How Can I Slow Down The Flow Of My Period Productivity Coaching – Rhythm Versus Perpetual Motion

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Productivity Coaching – Rhythm Versus Perpetual Motion

Many people feel that in order to be truly effective in their work day, they need to be constantly busy, constantly moving from one thing to another. These people constantly try not to waste a single moment of the day.

Reality? Productivity is more about rhythm than perpetuum mobile. Just as top athletes and performers need to find a personal rhythm, you, as a professional in your field, need to find the right rhythm for how you spend your day. Let me share with you some time saving tips for productivity.

It’s important to allow buffering between the meetings you have. If we’ve learned anything from the last ten years of our technology-oriented society, it’s to expect the unexpected. There will always be interruptions in your schedule – an urgent phone call, an unexpected co-worker, a child at school who is suddenly sick. There will always be someone who will call and ask for something. If we don’t make room in our schedule to handle these interruptions, we will instead be constantly switching tasks, switching tasks back and forth, rather than giving each task the full attention it deserves.

Every day when I meet with my clients, I schedule a 30-minute break between each hour of the meeting. Does that sound excessive? I use those 30 minutes for various things:

o I am dictating the notes from the previous meeting. This helps both me and my clients review what we have discussed.

o I give myself time to “disconnect” from the meeting. Just being able to relax for a few moments goes a long way in avoiding burnout.

o I give myself time to answer phone calls that happened during the meeting. Calls are bound to happen, and the extra space gives me time to respond to them in a timely manner.

o I give myself time to “gear up” for the next meeting. I prepare notes, review all important files, and put myself on standby for the unique needs of the next client.

How can you find your own unique rhythm for your day?

First, understand that drastically changing tasks takes more time. If you are switching from one email to another, the amount of switching cost can be as little as a second. But if you’re going from working on a creative design solution to answering financial numbers, that’s going to be a very difficult, very expensive switch because the two are completely unrelated. Give your brain time to make the transition by building in extra buffer time.

Second, think about how often you are likely to be interrupted. The more likely you are to have interruptions, the more you will need to increase the amount of time between meetings. Schedule the unexpected by leaving time between meetings and tasks. Allow yourself time to answer phone calls, respond to e-mails and answer questions from co-workers.

Third, think about the rhythm of your business. Certain businesses have key “money hours,” the time of day when sales are most likely to occur. Other businesses, such as auto mechanics or hair salons, have “off hours” when customers are most likely to walk in unannounced with a need. Pay attention to the workflow in your business. Leave yourself more space during periods of time where there are more interruptions. Also be sure to schedule “money meetings” during money time.

Finally, be aware of your unique physiological rhythm. Each person is connected to the cycle of the day differently. Personally, I’m a morning person. My most efficient hours for processing emails and running errands are before noon. So I work on projects or edit in the morning, and postpone more structured meetings until the afternoon as much as possible. Become aware of how your body reacts to the progress of the day and schedule tasks accordingly.

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