Too Busy for Your Own Good (20 page)

Bill-paying dates
. Put a “Bills” reminder on the first and fifteenth of each month, “Taxes” when quarterlies or property taxes are due. You'd be surprised how easy it is to miss a
monthly
or
yearly
deadline when you're busy. This system can be used for bills at your office and your own bills at home. Entrepreneurs find it easier to do both home and office bills at the same
time since they're on the system and have their “bill-paying rhythm” going.

Project deadlines
. Don't skip or overlook a vital step toward the finale. Keep yourself on track with automated deadlines every step of the way, depending on the demands of the project.

When talking about the biggest work time wasters, my clients invariably bring up two subjects: “trade” or professional reading and dreaded meetings. Both of these can be invaluable; professional reading keeps us current in our fields, and meetings, well, we can't do without them. Read on for strategies that will help you to keep these from becoming (1) a stack of dusty periodicals that has taken over a corner—or most—of your office and (2) an endless series of aimless, never-ending excuses for eating doughnuts with your coworkers.

Is your professional reading piling up on the corner of your desk or sideboard? It's important to stay on top of what's going on in the industry, but somehow this priority is usually the first one to slip down to your “C-list.” Instead of building a tower on your desk with your journals and magazines that will take up all kinds of space, use this method that I learned from the smartest businesswoman I know.

1
. When you receive the magazine or journal, immediately go through the table of contents.

2
. Mark whatever topics jump out at you.

3
. Tear out the articles you marked.

4
. Throw the rest of it in your recycle bin. (You do have one, don't you?)

5
. Place the original articles in a folder marked “Waiting.” Keep the folder in your briefcase, purse, or office bag.

6
. Read whenever you have the opportunity—in a long line, waiting at the airport, or on telephone hold.

7
. Toss it right then if you're not going to keep it.

8
. If you're going to keep it, make notes on the upper right-hand corner by the title—(a) date you read it, (b) relevance to you, and (c) where it should be filed. For example, an article on updated tax law would be put in your “Taxes” folder.

9
. Empty the “Waiting” file once a month. If you haven't digested the information by then, you probably don't need it, or it's out of date.

People who have attended my workshops have cited meetings as their biggest time and energy waster. Often there is no better way to disseminate information, get people's buy-in, keep them excited about a project, build consensus, or just to make things happen. In order that your meetings don't turn into “death by PowerPoint” or just another time to text friends under the table, show off your TALENT.

T
Setting a
time limit
shows that you value everyone's time.

A
Have an
agenda
and stick to it. This will give you ammunition for complainers and power players.

L Lead
whenever possible. Show some authority, and you'll stand out.

E
No
extra
people: never invite people who don't belong, because they will surely pull you off track.

N Never
meet unnecessarily. Do you really need one
every
Thursday?

T Timely
follow-up ensures that you'll get people to keep commitments. They know you'll be checking. This is a good time to praise them.

The goal of all these new office initiatives is not to make you a drone clone but to help with your “busy.” I promise that you'll still be able to be
you
—hold onto your personality and be friendly at work—especially after these tips and skills turn you into a higher functioning, less frantic worker. Many “work smarter” strategies can be uncomfortable at first, but you'll soon wonder why you ever did it any other way. Ultimately, when you're working smarter, you'll be taking care of yourself, managing your busyness, and bringing civility back to your workplace.

When we are unable to find tranquility within ourselves, it is useless to seek it elsewhere
.

—François de La Rochefoucauld

When you're in a high-stress position at work, that just means you have to work equally hard at decreasing your stress. The most obvious way to do so is by taking more time for hobbies and relaxation outside of work. If only it were that easy, right? But unfortunately, you can't simply devote more time to decompressing with outside hobbies right now because . . .

Your job demands you be the first one in and last one out.

You seem to do others' jobs to make sure they're done right.

Every task you take on eventually leaves you ultra-busy.

You see no end in sight for your current task.

You've begun to feel anxious or guilty when not doing work.

What follows are quick tips, essential skills, and simple exercises for you to get relief from stress while you're still at work. While you might not always be able to de-stress by leaving the office, you can do so while you're still
there. You will not only lower your own stress, but you might just bring more hope, levity, and optimism to your workplace.

You're busy and stressed. Who has time for a mind-cleansing run or a twenty-minute soak in the tub? What you need is relief right now. That's where these exercises come in. They are like a pressure-relief valve for when your stress levels begin to climb a little too high. They won't solve any of the big problems in your life, but they will ease a bit of the tension that you may be going through at work on any given day.

Did you know that you can switch off the stressed part of your nervous system just by paying close attention to your breathing? Your fight-or-flight response kicks in whenever you are anxious or stressed. This triggers your breathing to become quicker and shallower by moving your breathing from your belly to your chest. At the same time, your stress hormones suppress the flow of chemicals that have a calming effect.

When you take a deep breath, don't just inhale and blow it out fast. Correct breathing involves the entire torso, especially the abdominal wall muscles. Your chest should expand in all directions, your tongue should rest lightly on the gums behind your front teeth, and your jaw should be slack. This can be done sitting at your desk. Allow your hands to rest on your lower belly and to rise and fall with each breath. This should come naturally, but often it doesn't. You'll figure it out in no time and be on your way to a stress-free moment.