“I have been reading Productivity Today for some time and have found the articles and insight very effective not only for me personally but also in my business.  I have implemented some of the systems and strategies you suggest and have not only increased my efficiency but have also alleviated quite a bit of stress. Today, however, I actually have a suggestion for the Email Management section of your blog.  As a busy division manager, I have encountered all of the issues you discuss in this section which are all united by the idea of cutting down on time wasted checking, reading and responding to email.”  (from Art Decker, Division Manager,  Self Storage Company)

The following is Art’s way of managing his email: 

Do you know what the problem is with ToDo lists?  They are  forgotten.  It doesn’t matter whether you scrawl the list on the back of an envelope, type it into a smartphone application, or use a fancy online ToDo list manager like “Remember the Milk.”  The ToDo list gets made, it gets set aside, and it gets forgotten.  If you are lucky, you get to cross a few items off your list before the whole list gets lost.  But if you are very busy — and therefore most in need of reminders to help you to remember to get things done — the list is likely to get lost or forgotten about sooner rather than later. There will always be paperwork on your desk, a phone to answer, or an incoming email to distract you from your well-intentioned list.

But there is hope.  If you get distracted easily, the key is to make your ToDo list the distraction.  Here is my new method:  I’ve made my email into a ToDo list.  Specifically, I’ve set up an email account to keep track of tasks that I need to do.  When I have an item for my list, I email it to my new task-based email account.

I used filters to set up my old email so that it forwards email with certain subject lines, and email from certain people, directly to the new email account.  For example, email from clients goes to the ToDo email account, since responding to those emails is bound to be something I would include on my list. I’ve also asked the people I work with to include the word “immediate” in the subject line if they email me something that requires quick action.  My email filters send all the emails that have “immediate” in the subject line to my new ToDo account.

Next, I reconfigured my email program so that it only routinely checks the email that I use for tasks. I haven’t stopped checking my other email account, but I check it less often, since I know that the really important emails will reach me at the new account.

There are other methods for using your email as a to do list.

• Some people use the same method I do, but in reverse.  They unsubscribe to all their email lists, news feeds, and other nonurgent email subscriptions, and then resubscribe to them at a new email address that they check once a week.  That works too, but it takes a little longer to set it up.
• You can create a folder called “ToDo” within your email program. But folders get forgotten about unless you are already in the habit of checking them.  I found that once I put an item in the ToDo folder, it was out of sight, and once it was out of sight, I forgot about it.  Needless to say, it didn’t get done.
• Another option is to assign each task to a particular day in your electronic calendar and have the calendar remind you to do it.  That works, but only if you actually do the task that day.  If it does end up being one of those things that spills over to tomorrow, it’s gone forever, because the calendar was only scheduled to remind you to do it on the day when you initially intended to do it.

Not only is my method  fast and easy to set up, but it takes what used to be a vice and an addiction — getting too caught in email — and turns into a virtue — getting things done.

Art Decker is a division manager with Self Storage Co., which includes a California self storage company. Art leads a stressful life, with much of his time eaten up by meetings and conference calls.  He also spends a lot of time traveling from one self storage site to another.  As a result, Art has developed a strong interest in topics such as productivity, organization, working while traveling, balancing work and home life, and reducing stress.

We have all heard plenty about the potential physical dangers, to yourself and others, when driving and talking on your cell phone simultaneously.  But how about also considering how you may be affecting business relationships?

Because you are multitasking when driving and talking on the phone, you are not fully present in either situation.  In a conversation, this can lead to unexpected pauses, distracted comments, or overlooked points.  The person at the other end of the call, unable to see your facial expressions and gestures, only has your tone of voice to gauge reactions. 

 He or she does not see that car cutting in front of you, pulling away your attention.  He or she does not see you searching for a street sign as you drive through an unfamiliar area.   With only your voice, an inappropriate pause or a lack of comment can lead to misunderstanding.

Before you grab the phone to deal with a client or business associate, think about what kind of impression you want to make.  Remember those initial seven seconds that create a lasting impression?  If you only have audio, you want to be completely focused on that person.  Driving while conversing does not allow you to do this.

This topic was recently addressed by Professor Paul Rosenblatt of the University of Minnesota with an article in the Family Science Review.   While there are obvious logistical difficulties in providing statistics showing how this can harm business development, he uses his own experiences as well as those of his students for proof of the theory.  These would be support by current research on the problems with multitasking and use of time management techniques.

Have you taken a vacation yet this year? 
If yes, did you come back rested and recharged for work? 
If no, then you are not alone.

Each year Expedia.com has conducted a survey comparing vacation habits in the United States with those of other countries.  The overall finding is that Americans not only take fewer vacation days, but even with breaks they have a hard time unwinding and relaxing.

• Only 53% of Americans say they return rested and invigorated after a vacation
• 30% have problems dealing with work stress while they are away

This is not surprising when you consider how much of your life is tied up with multitasking and speed.  When you bounce from one activity to another, you are less productive.  Because you are less productive, you have to try even harder to keep up, which leads to more multitasking.  All of this creates a steady pumping of adrenaline. 

You have trouble quitting cold turkey in switching to a leisure style.  You’ve become addicted to this pace, and that can lead to an inability to truly relax, with the results that:

• You pack so much in a break that you are even more tired after a trip. 
• You continue to work throughout the vacation time.  Colleagues and clients may not even know that you are out of town.

None of this is a prescription for productivity.   If you want to be as productive as possible, you should be:

1. Limiting multitasking throughout the day with good systems, instead of pumping adrenaline and creating stress on your body
2. Using your time management skills to schedule true vacations for unwinding and recharging

What might today’s worker have in common with the plain, black government pen?  You know the one.  It is in post offices and federal offices and throughout the military

I grew up around those black, plastic objects since my father was a government employee.  They were definitely not flashy, but I had no idea of what went into the making of them until I read an article by Ylan Q. Mui from the Washington Post.

72 years ago, a 16-page legislative mandate was drafted with the specifications for this pen, which included requirements that it:

• Must be able to write continuously for a mile, under 125 grams of pressure
• Must function in temperatures from 160 degrees to 40 degrees below zero
• Must produce writing not be completely removed after two applications of bleach
• Produce no more than 15 blobs per 1000 feet of writing

Think of the many types of pens you have used over the years and the price ranges.  Some are stylish and we love to show them off.  Others just feel comfortable.  No matter what changes have evolved, that black pen still endures.

When I read about the features of this long-lasting icon, it reminded me that we too often go for the “flash” in the workplace.  Who is the “favorite son” of the moment because of a big deal?  Who dominates a room when they enter?  Aren’t these the ones that immediately come to mind when it’s time for promotions?

Yet there are always long-time, steady back office workers, the ones you go to when you need to know or find something, regardless of how long ago it happened.  These people show up every day, consistently maintain their productivity, and provide the backbone of a company.

We will always be attracted to the flash, but make sure that you hold onto and value the background resources that are steady and reliable.  They are the ones that will be supporting you and your productivity levels when the flash has moved on to other showcases.

The stress of constant, adrenaline-fueled multitasking is damaging brain cells.  We were hoping that the prescription of using mind-games, puzzles, and other cognitive-enhancing products would be a solution for reviving the damaged cells, but it turns out that this is not the answer.

True, the exercises did improve short-term memory and problem-solving, but only for the tests involved.  They did not improve “mental fitness.”

The study, published online on 4/20/2010 by the journal Nature, tracked 11,430 participants through a six-week online study.  These were healthy participants, and this was not a test about warding off dementia.

Two areas of the brain are most damaged by the stresses of multitasking:

• Prefrontal cortex.  That area of the brain controls your executive function (planning, analyzing, prioritizing) and marks the spot to return when you are interrupted. 
• Hippocampus.  This is where new learning takes place.   

The fact that damages are not reversible means you have to stop the multitasking stresses right now.  There is not a fix you can take a few years from now.

One key to brain health also being explored right now is exercise.  In 2009 the Association for Psychological Science found that studies pointed to the overwhelming value of physical activity for maintaining brain function, including executive function, short-term memory, and attention span.

You may not be able to reverse damages, but this is a good to develop new habits so that more harm is not done in the future.

For more statistics on multitasking, visit our page of time management statistics.

Do you think it more likely that someone would lie in an email than in a handwritten text? 

According to a recent study in the Journal of Applied Psychology, email is the more likely medium for people to convey lies.  In trying to analyze this, I recognize that a handwritten note is clearly identified with you.  However email messages can be saved for years by multiple people and are more likely to surface later.  It seems to me that one should be very careful when sending something out into cyberspace.

Three different studies were conducted for the article, “The Finer Points of Lying Online:  Email versus Paper and Pen.”  Not only were people more willing to lie in an email message but they felt justified in doing so.

We already know that heavy use of email cuts into productivity because it distracts people who have not built in good time management skills.  Could this be one more reason to cut back on the volume of email?

For some office workers, the greatest productivity killer is the Internet, including non-work-related e-mail, social networking and mindless Web surfing. For others, it’s particularly chatty co-workers who won’t give you a moment’s peace. 

For many, however, the problem all boils down to lack of sleep in your off time, causing you to space out for long periods of time, have difficulty concentrating on a task, and sometimes even nod off on the job. Not getting enough sleep is one of those few instances when your behavior outside the office affects your productivity inside the office. 

According to the National Sleep Foundation, sleep deprivation is linked not only to various health and behavior problems, but it is also linked to decreased productivity. In fact, a 2008 survey by the Foundation revealed that 29 percent of survey respondents fell asleep or became very sleepy at work in the past month; 12 percent of respondents reported being late for work in the past month due to sleepiness or a sleep problem. 

So why aren’t some of us getting enough sleep? The Foundation maintains that it is a common myth that a person needs less sleep the older they get. The average adult actually still needs between 7 and 9 hours of sleep. Another myth is that you can get more done the less you sleep. The truth is that you actually have an increased capability to learn and retain new information after you’ve had a full night’s sleep. 

Even more telling is that surveys by the Better Sleep Council have also shown that lack of sleep can have a negative effect on the quality and accuracy of your work; on your clear thinking and judgment; and on your memory of important details, all of which directly affect your office productivity. 

So what are some practical ways we can get a better night’s sleep? Consider the following: 

• Don’t bring a television or laptop into your bedroom. You need to associate your bedroom with calm and quiet, not with wakeful activities like work, entertainment and social networking.
• Do some research and purchase a better quality mattress. It’s hard to buckle down and buy a good mattress, especially when you already have one, but it’s something you should really think about investing in if you care about getting a better night’s sleep.
• Avoid caffeine and sugary foods/drinks late at night. These have been proven to mess with a person’s sleep patterns.
• Go to bed at the same time every night, if possible. Your circadian rhythm is dependent on it.

This guest post is contributed by Tim Handorf, who writes on the topics of best online colleges.  He welcomes your comments at his email Id: tim.handorf.20@googlemail.com.

The obesity epidemic is constantly referenced in the news.  Michelle Obama is focusing on the issue among our school children.  Yet there is an issue beyond the health and lifestyle factors, and that is the problem of obesity with regard to productivity in the workplace.

According to a presentation last year at the Obesity Society’s annual conference, overweight people are less productive than their thin counterparts. 

• Because they are more likely to be unhealthy, they take more time off.
• When at work, they (morbidly obese) are producing less, equal to 22 days of lost productivity each year.

The combination of these two factors is one reason given for locating manufacturing efforts in countries that do not yet have to deal with this specific physical issue.

In addition, this year’s new health care bill will be including a great many obese people who were formerly uninsured.  This is causing budget projections to escalate without an assumed productivity gain.

Here are the current numbers according to the Centers for Disease Control and Prevention and the Obesity Society:

• $1,429:  Additional money obese people spent on medical compared with normal weight in 2006
• $12.8 billion:  Annual losses to U.S. business from absenteeism due to obesity
• $30 billion:  Estimated annual losses to U.S. businesses from reduced productivity due to obesity
• $2.8 billion:  Additional gas in autos (bought in 2005) due to extra body weight in vehicles (vs. 1960)

We certainly never want to discriminate in the workplace, and empathy for those with problems shows both a caring work environment and a compassionate society.  However when companies are already working with a “lean” work force, those numbers will make a difference in hiring the best fit for the job.

You don’t have to be a genius to manage time; rather, if you’re a genius, you probably don’t know how to manage your time because you tend to be eccentric, you keep haphazard and unconventional schedules, and you have a one-track mind that is so focused on your passion that you find it hard to multi-task efficiently. So if you’re looking to manage time effectively, thank your lucky stars that you’re not a genius. Rather, it is good old-fashioned planning that does the trick when you want to cajole an extra hour out of the day or squeeze a little more work into the few hours that you do have. So here goes, a few time management tips that are bound to boost your productivity, at the office or elsewhere:

• Effective preparation is worth half the journey: My mom barely finished high school, yet she’s one of the most effective managers of time I’ve seen. She runs her household like clockwork; she handles the cooking, cleaning, laundry, running errands, and nurturing us kids and our pampered dad with an ease that would stump even the most capable of CEOs. The reason she’s able to hold her own when there’s chaos around her is that she prepares in advance. She’s ready with the day’s list of chores, the menu to cook, and the things she needs to get done, the previous night. She lays the groundwork for these tasks much before they’re meant to be done. So if it’s cooking a meal, she has all the ingredients cut and ready by the countertop before she sets the pan on the stove. This makes her task simpler and easier to complete. The most valuable lesson I learned from my mom is that effective preparation means your job is already half done.
• Panic only makes things worse: No matter how good your plans are, the uncertain nature of life ensures that things could go wrong at any stage. Some hitches are temporary and can be resolved with backup plans, but others may be trickier and can send you into panic mode especially when you have a deadline looming overhead. You must condition yourself to avoid panic because it stops you from thinking clearly and boosts your chances of costly mistakes. Some people get accustomed to crisis situations over a period of time while others have to explicitly learn to condition and tone down their nervousness and panic. If you want to get things done on time, stop panicking and start thinking.
• Steady plodding is worth much more than flashes of brilliance: In any work environment, there are people who work steadily yet slowly, and others who rely on flashes of immense productivity for short periods of time to get their work done. While the latter option seems more glamorous and interesting, it gets you into trouble because you tend to become a little too self-confident. So you put things off indefinitely and lose track of what you’re supposed to do. When you’re looking to achieve productivity in the long term, it’s slow and steady that ultimately wins the race. Rather, it’s your persistence in your efforts to manage time effectively and improve your productivity by using every minute at your disposal that pays off every single time.

This guest post is contributed by Anna Miller, who writes on the topic of online degrees . She welcomes your comments at her email id: anna.miller009@gmail.com

In a recent post, I addressed the pressures on workers resulting from the economic downturn.  A  MetLife study, released in April (based on the fourth quarter of 2009), found that despite increased workloads, employees were more satisfied with benefits now, even though the benefits had not increased over the last years. 

However I tend to question the meaning of that result.  Could it be that they are more satisfied because they realize they might not have anything at all  in this uncertain job market?  That same survey indicated that 68% of those polled were beset by feelings of job insecurity.  This would not be the time to agitate for more life insurance and 401K contributions.

• 84% of employers said office productivity was a very important objective
• 40% of employees said workload had increased in the last 12 months

Retaining those benefits keeps the pressure on an employee.  45% were living paycheck to paycheck, and many were deferring retirement plans.

The emphasis is still on producing more with less, and good time management skills are always needed.  In some cases, there was previously a waste of resources, and so it is a good time to tighten and redirect assignments.  There has to be a balance for how much a person can be expected to achieve without multitasking under constant stress.  Otherwise, regardless of what your benefits are, the resultant long-term physical harm does not compensate.