Women’s Issue?

“Sometimes who is going to be taking care of all of my kids on any given day is more complicated than any trade agreement.” – Chrystia Freeland, International Trade Minister of Canada

I remember when my kids were very young having numerous conversations about the confidence that comes from having your kids well taken care of while you’re working. If for any reason, care is in question, it is extremely challenging to focus on your work. Treasured are opportunities in which you can perform your job without compromising family commitments.

Political journalist, Jane Taber, writes a regular column on women in politics, and chose to highlight Ms. Freeland’s choice to mix business and home life.

According to Ms. Taber, Ms. Freeland hosted twenty-five Ukrainian government officials for dinner at her home with her family. Ms. Freeland confessed this was not a “traditional form of government entertaining” however it was an opportunity to do her job and be with family. Certainly, it was a chance for her three kids to witness what their mother does. In fact, Ms. Taber reports that Ms. Freeland’s children have each travelled to Ottawa to achieve an even better understanding.

When the House of Commons is in session, Ms. Freeland draws on the support of her two aunts who fly in from the prairies to assist the family.

What do you think?

How do you feel about this story profiling a senior political leader and how she integrated work and home life?

Now consider this quote from former U.S. President, Barack Obama:

“Workplace flexibility isn’t just a women’s issue. It’s an issue that affects the well-being of our families and the success of our businesses.”

Does highlighting a female politician’s work-life integration choices paint this as a women’s issue? Can you share any examples of men being profiled similarly? Are there differences?

What creative ways have you integrated work and life?

PRODUCTIVITY TRUTH: Treasured are opportunities in which you can perform your job without compromising family commitments.

5 Reasons We Hang on to Things

How good are you at letting things go? You’ve probably noticed quite a continuum between those who almost compulsively get rid of things and many who have trouble letting go.

I have a confession to make – one you may not expect to hear. I tend to keep things. It may be because I moved a lot growing up – ten schools in all, or cultural influences, perhaps my personality, I’m not sure why. I sometimes have to have the conversations with myself that I have with my clients!

When does not letting go matter? Our ability to hang onto possessions is really limited by the space we have to store them and by the time and energy it takes to maintain them. If your things are getting in the way of the life you desire to live, if you’re finding that you can’t use your space the way you would like to, then you will want to explore ways to help you let go.

In this article we’ll look at some reasons why we feel compelled to keep things. Often people keep items because of:

Sentimental Value

Objects engage our emotions through all our senses. They can bring back memories which we’re afraid will slip from mind if we don’t keep the trigger. They may be things we put a lot of time and effort in and we want to honour that. Or they may be things that belonged to a loved one that really remind us of them.

Potential Value

These are the items that we see future worth in. The “I could” factor comes into play. I could make a quilt with these scraps of fabric. I could take these postcards and tickets and make a scrapbook. My grandkids could play with these toys.

Current Value

Items that were expensive to purchase and that still have life in them are sometimes difficult to part with even if we are no longer using them. This occurs regularly when people move from one place to another. Furniture from one place may simply not fit in the next, but since it is valuable or seemingly expensive to replace, it stays.

Guilt Value

These are all the things that you are given that you feel compelled to keep. You may even feel you must display them so you don’t hurt someone else’s feelings when they drop by for a visit.

Identity Value

Items related to activities you used to do can bring back the past. If they take up too much space there is a danger that they will keep you from embracing who you are today and who you can be tomorrow.

PRODUCTIVITY TRUTH: If your things are getting in the way of the life you desire to live, explore ways to help you let go.

Put Down the Phone! How Not to Answer Email on Your Vacation

If you’ve got a vacation planned, I’ll bet you’re looking forward to a break from your regular routine. But will you get one?

Or will you be like this gentleman, so engrossed in his phone, he misses the whale emerging from the ocean right beside him?

According to a 2015 study by Randstad, an HR firm, 40% of Canadians read their email while on vacation. If you’re like the average person who checks email 15 times per day, according to a study from the University of British Columbia, or one of the 75% of people who responds within an hour, you’ve probably wired your brain to repeatedly check for messages and receive a feel good hit of neurotransmitter dopamine, all the while increasing stress levels.

What can you do to counter your now natural inclination to check email? Invited by CBC Radio to share strategies across Canada, I crafted these tips:

Set Intentions for your Vacation

Taking a break is essential to rest, replenish and recharge, to refresh the mind and broaden perspectives. When thinking of your next vacation, write down what you are hoping to achieve. Articulate your vacation objectives. Is it to explore a new place, is it to nurture relationships with family or friends, to volunteer and contribute to others, or simply to stop thinking so much? Whatever you choose, commit to it. Write it down and post it somewhere visible to keep it top of mind. Give yourself permission to focus. It is in the dedication to a priority that we find strength to decline other requests for our time, energy and attention.

For a short video on the value creating memorable moments, check out this clip (5 minutes) from Tony Robbins.

Dedicate Time to Process Email on Your Return

Schedule time to process your inbox when you get back. The time to engage with email is often dismissed as a side activity, and not part of our ‘real work’ when in fact it takes considerable time to handle, often more than an hour per day. Read email from the current date and go backwards. You may find a number of issues have been taken care of in your absence.

Define and Communicate Boundaries

Prior to your vacation, add a note to your email signature letting contacts know of your planned absence, including additional time to process email upon your return. This will give the opportunity for people to contact you before you leave if necessary.
Craft an “out of office” alert to share your intentions. Let people know you that not only will you be away, but while you’re away, you will not be checking messages.
Include contact information for those who may be able to assist while you’re away.

If You’re Feeling Pressured to Respond

While 60% of employees in the Randstad study reported that their bosses don’t expect them to be available when on holidays, 40% do. It can be extra challenging when your workplace culture or leadership doesn’t seem to support taking time off.

Consider the following positive support:

An Ernst & Young study from 2006 found that for each additional ten hours of vacation the employees took, year-end performance ratings improved by 8%.
France passed a set of labour laws early in 2017 supporting the “right to disconnect” which protects employees from having to respond to emails after hours or on weekends. The move was driven in recognition of increasing stress levels related to the continual demands of work and the blurring of office hours.
Daimler goes further and deletes employee emails while on vacation
In 2012, Volkswagen stopped all emails to employees’ phones after office hours.

Legislation is a drastic step but must be noted for it reflects the depth of the challenge. It is my hope that conversation and appreciation of the positive benefits will be all you need to craft a truly replenishing time off.

If You Absolutely Have to Check Email, Set Limits

If you choose to engage in work correspondence while on vacation, schedule a time which will interfere least with your vacation objectives. Set limits to avoid spending more time than you intend. Engage the support of your vacation partners to keep you on track!

But, my Phone is Always with Me

If you don’t have the luxury of having a separate phone for work, and especially if you have one inbox to check for all messages like I do, you’ll have to be more determined than ever not to engage in work email.

Turn off notifications. This is recommended daily practice, not just on vacation. Notifications are for urgent items or things you will forget to do. I haven’t found one client afraid of forgetting to check their inbox.
If you do have to scroll through your inbox you may choose to simply flag work emails for attention later. Do not open and read them.
Cycle back to number one. Reread your vacation objectives. Compare how you feel after a restful versus a disrupted sleep? A yoga class in which you focus on your breathing or let your mind race. Tap back into the value of your vacation.

PRODUCTIVITY TRUTH: It is in the dedication to a priority that we find strength to decline other requests for our time, energy and attention.

A daily to-do list to keep you focused – Your Focused Five™

Download Your Focused Five Daily To-Do List!

Thanks, you are all set!