Time Management

Five Benefits of the Work From Home Model

The coronavirus pandemic is now shining a light on the work from home concept. Organizations large and small are sending their people home, either as a preventative measure, or while they disinfect their buildings. Working from home, once seen as a concession or as a luxury, is now coming to the fore as a leap forward. Why? For the very same reason it has been largely ignored over the past decade: trust.

For much of the past decade, the work from home model has relied on a laptop computer and and email connection. This meant that knowledge workers could do much of their work from their own kitchen table or home office, checking in on occasion, but working largely in isolation. This has not been its most greatly appealing feature. And one of the reasons for this is trust. Managers will ask, how can I trust that my employees are actually working and not watching TV? But this attitude is perfectly human, but perfectly wrong.

It’s a human thing to do because people still bank a great deal on face-time. It is assumed that if people are at work, they are actually working. Although most of us know that is not entirely true. Entire TV series, like The Office, reflect the realities of office life. A great deal of time is spent not working, sometimes out of boredom, sometimes du to the need to socialize, and sometimes due to the hard fact that the human brain and body cannot work at full production for hours on end. We zone in and out based on energy levels, sleep, hunger and the natural rhythms of the human body.

Eve the most diligent and dedicated professional, pounding out material hour after hour on the keyboard will end up with substandard work sooner or later if they don’t take a break.

Smoke breaks, coffee runs, even meetings and training days are great opportunities for people to take a vacation from work while at work, and the addictive call of social media is always just a flick away, whether hidden temporarily on a browser tab, or on an employee’s phone. No one can truly prove they have put in 8 full hours of work in an 8 hour day. It just isn’t possible.

But still, the idea of someone working from home in their jammies, just doesn’t seem like real work. So  here are five reasons why managers should relax and let at least some of their people work from home as part of ongoing management and future proofing your company.

  1. Not trusting your employees is not healthy. Leaders and managers take all types of courses and consume all kinds of books dealing with leadership and team management. To then turn around and dismiss the work from home model as being untrustworthy because people might not actually be working reveals a mistrust that will permeate an entire team. If our manager doesn’t trust people to work from home responsibly, what else might this manager have problems with? Leadership and trust go hand in hand. People need to trust their leaders and leaders need to trust their people. When this doesn’t happen, and things revert to command-and-control, the good people leave. The old expression has never been more true. People don’t quit their jobs. They quit their managers. In this age of increased career mobility, where having three or more employers on your résumé per decade is no longer a bad thing – but actually a good one – it is no longer a issue or daring an employee to quit. It’s about daring them to stay.
  1. Trusting your employees is very heathy. Whether it’s a work from home thing or something else, like delegating work, or giving people free reign to run their projects their way, a clear demonstration of trust is a powerful way to build loyalty and productivity. Most people take pride in their work. They look to their managers for opportunities to grow and develop. They want to show what they can do. Most people, when given the chance to fly free, will return to the corporate perch because that’s where the freedom comes from. Demonstrating trust in an employee is like the adrenaline for a project. Establishing a culture of trust again reverberates through the entire organization. It’s not just for the work from home people.
  2. So what if a work-from-home employee does watch some TV? Or goes and takes the dog for a midday walk? Or stops by the store to go pick something up? That’s part of life, and it’s the same type of break that employees do at their workplace already. Knowledge workers are paid for the application of their knowledge to tasks and projects. They research, they write, they plan, and they do. And unless the project at hand is a crisis event that must be resolved in an hour, a responsibly measured break within the workday actually supports high productivity by focusing it into the hours when a person’s mind and body are best attuned to it. When it comes to knowledge worker, metrics of work is not the hours spent sitting at a desk, the way sweatshop workers are assessed to this day. The metrics must revolve around quality, accuracy, promptness and relevance and these are better handled on a responsibly managed flexible schedule.
  3. Access. So, what about the meetings? The spontaneous interactions in the hallway? The office chats and feedback? These things are fundamental to team management and office life. But now they are just as available, even remotely, through applications like Slack, Zoom, Skype Microsoft Teams and Cisco Webex. Video conferencing is no longer just for formally scheduled boardroom meetings. They are available whenever and however – the perfect visual version of the intercom.
  4. Finally, the people who are able to work from home effectively are definitely the ones you want to keep on your team. They are motivated. They know how to get things done. They know how to manage their time and their technology. And in many cases, thanks to the fact there is no commute, they are able to deliver more than a day’s worth of work per day even with a lunchtime walk with the dog included. When this is rewarded with trust, you stand to retain the best of your disciplined and motivated employees simply by letting them work where and how it fits their life better.

Of course, not all employees are suite for work from home. Many like to interact with their colleagues and may find work from home to be too isolated and quiet. OK, so those people are best staying at the office. During crisis times such as the current pandemic, they will need some training on how to do it effectively.

Many managers fear that one bad apple who will sleep through the day and abuse the trust and privilege that work from home offers. Yes, those people exist, but the reality is they exist in the office as well. But they know how to hide it. It becomes a strategic management choice as to whether to forfeit the entire remote work operation and its benefits on account of such individuals.

Finally, there is the comfort level among managers and team leaders. Many people grew up professionally during a time when remote work did not exist as a viable option. So it does not seem right, or feasible that people can get work done from home. It is difficult to shake off those preconceptions. Yet when one looks at what knowledge workers actually do, their time is often spent between keyboard work, meetings and email, all of which can now be done – including the communications part from anywhere. Private, focused time is easier to get when you are in the privacy of your own home, yet direct, fluid conversation is also available in video and chat form whenever its needed.

It’s not about replicating the office experience – it’s about redefining what work is. What productivity is. Frankly professional work is about quality and output, not time served. Even if you bill hourly, your capacity for maximizing productivity and profitability comes from a balanced approach to work and life. Even those professionals who are able to bill out at hundreds of dollars an hour know that if the quality isn’t there, sooner or later the customer is going to question that bill.

Here are a couple more things to think about. According to a recent survey conducted by CareerBuilder nearly 80 percent of American workers say they’re living paycheck to paycheck. Many people in the workforce have little backing them up. Not all of these workers are knowledge workers, of course. Many belong to the service industry or manufacturing, or places where interaction with customers in a central place is essential. But for those we call knowledge workers, who can do their work equally well from anywhere, the opportunity to work from home even some of the time provides an economic benefit in the best of times, and may be a life saver on days where absence would be the only alternative. Snow days or teachers strikes for parents, or days when you are sick, even with normal colds or flu.

But in addition, it must be noted that people of all ages are becoming aware that work, as essential as it might be to life, is a different beast than it was 20 or more years ago. Professionals are growing used to life online – many have grown up with it, others have grown used to it. But the ability for work to be done anywhere at any time is far more attainable than at any other time in history, and it’s an attractive part of the entire employment decision.

As such, the decision to not only encourage working from home, but to develop it as a skill can be seen as a highly proactive and timely investment in the future of any organization. An idea whose time has truly come.

This is the transcript of the CoolTimeLife podcast entitled Five Benefits of the Work From Home Model. If you would like to listen to it, you can check it out at our podcast site here. or search for it on iTunes, Spotify, Stitcher, etc. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

CoolTimeLife Podcast: Influence as a Productivity and Time Management Power Tool

This blog comprises show notes for my CoolTimeLife podcast entitled Influence as a Productivity and Time Management Power Tool.

When people think about managing time and becoming more efficient, they almost always look at their calendar and ToDo lists to try to figure out how to work faster and how to prioritize. These are good thoughts, certainly, but they miss out on half of their workload problem. It’s not just the work you have to think about – it’s people.

At the end of every request, problem or opportunity, there’s a person waiting for something. Whether it’s a project you have to complete, or a text message you just received, somebody is waiting for something, and this can cause you stress. No one likes to feel rushed or pressured.

Time management is really about people management. It’s about managing expectations, keeping people satisfied by addressing their fear of the unknown, building a personal credit rating, and learning how to exert influence. Let’s look at all four of these.

1. Managing Expectations

A recurring theme in the Cool-Time approach to time management is proactivity. Proactivity means taking charge of an activity or an event before it happens, and consequently affecting the outcome in your favor. Now think about every time someone sends you an email. What are they doing? They have sent something to you and are waiting for a response, for satisfaction. Until they get that response from you, they won’t know what’s going on, and they won’t know when you will reply. This is why many of these people might send a follow-up email that asks, “did you get my last email?”

But what if they have been taught – by you – that you only reply to emails after 1:00 in the afternoon? If they know this about you, then they now have a frame of reference. Even if they send you an email at 9 in the morning, they will know not to expect a reply until after 1:00. They will be – to some degree at least – at peace.

By proactively managing peoples’ expectations, you will be able to carve out more time for yourself and lose some of that stress along the way. Managing expectations means being proactive – making sure people know what to expect from you. How can you do this?

  • By telling them. When you talk or communicate with someone, make sure to remind them about your policies.
  • By using your out of office assistant in email and embedding it in your voicemail greeting.

Anywhere and anytime you have the opportunity, take a moment to proactively inform the people in your life when where and how they can expect a reply from you.

Don’t expect that they will get it the first time. People need repeated notifications for the message to get through – that’s why you see the same ads so often on TV.

If people wonder why you suddenly are replying to emails almost by appointment, you can always blame the changing times. Things are getting faster, times are not what they used to be, and you and your company or department are trying new best practices to do more with time.

The bottom line here is this: you can manage your own time and tasks better by first managing the expectations of the people who are waiting for you.

2. Addressing the Fear of the Unknown

People have an innate fear of the unknown. Imagine you are back in high-school, in first-period gym class, out there on the soccer field on a frosty morning. The gym teacher comes over. You hear one of the two following commands:

“Go out there and give me 12 laps around the field,” or, “Go out there and start running until I blow this whistle.”

Which would you rather hear?

Most people say they would prefer the 12 laps, because it is finite. They know when it will be over and can pull together the resources to get through the effort in front of them.

This shouldn’t be taken lightly. It addresses a fundamental instinctive need that all humans have, to know whether a situation will be a danger. Gym class might not sound so dangerous, but in this scenario, it’s all about knowing how much energy you can spare. Knowing it’s just 12 laps gives you a finite measure – a challenge you can get through.

When you proactively take the time to manage peoples’ expectations, tell them when they can expect a return call, when they can feel “safe” again, you are doing much more than being organized on your end. You are influencing people by speaking directly to their instincts.

3. Bad News Is Better than No News

This is a subset of the Fear of the Unknown principle. Imagine you are running late for a meeting and your phone battery has died. You’re walking – almost jogging – along the sidewalk as fast as you can. You spot a payphone (a rarity these days, I know). Should you stop and call the person you’re meeting, and therefore make yourself even later? Or simply keep your head down and keep on walking?

The answer is to make that call. Even though you’re running late, bad news is always better than no news. That’s because people can start to make other plans or at the very least stand down from their state of anxiety once they know what’s going on.

4. Cialdini’s Six Faces of Influence

Robert Cialdini is one of the foremost experts in influence and he wrote a book called Influence: The Psychology of Persuasion. He describes the six faces of influence that each get people to do what you want them to do, by approaching their psyche in different ways. Those six faces are:

People can either fear you, or they can like you. In almost all cases, liking lasts longer. Robert Cialdini, in his book, Influence: The Psychology of Persuasion, identifies six ways that you can exert influence over someone. These are:

  • Reciprocity: you give something to me, I feel obliged to give back. This is typical if someone has done you a favor, or if you receive a free sample of something, you feel obliged to buy it.
  • Commitment and consistency: developing and sticking to habits or people that we know and have become comfortable with. People are attracted to consistency because it gives them a sense of comfort. The way you dress, the way you speak, the way you conduct yourself – if you were to change these things radically from day to day, people would not know how to relate to you.
  • Social proof: we decide upon the correct action or opinions based on what others are doing. If I ask you to recommend a good restaurant or a good accountant, if I act on your recommendation, you have influenced my actions through social proof – in other words, another person’s opinions are sufficient to sway my choice.
  • Authority: we believe in and react to the authority of another. I’m the boss. Do this work or you’re fired. You can’t get much more influential than absolute power. But this does not always lead to the type of progress you might be looking for. People don’t tend to put their heart and soul into working for tyrants, which can lead to errors, absenteeism or people simple leaving.
  • Scarcity: we act now out of the fear that the opportunity might not exist in the future. This is used a lot in advertising. “Buy now! Supplies are limited! Weekend blow-out sale! These types of messages try to influence you into buying by making you believe you will b missing out if you don’t at now.
  • Liking: we like to work with people we like. This is by far the most effective. People like to work with those who have shown them respect and who make them feel good.

The bottom line here is that influence is about getting people to do the things you want them to do. It’s more than that, actually. It’s about getting people to want to do the things you want them to do.

Think of the times you have been waiting for someone else to get their work done or show up to a meeting, or on the flip side of this, getting them to leave you alone whether you’re at work, or on personal time. This is all more likely to happen if you can use the tools of influence, most specifically Liking and Reciprocity, to allow them to want to do this.

How to Deploy an Influence Strategy

It has been said by many experts in this field that the secret of success is to spend most of your time in your business, but a certain amount of it working on your business. This is a direct application of the 80/20 rule. Spend 80% of your time doing effective, profitable work, but spend some of the remaining 20% doing things like networking – managing relationships, marketing yourself, listening to others. All of this might sound pie-in-the-sky that add to your existing workloads, but in actual fact, its about building a personal credit rating that helps cut back on work requests, especially those unplanned crises, or simply the pressure of having people bothering you for answers or delaying you because they have forgotten about your deadlines.

People who like you are the people who will find opportunities for you and who will support and guide you.

Influence is about getting people to do what you want them to do. Sure you can command them if you have sufficient authority, but the better approach is to leverage peoples’ natural human desire to collaborate. People are tribal by nature. They want to be part of something, like a group or a team, and most people like to be led by a leader they can believe in.

Influence seems more like an art than a science. It is based on human relationships and interaction. To become more influential:

  • Understand the power of body language. People will tell you more through their body language than they will with their words. You can tell when someone is really engaged, nervous, even lying, by reading their hands, eyes, voice and posture during conversations. But you, too, can use body language as a tool of influence by consciously being aware of what your hands, eyes, voice and posture are telegraphing about you, AND avoiding sending mixed messages through unconscious body language.
  • Practice and demonstrate active listening. Active listening means using your knowledge of body language to demonstrate engagement and interest when you are talking to someone. This is not just about hearing their words; it’s about giving them respect and dignity during the discussion. This in turn translates into greater loyalty and drive from the people you are talking to. Once again, people like to work with – and for – people they like. And his comes largely from a sense of being respected.
  • Network internally. Networking is about getting to know people by taking the time to meet them. At first glance this might seem like a waste of time, especially with all those emails and other tasks you have on your plate. But by budgeting a small amount of time per day to network, to manage by walking around, to talk and to actively listen, you will develop a personal credit rating that pays off. How?

People will read and reply to your emails and work requests more promptly, prioritizing you above other people. They will be more motivated to get their assigned work done more quickly and efficiently. They will be more motivated to show up to your meetings on time.

In short, they will be more willing to do they things you want them to do, through the power of influence.

This is the transcript of the CoolTimeLife podcast entitled Influence as a Productivity and Time Management Power Tool. If you would like to listen to it, you can check it out at our podcast site here. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.

CoolTimeLife Podcast: Dynamic Email and Calendar Management

This blog comprises show notes for my CoolTimeLife podcast entitled Dynamic Email and Calendar Management. Dynamic Email and Calendar Management

Email is a necessary tool of day-to-day business. But its candid and immediate nature swallows up a lot of time. In this podcast I want to share with you a method for pairing your email and calendar together in a way that will make your day healthier and more productive and will not leave you having to sacrifice your evening to returning all those messages.

So, let’s start with your calendar. Most people see a calendar as something that tells them what to do. But it shouldn’t be that way. That’s backwards. Your calendar should be a menu of choices that you use to decide how to apply your time based on the priorities of the day. It is also a tool of defense against other peoples’ work requests. It’s a dynamic method of proactively managing your time.

Most of us have way too many things to do, yet we believe we can get them all done in a day. That’s a fallacy based on not being fully aware of the total inventory of your day. What do I mean by that? Well, most people only use the calendar for unique and specific events like meetings, dental appointments or a specific task. They never put in the day-to-day regular stuff like email. That never gets accounted for, because it’s a given. BUT even though it still exists, it doesn’t get put in the budget.

The budget? Yes. This is exactly the same as budgeting your take-home pay. Imagine it’s payday – you either get your direct deposit into your bank account from your employer, or you get handed a cheque or an electronic payment from your client. Whatever. Hooray! You’ve been paid. Now, is all that money yours to do what you want with? Maybe buy a guitar or pay for a vacation? No. Not immediately. You know you have payments to make. A mortgage or rent, maybe a car payment, utility bills, food. All these things. They are standard. You have to budget for these things. A whole lot of that money is already spoken for.

So let’s translate that same concept into your calendar. If you flip ahead in your day planner or online calendar to a workday that has no events planned on it, let’s say exactly one year from today, it’s probably an empty page. But you already know, if that’s a regular workday, part of that day is already spoken for, for the day-to-day activities that we take for granted, such as email. Email is something that comes into your inbox randomly and immediately demands your attention. Each one of those emails demands some of your time. So how many do you think you handle on any given day, and how long does it take you to deal with each one? I know that’s an unfair question, but that’s the point. Because it’s such a candid and varying thing, few of us stop to calculate just how much time email takes. That’s why so many of us resort to doing them in the evening because the day got full of other stuff.

So, let’s say you stop and quantify. Just like a professional project manager has to do when planning a road, a building, or a wedding – yes, wedding planners are project managers, too. Nothing is left to chance. Everything is counted, planned and added to the budget.

So, you give it some thought, and yes, ok, you basically deal with 30 emails a day. And by “deal” I mean receiving emails, reading them, replying to them and creating your own. OK? So, 30 a day. Now let’s say you average out the time each one takes based on your past experience. Don’t count the ones that ask you to do something that takes more than a few minutes, like “Please review the attached document, make changes and send back to me.” This particular type of email is actually a task and should be immediately promoted as such as an appointment on your calendar face. OK, so all of your quick emails average about 3 minutes each to handle. So, 30 emails at three minutes each is 90 minutes. 90 minutes! That represents almost 20% of an 8-hour day.

If you want to use your calendar as a proactive tool of time management rather than as a passive list of impossible obligations, my suggestion is to do the following. Schedule three recurring 30-minute blocks for email management and assign them to every day that you work. That’s easier to do on a calendar app, than a day planner, of course. Three per day, perhaps at 10:30, 1:30 and 4:00.

Here are the three reasons why doing mail in blocks like this is way more practical and efficient than just doing them candidly and reactively.

First, they serve as placeholders. Collectively they prove to you that 90 minutes of this day and every day into the future are already spoken for. This is tangible proof of your busyness and will be extremely helpful as a negotiation tool when people ask you for some of your time. You only have so much left to make available, and any time someone pressures you into saying “yes” to a meeting request, the invisible obligations tend to get forgotten. By making them visible in this way, it gives you and the requestor proof of your current obligations while allowing space to negotiate a suitable time.

The point is we are bombarded by work requests and distractions throughout the day. It’s so easy to forget the standing, recurring obligations that you have. But you know what it’s like when you forget to pay a bill, or you forget to put money aside for a scheduled payment. There’s hell to pay, and it’s the same thing here.

Your calendar is a proactive tool of prioritization and defense against attack. Three email returning periods still allow for flexibility. If your first email returning period is scheduled for 10:30 a.m. and someone, a client or your boss really needs you for a meeting at that time, well, OK, it’s not that difficult to slide that 10:30 email returning timeslot down by half an hour like a game of Tetris or Candy Crush. Things can move fluidly across your calendar face. The important thing is that they are there, on the face of the calendar. They are not invisible. Dynamic calendar management is part and parcel of effective time management. So, slide things around slightly. Just do not delete these email returning times. That’s as dangerous as deciding not to pay the phone bill this month.

Flexible, slide-able appointments also make life easier for people who may be trying to schedule meetings with you online. But I will always maintain the conviction that, a.) you should never delete these email returning appointments, and b.) you should always make sure you leave some empty spaces on your calendar for your people to choose from instead.

A big pushback I get when describing this concept is the idea of planning to return emails at these set times rather than dealing with them right away. So, I ask, “Why do you want to respond to them right away?” “Because someone’s waiting for a reply,” they say. “And why is it important that you get back to them right away?” I ask. “Because they’re waiting for a reply. They might be offended.”

So, I ask “what’s really going on here?” Do you know they’re going to be offended? And what can you do to prevent that? The answer is easy. Manage their expectations. Let your people know when and how they can expect a response from you. This is as easy as setting up an out-of-office assistant in your email, or putting it in the footer of your messages or even at the bottom of your email signature – something to the effect of:

“I return emails three times a day, mid-morning, early afternoon and late afternoon. You will receive a reply from me in a couple of hours.” You can phrase this how you like, but this is another example of the power of proactivity. By proactively informing your people of your email response schedule, you are letting them know what to expect, rather than leaving them to flap around in the breeze and form their own assumptions.

Very often, emails that are responded to too quickly simply sit in the recipient’s inbox anyway, or worse beget even more emails that themselves are unnecessary and redundant. And if you think making people wait is bad customer service, I would suggest you redefine this as giving them certainty. You are giving them something tangible to hold on to, and that is a very good thing.

Be aware also that when I schedule email returning times that doesn’t mean “not checking my email.” There’s a big difference between looking to see who just mailed you and actually working on handling those messages. If your job or personality is one that absolutely must know who emailed you the moment they arrive, then do yourself the stress-releasing favor of checking, but unless it is earth-shakingly urgent, leave the reply until your email-returning time.

Here’s another reason why email blocks are worthwhile. It has to do with how your brain works. An email is a surprise attack. Even though we know we are going to receive them, each time an email arrives, your brain and body go into a minor version of fight-or-flight reactive mode. Concentration is broken and you enter a tunnel vision state. If you then go ahead and respond to that email right away, not only will a few minutes of your time be taken up and away from the work you were actually doing, it takes another five minutes or more for you to regain the level of concentration you had prior to the interruption. Your brain and instinct basically must recover from the interruption and until it does, you will be working at a sub-level capacity. If that happens 30 times a day, you can add to those 90 minutes of distraction that those emails take, another 150 minutes – that’s two and a half hours at which you are guaranteed to be working at sub-level capacity. No wonder the day goes by so quickly and you don’t get it all done.

BY contrast, when you consciously choose to enter into an email-returning time block, you do so of your own volition, which removes the “surprise factor and does not set your body back, so there is no recovery required. This removes that 2 and a half hours per day of sub-par performance right there.

Finally, there’s the principle of Parkinson’s Law, which states, “Work expands to fill the time available.” With email, this tends to point to them taking longer than needed, because until the next fixed appointment arrives, such as maybe a meeting at 11:00, emails will simply pour themselves across your calendar like liquid until they bump into the next solid appointment.

But Parkinson’s Law can also work in your favour. If you give yourself only 30 minutes to respond to 10 emails, you will find you can do that by maybe writing shorter emails and getting to the point more quickly and using the momentum of this time period to really get on a roll. You might even find you can shorten your email returning times to 20 minutes each or less.

Email is a technology whose designers never really considered the human aspect of reacting to false urgencies. It can be a useful tool, but only when kept under control, and I think this pairing of email and dynamic calendar management is a highly proactive way of getting more done in a day.

This is the transcript of the CoolTimeLife podcast entitled Dynamic Email and Calendar Management. If you would like to listen to it, you can check it out at our podcast site here. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.

CoolTimeLife Podcast: Daylight Saving Time and Net 60 – Both Must Go

This blog comprises show notes for my CoolTimeLife podcast entitled Daylight Saving Time and Net 60 – Both Must Go. It explores some long standing anachronisms such as why keyboards still use QWERTY, and why companies take two months to pay suppliers? These are antiquated processes that we hang on to in the same way that our calendar still pays homage to Roman gods.

Twice a year, most of the world manually changes its clocks, meaning that no matter when you read this, no matter when that happens to be, you are no more than six months away from having to do it again. And you will also be reminded by your local fire chief to replace the batteries in your smoke detectors. It’s ironic, really, that the time change that happens in the Fall does so now in November, a month whose name was given to us by the Romans, like all the other months, and which was originally the ninth month of the year, hence its name. Novem is Latin for nine or ninth.

It’s interesting, isn’t it, how many things we hold onto despite living in a world of change. There are not many cultures in the world that still celebrate and worship the gods of Roman times. Countries now play host to a range of religions, yet we still hang on to the Roman and Norse names for months and days. Why do we stick with that? Tradition? It can’t be out of loyalty to the Roman gods. They haven’t been in favor for centuries.

Look at the keyboard of your computer or phone. It is still laid out in the QWERTY style of keys that has been around since typewriters first made their appearance in the late 1800s. This layout of keys is far from the most efficient. It was developed to prevent jamming of the letters, which used to be mounted on rods to strike an inked ribbon. The letter combinations that are most commonly used in English are spaced far apart to slow down the typists of the day. There is also an apocryphal story that points out that the word “typewriter” can be typed out using just the top row of keys, meaning that the typewriter salesmen of the day did not have to learn how to type to show off the product to customers. This fact, if true, has a direct echo in the world of commerce today, in the area of electric cars. Stories abound of old-school car salespeople burying their new battery-powered models far back on the lot, unwashed and unloved because they themselves cannot understand them and do not know how to sell them.

In all these cases – the continued use of Roman names, the continued use of the QWERTY keyboard and the reluctance to embrace green vehicles, these all point to that reluctance that is at the heart of change management, as well as to the fact that despite all the progress we have made, there are still some things we want to keep old school.

Look at the other item I mentioned earlier – the thing you’re supposed to attend to each time you change your clocks: the smoke and CO alarm. Most people still use the old-school smoke alarms – those white plastic pucks that say DO NOT PAINT in white on white letters that are impossible to read, and whose batteries always start to fail at 2:30 in the morning, depriving people everywhere of sleep thanks to their incessant chirping.

I did some research on why they tend to fail in the dead of night rather than at a more convenient time during the day. It has to do with the drop in air temperature that often happens in houses during the night, either because of the relative cool of a summer night, or the thermostat being programmed to drop a degree or two when everyone’s tucked in their beds. Whatever the cause, a quick drop of a degree or two is enough to trigger a smoke alarm whose detector has become faulty due to the failing electric current of expired batteries.

Anyhow, the point of that explanation was to say that this need no longer be the case. Smart detectors, connected by the Internet of Things, are now much better able to alert a homeowner and family members of a problem using a clear human voice, messaging to smartphones, and the intelligence of machine learning to distinguish between the heat variations that might happen during the cooking of a meal, versus a real problem. In other words, we might soon be coming to the end of an era where we no longer need a fire chief to remind us to change the batteries twice a year when the device can do it for us.

Time marches on, and innovation marches alongside. It might be viable to play devil’s advocate and state that not everyone in the world can afford an intelligent Internet of Things enabled detector for their homes. That might be true. But the same might have been said about cellphones and smartphones once. Yet imagery from the most desperately poor parts of the world, including African deserts and refugee camps, show people carrying smartphones. They have indeed become universal.

Can We Break Away from QWERTY?

So, did I write all this just to talk about smoke detectors? Not entirely. They represent the types of changes that could and should happen in the world but for some reason do not. Look once again at that QWERTY keyboard. Why do we still have it laid out like that? You don’t even need physical keys anymore. Keyboards could be entirely based on clear glass or on laser projections on a surface. Some already are. And these could be configured to arrange the letters in any way you want. Alphabetic order, vowels on the left, consonants on the right, your favorite letters grouped closely together.

And the argument that you need consistency so that all computers operate the same and that everyone can use them will not be an issue when I can download my personal preferred keyboard layout from the cloud and drop it into any device for as long as I want.

There is another argument that it would take too long to train people to change the way they type but given how quickly humans have learned how to use Facebook without any prior computer programming or data processing education, such a theory stands on shaky ground.

There are just some things that people cannot let go of due to comfort with the past that pushes stubbornly into the future.

Flex time, for example. How can you trust your employees to do work when they’re at home? Well, I for one, look at end results and the nature of the back and forth communication and I balance that against the reality that no one ever puts in a solid eight hours of work, even when they’re in the office. It’s not possible. If an employee must put the laundry in, or go to the gym, or go and pick up the kids from school, so be it. It’s the quality of the work that counts and by and large happier employees are more motivated to make that happen.

Lifelong learning is a similar challenge. It’s difficult for the powers that be to let go of the idea that the only good education is classroom style, when in fact, more can be gained from smaller courses delivered more frequently and delivered in accordance with the individual’s own learning style. And I say that as someone who has delivered classes for years. I welcome its demise, quite frankly.

Why Can’t Clocks Change Themselves?

Back to the clocks for a second. How many clocks do you have in your home, including your car, that you had to manually adjust when the clocks changed? You’ll have to do them all again in a few months, except, for those on your smartphone, computer, or connected to your smart devices. They will have changed themselves through their connection to the Internet of Things.

Now, imagine a world where every timepiece, not just domestic, but industrial, medical, you name it. Anywhere that we keep time – imagine the day when they are all connected to the Internet of Things. You say to me, “Are you suggesting that all these clocks will change themselves?”

Yes, and no. I am not suggesting all these clocks would simultaneously leap forward or backward an hour at the appointed date. That would be simply automating an antiquated process, the digital equivalent of putting lipstick on a pig. No! I want to see the day when all clocks adopt a timekeeping system that eliminates the need for the one-hour leap entirely. If it can be proven that we need to adjust the clock at all – something I am still not entirely convinced of, since its reasoning seems to be solely one of economic convenience – if we still have to do it, then why not have all clocks adjust by one second per hour, or 20 seconds per day in some sort of leap second format? I know some devices rely on microsecond timing to keep machinery and medical equipment running perfectly – it might not be as easy as I make out, and surely someone has already thought of this and disposed of the idea. But I cannot believe that a global manual resetting of clocks is in any way more practical.

Imagine if things were the other way around. Imagine if there was no clock adjustment at all, we just lived with the seasons as they are, and someone came along and suggested that every home, factory, and hospital in the world should manually re-set every clock twice a year? It would not fly.

Net-60 Invoice Payment Needs to Die

And this brings me to a final idea connected to these earlier ones by time and tradition. The concept called Net 60. Anyone in small business soon discovers that if you want to do work with large companies, you will have to come face to face with the accounting department, and they do not always move comfortably into changing times.

You will discover that work done today, and invoiced at the end of the month, will then be processed over a 60-day period from the time of receipt of the invoice – a process that in total, from the time of work performed to the time of payment could be three months – longer if your own bank holds the cheque. This places the onus on the small business owner to hold onto enough money to live for three months before payment arrives.

Terms like net-30 or net-60 or even net-90 were put in place to protect the cash flow of large companies, helping them be sure they could cover their own costs and recoup their own receivables before paying off the help.  And to be sure, according to the Golden Rule, which reads “he who has the gold makes the rules,” such a policy has been the way of business for decades and it’s unlikely that any accounting department would be willing to change that up and expose their company to shorter-term financial risk any time soon.

Except for the following, maybe.

In this age, there is now a new alternative. Point of sale and remote payment systems like Square and PayPal mean that suppliers can get paid by customers immediately, securely, and directly without relying on clearing systems like banks or AP departments.

The giants may scoff at this, but what it means in terms of supply and demand, is that the best suppliers, with the best quality and the best price, will go to the best customers, being the ones who pay promptly, as in, within minutes, not months.

This, by extension, means that companies who stick with an antiquated cash flow system may find themselves committed to hiring and using secondary or lower quality suppliers. The best and brightest will have already paired up with equally-minded entrepreneurial companies.

It is said that people always drive into the future with their eyes fixed on the rear-view mirror. We hold on to traditions and procedures because that’s how it was back in the day. But next time you shop online, pay online, call for an Uber or connect to a Skype conference, think about what you’re doing and why you’re not doing it old-school.

Sometimes it makes sense to move forward into the future, and that means more than just adjusting your clock by 60 minutes in the Spring.

This is the transcript of the CoolTimeLife podcast entitled Daylight Saving Time and Net 60 – Both Must Go. If you would like to listen to it, you can check it out at our podcast site here. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.

CoolTimeLife Podcast: The Value of Your Time

This blog comprises show notes for my CoolTimeLife podcast entitled The Value of Your Time. It describes how to place a value on your time so that you don’t give it away. It describes the enormous productive power of the 80/20 rule, how to handle email more effectively, how to break large tasks up over many days using carryover momentum, and the productive power of downtime. Whew! That’s a lot. Are you ready?

The Furnace Repair Story

This is the story of a person whose furnace goes cold. The house is cold, and a couple of presses of the thermostat confirm that the furnace is not working. The homeowner calls the furnace company who sends a technician out. The technician arrives and heads down to the basement. The homeowner listens as the boots clomp down the stairs, and then a single “clang!” The furnace comes back on and warm air starts flowing through the registers once again. The boots clomp back up the stairs.

“All done,” the technician declares, “may I present you with the bill?”

“Sure,” says the homeowner, who scrutinizes the bill and then looks at the technician doubtfully. “Five hundred dollars?” the homeowner asks. “Five hundred dollars? But you were only down there for thirty seconds! How could that cost five hundred dollars.”

The technician smiles and asks, “Would you like me to itemize the bill for you?”

“Yes please,” replies the homeowner, who watches as the technician writes a couple of lines on the invoice.

“Here,” says the technician, “this might help.” The homeowner reads the revised invoice. It now says:

“Furnace repair:

– Hitting the furnace with a hammer: $5.00

– Knowing where to hit: $495.00”

I love this story because, nice and clearly, it conveys the value of a person’s expertise, which is not always visible. Time is valuable. Your time is valuable, and the art of staying fully aware of that is a life skill that needs to be practiced and maintained.

People who are self-employed, for example, or who work in small businesses can very easily fall into the trap of undervaluing their services, maybe doing some of it for free. “I”can’t charge for just a 5-minute phone-call,” they say. Or, “invoicing is part of overhead. I can’t charge for that.”

The same applies for people who work for companies, on salary. They might not feel they have direct impact on how they price their services, certainly, but they still give away too much. Whatever work you do, the value you bring to the table has a long tail that stretched far back into past.

The years you invested in your education – all those years of study, plus the years you have spent doing this work, or even the work of your previous job, have shaped you into a professional person with skills and experience that have value. But that long tail of value is so easily forgotten – or overruled.

When a customer asks for 10 minutes of your time – and by customer I not only mean the direct small business customer, but also internal office colleagues, even your boss – they are still customers. They are still buying your experience and your service. When they buy ten minutes of your time, they are also buying all those years that went into making those minutes valuable.

When you’re sitting in a meeting that starts late because Bob hasn’t arrived yet, you and everyone else around that meeting are giving away time that took years, individually and collectively, to craft. When your significant other asks you to stop off and pick up some milk on the way home, you think nothing of it. But that’s at least 20 minutes of your life that you are giving away. Yes, you might be pleasing your partner by doing a favor – there is value in that, but my argument is that there’s a better way to deliver this service. The spontaneous giving away of your time in any circumstance is not only a tragic waste, it also sets a precedent. The expectation to do the same again will always be there.

The 80/20 Rule

I spend a lot of my speaking time showing people how to do better with their own time. One of the points that I mention and will always stand behind is the 80/20 rule. Specifically, you can get more done in 80 percent of your time than you can in 100 percent of your time. The point is, that 20 percent is invested – not spent, but invested – in proactively managing the events to come.

This means planning. It also means networking, building relationships, and yes, even relaxing. But let me just focus on planning for the moment. Part of this 20 percent of this day, and tomorrow, and the next day should be used to prepare a calendar that realistically questions how long each activity should be and then helps identify the number of activities that you can realistically – not optimistically – fit into your day. It asks these questions before you actually get started on any of them.  Most importantly setting up a road map of operation for the day. Without a map, you will drift. It’s as easy as that.

And this is where I get pushback – or at least questioning. People will ask, Steve, do you spend all of your time every day just updating your calendar and your to do lists? That usually gets a laugh.

But I answer YES! Yes, I do. And that also gets a laugh.

But here’s my point on this. People think this activity – updating your calendar – that is to say your personal project plan – so regularly and so often is extra work – more on your plate. But in actual fact, you’ll be spending this time anyway – more of it in fact if you just try to get these things done in real time in an unplanned fashion.

Take My Email, Please.

As I mentioned in a previous podcast – Are You Conscious – email steals a great deal of time from you. Not just the time spent responding to them, but also the time required to recuperate from the distraction. It really is a literal drain on your system. So, if you handle 10, 20, 50 or more emails per day, you deal with the sum total of time required to write or respond plus many, many minutes of recuperation time. This amounts to hours of time lost per day working in sub-par mental capacity.

But if you plan your email handling time, let’s say, 3 blocks of 20 minutes, not only do you eliminate the recuperation time – because you choose to answer these emails consciously rather than getting taken by surprise by them – but you are also able to frame them – let’s say by aiming to respond to 10 emails inside of 20 minutes, you can change your actual approach to work to fit inside a defined box of time. NO more drifting. You stay on track.

So, you can do the emails in a casual, unplanned way, which might literally take three hours out of your busy workday, or you can plan how and when to do them and cut that amount by at least half. That’s the power of planning. It isn’t extra work. It’s less work in total. The planning plus the planned work ends up taking far less time than unstructured work by itself.

The Power of Twitter as a Tool for Ongoing Education.

The other thing that gets people a little nervous or incredulous is when I talk about the power of Twitter. Seldom do I get more than a couple of hands up when I ask my audiences how many people use Twitter as a tool of professional development. Most people think that Twitter is useless when they themselves have nothing to say, and that the rest is pure junk. Well, maybe most of it is junk, but I remind them that there are a few people out there worth listening to. Thought leaders. Subject matter experts. Your customers. Your competitors.

But the reaction is the same: “I do not have the time to browse social media.” But my argument is, you invest time in formalized ongoing education. You might even wait months to get a training course from your employer. That’s a lot of time drifting by, and with is a great deal of time lost to inadequate knowledge. Imagine trying to catch up on a breaking development that affects your company. The minutes or hours needed to get caught up retroactively will always exceed those you could spend just reading – a few minutes here and there on a daily basis.

Catch-up costs. But pro-activity yields dividends.

Proactivity beats reactivity every time. Whenever you think a proactive action – part of that 20 percent – is too much extra work. Remember it will end up being less work and costing less time than if you let things happen the casual, unplanned way. This not only includes planning your email and investing in Twitter education in the ways I have just discussed, it also points to things like managing by walking around (MBWA).

That is to say investing some time in talking ton your colleagues, suppliers, or customers, to learn more about them and to demonstrate acknowledgement of their hard work and dignity. For although this too, seems like extra effort with no reward, the reward actually comes when these people reciprocate, by showing up to your meeting on time and prepared, or paying your invoice on time, or getting their share of a project done on time, simply because they like working with you and they enjoy the respect you show them. That’s the payoff. That’s the dividend.

The Value of Work

I remember sending a change of address notification to my company’s law firm. No big deal, right? We send those out to everybody. Two weeks later I received an invoice from them for $150. Professional services for updating the address in their files. That seems like a lot, right? But lawyers are taught early on: time is money. As soon as you start giving the results of your expensive education away, as soon as you give your expertise away, people start expecting that regularly.

Think also what it says about you.  You are willing to give away your hard-won expertise. Not everyone is going to respect that. They might even start to question just how good you actually are. See? That’s the problem. It seems like the right thing to do, to be nice, but by giving away the very thing people respect about you, you might also be diluting your brand and your credibility. That’s not a great thing to hear, but it is human nature. Humans tend to judge. And best intentions might turn out to do less for you than you would like. This is the same whether you give away a half hour of your services or when you delay the start of a meeting because someone is late. It happens when you take on extra requests or drop-in visitors just because it seems too hard to say no.

But remember, the word NO can also function and the first two letters of the phrase “Not at this moment, which opens you up to another word that contains the letters N O – that word is negotiate. Everything can be negotiated. Rather than give away your time, negotiate suitable alternatives that maintain your image of flexibility without sacrificing your value – in your eyes or in theirs.

The Value of Carryover Momentum

Very often I get asked by people how to take care of giant tasks that will take hours to do, let’s say, for example, a bunch of backlogged work, or a big project. The temptation is to say, I will book off an entire day to take care of this in one go. Now, if you can do that, and it works, then good for you. I will never argue against something that works.

But most people will never successfully do this. There’s just too much else to do. But there is a better option, and I call it “Carryover Momentum.”

As I have already mentioned, the power of planning is an amazing thing. Whatever day of the week it is as you read to this, think back to what you were doing exactly one week ago. Doesn’t seem like seven days, does it? It’s not fair, how quickly time seems to fly, but that’s life, and that’s how memory works.

If you are faced with a task that is too big to get done all at once, the chances are that another week will slip by, then another, then another. Though this might be considered procrastination, it’s not always the case that you’re actually consciously putting it off, so much as never quite getting around to it – there’s a difference.

To that end, there is the principle of carryover momentum, in which it becomes possible to break up a large task, and then schedule and deal with it regularly and consistently over a period of days.

If you were to assign one half-hour per day to a project, you wouldn’t feel that much headway had been achieved after the first half-hour of the first day. But if you were able work on the project one half-hour each workday for a month, that’s 10 hours. For larger-scale projects, that one half hour per day, even with weekends and holidays off, becomes 125 hours over a year, or the equivalent of three forty-hour weeks! That’s a lot of time!

Physiology crash course: The reason why I call this technique carryover momentum goes to the workings of the brain. By returning to an ongoing task on a daily basis – preferably, but not necessarily at the same time each day – the mind continues to retain and access the creative momentum of the previous day. It significantly reduces the amount of “let’s see now, where was I?” that happens when a project is picked up after a week or two of inactivity.

This is yet another example of how to capitalize on the strengths of the brain to get the right work done in the right way within the constraints of a busy day.

So, if you are facing a large project at work, and you feel overwhelmed by the size of it all, do not despair. That sense of overload is normal. It’s mental paralysis, the manifestation of the fight-or-flight reflex, draining nutrients from the thinking area of the brain. It can be easily treated by using a calendar to lay out a collection of half-hour blocks across days and weeks as a recurring activity and taking the giant task on one bit at a time, regularly, day-by-day.

Of course, such a thing must be coordinated and pro-rated according to the project’s deadline but instead or putting it off and putting it off, only to be faced with a high stress situation later, just like my email discussion of earlier, you can consciously plan – invest in some planning time – in breaking down this task into manageable amounts. Where once you had a mountain blocking your view, you now have a mountain with a staircase carved into it.

The Value of Downtime

The final point I want to make is the value of downtime – thing includes breaks during your working day, and most importantly focuses on stepping over the big red line that actually can be the divider between work life and home life. In the podcast episode dedicated to metabolism, I talked about sleep and melatonin, and I don’t plan to repeat myself, other than to say that sleep is the single greatest investment in productivity of the entire 24-hour day. The value of downtime is in part due to its chemical capacity to help your brain and body repair the damage of the day, boosting the immune system, both through the pleasure of sleep as well as the pleasure of enjoying life – with your family, your friends, your pets, and your hobbies.

Your phone needs recharging, your car needs refueling and you know what? So do you. Downtime has value in balancing out your day and preparing your energy and your excellence for the day to come. Burning the midnight oil, working late into the night simply diminishes tomorrow’s potential. You are drawing from a well. Either use the water tonight or tomorrow. You can’t do both.

This is the transcript of the CoolTimeLife podcast entitled The Value of Time. If you would like to listen to it, you can check it out at our podcast site here.

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.

CoolTimeLife Podcast: The Slow Movement and You

This blog comprises show notes for my CoolTimeLife podcast entitled The Slow Movement and You. If you want to listen to it while you drive somewhere in a hurry, you can access it here.

Have you ever heard of the Slow movement? Probably not.

In an age of 24/7 business, of overloaded schedules, of wireless access and a ceaseless need to stay in the loop, there isn’t much tolerance among working people for a Huckleberry Finn approach to managing the day—lazy afternoons, long lunches, and watching the sun drift across the sky. We all may wish we could take this approach, but few of us have a realistic expectation of getting there any time soon. There’s just too much to do, and it all needs to get done now.

Everywhere you turn you hear people talking about their ever-increasing task load; that the workday has extended to 18 hours or more; that email and wireless devices are addictive and that people are using them, or are feeling pressured into using them, well into the hours that used to be reserved for personal life. This, it seems, is the new norm.

In spite of this, there are others who still profess the value of going more slowly, even if their voices more often than not get drowned out. They say they’re part of a Slow movement. They represent a collection of organizations and individuals that together advocates working slower, speaking slower, eating slower, and basically living slower.

There are cities in Japan, Italy, and elsewhere that have tried to make this Slow movement an official lifestyle, mandating traffic patterns, store-opening hours, and even business practices – like meeting-free-Fridays- to fit with this philosophy. And, thanks to the Internet, these advocates have all joined together to become a new global presence.

So, is this for real? Is the slow approach tenable here in North America? Can it work for you, in your business, with your customers and your boss, in a way that will make things better?

Sure, the Italian countryside certainly seems a good place to encourage the Slow movement. Workers have come and gone across its fields and streets for thousands of years. There’s probably a greater readiness there to accept a shifting of gears, since, after all, Old World Europeans have “been there and done that” in so many different ways that their collective sense of time, life, and related values is by now mature and pragmatic.

But how realistic is it to expect the Slow movement to catch on in those areas of the world where a high-speed work ethic still reigns supreme? It goes against instinct—against the very forces that have propelled human beings to adapt and advance. The desire to further yourself, to protect yourself and your family from harm, and to identify opportunities to improve living conditions are strong basic urges, and although, ultimately, most people work really hard so that one day they no longer have to work so much, the idea of slowing down to get there just doesn’t make sense.

Julie Burchill, a writer for the London Times put it this way: “There is something rather sad about those people always banging on about the joys of Slow Shopping, and of its kissing cousin Slow Food; it points to dull and dreary nostalgia-hounds with too much time on their hands and a morbid fear of modernity …”1

I disagree. I have been able to achieve more by adopting Slow principles than I was ever able to do. I’m a Type-A personality, and Alpha. I crave constant input and simulation, and I can’t stand wasting even a minute of time that could otherwise be put to good use. So I according to the experts, I am totally the wrong type of person to adopt the principles of the Slow movement. Yet it still works for me.

My belief is that slow is not only wise, it is essential. For as the pace of life speeds up, the skills that we need to attract and build business and to maintain a superior level of productivity are getting buried under a false momentum that plays on some very deep-seated fears inside the human mind. Furthermore, there are laws of physics that demonstrate that working faster doesn’t get you there faster. But in large part, the digital age has forced us to work faster and live faster, and in so doing we have started to lose sight of the maxim “more haste, less speed.”

It’s important to make the point here that not everything that is quick is bad. Responding quickly to a client’s call might win new business. Solving a client’s problem quickly might generate greater loyalty. Getting out of the way of a falling piano is a healthier option than just standing still.

Quickness is vital to competitiveness and to survival. But quickness and quality cannot be fully achieved if everything else about your work and your mental state is hurried to the point of confusion or exhaustion. The cheetah, for example, is the fastest animal on earth. The cheetah knows so much about being fast primarily because she also knows about going slow. She knows she cannot run 70 miles an hour all day and still expect to make a catch. She knows her own strengths and weaknesses as well as those of her quarry and is thus better empowered to strike at the right time, in the right measure.

So, ultimately, this is what I’m getting at: You can get further, faster, by incorporating slow into your life’s strategy.

Putting Speed into Perspective: Why Are We Racing?

A colleague of mine is the CEO of a media and design firm, and he has also been racing Porsches professionally since the age of 18. Nevertheless, he gives advice that seems contrary to the racer’s image. He says, “If you want to win, you have to know how to slow down as much as how to speed up. How you enter and exit a corner will have enormous impact on your performance on the straightaway.” He continues, “You have to be thinking two cars ahead. Not what the guy in front of you is doing, but the guy in front of him. The same goes for anyone driving on any highway. And you can’t do that if your mind is not together and cool.”

We’re all driving Porsches, mentally at least, from the moment the alarm goes off in the morning until we get back into bed, 13, 16, maybe 20 hours later. But unlike professional racers, it seems a lot of us succumb to the pressure to drive in the fast lane all the time. Urged on by the persistent prodding of our wireless technologies, we feel a palpable need to extend our accessibility and responsibility well beyond reasonable limits. Many people today check their messages from their bedside the moment the clock radio announces the new morning, before their eyes have even properly focused. Many also check in as they retire to their beds at night. If they could swing it, I’m sure they would even arrange to have their email forwarded to their dreams.

As the world becomes more and more connected, we all feel a renewed pressure to outperform, to differentiate ourselves from the competition, to do more and do it faster and usually with fewer resources than ever before. Like a giant poker game, the fear of not achieving these goals drives us forward, fueled by the constant, lurking threat that there is someone out there—a manager, a shareholder, a client, an auditor, or a competitor—who holds the final card, the ace of spades, the card of death—a person who can pull your job, your business, your identity, and your connection to the human race across the table and out of the game.

But the main point is this: No-one can hope to secure a place in either the present or the future simply by staying on the hamster wheel, working as hard and as fast as you can, 18 hours a day. Such behavior sits on the path of personal extinction.

All living species, including humans, have had to continually adapt to their changing environments. Major changes used to take thousands of years over many generations. Now substantial change happens in mere months, whether we’re capable of handling it or not.

I believe the next major evolutionary step for people who live and work in developed economies is to learn to counter some of the ancient instincts that have made speed so influential in their actions. We need to cool down and use slow as the next tool of strategic advantage. A cool mind and body provides fertile ground for creativity, providing the opportunity to deliver better solutions and circumstances, no matter what line of work we happen to be in.

As newer, hungrier economies outpace us with cheaper, faster hard goods and cheaper, immediately accessible outsourced services, the act of cooling down will help us thrive, by making sure we are ready to listen actively, think clearly, work effectively and exist proactively, keeping health and balance side-by-side with competitiveness and innovation. This is the recipe for our future. For as the pace of life continues to increase, and as jobs change and markets shift, will still be able to react—quickly—by being mentally prepared. Quite simply, more can be done in the cool shade of clear thinking than under the hot sun of exertion and reactionism.

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CoolTimeLife Podcast: Your Brain is Like a Bath Sponge

This blog comprises show notes for my CoolTimeLife podcast entitled Your Brain is Like a Bath Sponge. When you learn to recognize the power of breaks, decompression, and stepping over that line between work and home life, that’s when you can truly capitalize on your metabolic strengths and be the best you can be.

What is your attention span? How long do you think you can focus on something before you need to move on to something else? This is a component of your mental metabolism, and it might not be as long or as thorough as you think it should be or would like it to be.

But that doesn’t mean that it’s bad.

I myself, have an attention span of about 15 minutes. That’s it. After that, I need to move on to something else, if just temporarily. What I have discovered about myself is a two-minute data break in which I read the news headlines on Twitter or a news site, is enough for me to step away from my work for two minutes, refresh my brain, refresh my entire outlook, and then go back to the work at hand for another 15 minutes.

This on-again-off-again approach to work fits my attention span perfectly, and allows me to regain the momentum that my work requires.

So I ask you to consider the same thing. What is your attention span? It is not wrong to need to move away from your work on a regular basis. In fact, it’s the kind of thing that guarantees a much greater level of excellence, correctness, accuracy, and productivity. You cannot expect your brain or body to continue working at a standard level of 100% attention or 100% exertion all the time. We move up and down throughout the day and throughout the hour.

So, think about your attention span. How do you work well What do you need to do? Do you need to stand and move around on a regular basis? Do you need a squeeze ball to absorb your energy while you are working? Take time to think about what makes you feel more comfortable and bring that into your workplace. This becomes part of your recipe for excellence and for your capacity to focus, negotiate, and survive the day in a healthy fashion.

Similar to this is the notion of decompression.

The black light aquarium room at Google.

This image shows a black light aquarium room. Here’s a wonderful concept, one that many organizations have embraced, if not in an actual aquarium room, then in approaches that do the same type of thing, including designing people-friendly buildings from the ground up. They focus on the fact that people do indeed need to decompress in order to perform better.

So, a bunch of people crashed out in La-Z-Boy chairs and bathtubs in a dark room, lit by black lights, with aquariums everywhere. They stare at the fish and relax. Is this a good use of company time? Some will say “yes,” others “no.” But the point is, this room was not devised to let people sleep through the afternoon or burn off a hangover. This is a place that helps the brain decompress. Companies need creativity from their people, and this involves social creativity – the ability to interact and work together.

You don’t get creative by staring at a blank sheet of paper or a blank PowerPoint slide. Creativity does not come from this, in fact the opposite happens. Your brain compresses under pressure.

Think about a bathroom sponge for a moment. If you took a sponge and compressed it in your hand, it would become very small, obviously. Once you let go of that sponge, however, it re-expands to its original size. Your thinking brain is similar to this in the fact that when it is under pressure or stress, it compresses, metaphorically, which limits the space available for creative thought.

Any time you can decompress, whether it’s in a black light aquarium room or more realistically, something like taking a walk around your building, looking up at the sky and thinking about nothing. When you think about nothing, your brain has a chance to re-expand and reorganize itself into the machine of creativity that it likes to be. It comes down to a simple observation: a stressed brain cannot work as well as a decompressed brain.

My Challenge to You

How can you decompress to ensure you get the most from your thinking brain and your body? It’s a matter of five minutes or even two minutes spent decompressing turning into an hour’s worth of top-quality work. That’s a powerful ratio.

Not doing this – simply soldiering on – yields only mediocre work, which means a different and lower type of quality gets to your end customer. Decompression keeps things in check.

As for the commute home, whether it’s driving, taking transit, cycling, walking, or simply walking from your home office to the kitchen – these are all additional opportunities for decompressing and stepping over that line between work life and home life. This is a concept that seems to be less and less possible – in fact the term work-life balance is often eclipsed by the newer term, work-life integration, implying there is no longer any line between the two worlds.

But it remains vital to step over this line at some point, in order to facilitate the onset of healthy sleep. Sleep is the single greatest contributor towards quality work. Effective sleep is based on the hormone melatonin being introduce into your bloodstream, and melatonin is triggered first by your body’s perception of the sun moving toward the horizon, and the subsequent onset of diminishing natural light, and secondly by the awareness that work has been replaced by home life.

Yes, you want to be on, you want to be productive during your working hours whether these are 9-to-5 or otherwise, but there comes a time when you have to step over this line and declare work done for the day. This is not easy, especially with emails and other messaging coming in at random times.

It is vital to keep in mind that your metabolism is built to respond to urgency, including signals and cues that hint at the dangers of the unknown – initially a a primordial self-preservation reflex, now part of the compulsion to reward and respond to every message that appears on your phone.  As innocuous as they may seem, these are cues that stimulate your body back into action at a time when it should be winding down toward healthy sleep.

By stepping over the line that separates work and home life, you help encourage a smoother slide into healthy sleep, maximizing the potential for a great day of profitable work tomorrow.

This is the transcript of the CoolTimeLife podcast entitled Your Brain is Like a Bath Sponge. If you would like to listen to it, you can check it out at our podcast site here. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.

CoolTimeLife Podcast: The Rising Bar of Expectation

This blog comprises show notes for my CoolTimeLife podcast entitled The Rising Bar of Expectation. It explores the relationship between us and time, especially when it comes to our expectations, and managing the expectations of others.

Boy it’s annoying when things don’t load at the speed you want them to, isn’t it? I mean when we have to wait around for Microsoft Word to fire up, or for your browser to configure its updates, or for an app to download to your phone. And this is a serious problem. People have a tolerance of mere seconds before they give up and move on to something else. E-commerce people know this, which is why they place such high priority on solving shopping cart abandonment issues. Music companies know this too, which is why artists are asked to write tunes that deliver the hook sooner. Consumers know they have a choice and they will move on quickly.

Texting Your BFF in the 1700s

Imagine what it must have been like 300 years ago. Imagine, for example, you walk four hours into town, maybe two hours if you’re rich enough to own a horse, and as luck would have it, a ship has just arrived carrying – among other things – mail from the old country. It includes a letter from your BFF, your sweetie, your betrothed, who writes, basically, “we need to talk.”

You re-read the letter several times, your heart is pounding as you see your happy future dissolving before your eyes. You run to the local apothecary, borrow a quill pen and a bottle of ink, and frantically write back a heartfelt plea to save your relationship. You proofread your letter, dab the ink dry, seal it inside an envelope. You dash down to the dock, leaping over barrels and boxes, you dash up the gangplank and hand your letter to the first officer you see.

Two weeks later, the ship leaves the harbor to start on its two-month voyage back across the Atlantic, where your frantic letter might stand a chance of getting into the hands of your betrothed another month after that. If, this was all happening to you in New Holland (Australia), just multiply all of these travel times by ten. Back then, you had to have a lot of patience when it came to sending and receiving information.

Rearranging the Text Messages on the Titanic

Did you know, by the way, that one of the contributing factors to the loss of life during the sinking of the Titanic had to do with the fact that the radio operators of the time were employees of the Marconi Wireless Telegraph Company – subcontractors, essentially, not crew – and as such, their primary responsibility was managing messages between passengers and their families and friends in Europe or in New York. These radio operators had no time or motivation to pay attention to the frantic calls of “Icebergs ahead” from the lookouts.

Over the century since the Titanic’s sinking, our communications technologies have increased in speed and reach, and so have our desires to stay ahead of them. Nothing seems ever fast enough. We humans thrive on communication. Today, for example, if someone does not answer your email within five minutes, you consider it within your rights to send another email that asks whether they received your first email.

Texting at 90 Feet per Second

So, what’s wrong with that, you ask? Well, nothing really, so long as you stay in control of the messaging. But most of the time we find ourselves not in control. For example, it is very difficult to resist the temptation to reply to a text while you’re driving your car. The compelling need to know what an incoming message says, and to then respond, overrules the logic of maintaining control of the vehicle. Evidence continues to mount that shows that even talking hands free, whether you’re chatting on the phone or dictating a text, is still an impairment. It takes a great deal of concentration to drive a vehicle, and that gets quickly eclipsed by the moment-by-moment activities of speaking and listening.

OK, you say, so why isn’t it the same when you have someone in the car with you?

Well, having a conversation with someone in a car can be distracting, especially if things get heated like in an argument, but when someone is in the car with you, they can see what you see, and are more likely to put the conversation on hold if there is a potentially dangerous situation unfolding up ahead. When a vehicle is travelling at 90 feet per second, that’s a lot of ground that can be covered during a moment of distraction. They can see that. But the person you’re talking to through your phone cannot.

The main reason why I am pursuing this line of thought though has to do with the bar of expectation, which continues to rise along with that increasing speed of communication. This rising bar does not just apply to messaging. It also applies to our own expectations of ourselves, and this anticipation of increased productivity sometimes exceeds our abilities. Let me give you an example.

Super Time Management Spray!

When I talk to my audiences about techniques for improving productivity, I deliver this offer paired with a challenge. My offer is this: I say to them, “I have, in the trunk of my car, a supply of time management spray. You spray it all over you and it will help you do everything faster. In fact, one spray of this patented elixir, and you will get at least four more hours’ worth of stuff done. Would you like some of this?”

Nobody actually believes I have this spray in the trunk, of course, but they play along, nodding their heads. After all, the truth is, there are few people who would pass up on the chance of being able to get a few more hours of productivity in a day.

“But wait!” I then say, like an old-time sales barker, “If you were to purchase this spray from me, even at this giveaway price of just nine dollars and ninety-nine cents a can, and you were to spray it all over you and you found yourself working at super speed, my question becomes, what will you do with this time you have found? Will you use it to answer more emails or attend more meetings? If so, my friends, you have won back nothing. You will call me back two weeks from now and you will be asking me for the extra strength spray.

This is the problem with best practices generally. They are not able to stick to the surface of a fast-moving culture in a way that ensures ongoing achievement. Instead they become part of the new normal. So, where you were once able to do five things in a day, now you can do ten. The bar of your expectations rises with this achievement and soon your expectation is that you can and should be able to do 15 things. And once you discover you are able to do 15, you start to expect to be able to do 20 things in a day and you start to make promises accordingly.

However, your body and mind have a hard time keeping up. Our instinctive desire to evolve and continue to make life better and safer for ourselves enthusiastically grabs this idea of doing more with less time, but our physical and mental selves really cannot do that.

So, you say yes to more and more emails, meetings, requests and tasks.

Or more precisely, you don’t actually say “yes,” but you don’t know how to say “no.”

The Smallest Word Is Also the Hardest to Pronounce

“No” is one of the smallest words in any spoken language, but one of the hardest to pronounce. Most of us have a profound fear of confrontation, or of offending or angering the person we are communicating with. After all, if you say no to your boss or your customer, you might lose your livelihood.

But the fact is, without that capacity to say “no” appropriately, the work simply piles up, but time does not expand to accommodate. And added speed is not enough. The extra strength spray just does not work.

The Future of Work: Cut Me Some Slack

That’s why, when it comes to looking at the future of work, many experts point to soft skills as the key. Skills like prioritization, delegation, and negotiation will become even more critical as timelines continue to shorten and the bar of expectation continues to rise.

I’ll give you an immediate example: Slack.

Now I love Slack. I am a devotee of online collaborative environments and I use them every time I am managing a multi-person project, which is all the time. There are other brands as well, of course, and Microsoft Teams will likely be the one most people encounter first, given the preponderance of Microsoft products in most workplaces.

Long story short, collaborative conversations grouped into channels are more efficient than email. There is an informality and immediacy to the communication that removes much of the mental overload and delay that email has been proven to cause.

But the pushback I get from people when they see a collaborative environment for the first time is, “how is this any different from email? What’s the difference between having a pile of unread emails in your inbox and a pile of unread messages in your Slack channels?”

It’s true. Even though I still think the collaborative messages can be handled more easily and more quickly over all, there is still an expectation that people be ready and available to respond to messages of any sort the moment they come in. The bar continues to rise.

But that’s where the soft skills come in. There is an ever-increasing need for people to be able to push back and say “no” in the most practical ways possible. “No” does not mean “go away, I never want to see you again,” it means, “let’s negotiate.” It’s a way of saying, let’s find a suitable alternative to the immediate.

So, whether you choose a collaborative environment like Microsoft Teams or Slack, or even if you choose to stay with email, it is up to you to let people know when and where you will be available. If you’re busy right now, or you plan to be traveling, then you’re not available to reply. This means you need to let people know this. You have to counter the rising bar of people’s expectations.

Get proactive and send out updates to those who are most likely to want to talk to you. Let them know the times that you will be available and when you will not be available. Give them access to your online calendar. Make sure to mark your busy times as busy, and your available times as available. If you use a collaborative environment, then update your status, and train your people to observe your status and availability notifications. This is a skill. It’s part of the skillset called influence, in which you get people to act in ways you would like, using positive emotion and positive reward.

A related and equally vital skill is that of following up. If you promise to be available at a certain time, then you need to ensure you are available. If you promise to return all emails and calls by the end of day, then you need to ensure you make the time to do that. People will believe in you and will accept these alternatives if they know they will be looked after within a reasonable amount of time. But if you break that promise, then the trust relationship will be broken.

The power is within you to manage the ever-rising bar of expectations – those you have of yourself with regard to workload, and those others have of you. It all depends on your ability to hone those soft skills of influence, planning, delegation, negotiation and prioritization.

This is the transcript of the CoolTimeLife podcast entitled The Rising Bar of Expectations. If you would like to listen to it, you can check it out at our podcast site here. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.

The Law of Sharp Edges – Maximize Synergy by Framing a Conversation

There are many times when communicating via text or email is insufficient. The dynamics of human creativity are not one-dimensional. Thoughts and ideas must be echoed and bounced off one another so that we may experience and interpret the patterns that reverberate around us. Think, for example, how much more productive it is to “talk it out” with someone, rather than merely texting back and forth. Think also about how damaging it can be to keep feelings bottled up inside, or the complications that can arise from someone misinterpreting the tone of a text message. Creative thought thrives on the positive interference patterns that happen when two creative forces intersect. It falls away when given only a unidirectional track upon which to work.

Live conversation is essential for situations where there is something that needs to be created, agreed upon, resolved, or worked through. There is no real substitute.

When people contemplate getting together, whether face-to-face or over the phone, the thing that often puts them off is the fear of getting trapped in a conversation filled with small talk and irrelevancies. But it need not be that way. I use what I like to call The Law of Sharp Edges, which states that if you give someone a clear delineation – a guideline as to where things start and end rather than just a vague idea, they will be more likely to accommodate your request or behave as you would like them to.

Here’s a bad example: “Can I call you tomorrow?”

Here’s an excellent example: “Can I call you tomorrow at 2:00 for a 10-minute chat about the ABC project?”

The bad example puts people “on the hook for the entire day.” It’s like being on call. You know the event might

happen, but you don’t know when or for how long. This has a profound impact on your entire internal self-preservation system. Your instinct fears the unknown, and it’s not an overstatement to point out that something as simple as a vague phone call commitment is indeed an unknown. As such your body reflexively tenses itself for the interaction to come.

The excellent example removes the unknown and delivers three essential knowns – when it will be, how long it will last and what it will be about. It makes it a far more appealing thing to commit to since there are sharp edges surrounding the event. It is constrained and finite.

Such simple techniques will make a huge difference in productivity and process, by merely allowing the dynamic creativity of live conversation to flourish without fear. The many tools we have to facilitate live discussions, from meeting rooms to phones, video-conferences, online collaborative chat apps, even virtual presence devices like the Double (pictured) or Beam, still need to win someone’s attention through the most basic of concerns: “how will this hurt me and how will I benefit?” Once you can get such instinctive self-preservation needs out of the way, your conversation is free to do what it does best: make progress.

CoolTimeLife Podcast: Planning for a Successful Vacation

This blog comprises show notes for my CoolTimeLife podcast entitled Planning for a Successful Vacation. Vacations – we all dream about them, but are they being put to the best use? Half of the therapeutic value of a vacation comes from planning – not just where you want to go, but planning the days leading up to departure date as well as your return to work after it’s done. If you do these right, your vacation will be doubly beneficial.

From a productivity perspective, vacations are huge. They are a major contributor not only to health and life balance, but to productivity, and that’s something that many people have a hard time getting their minds around. It’s impossible for people to imagine going on vacation for 2 weeks – or even 2 days without checking email or touching base with the office. Most people can’t even imagine going on vacation, and actually don’t.

There are stats available everywhere of course, but here are a few pulled from a story in The Guardian, written by Jana Kasperkevic.

Jana writes that in the U.S., the number of unused vacation days in the US recently was 169 million days, equivalent to $52.4bn in lost benefits. The reason for this, she writes, is that “many employees are afraid to take it, while others just don’t get any at all, in fact she points out that only about 77% of Americans working for privately owned companies got paid vacation days. Those who choose not to go fear the face time problem, and they also feel that too much work will pile up while they are gone and they will be so stressed when they return that time off won’t be worth it.”

Clearly there’s a problem here. You need only look at your cellphone or the gas gauge on your car to see that the tools we rely on most need to be recharged or refilled regularly if they are to stay useful. You can’t use something once it has exhausted its power supply. So why do we think we can?

Well, first, there’s fear. Fear of missing out on work that’s going on, and worse, fear of being discovered as expendable. If you vanish for a week and people just go on without you, then just maybe, you think, they won’t need you at all, or someone else will sneak in and take your place. The fear of losing out negates the perceived pleasure of any type of vacation.

Secondly, there’s compulsion, specifically, the compulsion to stay in touch through email and messaging. We have become so used to constant bombardment of incoming information, that a few days without it seems to not only be an impossibility, it also appears to be quite scary. Absolute silence after so many years of noise.

Thirdly, there’s fear again. This time, the fear of the backlog, the huge mountain of work and emails waiting for you upon your return, and even the fear of the departing – the rush of work needed to get finished before you walk out the door.

But all of these fears can be countered and vanquished with just a little planning and communication. I will share with you how to do this in just a moment, but before I do, let’s first look at the three, yes three distinct ways in which vacations work as a productivity and time management tool.

The most obvious is the vacation itself. It is supposed to be a time when you let go of all of the stresses and pressures of the working year and do the things you really want to do. Most people find the first three days or so to be a major period of transition as they catch up on all the sleep they have missed, and actually gear down from the pace of business. After those first few days, the restorative effects of the vacation start to take shape, and like so many other areas of life, this does not exist only in the mind. It has profound effects on the body, particularly the immune system, as you start to actually feel relaxed and feel good.

But the benefits of a vacation do not – or should not – start and end with the dates of the vacation itself. There is also the anticipation of a vacation to consider. If you find yourself in a stressful work situation, putting in extra hours and dealing with crisis after crisis, one of the best ways of mitigating the stress of that moment is to look forward to a break or vacation on the horizon – this is the light at the end of the tunnel. Knowing there is an end in sight has both a motivating and calming effect on your mind and body. For more information on this, check our shownotes for information on our podcast dealing with fear.

For example, I work with a lot of accountants, many of whom are tax accountants. When tax season starts in earnest, which is pretty much now – January/February time, they face weeks of long, frustrating days, racing against the clock to file on behalf of their clients, many of whom were responsible for the stress in the first place. For tax accountants, there is no way to defer this work. It has to get done now. It’s a crunch period. OK, fair enough. But when I ask them what they plan to do after they have filed that last return, most of them shrug their shoulders and say, “I don’t know.” I will just go back to the regular work.

Wrong. This would be a perfect time to look forward to your vacation, scheduled for immediately after that last return gets filed. Anticipating the vacation, knowing there’s a break coming, allows your entire body to meter out its energy and stamina accordingly. It’s inbuilt. When you know a break is on the way. You will be better suited to survive the current stressors much better. And this has both short-term and longer term health benefits.

Finally, there’s the memory of the vacation. Once you have had some time off, hopefully you have done something great with that time, those pleasant memories of the activities – or just the rest – will stay with you forever. Those are good memories, and feeling good always has long term physiological rewards. As the old expression goes, no one on their deathbed ever wishes they had spent more time at the office. Great memories flood your brain with endorphins. They make you feel good, and this too serves as insulation against the stressors of the workday.

So How Can You Prepare For a Vacation?

Your vacation should be treated as one of the most important parts of your job, because that’s just what it is. Consequently, vacation days must be defended if year-round productivity and achievement are your goals. This means you must take the time to plan your vacation period carefully to help ensure a smooth, stress-free departure and a smooth, stress-free return.

First, plan ahead to avoid that pre-vacation crunch. The last few days at the office before a vacation can actually be more stressful than usual, because it seems that all the work that you would have done if you were not going on vacation becomes immediate top priority. Everyone around you feels you absolutely must get it all finished before your departure.

But this is a completely avoidable situation, since vacations rarely come as a surprise. Most vacations are reserved many months in advance, just to ensure that everybody doesn’t take off at the same time. Therefore, if you start planning your departure a few weeks or months before the actual date, you can influence the timelines of your projects, meetings, and other office events.

Remember, a vital component of Cool Time Life – the most basic rule of all is that success comes from just two words: planning and communication.

It’s essential to draw a protective barrier around the period of your vacation, especially including the ten business days leading up to it and the ten immediately following it. Make sure those days before your vacation are carefully planned, so that you can hand off responsibilities to others and wrap up your projects. The days preceding a vacation should not be just business as usual for you. They should be about winding down and handing off.  If you try to keep on working on your normal tasks at your normal pace on these days, you will simply generate more stress and overwork than the holiday could possibly alleviate.

To use a boating analogy, very few people will try to bring their boat to the dock at full speed. Stopping a boat by crashing into the dock is not advisable. Instead, you learn to bring a boat up alongside using momentum and physics to allow it to come to an approximate stop just where you want it. This maneuver starts much further out in the water. It is not sailing as usual. It is a practiced procedure.

Here are some pointers:

  • Draw up a list of colleagues who can be counted on to perform small tasks on your behalf, such as returning a call to a key client, or ensuring delivery of a package on the first Monday of your holiday.
  • Set up instructions on your outgoing voicemail message, and on your email auto-reply, and any other messaging system, letting everyone know you’ll be unavailable. Ask them to contact you back after a certain date rather than leave a message, and make sure this a date that is definitely not your first day back in the office.
  • Avoid leaving a contact number at your vacation place for everyone’s knowledge. If your position is such that you must be reachable for the highest-level emergency, leave your number with someone you trust.
  • Keep your priorities in view. Not all work is going to get finished by the time your holiday starts. Some things can wait, or can be delegated. The company will survive without you, at least for a couple of weeks, and you can survive without it. Remind people that you will soon be back, and that life will go on.
  • Leave an hour early on the last day before your vacation. This is pure self-indulgence, and it feels absolutely great, which in itself goes a long way toward establishing balance in your life and getting your vacation off on the right foot. Enjoy the freedom of that stolen hour. Definitely avoid working late on your holiday eve. This robs you and your family of the good feeling that a holiday should bring. It is unfair, and is completely avoidable. Take off. Go and have a great time.
  • Most importantly, plan your return before you leave. Though most people don’t want to even think about their return to work as they start their holiday, a smooth return will help to ease the stress of stepping back into the rat race. The day of your return should not include any meetings. It should be a transition day, in which time is given over to catching up on the events that happened during your absence, returning returning calls and emails, updating your agenda, and getting back up to speed.

Why is this so important? Because too many people simply return to the office and hit the ground running, trying to immediately regain the pace they were at when they left. They return straight away to the stress levels and pressures that they left behind, erasing much of the therapeutic benefits that a vacation brings. Remember: your vacation is a tool for relaxation and rebuilding. It is part of your job. You benefit, your family benefits, and your company benefits. Ease your way back into the momentum of work, just like a runner warming up before a marathon, and you will be better prepared to handle it. Start planning your next vacation immediately.

  • Consider spending part of your vacation at home – a staycation. A two-week vacation in the Caribbean sounds great, but a ten-day island vacation bracketed by four days at home may be even more relaxing. Spending some time at home while everyone at the office thinks you’re away gives you the time to get a few things done, to enjoy a certain quiet that the house seldom sees, to catch up on a few overdue tasks, and put your mind at rest. A couple of days at home before you depart for your holiday trip, followed by a couple of days after, also allows you to prepare for your trip and travel to the airport without stress, hurry, or forgetting anything. The secret here is to have a comfortable holiday and not let anyone know you’re back until your second day back at the office. Plan your vacation as you would plan any other project. Make room for contingencies and delegate authority to others. Work diligently to ensure your return to work is as stress-free as your vacation itself.

Now, there are those who would argue that the only way they can relax on holiday is to check work email regularly. This is always going to be your choice, of course, but the problems is that emails have a terrible habit of pulling you back into work mode, both mentally, therefore diluting true relaxation, and physically by demanding your attention. Emails always create new tasks and new emails. Pretty soon a large part of your vacation day will be spent in the hotel room back on your laptop while your vacation minutes tick away.

It’s your choice, but in the end, your value to your business, whether you own it or are employed by it, should not be determined by face time. It should be determined by your obvious value as an expert a team player and a resource. This can be achieved through a combination of planning and communication, with a couple of spoonfuls of influence thrown in.

This is the transcript of the CoolTimeLife podcast entitled Planning for a Successful Vacation. If you would like to listen to it, you can check it out at our podcast site here. If you would like to review other podcasts in this series, visit my podcast page at stevenprentice.com/podcast.html

If you feel you derived value from this blog or the adjoining podcast, please consider supporting our work by sending a small donation of $1.00, $2.00 or $5.00. It helps us give more time to research and prepare the episodes. The secure PayPal link is available on the podcast page at steveprentice.com/podcast.html.