The Law of Inertia, or how productivity begets productiveness

[CC BY-NC-ND 2.0 | Flickr user askal.bosch]

Back in my freelancing days, productivity was like a good hair day: sometimes it just came naturally, while other days it seemed like nothing I could do would move a task toward completion. An odd phenomenon did arise, though. On days I was productive, I was really productive. On days I wasn't, I really really wasn't.

According to Dictionary.com, inertia is defined as the following:

The property of matter by which it retains its state of rest or its velocity along a straight line so long as it is not acted upon by an external force.

In this case, "matter" = me and "straight line" = productivity.

Why is it so easy to keep moving once you're already grinding away?

Your mind is already moving
Whether it's coffee, exercise or some other type of morning routine, it usually takes a person a little time to get their brain moving in the morning or after lunch. This makes processing information and making good decisions a little slower. But when you're already warmed up, you carry the good mojo on to the next task, making

You get productivity high
How good does it feel to cross items off your list? How about the very last item, the one you've been putting off for so long? So. freakin. good. We crave that good feeling, and it keeps us moving. If you're being physically active while completing your list or laughing it up, it could even be a chemically induced feeling (endorphins...natural chemical, of course).

The operative state, then, would be how you begin your work day (or working session). I find that jumping right in to work, rather than lingering over reading informative (not action-oriented) emails, sets me up for a more productive day. As a freelancer, even taking the time to get dressed in the morning could throw off my rhythm (the best routine I found: jump out of bed, pop in the contacts, brush my teeth, make my coffee and get straight to the computer).

Do you find that the laws of inertia apply to your work habits? What do you do to get off to a good start?

The busy excuse

If you're like me, you have a running list of want-to-dos. My list runs the gamut from "make a dress" to "finish a 5,000 piece jigsaw puzzle." Often, these lists sit untouched for months and years. Why? Because we're busy. Haven't talked to your old friend in months? We're busy.

The truth is, for most, busy is a glorified excuse, one that has been pervasive in American workplaces for decades. It makes one feel important, as if they're just in too much demand.

The harder truth is...we're not that important. And acting busy, and saying we're busy, doesn't mean we're getting more work done. In fact, putting up a wall and pushing people away can actually stymie productivity.

Yes, we can be genuinely, truly, too busy for some things. Things we should be saying no to. But overusing the busyness excuse, like overuse of most other things, dilutes its meaning, so here are a few things to think about before you pull out the busy excuse next time.

Relationships matter.
Sometimes an ask is small. And sometimes taking 2 minutes out of your day to help someone can strengthen a business relationship.

Goal or goof?
We all have a role to play in our workplaces and goals to meet for each review period. You should make time for those things that help you meet your goals, and perhaps edit out some of the things that don't.

Be honest, but helpful.
There will be times where you really can't help with what is being asked, whether by necessity (there really just isn't time) or by preference (it's not a priority). If you're truly busy, be sincere...no one likes to be brushed off. But if you can point someone in the right direction to find the help they need, do so.

It's not about you.
Like I said before, we're not all that important. Before you go all "how dare she ask me to help!" take a step off your high horse and think about whether you're helping or hindering the bigger cause.


Being busy has been the de rigueur humble-brag in offices for far too long. Let's be honest with ourselves—and others—and we can get rid of it once and for all.

What do you think about busy for busyness sake? Do you see this in your office, too?

Choosing your communication method

Call, email, text, Skype? Far too often I look down at my phone to contact someone, only to get stuck with the question, "Should I call? Text? Email?" With so many options right at our fingertips, what format of communication is best used when? Your distinctions may differ slightly with industry norms, but here is a general overview of when to use which communication method and what kind of urgency is most appropriate.

Phone
When to use it: When you need something immediately (a task or an answer) or need to schedule something for the future. Also good for meetings or discussions when getting together in person is not feasible. I've noticed the phone has fallen by the wayside for many people who don't have assistants, but if the person you're trying to reach has an assistant you can call, that's often the most direct route to reaching a real person.

Urgency: Medium to high.

Email
When to use it: When sending attachments, longer explanations, requests for information or to follow-up on a previous conversation or phone call. Email is also a nice format for long form personal communication, like keeping in touch with old friends. Check out additional email tips in this post (one of my first on the blog).

Urgency: Any, but make it clear in the message if you have a deadline or timeline to meet. If you need it within the hour, a phone call would be better—there are no guarantees that emails will be read right away.

Instant Message
When to use it: Some good uses for IMs include asking a clarifying question, prepping for a meeting or making plans (for a meeting, lunch, etc.). If you're asking a question that requires a lot of explanation, just walk over—IMs are best for one or two sentence answers.

Urgency: Low to medium. Since people may not be at their desk or available to chat at all times, you should expect that they'll answer on their own timetable.

Text Message
When to use it: To find someone in a crowd or at an event, or when meeting up outside of the office. Best used sparingly and when you only have mobile access.

Urgency: Medium (though it varies). In my head, I often think of text as the most immediate, second only to phone. Because of this, I have my phone set to vibrate on text, but never for email.

Social Media (Facebook or Twitter)
When to use it: Facebook and Twitter are most useful in a business setting to build personal rapport or to make new connections. When making new connections, use social media to bring the conversation off-line or to more traditional business communication by getting email or phone info.

Urgency: Low.

What is the communications urgency hierarchy in your industry? How do you decide what format to use?

I rock the iPad

Left these at home for my trip, but brought them with me on the iPad.

For the first time in a long time, I went on vacation without my computer. Although I did have access to my parents study room, I went on it only once, to print my boarding passes for our return flight. I did, oh, about 5 minutes of actual work, too (reviewing my latest post over at the Daily Muse). Aside from those two tasks, I stuck to my phone and iPad, which more than did the trick.

I'll be the first to say I was skeptical about the iPad. And then I received one as a gift (thanks, M&B!), and now I'm addicted. I've had it for about five months now, and it's been a great tool. My favorite uses for the iPad?

• Reading. I wasn't looking for an e-reader of any sort, but I have to say, I read more now than I have in years thanks to the iPad. Not just ebooks (I use the Kindle app and iBooks, depending on price and where I have a gift card), but also magazines and blogs. Nearly all of my print subscriptions have digital counterparts that are free with my existing subscription. It really comes in handy when I don't want to lug a pile of magazines with me on a plane or to the treadmill. As for blogs, I use MobileRSS free, which syncs with Google Reader and easily opens posts in the browser when I want to comment.

• Blogging. I never thought I'd need it, but I bought a blogging app and love it (I use Blogsy). If I already have photos uploaded into my Picasa or if I'm using a creative commons photo from Flickr, it's super easy to get my text ready and publish from the iPad. More often, I type a post and then save to draft to polish and add photos on my computer. 

• Communication. Though I already have a smartphone, I prefer to use my iPad to respond to messages when I have it handy. I've also started using Skype and FaceTime since I've had my iPad. It's easier to hold than my laptop so I can walk around with it (I gave my friend a video tour of my apartment on our first Skype chat), and it's nice to be able to video chat with my iPhone-toting friends (I'm a Droid owner myself).

• Entertainment. I keep up with HGTV and Bravo shows through their apps, and have been known to like a few games as well. And then, of course, there are those Saturday mornings spent rifling through YouTube videos in bed.

Just to clarify, I am not an Apple fan girl. I've never even bought an Apple product (my MacBook is a hand-me-down). But I see iPads everywhere, and have found mine to be really useful. I hope this post will be useful for fellow iPad owners who want to get more out of their tool. There are many other tablet options out there that probably have similar features if you're on the market for one.

No iPad post would be complete without a link to this gem (possibly NSFW), which came out years before the actual iPad. Enjoy!

Tablet users—what are your favorite apps and uses?

Five ways to try new things at work

[sam.d]

After the honeymoon period of your new job ends, things usually settle into the mundane. You can guess what you'll be doing at any point during the week and know that you'll probably still be doing something similar six months from now (same tasks, different projects). OK, so six months isn't a long time, but what if it drags on longer and you start to get bored? Don't just jump back into the job market—with some creativity and courage, you may be able to find new and exciting opportunities where you are.

Here are some tips on how to get new projects at work. These work best if you're already killing it at your current duties (otherwise you just come across as bored and slackerish).

1. Talk to you supervisor. Chances are, your supervisor has big plans for your department, but has been holding back to avoid over-working the staff. Check in and let your supervisor know that you're game to try new things or that you've been getting your mundane work done too quickly. Being proactive could mean getting first dibs on the fun stuff.  Be careful that you don't sound ungrateful or bratty.


2. Solve a problem. We all get frustrated by work processes that seem outdated, inefficient, or just downright unnecessary. Instead of venting to your coworkers about how you would solve that problem if it were up to you, why don't you tell someone who has some clout and actually change things? I promise, the Kardashians will continue to provide good watercooler fodder if you find you have nothing work-related to complain about.


3. Talk to coworkers from other departments. Find out what's going on in their neck of the woods to see if there are any opportunities for collaboration. This works best if your department serves other departments (for example, the communications and marketing department I was in at my previous job), but there can be opportunities for collaboration otherwise as well. Most companies encourage collaboration, especially if the partnership can increase results, streamline things, or save money. Bring these ideas to your supervisor.


4. Pitch a new idea or innovation. Have you seen something really cool lately that you think might be applicable to your company? Do you research—find out exactly what is involved in implementing the new idea, what kind of results (preferably measurable) it can produce, how the new idea or tool relates to your company's goals and mission, and what  manpower or resources are required to do it successfully. And then pitch it!


5. Learn a new skill. It's easy for a supervisor to automatically assign a project to the team member that already has a skill, but isn't that what makes work get mundane in the first place? Doing lots of things we already know? If there is a task or type of project that you're interested in working on but don't have the skill and if there seems to be a need for more of that skill in your department, see if your company will spring for some training. Try to frame it in a way that sets you apart from coworkers with similar skills (for example, pursuing video production if you already have photog coworkers to get in on media projects).

I've tried all of these methods, and each has worked for me at some point or another. There's no guarantee they'll always work, but even an unsuccessful attempt will send a message to your supervisor that you're ready for something new.  


How have you paved your own new way at work? Do you have any additional tips or advice to build on these?

Freelance Files | Time management

For anyone who thought my desk might actually look like this on a normal day, here is a more accurate picture of my "tidy" desk during the week. And yes, this is after clearing off space.

True story: I opened up this window to type this post around 5:30 p.m. last night. And right now it's 8:30 a.m. and these are the first words on the screen. Although I had some ambitious time management plans when I first started out this freelancing thing, reality has set in. I was always really adept at juggling multiple projects at work, prioritizing what had to get done, and churning out lots and lot of stuff. But fewer deadlines and unclear priorities are a new beast for me (I can take my personal projects at my own pace right? Um...do I ever want them to get done?). Some thoughts on my current time management situation:

• One of the things I was looking forward to most about freelancing was a more flexible schedule. Lunch with friends, more time for hobbies, the ability to join weekday Bible studies. Not to take away from my work time, but mostly because I knew freelancing was not an 8-5 job. Sometimes it's a 12-10 job, sometimes 3-midnight. I don't want to over-plan my day, either.
• Much (ok, almost all) of my work so far is for clients in California. This has been a huge blessing and it's really great to continue work relationships with people I love working with, but has got my hours a little wonky, since they're basically working 12-8. I do really like getting a head start in the morning on them, though...definitely keeps me from more late nights.
• Training for a half marathon has totally thrown my schedule upside down. Exercise was never part of the plan. If you include running time, warm-up/cool-down time, and taking time to eat a nutritious breakfast time, that adds about 1.5 hours to my morning routine 4-5 times a week. 

Things I'm learning about managing my time:

• One to-do list. Rather than the multiple to-do lists I'm accustomed to keeping, since my life is much more fluid and flexible, I'm using just one list. 
• Take breaks when needed. Not just computer breaks (although those are important), but coffee breaks, reading breaks, and breaks from the race of keeping up with other blogs and social networks. 
• Make appointments. If I want to have lunch with a friend, I schedule it days in advance when possible. I also have standing volunteer hours at Dress for Success Miami, which is great to add structure to my day. Not only do appointments help me chunk up my work time and use it better, it also gives me something to look forward to and measure toward during the week.
• Realize I don't have to plan every minute, especially when it comes to my workouts. I prefer morning workouts, but a) it's been hard to get up in the mornings lately (soreness from this new exercise thing doesn't help) and b) sometimes I get inspired when I wake up and sit down and start typing million-word blog posts like this. To keep myself on track, I make sure to put on my gym clothes in the morning and then when I do get to a stopping point, run down to the gym in my building knowing that once I get on that treadmill, it's a bigger pain to stop than it is to keep going.
• Do something. Anything. It doesn't have to be for money. It doesn't have to be for a larger goal. Doing begats more doing, so instead of thinking about my website while browsing blogs, I'm trying to close the browser and start working on the website instead (writing in Word, for example...I know I'll need to open up the browser again to actually do web work). 
• No more caffeine after noon. Iced tea with last night's dinner was a bad move, but I now have a whole pageful of notes and ideas (things I can do right away) that I took on my iPad under the covers. I'm paying for it this morning, though, so time to rein it in. This one's a party animal, can you tell?

What are your biggest time management challenges?

The myth of the rough draft

When I was in school, I took the term "rough draft" very literally. My drafts were just that...rough. My computer caught most of my typos, but my concepts and arguments were rudimentary, and I did little if any wordcrafting. The final draft? That's where all my effort went.

Then I got a job. I prided myself on being fast, getting drafts out in record time, knowing that my supervisor would change anything he or she didn't like. And the drafts always came back with corrections. Lots of corrections. I hate being corrected, so I began spending more and more time on my drafts. I still wrote fast, but instead of sending it out right away, I reviewed my own draft over and over again, massaging a phrase here or there, selecting words carefully. Soon, the revisions lessened, and I learned a valuable lesson about rough drafts. They don't exist outside of the classroom.

Because in the work world, your drafts should never be rough. I'm going to be blunt—when I see work, no matter what stage it's in, with typos, mistakes, or missing information, I question the worker's ability to do their job. If you don't care enough to fix typos on a draft, then why should I care enough to fix your typos? On the flip side, I expect others to react to my typos and mistakes the same way, and therefore do everything in my power to make sure my draft is as polished as possible.

So what should a draft be?

• A draft should not be incomplete. If you're showing your part of a joint project, sure you can leave space where the other person's work will go, but a draft that includes holes to plug more of your work in doesn't read as a draft at all. It reads as incomplete work.
• A draft should never have typos, incomplete sentences, or bad grammar and sentence structure. Heck, nothing you show anyone else should, especially not in the age of spellcheck.
• A draft should be a finished product. If the reviewer didn't have any comments, is it ready to go as is? If you answered no, then your draft is not ready to be reviewed. 

Early in your career, you shouldn't be afraid to ask for direction if you're trying out a new type of project for the first time. Even then, though, your work (and your notes) should be worked through and polished as much as possible since someone else is going to see it.

Drafts are an essential part of the work process, but presenting good work from the get-go makes things go much smoother.

How do you make the draft and review process go smoother?

Five ways to stay productive when you're in a rut

[JonDissed]

We all get into them, and it takes some of us longer than others to get out of them. No, I'm not talking about the backseat of a two-door car (is anyone else completely inept at getting in and out of those?), but a rut. Sometimes it's a mental block, sometimes it's lack of inspiration. But that time doesn't have to be wasted. Here are my favorite ways to get stuff done even when I'm not feeling it.

1. Learn a new skill. One of my favorite ways to tackle a mental block is to pick something work-related that I want to learn how to do and get to work figuring out how to do it. For me, that something usually involves HTML, CSS, and Wordpress (I'm setting up a personal website for my freelancing), which I know will involve a good amount of time spent researching online. Google is a no-brainer.

2. Read up on your field. Back in my office days, I started each morning catching up on RSS feeds of nonprofit communications and higher education marketing blogs. As a result, I began almost every day with a new idea, and I was able to suggest new ways to do things and keep up with chatter at professional conferences.

3. Answer emails or do other "housekeeping" type tasks. Sometimes mental clutter is brought on by clutter elsewhere...your inbox, your desk, your life, etc. Forcing yourself to answer every email that you can in one sitting not only gets those things off your plate, but also lightens the pressure (which sometimes releases your mental block, too). Likewise, organizing random papers can bring to light some notes (and inspiration) that you'd forgotten about. If an abruptly ended conversation with a friend is still weighing on your mind, clear it up.

4. Do whatever it is you're avoiding. Just get it over with already. In journalism school there's a saying...write your first draft, delete everything but your last paragraph, and write your story using your last paragraph as your new lede. It doesn't work all of the time, but the point is that sometimes you know your first version is going to suck, so you might as well get it out of the way. For me, that means opening up Microsoft Word and writing...whatever. Sometimes it's stream of consciousness journaling, sometimes it's a blog post, sometimes it's fiction.
  
5. Exercise. I put this last because it's my least favorite of the list. This may not work for those committed to a desk from 8-5, but if you have the flexibility and freedom, get your body (and your brain moving. Even a brisk 15 minute walk can help clear your head. Outdoors and along the water preferred. 

How do you get out of a rut?

There's an app for that

The last few apps I used on Tuesday evening.

I have a confession to make: I'm addicted to my smartphone. It's the first thing I pick up in the morning and the last thing I check before I fall asleep.

At last check, I had 61 apps on my phone, including the ones that came pre-installed. Here are some of my faves! Just for reference, I have a Motorola Droid (first gen) and all of my apps were free. 

Connecting

• Gmail/Email. Since the Droid has a Google operating system, Gmail is the default email application. The other email app supports multiple accounts from various servers, and I use that one for my work account and Hotmail account.
• Twitter for Android. I like the official app for my personal Twitter account.
• Facebook. I'm not nearly as active on Facebook as I am on Twitter, but I check Facebook often just to keep up on what's happening and see pics of my friends' kids (yes, I actually like when people post those).
• Messaging. More of a function than an app, I prefer text to phone calls (or really short emails).

Productivity

• Toggl. This time-tracking tool is a great way to keep track of how much time you spend on projects (useful for billing or as reference). It also syncs to the web-based site.
• Astrid Tasks. Keep your to-do list on hand, add deadlines and reminders, and mark them off as you go. I use this more for blog ideas or to-dos that need alarm reminders.
• Evernote. Like Pinterest before Pinterest. You can add photos, audio, text notes, and webpages and tag them into different categories. Plus it syncs with the desktop app.
• Hootsuite. I use Hootsuite to keep an eye on multiple Twitter accounts for work. I wish the mobile app had better Facebook Page support (the web-based one is great).

Organization

• Calendar. This syncs automatically with my Google Calendar and the calendar tied to my work email account (in Outlook).
• Key Ring. One of my favorite apps ever--it keeps track of all my membership accounts, like Safeway, Ulta, Southwest, Sephora... I noticed recently there are exclusive deals on here, too...good to know!
• Diet & Food Tracker (Spark People). From time to time, I like to track what I'm eating just to make sure I'm not over-doing it. I've been using the Spark People website for years, and the mobile food tracker is just as good as the one online.

Reference

• Dictionary.com. Handy. Just handy.
• News and Weather. Pulls from Google News, with the same categories.
• Weather Channel. I program all my favorite places so I can see the weather in So Cal or Miami at a glance.
• Shopper. Great for reading specific product reviews (just scan the barcode) or checking prices elsewhere.
• Gas Buddy. Much less planning needed to use this mobile app compared to the website. Wish I'd had this sooner.

Fun and games

• Yelp. The filters on the mobile app are much more limited than the website, but definitely a handy tool when you're traveling to a new city.
• Fandango. Check out movie reviews and playing times.
• Words With Friends. No explanation needed.

One of the things I like about the Droid is that I can place shortcuts to web bookmarks on my home screens, which in some cases works just as well as having a dedicated app, thanks to some great mobile websites. My favorite bookmarked sites are Google Reader, Google Docs, and ESPN News. I also use my phone camera a fair amount (most of my weekly link photos are cell phone pics).

I put out some feelers a while back on my Facebook page about your favorite apps. Here are some of the responses:

Realtor.com and Urban Dictionary - Amy B.

The Onstar My Link app, FB and my bank's app. You can take pictures of checks to deposit them! - Kathleen M.

What are your favorite smartphone apps for work or for fun?


*This is not an advertisement for the Droid or Android operating systems. It's just the only smartphone system I know.

You don't need clown school to learn how to juggle

[source]

This post is not about juggling objects. If you want to learn to do that, go here (and don't forget your dexterity!).

This post is about juggling projects. Namely work projects and outside projects. More and more, folks are turning to alternate business ventures or hobbies that may or may not make any money.  Etsy shops, freelance projects, start-ups, photography gigs.  They all take up lots of time, and with 40 hours (and sometimes then some) of regular work smack dab in the middle of the week, how do you keep them from interfering?

This topic hits really close to home, as I am a juggler myself (work and blog).  So these tips are from my experience.  I am a firm believer in keeping my work life and the rest of my life separate. This isn't to say that I'm impersonal and antisocial at work, but I dedicate a productive 40 or so hours a week to my day job so that I can have my nights and weekends to myself.

Production
Whatever it is that you "produce" in your side venture can mainly be done outside of work hours. You can make your etsy wares on weekends, write blog posts the night before or even earlier in advance, or do your web design work from your couch during TV time. As I'm writing this, it's 7 p.m. Tuesday night and K is making dinner.

Maintenance
I'm talking about comment moderation (if you do that sort of thing), processing orders, troubleshooting, etc.  These things can't wait as long as emails but can wait until lunch or a break.  I respond to comments at night, sometimes the same night, sometimes the next.

Emails
With the prevalence of smart phones that keep your personal email at arm's reach, it's hard to avoid reading other emails during the day.  I keep all my notifications on my Droid silent and usually keep my phone face down so I can't see when a new email comes in. I check it when I'm at a natural break, and then do a quick triage to see if this needs to be answered now, lunch, or tonight.  Sure, any businesses you may be working with won't be there to get your email when you send it from home later on, but seeing your reply the next morning is still pretty good.  This, of course, depends on what exactly your side projects are.

Meetings
If you do have to take in-person meetings, try to add it on to the end or the beginning of the day. For example, if you work 8-5, a 5:30 p.m. meeting may be within someone else's regular workday. Or if you work 9-6, an 8 a.m. meeting may be tough for you, but shouldn't put off your client too much.  Lunch is always a good option, too--if it's not something that you can eat while you're doing, you can always bring lunch or snacks to munch on when you're back at your desk.

Around the water cooler
Depending on what your side projects are, you may or may not have told your coworkers about them.  If you have, by all means chat about your projects with your work friends, but I would caution against talking about it too much, lest you give the wrong impression. My blog is public knowledge if you're looking for it, but the topic rarely comes up at work, except when we're talking about related things (social media, web traffic, etc.).  For me, it's become more of a tool for building skills that help me at work, so I can usually turn it around to more work-related topics.

Mental sanity

Sometimes it all just gets to be too much. Give yourself a break every once in a while if possible. Take a break before taking on another project from a client or compile an inventory of goods to sustain a week's worth of orders.  I've taken breaks for mental sanity, sickness, and just plain ol' vacation.  It's good for your soul.

So there you have it. A few of my tips. Another thing to be aware of is that companies often have policies on appropriate use of their property--their computers, their software, their Internet connection.  Be aware of what these policies might be at your work, and (if you like your job) take care not to cross the line. When it doubt, things can usually wait until you're off the clock.

How do you keep your work and other work separate?

Inform and conquer

[source]

One of the toughest things about any workplace is navigating the relationships with your coworkers.  And one of the most crucial relationships among coworkers is that of employee-supervisor.  While this topic is vast, today I want to talk about just one aspect: keeping your supervisor informed.

Just for background--I work in a rather small department and I almost always pass things through my supervisor before calling them done.  They've never expressly required it, and often it gets through as is, but they do appreciate it (a lot).  So my tips are based on my experience. There are certainly other factors to consider--your personality, your boss's personality, company policies, industry norms--but I hope this guide is a good place to start. 

Why
Let's face it--every supervisor wants to know what their employees are up to. But they often don't have the time to check in regularly (plus, who wants a micro-managing boss?). Taking small steps to keep your supervisor informed along the way can go a long way in reinforcing your boss's confidence in your work. A win-win.

When
You're obviously communicating with your boss when you need their approval on something, but when else might you want to consider keeping them in the loop? Here are just a few suggestions.

• Conducting basic administrative business. Changes to your regular schedule (one-time or recurring), vacation requests, sick days, you name it. Anything HR may be interested in is usually required to be documented somewhere (usually email for me). [You would think this is a no-brainer, but I've seen a lot of folks remiss in this respect.]
• Updating them on project progress. This could be through a regular email or one-on-one, but could also take the form of a simple cc on project emails.
• Proposing new ideas or projects. If you have an idea for a new project or a major improvement to an existing process, telling your boss and getting their buy-in is the first step to making your idea a reality.
• Sending final work to a client/coworker, regardless of whether your supervisor was required to approve it. It's a quick and easy way to indicate to your boss that a project has been completed, and hopefully any positive feedback will be reply-all-ed by the recipient. Let others toot your horn for you!
• Expressing concerns and offering suggestions.  Do you think a project is headed in the wrong direction? Coming up with a workable solution before approaching your boss with the problem will show that you've thought it through and reflects well on your skills.
• When you might need back-up. While I don't recommend using cc-ing as a threat (as some folks do), some recipients do act differently if they know you're operating with the express approval of your supervisor.  This also gives your supervisor a heads up and helps them look authoritative in the situation.

When not go to your boss: if it's TMI, if something still has typos, or if the answer is a Google search away.

How
Keeping your supervisor informed doesn't have to take up extra time. Here is my quick guide (which I found floating around in my mind) for the best mediums for different communications needs.

• Email: Basic administrative business, meeting requests, attaching things you would like reviewed, project updates.  For important project, email is also a good way to update your supervisor on what's going on, either by direct email or cc on project communications (in case it needs to be documented anywhere)
• Written: Anything that requires paper forms from your HR department or wet signatures. Otherwise email almost always suffices.
• Verbal: Anything more casual than email that doesn't require documentation, such as reminders of schedule changes you've already gotten approved ahead of time, minor changes in lunch hour (if yours is flexible), quick once-over reviews, and project status updates.  Verbal communication is also rather efficient when you're really in a bind on a project and need to bounce ideas off of someone or just need some advice.

When do you and don't you keep your supervisor informed of something? If you are a supervisor, what advice do you have for us direct reports?

The considerate vacationer

View from my beach chair. South Beach, June 2010.

Time off from work can be refreshing and relaxing.  Let's face it--we all need a vacation from time to time (which reminds me, I should plan one someday).  But what about those left behind to cover while you're gone? Here are some tips to getting your vacation and keeping your coworkers happy, too.

Planning

• While you can't foresee every circumstance or project, try to be considerate of general work trends when planning your vacation.  Do you have annual deadlines in October? Then take a spring or summer vacay.  If you aren't quite sure, float it by your boss in conversation by mentioning you were thinking of some dates but wasn't sure if anything was coming down the pipe then. They'll appreciate the gesture, and you won't be known as the guy or gal who left everyone high and dry during busy season.
• Get your vacation request approved as soon as you set the date for your vacation. This little detail is often so easy, and getting it on you and your boss's calendars early will help you plan projects around the date.
• Don't remind everyone and their mom about your vacation for weeks leading up to it. You don't have to hide it, but constant harping about vacation can often just remind your coworkers what they aren't doing or getting. In work-related talk, bring it up if it is relevant, for example, at a staff meeting where assignments for that time period are being discussed.

Preparation

• Get your projects to a good point.  Wrap up the items you can, and note where you are on ongoing projects so you remember the status when you return.
• Set an out-of-office message in your email and voicemail. Confession--I suck at this part. I get phone calls maybe once a week, so I never change my voice mail, and I sometimes check my email on vacation, so I forget to do that, too.  Usually my vacays are only one or two days (to make a long weekend), but if it were for a week or more, I'd definitely put something up.
• If you are subscribed to any listservs that go into your inbox, see if you can put them on pause. It is so annoying to be on a listserv where everytime  message is sent someone's out-of-office replies back, and since it's a listserv it goes to the whole group. If you can't find a pause option (usually some kind of hold email you send to the administrating email addy), unsubscribe and resubscribe later.
• Touch base with your boss on your projects before you leave. This is just common courtesy.  Don't leave your boss wondering if things will get done, especially if you do have everything in a manageable state for when you get back.
• Organize your desk. Throw away any old coffee cups, and arrange your papers and files neatly so that it's not overwhelming when you get back.

Post-vacation

• Get settled immediately. Check your emails and voicemails. Get rid of those annoying blinking reminders (anyone else think those red voicemail lights look foreboding? There's gotta be a better color they could use). It's fine if you are behind on your first day back, but don't expect to get any slack after that.
• Debrief with your boss. Find out if anything new came up, and use this information to prioritize accordingly.  Chances are you have plenty of work just picking up where you left off, but their priority could have fallen if something else has come up.
• If you like your coworkers, bring something back! Keep it simple and relevant--food is always a good option. My boss has brought back chocolate-covered macadamias from Hawaii and cookies from France. I've brought back candies and gifts from Taiwan, and key lime pie cookies from Florida.  Hey, they had to work while you were off galavanting...give them a taste of your fun.

Real Simple also recently shared their top five things to do at work before you go on vacation. It's your vacation--you earned it. So I hope you take it from time to time. I'm a firm believer that using your vacation time is necessary for keeping yourself sane from day to day.

What do you do to prepare for a vacation? Any tips?

On productivity and working smarter

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We only get eight hours in a workday (unless you're on a 9/80 schedule and then it's 10, or unless you're a workaholic that can't stand to leave at 5).  All too often these days, we're asked to work harder with no additional compensation.  So, short of completely giving up our lives and bringing a sleeping bag to work, how can we get a handle on a crazy workload?

Unfortunately, there is no hard and fast rule that will help everyone. But here are some tips that I've found to work for me over the years--I hope you will share your tips in the comments!

Time Management

• Try to spend a chunk of time on a project before moving on to the next. It could be a half hour or three hours, but multi-tasking, while it sounds great in theory and looks nice on a resume, isn't necessarily your friend in the fight to fit more in your day.
• If you have a project with a long lead time, try to get started early and do a little each day. This will make things much more manageable near the end (because you know by then that new projects will crop up, eating into your cram time).
• While it's tempting to respond to every email the second that it hits your inbox, most people won't mind if you get back to them later in the day.  Sure, screen your emails to catch any that do warrant an immediate response, but don't worry about typing up a response to each and every one. Take another look as you're transitioning between projects--not too distracting and people will still get a pretty timely response.

Daily Duties

• Use noise-reducing headphones (with or without music) to help tune out ambient noise. Even the sporadic sound of a nearby printer can disrupt a train of thought. I have a pair of these and I love them, even when I don't have the music on.
• If you're not in a direct customer service role, fight the urge to jump up at any request that is made of you. Often it can wait.  But be civil about it, please?
• Break down your to-do list into bite-sized chunks. Make one on paper--it will feel good to cross things off. Need some more to-do list tips?
• This probably sounds a little silly to some, but watch what you're eating. We all know what food coma feels like and how it just knocks you out after lunch if you're not careful. If I know I need to be on my game around 2 p.m. (prime food coma time for me), I'll try to eat lighter for lunch. Sure I might get hungry later, but it's a lot easier to grab an extra snack than try to stay awake when all my blood is rushing to my stomach.

Keeping Cool

• We're all under stress, but we don't have to let it take over.  When you find yourself panicking, take a few deep breaths and maybe a brief walk around the hall or to grab a hot chocolate.  We can only do as much as we can do, and as long as you're doing your best, something good can come (even if it's just the relief of getting something off your desk).
• Speaking of quick breaks--take some.  Maybe not every hour, but once or twice a day (not counting lunch and bathroom breaks).  Say hi to someone.  Walk outside and around the block.  Most workplaces (in California at least) allow one 15-minute break for each 4 hours worked, which pencils to a 15-min morning break, 1-hr lunch, and 15-min afternoon break. I use these breaks to move my car (yippee) but at least it gets me out in the fresh air and gets my blood pumping from walking.

Things to Remember

• Your coworkers are probably in the same boat.  While it's fine to commiserate (heck, sometimes you just have to), avoid playing the victim or overdramatizing. Coworkers can be a great support system or a drag--don't be the drag.
• Talk to someone (preferably your supervisor) if you are feeling completely overwhelmed. A burned-out employee is a less productive employee, so if there is something that your boss can take off your plate that will enable you to complete everything else (by giving it to someone else or putting it on hold entirely), it is in his or her best interest to do so. Just make sure you deliver on the other projects to justify your ask.
• Trust in yourself and your abilities.  I know that sounds super self-help, but seriously. You were hired to do your job because you have the skills.  Stop fretting about your ability to do you work (yes, I'm talking to you).

What tips do you have for staying productive at work?

Don't know? Don't fret

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We've all had that moment of panic. Our boss (or other superior figure) turns to us in a meeting and asks, "Can you take care of that?" And since you've heard that saying "no" is not a good thing to do at work, you either nod robotically or say "Sure!" and freak out later.  Oh, you haven't? Well, you should try it sometime.

As the second hire in my department (it was only my boss for years before I and another employee were hired on at the same time), a lot had to be done just to get our department in order. Procedures and style guides needed to be established, and other departments were eager to take advantage of this new communications team (rather than one communications person).  Requests ranged from making an interactive form (hellloooo Adobe Acrobat) to editing and formatting 40-page grants to writing from scratch a style guide and standards manual for the entire organization (we're mainly AP but with a bit of CMS thrown in...love their Q&A section!).  My previous work experience? Magazine writing and editing. Oh, and traffic impact analysis (cars, not websites) and piano teaching.

Getting asked to do something you have no idea how to do can be a great opportunity for you to not only grow your own skill set but establish yourself as the go-to expert in your company for that need (we're trying to be indispensable, remember?).  Here are some tips for using what you don't know to increase what you do.

• First off, get a handle on the scope of the project. This will narrow down your area of focus and help you deliver a result that fits the bill.
• Strategize your method of attack. This includes deciding where you will start on the project, any background research needed, and points in the project where approvals or check ins may be needed.
• If the task being asked of you is something your supervisor or a coworker has experience in, don't be afraid to ask them to double check your strategy to see if you're going in the right direction. This is an opportunity not only to make sure you aren't wasting time going in the wrong direction, but if you are on track, it shows that you have good intuition for the task at hand, even if you may not have experience. I'd recommend doing this sparingly--for example, the first time on a type of project or one that is extremely large and complicated compared to what you're used--making this too much of a habit can backfire and make you look insecure or forgetful.
• Google is your friend. I wish I could post a sign outside my cubicle that says, "Have a question? Have you Google-d it, first? Proceed."  While this is most common among those folks that have less online research experience, I will admit I sometimes forget this advice myself and look like goof. 
• Ask for clarification when needed.  Barking up the wrong tree can be a waste of valuable time.
• Take look at your project afterward. What did you learn? A new software program or business method? Don't forget to add it to your resume.
• Where else can you apply your new-found knowledge?  Put it to work for you by offering to do it again the next time (if you liked doing it) or training others how to do it (if you didn't).  If it's a novel approach to a project or you saw great results, consider submitting it as a presentation at a conference or an article to a trade publication.  In other words, share!

Where do you turn when you don't know something at work? How have you turned challenges into new skills or opportunities?

Meeting magic

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Meetings are probably one of the most mundane parts of an office work environment. Whether your office is meeting-happy or meeting-averse, we've all been in way too many meetings with no clear objective and no clear result. While it's one thing to sit in a boring meeting as a participant, if you're leading a meeting you have more control and can really make the meeting work for you.

Okay, so there is no actual magic formula for making your meeting fun and productive.  Or at least none that I know of. If you have a magic formula, please let me know in the comments.  But hey, every little bit helps, right?  Here are some tips from my (pretty limited) experience planning and leading meetings.

Before the meeting

• Look at how much you have to cover and set aside an appropriate amount of time for the meeting.  Be mindful of this time allotment when planning your agenda.
• Pick a setting that is appropriate. If you have a lot to cover in a short amount of time, a lunch meeting at a restaurant may not be the best venue. If you need to get the creative juices flowing, get out of the office or to a new space, which will help people get out of "boring meeting" mode.
• Plan your agenda and send it out to all participants at least one day in advance (when possible).  
• Be specific and active in your agenda items.  For example, "Discuss and pick conference giveaway" or "Assign stories for fall issue" so that it is clear what the result of the discussion should be.
• Note in the agenda who should be leading each item, if it's not always going to be you. (This is where the day-before thing comes in handy...they'll have a heads up that you expect an update rather than feeling bombarded.)
• Chunk your items topically, so that you can pause after each section for questions and ideas relevant to that section. 

During the meeting

• Dispelling distractions. While they can't be avoided completely (and the joke or laugh here or there is perfectly fine and may help keep the mood light), if a conversation is getting away from you, squelch it. If it is related but seems to be going nowhere, find out what the actual action participants are expecting from their discussion (if it's nothing, then ask nicely to get back on track). If an action or decision can be identified, direct the conversation toward that. If it is a relevant discussion but out of place in the agenda, you can either take a detour in your agenda (easiest if you're in between sections anyway) or politely ask to save those comments until you reach that point in the agenda.
• Decide on actions and assign responsible parties to each.
• When appropriate, don't be afraid to table a large topic for another time. Likewise, if there is a decision that only requires one or two people (out of a larger meeting group), don't force everyone to listen to your discussion; save it for another time with just those involved.
• Be respectful of time. If the meeting is going great and gaining momentum, and the participants don't seem to mind, your meeting may go over, but if people have places to be, don't be offended or bummed if they scatter when the hour hits. Play it by ear and make sure to hit your must-have items/decisions before they go.

After the meeting

• Summarize the results of the meeting discussion, paying attention to the next steps that have to be taken and noting in your summary who is responsible for that task.
• If a follow-up meeting will be taking place, it is useful to summarize what steps should be completed by then and whether any new items will be presented at the follow-up. 

For some more tips for productive meetings, check out this presentation.  When all else fails, I bring food to make sure people show up.  Homemade baked goods are always a hit.

How do you prepare for and follow-up after meetings for the best effect?  Any magic formulas?

With or without you

Let's be honest:entering the workforce in this economy has not been easy.  Once you get in, how do you make sure you keep your job?  When companies are in dire straits, they often start cutting with the newest hires. But what if they just couldn't stand to let you go?   How can you make yourself indispensable at work?
There are certain groups at work, let's call them "constituents" (we're campaigning for your job here, remember?) that factor into your overall impact on your workplace. Here's a brief rundown.

Your boss
First and foremost, you should aim to add value to your boss.  This includes keeping them updated on your projects and successes, making them look good, and being a good sport when it comes to challenges and new responsibilities.  Some tips:

• Don't be afraid to toot your own horn.  This could include projects completed successfully, but also progress and milestones.  Landed a new contact? Let her know.  
• Be the go-to gal (or guy).  Whether it's in your job description or not, if there is something you can do to make your boss's life easier (and it doesn't get in the way of your primary job duties), do it!  For example, in our small department, there are two directors and two employees.  So I'm on the employees social committee and my coworker is on the emergency response team.  We don't have to do it, but our directors don't have time to do it, and our department's participation shows we are team players, so we do it.
• Put yourself out there. Once you get your bearings, don't be afraid to speak up for your team. Whether it is representing the department on a committee, or presenting at a conference, the fact that you are willing to take a public role shows that you are confident in your abilities, and your boss will be confident in you, too.
• Soak up the knowledge.  There is always more to learn, whether it's through keeping up with skills at conferences, reading industry blogs, or
• Bring something new to the table.  One way to make sure that your position and your skills keep growing is to keep on the lookout for what's next in your industry. And when you find it, volunteer to do it, whatever it may be.  Not only have you found a new opportunity for your company, but you've created a duty that is all yours.
• Be trustworthy.  This seems to go without saying, but trustworthiness can be huge, and being a trustworthy confidant or worker can really bring your relationship with your boss to the  next level. It's easy to trust any marginally competent person to finish most tasks, but it takes a lot more for them to trust you with other things, such as sensitive projects, issues, and just general information.

Your department
The people you work with on a daily basis may not be able to save your job when the time comes, but as your colleagues, can be great connections in getting back in the office.  In addition, the place you hold among your teammates is definitely something your supervisor is paying attention to, and their opinion definitely matters.

• Be a resource. If you're the team veteran, take some time to mentor those that may need a hand. If you're a rookie, take advantage of your outside perspective and bring new insights into what's there.  
• Be constructive. We all have joint projects from time to time, but even when you're not assigned to something, your team should be able to bounce ideas off each other.  It's easy to offer praise for mediocre work, but if you offer constructive feedback to take someone else's work to the next level, then you aren't only doing good work yourself, but you're elevating those around you. And everyone likes that.

Your coworkers 

• Be a liaison. Every company has some disconnect between departments. Depending on what you do, it can be too easy to sit at your desk and work with your coworkers for days before seeing another human being. Don't let your department's silo habits be a downfall; get out and chat at the water cooler a little. It will help your department (and you) seem more approachable and help your company see you in a more favorable light (rather than a completely neutral light).  If they don't know you, they can't love you.
• Remember you're on the same team. Even if you're in different departments doing different things, as employees in the same organization, your end goals are the same. Your methodologies might be different, but keep the bigger picture in mind. It's in both of your best interests to find a workable solution for the company.

Your company/organization

• Step up. Volunteering to be on a committee or project can not only put you in the good graces of your boss, but of the company as a whole. The more visible you are to them (skills and team-playing wise) the better.
• Be the expert (relatively speaking).  Do you constantly get questions regarding software or grammar or something else that you think of as a natural strength? While it may seem annoying at times, your pigeon-hole as an expert (in whatever) can be used to your benefit. Volunteer to organize and lead a training session. It will add value to your entire organization (and show the HR department what you can do), while helping you farm out those skills to others.  I've done a couple of these trainings myself (on Microsoft Word and interactive forms, no less), and since I already had those skills, the payoff ends up being far more than the prep it takes to actually train other employees.

As you may have noticed, there are some common themes...volunteering your expertise and working well with others.  While these aren't always enough to save your job, they can at least get you great references.

Repeat after me: If they don't know you (or what you can do), they can't value you.

What do you do to stand out? What do you value in your coworkers?
[photo: incase]

How do I love thee? Let me count the ways...

I love lists.  All kinds of lists.  Better yet--lists titled with a number.  Best of the '90s, top 10s, 5 easy dinners...if you slap a number on it, I will read it.  It's only expected, then, that I am also a maker of lists (although mine don't always get a number in the title).  Grocery lists.  Packing lists.  Resolutions.  To-do lists for work.  To-do lists for home.  To-do lists for "eventually."  To-do lists for events, parties, showers, and the like.

Why am I so obsessed with lists?  Despite my youth, I have a horrible memory when it comes to what people say in meetings and I am socially predisposed to laziness (which has its time and place).

But seriously: First of all, it helps keep me on task.  With a list in front of me, I'm less likely to wander off and do something completely unproductive--I'm more likely to skip around the list doing lots of little productive things.  Secondly, there's just that feeling of satisfaction when you cross items off the list.  And finally, that ultimate feeling of accomplishment when you throw the list away because it's all done.

Over the years, I've developed my own technique for making lists, both at home and at work.

Home/life lists
These involve a pen, a $1 magnetic notepads from Michael's (the long narrow kind), and a highlighter.

1. Decide what time period the list is for.  Is it just a daily list, a weekend list, or a week-long list?  Sometimes, for a particularly busy week, I will make a list for each day and staple them together.
2. Write down the items, using action verbs.  Be specific.  
3. Highlight the one (at most two) main items on each list that must be completed that day.  Be realistic (a lot of things can wait).
4. Check things off!

Work lists
I keep my work lists in a notebook, so I can look back at previous weeks, see what I've accomplished, and see what needs to be carried over into the next week.  I use a highlighter for this as well (sometimes two or three), a regular pen, and a brightly colored pen (not black or blue).

1. Decide what time period you're making the list for.  I recommend weekly (you don't want to waste your time making lists, do you?)
2. Write down the tasks you need to tackle and plan to tackle that week.  If it's not due for two more weeks and you're already swamped, leave it off (perhaps write it down somewhere so you can pick it back up when it's relevant).
3. Organize your items by program (if applicable) or major project.  Split those into manageable tasks.
4. Write down any deadline dates that need to be met (even if they're not during that week, if you plan on tackling it that week) in colored pen next to the item.
5. Highlight the items that absolutely need to be done that week. 
6. Check stuff off as you work!  In the workplace, things often get sent off for approval without actually being "done."  I've decided to use arrows to note the items I've completed and sent off for approval, leaving the check mark for when all edits are done and approval is granted.

My technique might not work for you...heck, lists in general might not work for you...but if you're looking for an efficient list technique, you're certainly welcome to try this one.  

What is your list-making technique?

The wow factor

Taking a break from the fashion today to hit up the working side of things. Recently my younger cousin was looking for job advice and talked to me, our older cousin, and older cousin's husband.  Younger cousin was frustrated with her job situation, wondering how she could get past the entry-level drivel that usually caused her to rethink her interest in the job.  Older cousin nudged her husband and prompted, "Honey, give your Wow factor speech."  But by then (2 a.m. ish) we'd lost him, but here is what I imagine it might have included.

Whatever your job, whatever your level, and whatever your aspirations, the Wow Factor can make you stand out and help you get noticed and get ahead.  The Wow Factor can cut down on your time in entry-level tasks and, if you aren't in a job that matches your career goals, can get you good recommendations that can get you where you really want to go.

Now, the exact formula to bring Wow to your workplace may vary by person, but I think the following should belong on that list:

• Hard work. This seems like a no brainer, but you reap what you sow.  You have to put in the work before you can see the results.  When you think you're done, think about just one additional thing you can do to make it better before you call it a night.
• Positivity.  Being positive doesn't mean you need to be constantly smiling or fake.  It is looking on the bright side, taking things in stride, being open to new ideas and hoping for (and then working toward) the best result.  Nobody likes a Debbie Downer (you'll stand out, for sure, but for the wrong reasons). 
• Humility. No matter where you land on the ladder, be willing to help out where needed.  Treat those that help you well, especially when they're doing you a favor. 
• Initiative. Is your job getting a bit boring or lackluster?  Think about what you like to do or are interested in...and how that could help your employer.  If you're bored or have a lot of free time, volunteer for extra projects.  If you see a need, come up with a solution.
• Creativity.  Do you come up with new ideas during meetings or sit back and nod?  Whether your ideas are always accepted or not, don't be afraid to speak up and offer your point of view.
• Personality. A drone is just that, a drone. Your experiences, your hobbies, your values, your humor...those are what make you you, and what will make you stand out.  

I am no expert, but I've made do.  I've learned a lot of these lessons the hard way.  I've been the college intern browsing the Internet when bored...had a heart to heart with my boss and he gave me more challenging projects that I still remember fondly today (note: most employers track computer and Internet usage to some extent; what they do with the information varies).  In our small department at work, I run campaigns, contests, a magazine...and the Xerox multifunction printer; someone's got to do it and the in-house printing and binding abilities it brings saves our organization (and our department) tons of money.  It is hard to muster up the effort some days, but the Wow Factor gives you momentum to make even the worst days better than they might have been.

What is your Wow formula, and how did you find it?

photo credit: bluebike