Organize Your Power Tools

Meet my client, Emily (her name has been changed to protect the innocent).

If I were giving out grades, she’d get a solid A. She has put in place the systems and routines I’ve shown her to keep on top of a jam-packed life of work and family – and she’s rocking them like a pro.

Except for one thing.  

The other day she said, “It’s all those little tech things that happen. Like when I have to sign into a retirement account and I can’t find the password. Or I can’t take any more photos on my phone because I have no more room. Or I put notes about an upcoming trip in some app – I just can’t remember which one. I waste a lot of time and energy on this stuff. And it always happens when I'm pressed for time.”

 

Emily speaks for so many.

You know the drill. You sign up for the next app jazzed by the promise that this tool will save the day. Make things Easier. Faster. Better. Cooler.

And in no time, there you are with a big pile of tools, and life is not easier. It’s just more Confusing. Disconnected. Frustrating.

 

Believe me, I love an app. It’s amazing what these tools can do for us. But they can’t do it magically on their own. You have to power the tools you use. You are the brains behind the digital operation of your life.

It’s time to get your digital act together.

“You have to power the tools you use. You are the brains behind the digital operation of your life.
”
 

Create Your Power Tools Blueprint

Here’s how to go from digital chaos to digital clarity: Create a blueprint of your power tools.

First, take a sheet of paper and make a map of the types of tools you need. What are all the work and life functions that either need or would benefit from a digital tool?

Then, fill in the specific digital tool (app) you choose for the function. On your blueprint, indicate the name, and any other relevant info like cost. You are creating a visual - a map of your digital life. 

 
 

The Basic Tools

There are some basic tools of the trade that should be part your digital equipment. You will need to decide the specific "make and model" (app) that will work best for you. There are examples included below, but do some research to find out the tool suited to your style and needs. 
 

Email

Examples & Notes: There are a few types of tools in this category.

Email accounts can be hosted through webmail, such as Gmail, Yahoo, Outlook, and your Internet provider; an employer; website domain; etc. 

Desktop email clients, such as Outlook, Mail, Postbox, etc.,  allow you access your email account(s) on your desktop. You can add multiple email accounts for ease. The desktop client allows you to access your email even when you are not connected to the Internet.

Mobile email apps allow you to access your accounts on your phone. The webmail accounts and desktop clients have mobile versions. Or you can use the built- in email app on your phone or other apps that are mobile and online only, such as Inbox, Spark, Sanebox, etc.

 

Calendar

Examples: iCal, Outlook, Google Calendar, Calendars 5, SolCalendar, Fantastical 2, Cozi

Notes: Set them up to sync across devices. If you have multiple calendars, add them into one application. You will be able to select the calendar(s) you want to view. 

 

Task Management

Examples: Web-based/Mobile: Toodledo , Nirvana, Todoist, Trello; Desktop/Mobile: Things, Omnifocus

Notes: The task management apps are too good not to use. So I'm sorry, but ditch the handwritten notes. Stop rewriting your to-do list and adopt a fast tool that will give you the confidence that nothing is falling through the cracks.

 

Cloud Storage

Examples: Dropbox, Box, Google Drive, iCloud

Notes: You may have several cloud storage services. Determine the ones you have and how you plan to use them. Choose one to be the primary cloud storage and consider going to a paid plan for more space and sometimes, more security. Set up your computer to sync automatically with it.

Also, set your photos on your mobile phone to sync to a cloud service. Please. Otherwise, you may find yourself: a) ready to take a one-of-a-kind photo and no space on your phone; or b) without your phone (stolen? damaged?) and those precious photos gone forever. Seriously, set it up and make your life less stressful. 

Read about the cloud services and get to know about the security features, etc. Knowledge is power. 

 

Password Manager

Examples: 1Password, LastPass, Dashlane

Notes: Say goodbye to the cryptic notes here and there to keep track of your passwords. Or using the same password - or some variation - for everything (You know you shouldn't do that, right?). These tools not only save your passwords, but most of them autofill passwords when you visit a website from your computer or mobile device. They often back up to a cloud service, so be sure to check if the app integrates with the other tools you have. 

 

Online Research & Notes

Examples: Evernote, OneNote

Notes: Get Evernote or OneNote, if you haven't. These tools are awesome. If you research things online (and who doesn't?), these tools will change the game for you. Goodbye, bookmarks - hello, fast organization.

Let's say you are in the market for a car and doing some research so you know what you want and don't get bamboozled by the dealer. You can google until the cows come home and collect all those helpful reviews in one notebook. Neat and tidy.

Plus you can add notes, photos, and documents on the go. It's a fantastic way to organize project material and make it accessible on all your devices. 

 

Project Management (Team Communication)

Examples: Asana, Wrike, Basecamp, Trello, Slack

Notes: If you are coordinating with others to accomplish things, use a project management tool. These tools keep everyone in the loop without the need for so many lengthy meetings and emails. They make team collaboration and communication a breeze.

Slack is a little different than the others. It focuses on communication and document sharing/collaboration (rather than more elaborate task management). Slack reduces the inefficiencies of back-and-forth-and-back-and-forth email. And as far as I can tell, cool people use Slack.

 

Money Management

Examples: Mint, Mvelopes, Billguard, Wally, Pocket Expense

Notes: Keep on top of your finances - what is coming in and what is going out. These tools typically have the option to link bank accounts (or not). They are great for tracking expenses and sticking to a budget. 

 

Virtual Meetings

Examples: Skype, Join.Me, GoToMeeting, Fuze

Notes: These tools allow for real-time collaboration no matter where you are. They allow you to meet by video- or audio-conference, display slides, share a desktop, and more. If you want to quickly share a screen with someone you are speaking to by phone - jump on Join.me. It's fast and easy.

 

Travel

Examples: TripIt, TripCase

Notes: These apps keep your travel itinerary and documents in one place and keep you (and those you designate) updated about changes in flight schedules and departure gates. There are many other apps that can make traveling easier whether you need to figure out how to say something in the local language; or find the right accommodations, food, or flights; or video-document your trip. 

 

Journal

Example: Day One, Evernote

Notes: This might not qualify for "Basic Tool" status, but I'm adding it anyway. Physical journals are a joy. But I do love Day One. You can include photos, maps, thoughts, etc. in a beautiful interface. 

From a productivity perspective, I think a journal is a great tool. It's a place to reflect. What happened? What worked? What didn't? What ideas are rolling around in my head? What do I want to accomplish? What is bothering me? What is inspiring me? What am I happy about? And the powerhouse question that seems to show up on everyone's productivity tips: What am I grateful for? 

This reflective state is a must if we want to hone our skills and direct our work and our lives. So write. 

 

Health/Fitness Tracker 

Examples: Fitbit, Jawbone

Notes: Again, a fitness tracker might not qualify for the Basic-Basic list, but I highly recommend it. Two of the greatest boosters of productivity are exercise and sleep - both of which go away when we have a lot on our plate. These fitness trackers help integrate fitness into daily life. I have Jawbone and, as a result of wearing it, I now often decide to walk to the grocery store instead of drive in order to get my 10,000 steps in. 

 

Other

Include on your blueprint the other tools you use for things such as maps, weather, and social media. Then add your specialized tools, so that you can see them all lined up together. 

 

Integration: Speak to Me

My clients often express a deep longing for a single app that can do it all. And I have to bring them down to earth and let them know: it's not going to happen. 

What you do want to look out for is the integration of apps. For example, I can forward an email onto Evernote, and my passwords get backed up to Dropbox. When you are deciding on the apps to use, look at how well they play with others (or not). 

Which brings us to IFTTT (If This Then That). This is a dreamy little app that will help your apps communicate better based on your specific instructions or what they call "recipes." For example, post a photo to Instagram and it automatically saves to Google Drive. Star an email and it automatically saves to Evernote. IFTTT provides thousands of recipes you might want to try, or you can make your own. 

 

Another Reason to Have a Blueprint

Creating a blueprint of the digital tools you use helps you to see where you need a tool, have too many tools, or need a better tool. You will be able to assess how much you are spending on all those tools and if they are really working together. It helps you get a clear grasp of how you are running your digital life. 

And another thing: Part of being an adult is having your affairs in order. Which gets me to the less fun, but important, thing to talk about. One day, you won't be here. But all your digital stuff will. You won't just be leaving behind clothes and photo albums. So, while it's a little uncomfortable to think about, get your digital act together now. Create a Power Tools Blueprint. Keep it current. You'll experience the immediate rewards of clarity and your loved ones will thank you.

 

 

 

Reset for Success

I am working on a Big Project. A Big Project that matters. 

I have a timeline and well-thought plan. I also know that productivity is much more than a smart strategy or task list. So, to support my Big Project, I refreshed my personal list of productive habits – daily routines like exercise, going to bed on time, drinking water, meditating – that keep me at my best. For an extra measure of geeky motivation and fun, I even track these habits on Habit List I am all in on all fronts.

With a plan and good habits in my court, I rally each day and tick off tasks on my Big Project. I am making progress and feelin' good.

And then, one day: boom. It falls apart. 

Something happens to disrupt my steady momentum. I lose time and lose heart. I am off my game.

We are not talking about a life catastrophe. We are talking about new carpet.

I’ve wanted to get new carpet in my home for almost a year. The reason it hasn’t happened is I have to pack up everything to do it. And who has time for that?

I’ve also wanted to visit my family in South Carolina. Great idea: why not visit my family for a few days and, while I’m gone, the new carpet can get installed? Perfect.

What I didn’t take into account was that it would take me two full days to pack up my place and that I would be exhausted after packing, driving 8 hours, spending two days with family, driving 8 more hours, staying up too late watching political conventions, and then unpacking my entire home.

Once I got back home, it took me more than a week to get anywhere near my Big Project. I was disconnected from my goals, disoriented, and discouraged. And that great routine of good habits? Well, let’s just say that my Habit List had numbers in red like -15 on each habit to remind me how many days I had let slip by.

Stuff happens. And not just big stuff. Little stuff happens all the time. Interruptions, inconveniences, bad moods, a change of plans. String enough days of this stuff together, and your streak of small wins hits a wall.

To accomplish your Big Project, to play your best game each day, you must build the “reset” muscle, the ability to refocus your efforts. 

In my situation, the easy reset was to get the rest I needed and restart my habits. 

The hard reset  – and the part that makes the critical difference – was to reset my thoughts, my mindset. I saw that I had let my mind get into the reinforcing rut of frustration, worry that I won't meet my timeline, and guilt. These thoughts (that I wasn’t even aware of) frittered away my focus, clarity, and motivation. A disempowering mindset undermines the capacity for skillful action.  

Thoughts have the power to make you soar or sink.

It makes me think of tennis. I love watching tennis and have a special love for the athletic genius of players like Roger Federer and my major, all-time favorite, Rafa Nadal.

What never ceases to blow my mind about players like these guys are all those moments when they are down 3+ match points and fight back from an all-or-nothing deficit to eventually win the match.

Each point – and every stroke in each point – has everything on the line. They fight back in a long rally of jaw-dropping shots and saves - for one point – one point! – just to stay in the game - and match. And then, have to do it again. And again. 

One misstep and it’s over – all that work of the tournament, every hard won point, every phenomenal stroke, gone. The pressure of those moments…Blows. My. Mind. What blows my mind even more is how these athletes rise to meet these high-stakes situations. How do they do it? How do they deliver the goods when the unexpected happens, when their opponent gets them off their game, when they get behind?

Yes, they have conditioned their bodies to perform incredible feats of athleticism instinctively. That’s a given.

But what makes these athletes extraordinary is that they have trained their minds rigorously. They train themselves mentally to move on. They don’t get stuck. They cordon off thoughts of what just happened or what could happen. They don't weave a story out of setbacks. Rather, they use their minds to keep pace with their pursuit. They train their minds to stay in this moment where their power is. And that makes all the difference. 

“They cordon off thoughts of what just happened or what could happen. They don’t weave a story out of setbacks. Rather, they use their minds to keep pace with their pursuit. They train their minds to stay in this moment where their power is. ”

This is why we love the Olympics. It’s not just the physical prowess on display, it’s the mental strength these athletes have cultivated, day in and day out.

It’s true, not every moment of life is a Wimbledon final or an Olympic competition. But, how do you get to Wimbledon? By how you practice and play every day. You have your own Wimbledon. I have mine. We each have our own Big Game. What matters to us is on the line. 

How do you achieve your goals or make progress on your Big Project? By how you practice and play each day. This is the dedicated, daily work of becoming masterful at your game.

It starts with the everyday drill of self-awareness. When you are stuck or feeling bad, what are you thinking? Can you give yourself a better thought? Or a pep talk? Can you notice and drop the rumination? Can you inspire yourself? Can you cheer yourself on like Rafa does with his fierce, fist-pumping “Vamos!” Let’s go!

If you can’t find a way to get back into your game, then give yourself permission to do something else. Need a walk? A glass of water? Some rest? A different environment? By giving yourself a little permission to move in another direction for a moment, you can redirect and find your footing again and get back into your game. Resistance and regret only delay the reset. 

Drills to build your "reset" muscle:

1. Eliminate distraction.

What grabs your attention and steals your focus? A mess in the kitchen, or on your desk? Cable news? Social media? Email? Then, clean it up or turn it off.

2. Notice and choose your thoughts. 

What are you thinking? Is it distracting, depressing, debilitating, or disempowering? For example, is your frustration about not making progress on your Big Project leading to feelings of anxiety or stress or paralysis?

Replace  negative thoughts with something that will fuel your focus. If you often struggle with disabling thoughts, create a list of go-to statements to reset your mind. You might have to do this again and again, but your mind will catch on eventually. This is why affirmations can help. They give the mind something useful and true to hold onto.

If there are some pesky, persistent thoughts that just won't let go, then writing them down can be a way to discharge them. 

3. Get moving. 

The body and mind are intimately connected. Habitual thoughts are imprinted in the muscles. Next time you have a negative thought, notice your body. You will probably find a place of tension that correlates with the thought. Sometimes the easiest way to change your mind(set) is to change your body. Look for tension in the body and release it. Open up your posture. Another remedy is exercise. It can literally help you “move through” thoughts. Not only that, it soaks your brain in endorphins, the happy hormone. 

4. Breathe.

Hello, it doesn’t get any more basic than that! Pay attention to your breathing. Is it constricted? Short? Shallow? Are you holding your breath? A few deep breaths with focus can return your mind to the present (where your power is).

5. Remember your goal and your purpose. 

If the unexpected has taken you off course, when it's time to get back into the Big Project, review your goal and why it is matters - to you. Inspire yourself. Remind yourself.

6. See It.

What do athletes like Michael Phelps, the most decorated Olympian of all time, do before a race? They see it. In an interview for the New York Times in 2009, Michael describes how in the ready room before a race, he swims the race in his mind. And not just the perfect race. He visualizes from worst-case to best-case scenario. He sees himself overcoming possible challenges. He is creating mental models so that he is ready for anything. That way, when something happens (and things do happen), he has trained himself mentally to adopt the appropriate response, rather than "tunneling" onto the first impulse and wasting precious energy in panic and indecision. 

See yourself accomplishing your goal. Actually envision it. What is happening? How do you feel? Now, what are all the possible things that could happen? See yourself rising to the challenge. See it in living color. Swim your race in your mind.

7. Get back to your game plan. 

The assumption here is that you have a game plan. This is the value of a game plan: you can reset faster. You don't have to re-remember what you were up to and what you need to do. 

8. Do something. Anything.

Do one simple action related to your Big Project. This will help you get back into your game. You may fumble around a bit, but keep going. You will find your footing and will be back in the game in no time. 

How You Start Predicts How You Finish

 

Quick: How do most people start the workday (not including coffee)?

Bingo! The hands-down winner is email, that pesky taskmaster.

 

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Starting your day with email is risky behavior. Yet, most people do it. You want to get ahead of the avalanche. 

Why is it risky? Because the avalanche may win. Odds are this seemingly innocent act of checking email is going to take you off track, running up and down a whole network of rabbit holes.

Then, before you know it, it’s time for lunch and you’ve handled everyone else’s priorities but your own. Email can easily hijack your day and all those good intentions.

If you feel the workday gets a way from you, start paying attention to something as simple as the first few actions of the day. How you start can make a big difference to how you end.

Consider installing a start-up menu for your workday. Identify a sequence of steps you’ll take each day when you get to your desk. 1-2-3…

I recommend to my clients a start-up menu that goes like this:

1.    Check calendar

2.    Review to-do list

3.    Plot day

4.    Check email 

This simple, start-up script takes 5 minutes and will launch you in a productive direction.

First, check calendar. This is the starting ground. You see the contour of your day. You note where you need to be when. Check.

Second, review the to-do list. You select what you need to accomplish by the end of the day. Check.

Third, plot the day. Figure out when you are going to accomplish those things and block the calendar. Check. Remember, everything you do takes time. If you don’t figure out when you will do those things on your list, your day is teetering on wishful thinking.

Now that you have plotted your day, you can check your inbox. Checking email may take you beyond the 5-minute start-up menu, and that's fine (if that's what you want).

Be sure to "time block" email so time doesn't run away from you. Decide how much time you will process email, say 10 minutes, and set a timer on your phone. This protects you from going unconsciously down the rabbit hole. If, when the timer sounds, you decide you want to spend more time on your email, set the timer again. A timer will keep you honest and alert.

And yes, there may be good-morning emails that cause you to fine-tune your plan for the day. That’s fine. The difference is you are fine-tuning your plan. You are consciously constructing the day based on the solid footing of what you have in mind to accomplish. You are building your day. Not someone else’s.

What makes a start-up menu powerful is when you do it religiously. Let me explain.

Much of work – all that deciding, figuring, creating, problem-solving – happens in this small but mighty part of the brain called the pre-frontal cortex. This part of the brain takes a lot of energy to run (comparatively speaking) and it fatigues as you use it throughout the day.

Here’s the cool thing. As you do this start-up menu every day, it will get easier and eventually automatic. The start-up menu will go from being an intentional activity of the pre-frontal cortex (you have to think about doing it and apply some willpower) to an automatic script run by the basal ganglia.

The basal ganglia is that part of the brain that turns routines and patterns into automated scripts that run with very little effort or energy. It is what takes over when you drive to a location but don’t remember how you got there. It allows you to conduct much of your day without having to consciously make decision after exhausting decision. It allows you to pour a cup of coffee and add cream without having to think too much about it. 

The basal ganglia is a master pattern seeker. It notices when something happens again and again and then pulls it into its repertoire of scripts. It is supremely energy-efficient. It hums along under the surface.

So, long story short, if you make the initial effort to install a productive sequence of steps that you do every day when you get to your desk, you’ll get the attention of the basal ganglia. Soon, simply sitting at your desk will trigger an automated routine that gets you going in the right direction. This is the power of a productive habit. It’s simple: how you start predicts how you finish.

And if you want to go the extra mile, create a closedown menu, because a great start to tomorrow begins the night before. 

Get Real

 

You are lying.

No offense. It's just that in my work I've noticed  a large-scale self-deception going on.

What are you lying about? Well, if you're like many, you're lying about how much you've committed to. You're lying about how much you've piled on your plate. While you may have an unnerving sense that it's probably a lot, you avoid getting up close and personal with it. It's just too uncomfortable. Sound familiar?

The most crucial thing I promote with my clients is becoming an expert definer of work. And by "work" I mean all the commitments, big and small, professional and personal, significant and less so. Becoming an expert definer of work means not only have you identified what you are committed to, you are clear about what you're going to do next about it. So we're not talking about simply writing down the ABC Project and calling it a day. You want to get to what you are actually, physically, specifically, really going to do about it (ala David Allen's Getting Things Done  approach).

What usually happens  in the early stages of my workflow coaching with someone sounds  something like this:

(The client picks up a sheet of paper on the desk or opens an email.)

Me: So what's this?
Client: Oh, it's something I have to do related to Peru.
Me: Is it a project - is it going to take 2 or more steps?
Client: No - I just have to review and send comments on this document.
Me: Okay, so let's get that on your list.
Client: Well, this thing isn't really that important. I don't want it on my list.
Me: So you don't really want to do anything about it?
Client: No, I do - it's just not that important. It's going to overwhelm me to see all those little things on my list.

Here's the deal. Defining your work doesn't increase the amount you have. It just makes you face the truth. I see this all the time: so many hidden commitments, tasks, wishes, resolutions that you don't want to acknowedge, or get rid of. So, you secretly lug them around. Each thing may seem small and insigificant in and of itself. Yet, when combined, they weigh heavy on the shoulders. Believe me, I've been there.

 

Why do you routinely deceive yourself about how much you've committed to? Maybe it's because if you really looked at what you've committed to, you might see it's actually not possible. And then there goes your neatly-kept, idealized vision of yourself.  Perhaps you're afraid of disappointing people. Or of dissappointing yourself. Of not living up to some I-can-do-everything self-concept. Or I'm-a-helpful-person mantra. Or I'm-a-team-player ethic. Or an all-things-to-all people MO. Or an I-love-being-needed secret motive.

This may seem obvious, but it bears saying: simply avoiding knowing whether you are over-committed is never going to change reality. If you have too much - regardless of whether you've acknowledged it or not, the ship is going down.

There's a phrase I use all the time in my work ~ and it applies here:

The truth will set you free.

 

When you can look at everything you've committed to straight in the face, when you understand the practical implications in terms of your time and energy, when you can be honest with yourself: that's when you have power. That's when you are in a position to do something about it. You have the power to choose - whether it's to rearrange your schedule, make choices to skip some meetings, see if there is someone who can help you, delay something, let go of something, or renegotiate with your boss.

On the other side, if you aren't honest about everything you've committed to - an uncomfortable sense of overwhelm, anxiety and doom will perpetually pursue you. And, ironically, in that effort to not dissappoint others or yourself, you probably will.

So dissolve avoidance with awareness. Get clear about every single, little and big thing on your plate. Don't hold back and don't hide anything. Even if it makes you temporarily break out in a sweat. Get it all out there and spell out the next actions. Then, step back and ask yourself: Is this realistic? Have I over-promised? Can I do all this in the timeframes I've committed to? If not, do I need to rearrange things? Or talk to my boss? Or my family? Am I doing anything that really isn't mine to do? Is there someone else in a better position to do it? Is there someone who can help me with parts of it? Are there things here that actually don't matter? Or that I'm actually never going to do? Do I need to renegotiate with anyone?

It's true:  honesty is the best policy. Honesty gives you power. It puts you back in the driver's seat and takes those energy sappers of overwhelm, anxiety, and doom, off the road.

So, c'mon, let's get real.

~

 

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