Productivity

Balance vs Integration

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I mentioned last week my mom is retired. If you’re envisioning a little old lady sitting in a rocking chair and knitting, you haven’t met my mom. If she’s sitting in a rocking chair, It’s more likely she’s on her laptop in her home office, videoconferencing with a mentee in Turkey rather than knitting. Instead of trying to balance work and life, Mom has integrated them. She’s incorporated elements she loves (The Bible, studying) into her daily routine (counseling, mentoring).

If you have a job that can’t be done remotely, (e.g. factory, hospital) you have a better shot at work life balance because you leave your work at the place you perform it. But those jobs tend to have hours that don’t coincide with the school day. Balance then becomes: Are you going to your eight-year-old’s piano recital on Saturday or are you working your normal shift as a hair stylist? If you have more of a sales role (talent acquisition, productivity consultant) or knowledge worker (software developer, career coach) you have more freedom to integrate all of your responsibilities. For example, instead of working eight hours straight, work-life integration could look like this: you do deep work at 5:00AM while everyone is asleep. You break at 7:00AM for breakfast with the family. You work while the kids are in school. You answer emails after everyone goes to bed. Integration blurs the lines between home and work. Life becomes more fluid and less categorized. For example, developing a marketing proposal for a client and developing a vacation proposal for the family are both duties you may have, and you get paid to do one of them.

When I think of balance, I visualize the Scales of Justice and constantly trying to keep both sides even. But you don’t have work on one side of the scale and everything else on the other. Life is more like a large Marion’s Super Cheese Pizza whose squares are unevenly cut. Some are huge and some are tiny. Your squares include work, family, friends, health, personal development, spirituality, volunteering, leisure, etc. Some days, those bigger squares are going to be children (e.g., you have to attend parent-teacher conferences). Some days those big squares are going to be work (e.g., attending the all-company videoconference). After you eat a couple of big squares, you fill up on smaller ones: checking email while awaiting your turn at the parent-teacher conferences, light weight lifting while attending the all-company videoconference. (I recommend both video and microphone muted for this one.) Only you can decide which squares and how many to eat everyday. Make decisions based on your values, goals, and priorities. When you feel overwhelmed, write down where your T.E.A.M. is going (i.e., how many squares you’re eating). If you discover you’re spending your T.E.A.M. out of sync with your values, goals, and priorities, consider reassigning the squares. Maybe today the biggest square is the slide deck that’s due at noon and the smaller square is the social media post you told your church you’d do for them this week. You can even share your pizza, giving a square (like the social media post) to someone else.

Switching your mindset to integration can help you achieve the balance you want. How have you changed your routine to bring more harmony to your life? Please share in the comments.

We Can Work it Out

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American employees have worked in office buildings since 1906, even though emerging technology enables us to work from anywhere, any time, and with anyone. Companies buy buildings, so we must use the tools that work in them. Besides, if you can’t see your employees, they aren’t working, right? Let’s face it: If they’re watching Netflix at home, they’re probably watching it at the office too. In 2016, 43% of employees spent at least a few hours working remotely. During COVID, the exponential increase revealed outdated assumptions about it. The top three are: productivity, communication, and culture.

This study shows employees are actually 35-40% more productive working remotely than in an office. Managers can boost productivity by:

clearly communicating goals (deadlines, KPIs)
giving individual contributors necessary equipment (laptop, industry specific software)
encouraging calendar sharing and ad-hoc communication (IM, video chats)

Time and activity tracking apps are available to keep an eye on the workforce (e.g., Teramind) or managers can insist on hourly activity reports. But, going overboard backfires. Productivity slows when employees have to interrupt their work to report on it; not to mention the distrust it cultivates. Working remotely not only increases productivity, but also reduces costs from real estate, employee absenteeism, and turnover. Research suggests a hybrid-remote work model could collectively save American employers over $500 billion a year.

Communication

Technology allows teams to communicate who is doing what, how close to the target they are, and what the result should look like. Data privacy is an issue; mostly a people one. For example, do all employees know they shouldn’t use free coffee shop Wi-Fi? Most data privacy issues can be addressed through company-wide training, secure VPNs, and well-communicated best practice policies. Implementing a hybrid-remote work policy helps employees understand business expectations, and advances both transparency and accountability for everyone. What should a best practice policy include?

COVID protocol: What are the rules for masks and social distancing? Must employees be vaccinated to work in the office?
Logistics: Who decides if an employee can work remotely; the employee or the employer? When in the office, does the employee have a dedicated workspace?
Equity: Is the remote employee reimbursed for office supplies, internet, and electricity? Will in-office employees receive better performance reviews due to unconscious bias? Is there a central company information hub that’s accessible to all employees?

Culture

A pleasantly surprising result of pandemic-induced remote work is that it has made some underrepresented groups feel more seen. Helping teams bond takes employers’ creativity, as well as time, and technology can facilitate initiatives.

Use employee recognition software to issue company-wide wellness challenges. By broadly defining wellness, (e.g., drinking water and meditation count as well as physical exercise) employers get more buy-in.
Schedule a recurring weekly thirty-minute coworker coffee, or happy hour (or both) via video chat.
Onboard new employees by pairing them with existing employees via instant messaging for one shift.
Engage employees with brief company-wide surveys (e.g., “What do you need most right now to be successful at your job: training or tools?”)

There’s no going back to the office-centric model. If an employer’s attitude is, “My employees have to work where I want them to, and I want them in the office,” then 54% of workers are willing to leave that employer when they find a position that supports remote work. If management and individual contributors come together to communicate what is working and identify where waste can be eliminated, we can create a sustainable hybrid-remote solution.

Do you want to go back to the office full time? Please share your preference in the comments.

Boundaries Battle Burnout

The World Health Organization recognizes burnout as an official medical diagnosis caused by an unrelenting work load and/or no work-life balance. It’s number two on this list of what employees said were their biggest challenges during the pandemic.

They feel:

pressured to be available 24/7/365
lack of flexibility at work
worried about losing their jobs
overwhelmed dealing with shuttered daycare and online school
not at liberty to talk about outside-of-work issues affecting job performance

To begin battling burnout, define, set, and enforce your personal boundaries with your manager.

Define

Your boundaries are based on your values and priorities. When defining them, think about what you need to feel empowered. The last time you felt undervalued, disrespected, or out of balance, what was the trigger? Did you have to work last weekend? Do you buy the office birthday cards and cupcakes for coworkers and it’s not in your job description? That’s where your boundary lies. If you could live that situation over again, what action would you take to change it?

Set

Does your manager randomly call you throughout the week? Schedule a recurring 1:1 catch up meeting with an agenda.
Feeling overwhelmed? Make a list of your priorities and ask them to do the same. In your next 1:1, compare lists. Are they different? Decide together what your top three responsibilities are and how much freedom you have to accomplish them.
If your manager’s expectations cross a boundary, how important is the boundary to you? Is a compromise possible? Is saying no a battle you want to fight?
Give updates on your projects’ statuses and request they prioritize them. Ask them to tell you more about why they need this new assignment done in this timeframe, and why the task requires your unique skillset.
Personal goals count. If your manager wants you to stay late, but your trainer is meeting you at the gym at 6:00PM, offer to get started early tomorrow morning. Compromise so you aren’t saying no all the time.
Best practice is setting boundaries at the beginning of a project. For example: Make a rule to only answer texts after 7PM if it’s an emergency, and define what constitutes an emergency.
Use technology to help you communicate boundaries: change your status to busy in Microsoft Teams (or whatever business communication platform you use), calendar an hour a day and label it as busy. You don’t have to say what you’re using the time for. Get the kids started on their homework if that’s what it takes to enable you to finish your work.

Burnout doesn’t just affect you, it affects the work too. You need to be flexible and accommodate the occasional emergency requiring overtime. But, regular work hours and exceeding the expectations of the project are good boundaries to help you both do the work everyday and juggle the other aspects of your life. Do not apologize for protecting the time it takes to do the work you are already assigned.

Enforce

Practice for boundary crossers. Rehearsal takes the emotion out of holding your boundary. Visualize your manager asking you to work on a Sunday morning; what do you do? Don’t fume over the infraction. Immediately reinforce your boundary by clearly and respectfully stating what it is and why it exists. Be consistent in holding healthy boundaries. You aren’t communicating clearly if you keep moving them. If you said you won’t respond to emails after 7:00PM, don’t open your inbox.

Your boundaries will get challenged. That will reveal where they are and help you to refine and iterate them. Those who set and hold boundaries gain respect. A friend just gave up a committee chair position because she assessed her commitments and realized she needed to off-load some. Will I miss her leadership? Yes. Do I respect her for making choices that help her achieve her goals? Absolutely.

When was the last time someone crossed one of your boundaries? What did you do to hold it? Please share in the comments.

More Precious Than Gold

In a former life, I volunteered as a worship leader in the elementary ministry at a church in south metro Atlanta. (Fun fact: if you can motivate 5th grade boys to participate in worship, you can do anything.) At every service, we quoted our bullet-pointed mission statement. One of those bullets was The Golden Rule (TGR): Treat others the way you want to be treated. Flash forward to the present where a flaw in logic has reached my attention. TGR assumes others want to be treated the way I want to be treated. You know what assuming does (if not, DM me). Turns out, there is a better rule to follow: The Platinum Rule (TPR). It says: Treat others the way they want to be treated. How can following TPR help you interact with your work team?

Everyone has a unique personality, but a few common traits dominate. When you identify those traits, you can predict how to both communicate with colleagues and motivate them to do their best work. How do you find out how people want to be treated? First, you have to know your own behavioral style so you can adjust it to build rapport with those different from yours. Then, you can ask, observe, and experiment.

Ask

If you’re a manager, what are your direct reports’ goals, motivations, values, and learning styles? You can find out by having them take a personality assessment (DISC, CliftonStrengths, Ennegram, Meyers-Briggs, etc., there are a ton). The resulting data helps you better tailor employee incentives. For example, If money motivates Jack, giving him a raise should make him more productive. But, if Jill is motivated by a flexible schedule, giving her a four-day work week instead of a raise would make her more productive.

Observe

Identify a coworker who follows TGR. They are treating you the way they want to be treated. (Mind. Blown.) Look for patterns and habits. What is their vocabulary like? Do they openly share their feelings? Do they dress casually or more suit and tie? How is their workspace designed? Interact with them in various environments: meetings, social situations, continuing education training. For example: In a brainstorming meeting, who likes to throw all kinds of ideas out for group discussion and who likes to sit quietly and process one idea at a time?

Experiment

Make note of how your manager responds to public praise, a thank-you note, or when you make time for a huddle they request. Ask questions like,“Would you rather this conversation be a meeting or an email?” and “When you’re doing deep work will you turn your IM to Do Not Disturb so I know not to bother you, please?” Try different communication mediums and notice which they reply to the quickest: Email? Phone call? Text? IM? Video chat? In conversation, mirror their non-verbal cues. Do they relax? When you make people comfortable, they know, like, and trust you faster.

TPR requires more work than TGR, and brings more reward. TGR is easy because we know what we like, but for building relationships, TPR is better. How do you want to be treated? Please share in the comments.

Still Dreaming

On Monday, January 17, 2000, all 50 states began recognizing the third Monday in January as a holiday. Most celebrate it exclusively as Martin Luther King Jr. Day. Media typically highlight one of King’s most famous speeches. We haven’t yet realized his dreams. We still have lots of work to do. My dreams revolve around the American workforce. Here are five of them.

Earnings

I dream of equal pay for equal work. The disparity we hear about most is probably the wage gap between women and men. The latest statistics I found are from 2019 when, on the average, women earned $.80 for every $1.00 earned by men. But, employees of color, employees with disabilities, and LGBTQ(IA+) employees experience even wider wage gaps. The U.S. Department of Labor has been trying to fix this since the 1960s and is still working on it; which leads me to my next dream.

Child Care

I dream of safe, dependable, economical, quality child care for every family. Since the 1950’s, the number of women entering the workforce (including mothers) began to rise steadily, peaking in 2000. The cost of living meant a significant number of families required more than one income to survive. Consequently, parents had to pay someone to watch the kids while they were at work. In 2019, around 10% of a family’s income went to pay for child care. There is plenty of research out there on this topic. Here is an insightful article about why child care is so expensive. Here is an article on why America resists universal child care.

Health Care

I dream of available, affordable, and accessible health care for all workers. I have no answers; only questions and research. Why is this so hard? Why does it cost so much? Other developed countries have figured it out, why can’t we?

Inclusion

I dream of every employee having the opportunity to not only voice their opinions, but also have them heard, acknowledged, and taken seriously. It’s time to make diversity in the workplace a given. American companies should employ genders, religions, ages, races, other-abilities, etc., at least as varied as our clients. Our companies’ workforces ought to reflect the people we serve. How can we produce relevant user experiences if we limit our knowledge to how someone like us uses our product? We need to take the next step and embrace inclusion. This goes beyond diversity. If our workplace is diverse, but only one or two group’s opinions matter, the marginalized groups will take their talents to our competition.

Work Week

I dream of workers being compensated for results instead of time. With so many of us homing from work, er, I mean, working from home; haven’t we proven the forty-hour-work week is as dead as the Wicked Witch of the East? The eight-hour workday was invented by Henry Ford in the early 1900’s to recruit talent who were used to working 12-hour days. With the availability of technology, project-based solutions, and team-based problem solving, the current model is no longer best practice. The organizations who develop compensation criteria for productivity based on results will likely attract the best workforce talent.

How would you revamp the current conditions for America’s workforce? Please share your suggestions in the comments.

You Can Do Hard Things

Merriam-Webster defines resilience as a noun meaning “1: the capability of a strained body to recover its size and shape after deformation caused especially by cohesive stress and 2: an ability to recover from or adjust easily to misfortune or change.” Thanks to the pandemic, I can apply both of these definitions to my life. 1: My strained body needs to recover its shape after the deformation caused by COVID-19’s cohesive stress. 2. I strive to adjust to pandemic-induced change, but the constant pivoting makes me nauseous.

TMI

For this discussion, let’s stick with the second definition. We talked about a form of resilience in this earlier post. Other ways to think of resilience are Viktor Frankl’s theory of Tragic Optimism, Friedrich Nietzsche’s adage what doesn’t kill you makes you stronger, and even the Serenity Prayer. (I like Erma Bombeck’s version at the bottom of page 11.)

IRL

It’s physically, mentally, and emotionally exhausting to think about our ingrained routines and adjust them for COVID-19. For example: Let’s say you’re a mom with a husband and two kids, one school age and one younger. You work in an office and your husband is a trucker. Every morning pre-pandemic, you:

Kissed your husband goodbye
Dropped your younger child at daycare
Dropped your older child at school
Hit your favorite coffee shop
Went to the office

Now, your husband is constantly on the road, your children are home, and your favorite coffee shop is closed. You’re working from home, but need faster internet to accommodate both your teleconferences and your older child’s online school. Overwhelmed? Resilience is taking baby steps toward solutions.

Buy some quality coffee and make yourself a pot
Call your internet provider and upgrade your speed
Tell your husband you’ll be thinking about him while he’s on his route today
Color with your youngest
Listen to your oldest’s struggle with an assignment
Email your manager. How is he doing? What is the one thing he’d like you to accomplish today?

Whew, you did it! You made it through the day! Take a deep breath and relax.

FTW

COVID-19 fatigue is real. You can get through any trial when you know it’s going to end; like a pregnant woman in labor. With no end in sight, you have to adjust your goals. In his book, Survival Psychology, John Leach describes transitioning from short term survival behavior to long term survival behavior. It seems very similar to the grieving process (e.g., shock, denial, anger, acceptance). One key is self-discipline, but be careful of thinking in absolutes like, “I’ve blown my diet by eating one cookie, so I may as well eat the whole bag.” One lapse does not ruin anything. Try again. Another key is your value system. Keep reminding yourself who you are and what you do. For example, say out loud to yourself:

I’m (your name)
I’m a (what you do) for my clients (or team)
The most important task for me to accomplish today is (your number one priority)
The next step to getting it done is (you get the idea).

Silly? Maybe, but it helps you to both focus and prioritize. Filter your priority list through the company’s current mission statement, which may have shifted because of COVID-19. (E.g., your company went from producing rum to hand sanitizer.) The company’s purpose should drive your daily tasks.

How is your company helping you be resilient? Please share in the comments section.

Vuja de (This is Not a Typo)

As a result of COVID-19, a major employer in my community has decided to have their 1600 employees permanently work from home. This could signal the beginning of a mass transition to permanent remote work for many of us. Obviously, there are some jobs that cannot be done from home (waiter, mail carrier, fire fighter, etc.), but if you used to be in an office under the watchful eye of your supervisor and now she’s not in your residence dictating how you spend 40 hours a week, this is a chance to vuja de your role.

Vuja de means looking at something familiar in an unfamiliar way. Before the pandemic, did you feel limited? Did you have little control over how you did your job or what tasks you had to accomplish? The upheaval of quarantine is a logical time to explore aligning your passions, abilities, and standards with your job. For example: Let’s imagine your job is recruiting college seniors for internships. One of your tasks is to discuss next steps with them and answer their questions. Pre-COVID protocol was to spend hours at the office surprising them all individually with an unscheduled phone call. This is a perfect time to book a teleconference and invite a dozen interns to attend. This saves you time, allows recruits to meet whom they’ll work with, and prompts follow-up questions relevant to the whole group; questions no one thinks to ask when put on the spot during a spontaneous phone call.

We have an unprecedented opportunity to demonstrate we can adjust our positions to better fit both our strengths and our needs and still get our work done; in fact maybe even get more work done. At the beginning of sheltering from home, most employers were skeptical full-time employees would actually work the traditional 40 hours every week. Turns out, they were right. Research indicates employees are working longer to prove we’re actually productive. With a long term crisis on our hands, we’re compelled to view our jobs as flexible because the conditions under which we perform them have to be.

During this time of returning to the office, we can ask ourselves, “What needs to get done?” “When is the best time to do it?” “Where is the best place to do it?” For example, if you’re working on a budget report, and you need to concentrate, the best time and place for you may be 11:00PM in your home office while everyone else is asleep. But if you’re brainstorming ways to automate a client’s requisition process, you may need to be in the office with your team and a wall full of whiteboards. The tasks should dictate the schedule and venue and will likely produce a hybrid model of working from both home and the office.

It would be wise to document your responsibilities since sheltering at home began. What projects have you completed? How much time did you spend? Who worked with you? How did you communicate (e.g., in person or remote)? You can use this data to produce a case study for your manager proving the benefits, both to her and the company, of allowing you the freedom to vuja de your role.

How have you adjusted your job description during the pandemic? Please share in the comments section.

I Wish I’d Known

“Mom had made sure we were exposed to ideas and information that were not available to her as a young woman.” Brene Brown, Rising Strong

When I ran across that quote, it reminded me there are umpteen things I want my daughter to know about work because she’s a woman. Here are three.

Assertive and Likable

If you intend to be a leader, that violates current gender stereotypes. Research shows when a woman’s behavior violates gender stereotypes, it’s harder for her to advance in the organization. At my first full-time job, a male coworker chuckled at me, “Stop working so hard. You’re making the rest of us look bad.” The very behavior that could put me on a leadership path, made him uncomfortable. I navigated this by asking for help and including others (particularly male colleagues) when making decisions. To get promoted, I had to be both assertive and likable and that is not easy. Unfortunately, the business world hasn’t changed much.

Work-life Balance

If your job is building dependent (e.g., hospital, school, grocery), you have a better shot at work-life balance because you leave your work at the building. But you may be putting in more hours there keeping up with the demands of COVID-19, particularly if you work a frontline job. The pandemic revealed plenty of jobs aren’t tied to a specific building and can be done any time of day, blurring the line between work and home. As a woman, the work-life balancing act is more difficult thanks to stereotypical gender roles. The term work-life balance has a negative connotation, as if work isn’t part of your life. I suggest you strive for work-life integration. Pre-pandemic, this worked particularly well for those who have control over how and where they spend their workday. COVID-19 forced more employers to not only allow employees to work remotely, but also consider the possibility of making remote work a permanent option. Consequently, you have more opportunity to shape your day now than ever before and for the foreseeable future. It’s easy to go overboard and work too much, and there will be times when work is slow and life demands more of your attention. But if you create a schedule, coordinate with your partner and kids, unplug regularly to intentionally rest, work-life integration is more practical than work-life balance.

Own Your Success

In school, you work hard and get noticed. That doesn’t happen in the workforce. You have to promote yourself. First, internalize the fact you earned the right to recognition. We tend to remember our failures better than our successes, so keep a running list of your wins (e.g., attained goals set in your last performance review, clients you’ve landed, the number of clicks on the page you created for the company’s website). Second, accept compliments. Women are famous for diluting our achievements. We attribute our success to luck or we overshare credit. You work hard; accept recognition for it. This is not bragging. Just say thank you. Express gratitude for the contributions of coworkers who helped you, but don’t exaggerate their efforts and underestimate yours.

What advice do you give your daughters about work? Please share in the comments section.

Tick Tock Your Life is a Clock

You don’t have to make sweeping changes to the way you work to be more productive. COVID-19 has already brought sweeping changes to the way you work. Whether you are back in the office or still remote, little tweaks to your processes can have big results by the end of the week.

Concentrate

Multitasking is a myth. Even if you only spend five minutes concentrating on one task, you’ll get it done faster. You can’t prevent interruptions, but you can minimize distractions like silencing your phone and putting it out of reach so you can’t hear the social media notifications going off. Be proactive and don’t instantly react. Let the phone call go to voicemail. Let the email that just arrived sit in the inbox. Refuse the ad hoc meeting. Turn off instant message. Mute the computer. Are you a procrastinator? If your manager does not do regular accountability meetings, assign yourself project deadlines and write up your own weekly status reports. Take the last half hour of the day to determine what can be put off until tomorrow. The list should be both specific and realistic. For example: achieving inbox zero is not an acceptable task. Return Boss’s email regarding corporate holiday gifts, is. Calendar tasks that are important, but not urgent for times in your day you can count on having a quiet space in which to work.

Control

Most of us are really bad at estimating the passage of time. Keep track of how much you actually spend on tasks, including checking social media. An app may help. If the task is something you can do in less than five minutes, do it. Is there a task you’ve been dreading? Do it first and get it over with. When you receive a meeting request, ask yourself if your presence is necessary. Can you request an email summary or delegate someone else to attend? Speaking of email, most of it is someone adding a task to our list. Check your inbox at regular intervals. (Because you’ve muted the notification, right?) As soon as you log on, reply to every message that takes no more than two minutes to answer. If the message takes longer, write a rough draft, but don’t send it. A couple of hours later, refine it, and send it if you’re satisfied, then, repeat the process with the emails that arrived during that time. Schedule tasks according to when you feel most alert. Do deep work when you have the most brain power and routine tasks when you have the least.Take a break. Get up and stretch, walk around the block, or check social media. Change your scenery. Going outside or even just to a different room can boost your productivity.

You will get distracted and you will get mad at yourself for it. Forgive yourself and move on. Don’t overthink. Complete is greater than perfect. Do it. Leave it. Return to it. When all you’re changing are nitpicky details, submit it.

What are your productivity tips? Please share them in the comments section.