126. Five Productivity Myths
Do you love organizing your time? Are you constantly trying to optimize it by creating the perfect schedule? This week, I dig into five productivity myths, why we all work differently, and some options for creating a schedule that works for you.
Your needs and best working times are unique to you. When considering your work schedule, it is essential to utilize your calendar and break down your work time with strategy.
Tune in this week to discover how to use your calendar to save time, prioritize, and work in ways that are easier for you. I’m unpacking how to design a schedule that is unique to you and the importance of doing so.
My Not Your Average Productivity Course was such a success that I’ll be offering it one more time in 2023. To be the first to know of the dates as well as discounts and early bird specials, get on my email list now!
Do you want to stop working late and working through lunches? Do you want to have more control over your time? Click here to download my FREE Top 5 Calendar Tips! They are simple and effective, and you can implement them right away!
What You Will Discover:
Why there is no perfect schedule.
When to take time for yourself.
How to prioritize your schedule to your personal strengths and needs.
Why it is important to schedule rest/time for yourself.
Resources:
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121. Becoming a Confident Leader with Government Supervisor Michelle Barbieri, DVM, MS
Full Episode Transcript:
Hi everyone, welcome. How’s it going? I hope it feels like fall wherever you are. This is my favorite season. I know, very cliché, but I love it. Those of you who are new, maybe this is your first episode, I’m so glad you’re here. I just wrapped up a coaching call with a client from the Not Your Average Productivity course right before jumping on here to record this episode, yesterday, actually, because I’m recording on a Wednesday.
Yesterday I did an amazing webinar with the CDC, with an organization there for fellows. And part of the reason I’m sharing that, I’m really excited that next year, 2024, which I know, I know, seems so far away, I get it. But next year I’m going to be doing basically a free webinar a month in collaboration with an employer or organization or team. And any public health entity is invited to collaborate with me and have me do these free webinars, it can be on reducing your stress.
The one I did yesterday was on breaking through imposter syndrome. I’ve done ones before on setting boundaries. And the reason I’m sharing this with you all, right now I am kind of building out the process for that. But I want you to start thinking about if you want this opportunity for your organization or your team. If you’re a team lead, if you’re in a leadership role, I want you to think about if having me come do a free webinar, and by come I mean remotely for your team or your division or your department or your whole organization might be useful and what topic might be useful.
If you aren’t a lead or not in a decision making position, I want you to think about if that is something you and your colleagues could use and who in your organization, whether it’s your boss or someone higher up you could pitch this to. Because I really want to make sure that listeners on the podcast who have been getting the support, who know how beneficial it is, have an opportunity to bring this to your organization before all the slots get filled up.
I have worked with many organizations in the past and so I foresee them wanting to take those slots again and I want to make sure you have a chance. So just start percolating in your head if that’s something that you would want to help bring to your organization or think would be helpful for you or your colleagues or your team and just start thinking about that. And I’ll be announcing more, closer to the end of the year, December ish, maybe in November, the process for that and invite you to collaborate with me and make that happen.
And before I get into the episode, a few just housekeeping things, if you’re new here again, welcome. Make sure you subscribe so you can check out the future episodes we have coming. Next week I’m talking about my burnout story and giving you tips for recognizing when you’re in burnout and what you have to do to really start to get out of it.
I also have a fun episode coming up about what to do if you hate your birthday. I know it’s a little off topic, but if you dread your birthday, if you hate it, this episode’s for you because that used to be me and I got out of that and it’s so much better and I want you to have better birthdays too. So some fun, exciting things coming up.
And then we have a couple more episodes on productivity coming up in a few weeks that I think will be really useful for all of you, including hopefully, I’m working on this now. Having some students from the current Not Your Average Productivity course coming on and sharing their experience, what they’ve learned, productivity tips, things you can learn from them. All exciting stuff, so make sure you subscribe.
After you listen to today’s episode. I want you to go download my Top 5 Calendar Tips. You can get it at mckoolcoaching.com/free. We’ll leave a link in the show notes. I’ll remind you at the end of the episode because this ties in to today’s episode and the next couple weeks. These are some of the tips I used to get out of my burnout and it’s completely free and they’re very simple and easy doable changes.
But here’s why I’m telling you this upfront on this episode, because if you try to download those tips and follow them without busting the myths that we’re going to talk about today. Then you’re actually going to have a lot of challenges finding success from using my calendar tips, because the tactical strategies, my Top 5 Calendar Tips are much more tactical.
In order to see the benefits of that, to reduce your stress, workload, increase your time, you really have to change some of these myths and pop the bubble on these so you can get the most out of tactical strategies. Not just my calendar tips, but any tactical approach you use, organization tools, using Asana, anything like that, time blocking, all that good stuff.
So the first myth. A perfect calendar is the goal. That’s not true. That’s a myth and you might not be aware of it but you have an expectation to have a perfect calendar. Some of you avoid using your calendar at all because you can never get it perfect and scheduling things out is really frustrating and nothing ever fits and you have too much to do so you’re just like, eff the calendar. Others of you make the perfect, most beautiful, best organized calendar, perfect time blocks, perfect colors and you feel so good about it.
But then when a new meeting request comes up or someone interrupts you and it throws it all off, you are so disappointed, you’re so crushed. And then you spend another hour reorganizing it so everything fits perfectly. There is no such thing as a perfect schedule. Aiming for a calendar that perfectly fits everything you need to do is impossible. It sounds great to have everything planned out so it all fits nicely. Trust me, I get it, that would be amazing but that’s not life. There are interruptions, there are changes, things take longer than you plan.
Instead of aiming for a perfect calendar or scheduling things out so well that everything gets done and there’s no problems because that’s not real life. Aim for a doable calendar, one that allows for interruptions and changes without setting you back. One that is designed to buffer for real life things, making sure you can get your work done without overworking. So that’s number one, stop expecting perfection from your calendar, accept that things are going to change. You’re going to have gotten some things wrong on your calendar. You’re going to have to move things around and that’s the way it will always be.
Number two. Getting up early is the only way to get it all done. This is so far from the truth. I posted about this on my Instagram and I got so many messages and a few comments in response. There is so much pressure to just do it all in the first place and then we get these additional messages that in order to do it all, you have to get up early. And that sleeping in is lazy or not starting at 5:00am is lazy. And you see TikToks of people doing their day in a life getting up hella early.
You see many business career advice gurus saying the key to their success is waking up at 4:00am and going to the gym and then doing emails. While they are not mentioning that they might have a stay at home spouse or a nanny or housekeeper. Someone else takes care of the chores and the children and the doctor’s appointments or they have two assistants who work full-time and take care of a lot of things for them. It’s just this unrealistic expectation and ideal.
And here is the truth. If you are not already a morning person who likes to work early, following the advice that you have to get up early to be productive will actually only make things harder for you to do. It will be harder for you to get work done because it’s not about the hours you work, it’s about how you organize your work. But if you believe you have to get up early, you’re going to use that against yourself.
You’re going to force yourself to get up earlier than you want to or need to or that’s really good for your circadian rhythm and how you sleep, then you’ll be tired. You’ll not be thinking clearly or critically. You’ll make more mistakes. You’ll probably end up overworking and burning out and being resentful and being unhappy. You see what I mean here? Everyone’s bodies are different. Your brain’s most optimal functioning and when that is, is different.
Here is a perfect example. When I worked at UC Berkeley, my roommate at the time and one of my good friends, shout out to Michelle, I know she listens. We both worked at UC Berkeley, and we lived together. And we were very fortunate, the teams we worked on and who were, I should say our bosses or supervisors at the time, gave us the space to have flexible schedules. My schedule, I went to work and I did a 7:30am to 3:30pm schedule. She did a 10:00am to 6:00pm schedule.
Now, most people would have been like, “Why don’t you just carpool? Why don’t you do it at the same time?” But what Michelle and I both realized is that we had different best operating times. My brain was much sharper in the morning and by the afternoon I faded fast, real fast. And Michelle was the opposite, if she forced herself to get up really early and work at the times I did, she probably wouldn’t have been as productive. She was much more productive in the afternoons and evenings than I ever was.
And we were able to just accept that about ourselves and make a schedule that worked best for us. And yes, there are organizations that don’t have barriers for you to do that, I’m not denying that. But the myth I want to bust is that you have to get up early to be productive. No, your brain, your body, that might not actually be the most productive time for you.
The third myth. I don’t need to schedule my rest. Now, as a rest coach, you can imagine my response to this. If you are wondering why you never have time for yourself, this is the reason why. When you don’t put things on your calendar just for you, you don’t put your rest on your calendar, your lunch, your gym time, your friends time, whatever it is or you schedule it last, it does not happen, it gets pushed to the bottom of the priority list. Why is it you schedule and you block time, protect time for office meetings, writing a manuscript, doctor’s appointments but not time for you?
For the things your mind and body needs and things that bring you joy and that you want to do and rest and self-care and whatever else you want to call it. I’m not talking about scheduling a lunch out with a friend every once a month. I’m talking about every day, scheduling time for you, the things you need to do. Time for you are not the leftovers, not, I’ll just wait and see if I can fit it in. No, thinking that is why you are overworking and struggling to prioritize you in the first place.
Myth number four. I don’t need to schedule time for emails. Most of you do not set specific times to check and respond to emails. You don’t think of it as a task you need to schedule in your calendar. Now, I say most because for everything I say, obviously we’re not all the same person so you might have a different experience.
One of my students in the Not Your Average Productivity course stays almost completely off email and that was before joining my course. That was something that they had shared with me they have learned is most helpful for them. So again, not everyone, but for most of you, you usually go check your email whenever you feel like it throughout the day. And even worse, you might have your notifications on, which I used to do. And when I turned those notifications off and no longer had them, I noticed a huge difference in my stress levels.
Not only that, but keeping your email open all the time and randomly checking it, increases the likelihood of you getting distracted, of you responding rather than staying on task. And for most public health jobs, again, not all, but most, it is actually rare that an email is truly urgent and even when it is, you can still set boundaries around it.
And in my top five tips you’re going to download after this episode, I share my recommendations for how to do this but you can really adapt it for what you need. Even if your role is truly urgent, you are really an emergency time sensitive response personnel. For those of you who listened to my interview with my client, Michelle a few weeks ago, a different Michelle, Chelle she goes by. We were talking about her creating confidence as a leader.
And I can share this because she was on the podcast and talking about it. But her job had more time sensitive and actually urgent matters because she worked with wildlife. So there were some life threatening matters that would come up. And she was still able to set some boundaries around ‘always being on’ that were able to help her reduce her stress and be more present with her family. So if she can do it in the context of her job, you can definitely do it.
Okay, the last one. My calendar is just for meetings. Listen, I see some of you. Some of you are not using your calendar for anything but meetings, you are underutilizing your calendar. Your calendar is a tool to help you have less work, to stay organized, to have time for yourself. And when you maximize how you use your calendar and what you use it for, you get more done, you get more time. And this is what I have found when people don’t use their calendar to schedule their actual work.
Either you’re overwhelmed by that concept altogether, so you just avoid it, which, PS doesn’t actually help you be organized and get more work done. Or you don’t break your tasks down enough so when you have tried it in the past it wasn’t helpful because you had three hours blocked off that just said grant report. Of course, that’s not helpful. That’s overwhelming, versus having 30 minutes blocked off that says write outline. And then an hour blocked off that says input survey data. So much more directive, so much more specific, so much more helpful.
And then some of you think you don’t have time to use your calendar, to plan it out. You might say your calendar is full of back-to-back meetings anyway, so you don’t have time. No, when you utilize your calendar, when you plan it out, you save time. And if you have back-to-back meetings, that’s even more important to be strategic and thoughtful with how you use that open time you do have to prioritize.
Here’s what happens when you don’t use your calendar to its full potential. Other people see free time on your calendar and send meeting invites. You are more likely to use that open time to work on things that are easy but not time sensitive. You are less likely to use that free time to take your lunch or go for a walk or take a break. You get distracted by email and you don’t actually do the work that needs to get done. You don’t have time for yourself.
Here is what I want you to do next. Go to mckoolcoaching.com/free and download my Top 5 Calendar Tips. We’ll leave a link in the show notes. They’re going to be five tactical tips you can use, simple and easy right away to start utilizing and maximizing the use of this tool called the calendar to help you reduce your stress and workload. And again, it’s important that you come back to these myths and change your expectations so those tactical tips actually serve you and help you.
Alright, before we go, as some of you know, the past couple of weeks, at the end of each episode, I’m sharing a podcast review written by one of you on Apple Podcasts as a huge thank you for doing that. You truly do not know how much that means to me and our production team. We put so much effort into creating this podcast and I actually think I probably have the easiest job compared to the editors who have to edit everything and do all the copywriting and all that good stuff. They’re amazing.
So I just want to share a podcast review a week just to thank all of you who have taken out time in your busy life to sit down and write a review, that means so much to us. And if you haven’t done that yet, I invite you to do so.
So this one was written by, and I’m just going to read the letters in the username XBGNGX and it was titled Must Listen. And they said, “As a woman of color in public health, I came across this podcast through other associated public health Instagrams and I’m so glad I did.” Well, to that podcast reviewer listener, I don’t know your name and that’s totally okay. I just want you to know that I really appreciate you writing that. I’m so glad you found our podcast and you’re finding it helpful.
And to the rest of you, make sure you’re subscribed because again, next week I’m sharing my public health burnout story, some behind the scenes, some of my history. Future episodes, I’m going to be sharing four ways to prevent your burnout, how to reduce your mental load and so, so much more. So thank you all for being here. I hope you have an amazing week. Talk to you next week.
If you found this episode helpful then you have to check out my coaching program where I provide you individualized support to create a life centered around rest. Head on over to mckoolcoaching.com, that’s M-C-K-O-O-L coaching.com to learn more.
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