Get Better at Scheduling Your Time, Get Better at Email (New Classes)

Do you ever get overwhelmed by scheduling your day, week, or month? Does email bog you down or frustrate you?

I’m teaching two new virtual seminars this November all about rethinking the way you schedule your week (November 9th) and becoming a jedi master with your email inbox (November 17th).

The seminars are 1-hour long, live, and will be recorded.

Registration is $49 per class.


Live Session 1:
Rethinking & Reinventing Your Schedule

Wed, November 9, 2016 1:00 PM Eastern
A 1-hour class plus live Q/A


About the session:

How do you think about the time in your week? How do you plan ahead, carve out time and space, and make certain activities a priority? In this one-hour webinar, I’ll walk you through a session of scheduling, planning, and re-thinking about how you organize your time. I’ll also share with you 8 key tips I use in planning my own time. If you want to rethink your week, your organization of time, and how you schedule and plan, join me. Register Now: Rethinking Your Schedule.


Live Session 2:
13 Ways to Become A Gmail Jedi Master

Thu, Nov 17, 2016 1:00 PM Eastern
A 1-hour class plus live Q/A


About the session:

Does email overwhelm your life, and you don’t know what to do about it? No one wants to be the best at emailing. We’ve got better things to do. Stop being overwhelmed by email. Start winning over your email inbox by learning these key insights and tricks that I’ve collected over the years to make email mastery work for you. And then, get back to building better things with your day and time. Register Now: Become an Email Master

Change It Up

If you’re not getting the results you want, try something new.

If the way you’re currently working isn’t getting the results you want, you either need to stay the course a little bit longer (see: The Dip, or “Follow One Course Until Successful”), or you need to try a new way of working.

If the exercise routine isn’t getting you the results that you want, you might need a new exercise routine.

If your pattern of writing isn’t giving you the results you want, you might need to try new systems.

If working alone isn’t getting you to your highest self, perhaps working alongside other people or starting a mastermind accountability group would change things.

Change it up when it’s not working.

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What’s your routine? What are your habits and ways of being? Leave a note in the comments below, or write a post about your own routine.

This post is part of the Monthly Writing Prompts — check out October’s theme, here or get the monthly writing prompts in your inbox by signing up for the newsletter, here.

Don’t Use The Full Hour

Most of our default settings look to the top of the clock to start anything.

Meetings go for an hour. We block off time for our commitments in hour-long chunks. Even exercise gets its own hour, even if we actually only do 10 minutes of it.

If you think of time in hour-long chunks, you only have so many hours.

Look up at the clock, it’s 12:34pm. Are you waiting until 1:00pm to start the next meeting or task?

Instead of expanding your thinking to fill up each hour, how can you whittle down tasks to take 5 minutes, 10 minutes, or 7 minutes?

Some experiments worth trying:

  • A daily workout could take as little as 7 minutes.
  • Writing a blog post can be done in 10 minutes. Set the timer.
  • Meetings can start at 11:05am, or 11:10am, and run for only 10 minutes. (Occasionally I like to schedule phone calls to start at odd intervals to see how people are with punctuality).
  • My husband likes to do pushups every time the printer runs. It’s only 60 seconds a few times per day, but it adds up to a lot of pushups.

If you’re not getting it done because you don’t have enough time; why not make less time available for it?

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What’s your routine? What are your habits and ways of being? Leave a note in the comments below, or write a post about your own routine.
This post is part of the Monthly Writing Prompts — check out October’s theme, here or get the monthly writing prompts in your inbox by signing up for the newsletter, here.

Are You Chasing Productivity At The Expense of Your Soul?

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I’m struggling with two competing challenges: being present and mindful, while also chasing the ego-driven aims of “success” and “productivity.” Is there a middle ground?

I reached out to my dear friend Mathias Jakobsen, author and creator of Think Clearly, to dissect this competing pull between these two desires. This is the conversation.

Two Competing Challenges: Present vs Future

Sarah: I’m struggling with two competing challenges. It seems there are two challenges affront, ahead of me, right here. I tackle them daily, I deal with them on the regular. They are sworn opposites, or at least, I have not figured out how to accompany them both.

On the left we have Present. Present is my desire to be here, to be present, to be grounded. To touch base with myself, to write, to surrender, to meditate. To dwell in the taste of the now and know that even if I were to do nothing for the rest of my life, the sweetness of being where I am and who I am would be treasure enough.

Present is my desire to be here, to be present, to be grounded. I want to pause and taste the riches of the living, and feel what’s happening right now.

Present is the call that masks itself as adventures and oceans and beaches: to escape, not as escape from reality, but to escape the endless thrust and chase of the ‘productive’ world, the ‘ego’ world, and to sink into being. I want to pause and taste the riches of the living, and feel what’s happening right now. Present reminds me of itself in the call to meditate, to practice yoga, to commune with friends, to taste food fully.

Present is the call to transcend the ego, to transcend the mind.

On the right we have Future. We might also call it Ego or Productivity. Productivity wants me to plan, to build, to dream, to DO. I must do to be worthy; I must create more. Productivity is the siren call of success; the ladder of ascendence.

You are never enough, because you are always climbing.

Our companies and corporations and economies are built on Productivity. We must chase the next goal, the next metric, the next objective, the next project. We champion growth above all else.

The humans at the center of this Productivity Machine are exhausted. They are also — although they don’t know it — expendable, just another part to the machine that doesn’t matter in it’s uniqueness. We can find another human to dispose of and use up.

I work and live in a world that idolizes Productivity. Productivity is all about the future: dreaming of what could be, what can be, and what will be. It manifests as if only, and when, and how. The American Dream is built upon this reality: you can have more things, you can have a bigger house, a bigger backyard, a better job. We are slow to realize that the thing being sold is a dream, and what we’re all really doing is running, running, running in place. We have our arms outstretched, unaware that we are on a treadmill. The focus on the future has left us lost of the present.

How do we wake up from the monotonous strum beat of the future, banging it’s dream so loudly in our faces? How do we let the worries and anxieties, most of which are all born by dreaming in the future and worrying about how to change from where we are to where we want to be — how do we let them go? How do we work within them, or embrace them, without them overtaking us? Is that even possible?


 

Mathias: First, let’s look at this idea of present vs future. This one actually seems rather straightforward to me.

I agree with you on the present-stuff — even though it is extremely hard for me to really taste food when trying to entertain my nine-month old Uma, get some extra food for my 27-month old Noah, wipe up something from the floor, and also have a conversation with my wife.

But it’s practice in headwinds and uphill.

As for the future and productivity and ego stuff I also agree with your analysis. We live in a world dominated by this. But the problem is not that it’s dreams and future. The problem is that we implicitly think that only by making these dreams come true can we feel whole and complete and successful and happy.

The problem is that we implicitly think that only by making these dreams come true can we feel whole and complete and successful and happy.

But here’s my hack: dreaming about the future can also be done very consciously in the present. By dreaming very precisely and without bounds it can be immensely pleasurable to imagine the future. The focus then, is on the dream itself and there is no fear of not being able to manifest this future since the maximum pleasure that can be derived from it is already done in fantasy.

The mistake is the implicit belief that these dreams are only valuable when turned it into goals and plans and actualized.


 

Sarah: Mmm, yes. Dreams aren’t invaluable in and of themselves. It’s when you lose sight of the present, and the process, that the dreams can become unwieldy. Relying on the achievement of a dream, only once actualized, to make us happy, is dangerous.

Mathias: Exactly right. That doesn’t mean that we can’t or shouldn’t actualize our dreams. I’m hugely proud of some of my big dreams that I have made happen.

But I am not deriving joy from the new reality as much as how I have grown in myself along the way. And even if a different future had materialized then I could still have grown in the pursuit and thus found capacity to enjoy the present.

Goals and plans and dreams. It’s amusement. It’s fun. It’s like LEGO. You don’t build with it to make a house you can keep. But you also don’t just put bricks together at random since that’s not particularly interesting (except as one particular experiment maybe once or twice). You build a house to see if you can build a better house today than when you built yesterday. Maybe today better is a bigger house. Or better is taller. Or better is smaller. Or better is more elegant. And you succeed in your pursuit or you don’t.

But it’s just LEGO and tonight you break it apart and tomorrow you build another one. And when you’re satisfied with your houses you begin building cars or planes or something else. But the cars and the planes and the house don’t matter. They only serve to make the building process more fun by giving direction. But building is always in the present.


 

Sarah: Right, the building is again, about the process and the journey. This makes so much sense to me. We lose sight of the purpose of dreaming about the future when we completely let go of the present. But we do not need to forgo dreams and plans, because they can inform who we are and how we behave in the present.

How do you translate this into the working world? What do you do about organizations that are organized around achievement? How do you address the urgency of achievement, the need for more productivity?

Mathias: [In my work], I’m not sure what we are building exactly but I find plenty of pockets to just enjoy the building process and I try to let others enjoy it too. Some do. Others keep being frustrated because they feel that others are getting in the way. But I’m not participating in the war on either side.

As for the kids and future, I think I just look further ahead where there is more clarity and less worries about the mid term. I enjoy little goals in the short term — amusement — ego boosting entertainment. Long term I see this time with kids as a time to try and not accomplish that much in the sense of external achievements, but to build up myself and my character and my spine.

That’s also why I don’t get too worried about my job performance and the conflicts and tensions. They affect me, of course, but when Noah throws up in the middle of the night I know that this is the real growth opportunity. When Uma is sick. This is where I need to be. How to deal with this situation with joy. This is where my wife and I can grow together. This is where we have conflict. Conflict and blame and issues. And then we must solve and dissolve and heal and grow stronger.

This is the real deal. Uphill. Headwinds. Training for the soul. Coffee and coca-cola gets me through a lot of things :-)

But I know we are loving more.

It’s a thrill. It’s for real. I love when I can still be fully present and open and loving and giving with Noah or Uma or Pernille in the midst of craziness. And I forgive myself the many times I can’t. It’s life!

I’m more tired and more alive than ever in my life.

That’s all for now.

What about you?

What does this conversation stir up for you ?What are your take-aways? What will you begin doing? Stop doing? Keep doing but perhaps in a different way?

Mathias Jakobsen is a Learning Designer at Hyper Island and the creator of Think Clearly — a newsletter that helps you get unstuck. He loves notebooks, bakes bread and lives in Brooklyn with his wife, son and daughter.

Have A Point of View

In our fear of being wrong, or looking stupid, or losing out on opportunities — we waffle. We waver. We fail to make decisions.

We try to make decisions that leave all the options open. We’ll try it all, rather than pick a single dish. We’ll date as many people as possible, rather than cultivate deeper relationships. We’ll rack up followers and acquaintances and friends, rather than spend time with one person through the difficult and exciting times.

Action and decision-making requires having an opinion.

When you have an opinion, you say, “I believe THIS about the world,” and “I think that it works better when we do it like THIS.”

This requires you to take a stand, to think about the consequences of a decision, and make a choice even when all the information isn’t present.

Decision making isn’t easy to do, but waffling isn’t necessarily an easier answer. It may feel cozy for a while, until you realize that not making a decision costs you as well:

When you don’t make a decision to date one person, you date nobody.
When you don’t pick what food to eat, you end up without dinner.
When you try to give your customers everything you want, you fail to differentiate yourself as a business. 
When you don’t decide what to focus on, you’re 55 and still don’t know what to do with your life. 

Decision-making seems like it will hurt. But not making a decision doesn’t actually lessen the pain.

What’s your point of view? What do you think is important?

Write Every Day For A Month: A 30-Day Challenge

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What does it look like to write every day for 30 days?

I’ve seen many of my friends do it from time to time, and I’ve always wondered what writing every day would do for me. Corbett Barr (of Fizzle) shared what he learned from writing every day for 30 days: it became easier to publish, posts became less precious, short pieces were just as valuable as long posts, and there wasn’t as much pressure on each individual piece.

For the rest of the month of January 2016, I’ll be posting here on this blog every day.

Why?

I used to publish only once per week, and that slowed down significantly over the last year as my energy and focus shifted. Sure, it’s hard to publish while working a full-time startup job and preparing for a family, but I also want to explore and experiment. I feel rusty, like I haven’t been writing and publishing enough. It’s something I’d like to change.

I want to do a project in January to write something, no matter how short. Last year, I put together a month of free writing prompts for people to start writing. This year, I want to dust off the fingers and get typing again.  I love writing and interacting with you and staying sharp with my practice.

As Melissa Joy Kong explains after writing every day for the entire year of 2013,
“I realized along the way that writing is like breathing for me. But, more than that, expressing and sharing is my oxygen. If I’m not doing it every day, my experiences and emotions start to dull. Ideas get lost in my head, never to reappear again. The days pass by more quickly. I spend less time reflecting, and thus, less time being grateful. I miss out on opportunities to meet great new people, and to share things about my journey that might help others on theirs.”

As difficult as it is to change your habits, and commit to writing every single day, I know that it’s going to be important. It won’t always be easy, but the results will be worth it.

Want to join me? Sign up for my free Start Writing Mini-Course and take the 30-Day Writing Challenge!

Remember, even if you forget a day or two but still write 15 times this month, that’s pretty awesome.

Join me!

PS: I won’t be pushing all of these new posts to email when they go live. I’ll keep sending out weekly updates via email so you can see what’s being published each week.

PPS: I’m feeling a bit vulnerable because of the pregnancy, knowing there might be hard days ahead, but that doesn’t mean I don’t want to try. What have we got to lose? 

Stop Gmail Overwhelm With These Two Scripts

How to find and send emails (without going into your email inbox):

“I’m having trouble keeping up with my inbox,” a friend wrote on Facebook, asking for email tricks and tools people loved.

I use a ton of email productivity measures, and I always forget that we all have vastly different habits and routines. Here are a few philosophies, notes, and scripts that are worth bookmarking to make your life easier.

Slow down and send less

I find the less email I send, the less I get. I also don’t mind if it takes 2–3 weeks (or longer) to respond to things. As I train people to know that email is a slow way to get ahold of me, it works out well.

Email is other people putting urgent things on your to-do list.

Time batch

I use Pomodoros to cycle through emails and either do 25 minutes or 50 minutes in the morning a few days a week. The goal of a session is to cycle through all the messages and identify the urgent and important ones and delete the rest.

It took a while, but I have no problem actively deleting anything that isn’t on my list or agenda right now (especially if it doesn’t come with an introduction, or the request isn’t a thoughtful consideration of time).

Then I star things according to urgency: red is now, yellow is soon, blue needs information. I make tasks for things in my Asana that need more lengthy follow-up, and I use a chrome tablet or links to search specifically for that message so I don’t drown inside of an inbox unnecessarily.

If you’re a Gmail user, try these scripts:

Also, I have two scripts I LOVE to use when I need to use my inbox during in the day, but don’t want to get lost in it. They’re fairly easy to implement (all you have to do is copy the code and save it as a bookmark), so you don’t need any fancy tools to make these awesome changes to your browser:

#1: Search for a message without opening your inbox

For the dorks among us, here is the script for a gmail ‘search’ button. To make it work, add it as a bookmark in your browser — just copy this code below (no spaces before/after) and add it as a bookmark for running a distraction-free search:

javascript:var search=prompt(“Search Gmail for…”);window.open(“https://mail.google.com/mail/#search/”+search);

For best results, add a label called “Search” and add it to your bookmark bar. Then, when you click, it’ll pop up a distraction-free window that lets you search for the message you need without seeing any new messages in your inbox.

#2: Compose a gmail message without opening your inbox

You can do the same thing with composing an email without going directly to your inbox. I use this script:

https://mail.google.com/mail/?view=cm&fs=1&tf=1

Which pulls up a full-screen compose window without any information about my inbox. Freedom! No distraction! Add it as a bookmark and use these instead of navigating to an inbox for every message you need to find or send a message.

Lastly, my go-to response:

Also, my go-to response that’s unbeatable is

Thanks so much, now’s not a good time for me. If you want to circle back in a few months, we can try again then.”

This keeps my next 2–3 months very clear of unnecessary clutter, and 90% of the time people (sadly) don’t follow up. If I’m not that important anymore, great.

Sigh.

Email peace.

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Huge kudos to Mattan Griffel for teaching me these email tricks (and more!) about productivity and pomodoros. Our work together at One Month this past year has been like an MBA in the making. Also, thanks to Victor Mathieux for prompting the conversation in the first place.