Why I Removed the Phrase “I Don’t Have Time” From My Life

Photo: ColorJoy Stock

“I don’t have time.” It’s a simple phrase you have probably thrown out to your friends, significant other, or kids, particularly if you feel as if the elusiveness of time is slipping through your fingers.

But when you sit back and reflect on the statement, what are you really saying? More importantly, consider who you are saying it to, and what it communicates to them. What you are really saying is that your time is being preoccupied with something else. Something your brain has told you is much more important.

We have to stop being victims of time and instead take ownership. The words you tell yourself matter. And if you are telling yourself (and others around you) that you don’t have time, you may just begin believing it. 

Once I conscientiously began removing that phrase “I don’t have time” from my everyday conversation, time seemed to loosen its controlling grip over me. I was no longer the victim, I was the one in power.

It’s not time management you need.

As someone who has spent years teaching productivity, I have come to this simple conclusion: time management does not exist. You cannot manage time. It is not an angry three-year-old throwing a tantrum in the middle of the grocery store that you can swiftly march out to the car. 

No, you cannot manage time (spoken by someone who personally tried to for years), BUT you can manage your activities. We can manage how we individually choose to spend our time. With all the inequalities of wealth in our world, time is not one of them. Time is equally doled out to each of us and it is up to us to decide how to use it.

To determine how we want to choose our time, allow me to break down the four different ways one can spend their time, as well as the importance of each for your productivity.

1. Resting

Resting may seem like a strange place to start but in reality, it is by far the most important if we desire to achieve the success we crave as human beings. Our society mistakenly believes that if we just follow the “hustle mantra” we will find success, so we are afraid to stop moving.

But our brain requires periods of rest. Healthy adults need between seven and nine hours of sleep per night. Acknowledge it, accept it, and move on. Sleep is non-negotiable. In fact, according to Tom Rath’s book, “Eat, Move, Sleep: Why Small Choices Make a Big Difference,” your quality of work can drop down as much as 30% when you are not getting an adequate amount of sleep. 

What do periods of resting look like? Well, we just covered sleep, but it can also include meditation, closing your eyes and taking a break away from the computer, or sitting outside in nature for a few minutes. The key to your resting periods is they should feel renewing and restorative, otherwise, it's not rest!

2. Doing

We know our day is already filled with doing, but what exactly is it we are doing? And are we using our time the way we really want?

When we use the phrase “I don’t have time” what we’re really doing is lying to ourselves. We are simply choosing to not prioritize whatever it is that truly needs the space. For me, I have started using other phrases that show intention, like, “I don’t want to give this my time right now,” or, “That’s not a priority for me at the moment.” 

I like these subtle changes to the words because what they do is remind me that I am in control of my choices. Time doesn’t demand how I spend it. I do.

One important caveat to “doing” that must be discussed is that sometimes we have trouble prioritizing the tasks we want to do for ourselves because we are so busy “doing” for everyone else in our lives (I imagine many of the women reading this are nodding their heads right now). When it comes to doing, please remember that you do not have to do it all, and you do not always have to sacrifice time on your tasks for the sake of others. 

3. Distracting

Personally, I think we have the wrong idea around the concept of “quitting.” Quitting is not an end, rather it is the first step in refocusing and redefining your life. When we give ourselves permission to let go of the things that no longer serve us, we gain the opportunity to pursue what is aligned with our purpose.

Many of you reading this may assume I am about to lecture you about removing distractions from your day, but that’s not how I roll. Plot twist: we actually need some distractions in our day!

A lot of people believe if they are not spending their time hustling towards some tangible goal, then they are not doing anything worthwhile. That could not be more false! Play is essential for our brains but we tend to undervalue it because it seems so silly next to our serious life or professional goals. What’s ironic though is that when we increase play, give ourselves time to actually enjoy time, we become more productive. When more frequent play is incorporated into our days we see dramatic increases in creativity, attention, and performance.

For those of you asking, “But, Tanya, how do we determine between good and bad distractions?” Here’s my answer: it is entirely up to you to decide. And before you go panicking, know that the deciding factor is so incredibly simple. After indulging in the distraction stop and ask yourself, “How do I feel after I finish this?” Is your answer along the lines of, “That lifted my mood and was exactly what I needed,” or is it more so, “I feel worse off than I did before.” Therein lies the answer.

4. Thinking

We have a tendency to bind our feelings of self-worth tightly with our daily achievements. We need to loosen these knots because the problem with this is it doesn’t take into consideration the important time we’ve spent thinking.

Every day we have over 6,200 thoughts, which, roughly calculated, means we have about four new thoughts every single minute! The big question though is what are we thinking about?

We spend an excessive amount of time thinking about the things that don’t require it: the worrying and stress, tweaking and reworking of tasks and projects that don’t even need it. We spend a disproportionate amount of time thinking about the minutiae, the unimportant. 

You may have noticed a recurring theme woven throughout this article: it’s not the action that matters, it is the intention behind it. We don’t want to just find ourselves doing and thinking. We want to choose to think and do what’s most important. With that, you may just unpack an extraordinary life for yourself that you never knew could be.

“If you are telling yourself (and others around you) that you don’t have time, you may just begin believing it.”

Whatever it is, the way you tell your story online can make all the difference.

About the author: Tanya Dalton is a best-selling author, speaker, and nationally recognized productivity expert. Tanya serves as a growth strategist for female leaders. Her highly anticipated second book, On Purpose: The Busy Woman’s Guide to an Extraordinary Life of Meaning and Success, will be on sale wherever books are sold on October 12, 2021. Tanya is also the founder and CEO of inkWELL Press Productivity Co. a multi-million dollar company providing tools that work as a catalyst in helping women do less while achieving maximum success.

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6 Tips for Being Productive Under Pressure

Photo: ColorJoy Stock

Maybe you’ve been feeling it lately. That overwhelmed feeling you get when your to-do list is long but your worry list is longer? There’s a lot on your plate right now. There are scary, uncontrollable things happening in the world, maybe in your personal life and yet time doesn’t stop for your business. I feel you. Some days the last thing you want to do is answer emails or join video calls. One of the worst feelings is a big agenda and no motivation to work on it. 

I work a 9-to-5 job and have created a multi-six-figure online business. Needless to say, my checklist each day can get pretty long, and more than that, juggling both mentally can sometimes be a challenge. But, over the years, I’ve learned that, even though I might not be able to control every stressor that comes my way, whether it’s in my personal or professional life, there are ways I can stay productive even when pressure mounts or stress takes over, and you can implement them as well. 

1. Put Your Blinders On 

I like to call it shiny object syndrome. It’s when we get distracted with the latest and greatest and lose sight of the task or goal at hand. This is a productivity killer. To prevent this, set plans, lots of them. Have daily, weekly, monthly, yearly, and five-year goals written out and share them with someone who can help hold you accountable (team, partner, a coach/mentor, etc.) and put them somewhere where you can see them often. Whenever you are going through your task list ask yourself if it supports your top three long-term goals, if not put on your blinders and keep moving. Clearly set goals also help prevent decision fatigue which is super important in preventing burnout. 

2. Add It to the Calendar

Put it in the schedule, always. Whether it’s following up on an email, calling a team member, or an important meeting, add everything to a calendar. Keeping all your to-do’s in one place will help you feel less scattered and less distracted. When we don’t have a clear way to organize our time it can create extra noise. Instead of focusing on one task at a time, we are nervous that we are forgetting something. 

3. Work With Your Energy

Prioritization is key. This means I align my tasks with my energy levels so I can’t procrastinate. For difficult items that require a lot of brainpower or for the "I don’t really want to do tasks," I move to my high energy times. For me, I do the most difficult tasks in the morning to create a free-ing feeling for the rest of the day. By the end of the day, most people have made so many decisions that your brain is exhausted. You don't want to leave difficult tasks for this time as the quality will be poor or you simply won't do them- creating a cycle of broken self-promises!

4. Focus on Feeling, Not Just Doing

How do I want to feel today? Do you ever ask yourself that? Instead of running through your to-do list first thing in the morning, ask yourself how you want to feel that day. It shouldn’t be the same each day. One day it may be “productive” or “energized” but it may be “calm” or “sleepy” another. Claim those feelings and let yourself feel them. Doing this allows you to accept the “slow” days, appreciate them, and not beat yourself up if you don’t have the most productive day. Here’s the secret, productivity doesn’t always mean work, often it means taking care of yourself. 

5. Start the Clock

Set a timer. The toughest part of anything is getting started. Set a two-minute timer and just start. For me it’s writing content, I have to tell myself that if after two minutes I don’t want to work on that anymore I can stop. It’s your easy way out, no shame, no guilt. But chances are, once you start it will get you into a FLOW state and you can then create for hours. It’s like the Pringles effect; once you start you can’t stop. Turn off ALL distractions (once you get distracted it takes your brain nine minutes to get back on track) phone in another room, not other tabs open, and get in your flow.

6. Automate as Much as Possible

Work and non-work related. Less time on tasks that suck up your energy means more time on tasks that fill you up. This may mean investing in systems for invoicing, tech work, or posting to social or something like meal delivery that takes one more thing off your plate. 

Entrepreneurship is challenging. There will be unbelievable pressure and stressors that will take their toll on you if you let them. But, they don’t have to cripple you or stop you in your tracks. I hope that these tips can help you move through the challenges and allow your business to keep growing through it all. And remember to have some fun—the pressure we feel is often the pressure we put on ourselves. Chances are, entrepreneurship isn't the first time you've faced this type of pressure. But it is your opportunity to take it off!

“Instead of running through your to-do list first thing in the morning, ask yourself how you want to feel that day.”

——Cara Barone, Business Coach and Strategist

About the Author: Cara Barone is a brand consultant by day and a business coach and strategist by night. She juggles a corporate 9-to-5 job with her thriving online business and helps others do the same. She helps high-performing corporate women and coaches gain confidence and clients, without sacrificing their corporate salary, sanity, and health.

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6 Tips to WFH More Efficiently (and Save Yourself Hours)

Photo: Color Joy Stock

In the wake of COVID, we’ve all had to rethink how we operate this year, pivot the way we work, and reconsider how our businesses function. One of the areas we’ve all had to be most adaptable in, of course, is right in our own homes. We work here, we live here, we do almost everything here now. Not to mention, we’ve been challenged with new distractions and can’t rely on our usual coping methods due to the fact that we’re, well, at home.  

While it all feels quite gloomy—and rightfully so—there is good news here: humans are remarkably resilient and adaptable. 

That means there are answers to help us solve at least one of the most pervasive new cultural problems related to being at home: the challenge of overcoming the fatigue that comes with the daily grind. Now that we’ve replaced commutes with endless Zoom calls, Slack messages, and TikTok marathons, you’re likely already familiar with the problem.  

Fortunately, with a little innovation in your relationship to work, you have hope of achieving a healthier balance.

As a co-founder of CAVEDAY, a solution that offers focus as a service, I’ve studied and created new methods to help people improve their relationship to work and master the art of working from home so it feels a lot less like a major exhaustion-driving burden and a lot more energizing. Keep scrolling to find out how it’s done.

Batch & Block

Batch your work as much as you can, especially when it comes to meetings. 

Try to only take meetings during set times, such as only two days a week or only in the afternoons. Meeting culture is not a new problem, and, for many organizations, has only grown more pervasive during the pandemic (hello again, Zoom!). So while it’s not always possible to have ownership over your own calendar, find windows of time to block off for your most important work. 

Once you have your meeting days/times set, during your working days be sure to only check your email once in the morning and once in the afternoon. Start with your most important and the hardest task first. This will make a massive difference in your energy level as you won’t constantly be flipping from meetings to emails to task lists.

Define

Before starting your workday, take a moment to write down exactly what you’re working on. Be as specific as you can. For example, if you have a day of writing ahead of you, putting “write blog post” on your task list isn’t quite clear. 

Ask yourself: What part of the project are you tackling? What does “finished” look like? Is this the brainstorming phase, outlining, or actual writing? How far do you want to get? 750 words? A chapter? Clearly defining your work, in a set amount of time, helps combat overwhelm, and allows you to more simply focus on one task at a time. 

Scope

How long does it take you to finish a certain task such as drafting a proposal or creating a presentation? Over and under-scoping how long individual tasks take is a surefire way to always be “on” and to quickly overtire. 

Knowing how long projects take gives you a better understanding of how to plan your day. To figure out how long things take, start with something you do often. No need to rush, but focus on just that one task and time yourself. 

Then, in the future, you’ll know exactly what kind of time blocks to set to get the job done. 

Take Breaks

Research shows that the brain can’t focus on a task for more than 52 minutes at a time. Mindful and intentional breaks actually help maintain your energy. Just pushing through to the finish line quickly ends in fatigue. 

But, be sure to take breaks wisely. The difference between absent-minded and intentional breaks is that you are making the choice when to stop and how to spend your time. Getting caught in an endless scroll is not a mindful break. Walking away from your desk, stretching your body, or calling a friend is an excellent way to press pause before returning to your work. 

Remove Distractions

Simple in theory, difficult in practice. Removing distractions (like turning off notifications, closing the door, and—dealing with the biggest distraction of all—putting your phone away) is one of the smallest steps we can take in order to avoid fatigue. We are constantly bombarded with interruptions (every 11 minutes on average), so the more agency we have on controlling external distractions, the better equipped we are to stay focused. 

Establish Rituals

One of the biggest and most overlooked changes we’ve faced this year is the loss of transition. Remember that good old commute?

The loss of that time that signifies the beginning and end of our workday, such as driving to the office, riding the crowded subway, or meeting friends after work held a ton of significance in our lives (maybe even more than we once gave credit). 

Whatever that transition was and whether or not you looked forward to it, it was part of your day and routine. We’ve lost that for now, but that transition time is precious and must be preserved. It’s baked-in time to prepare for and reflect on your day. Without it, we forget to take moments to pause and we wind up being “on” for much longer than intended. 

While it may seem trivial, establish a new ritual to start and end your day. A walk around the block, your morning coffee with no work, shut down or close your computer at the same time every day, read a non-work related article before leaving your workstation. Doesn’t matter what it is and it can be small, but this will give your brain and body a cue for when you’re working and when you’re not.

Our culture promotes shallow work and we’ve gotten really good at being “busy”. But busy doesn’t mean productive. Fatigue does not have to be a way of life. Instead, mindfully approaching your work and time allows for more spaciousness in other areas of your life. It’s not easy to put these tips into practice, so CAVEDAY memberships intentionally make it easier for people to practice these tips, as it’s all baked right into the service. Trust us, it’s worth the effort to master this new way of life. You might even be astonished by the quantity and quality of your output. 

“Busy doesn’t mean productive.”

—Molly Sonsteng, Co-Founder of CAVEDAY

About the Author: Molly Sonsteng is a producer, experience designer, and entrepreneur dedicated to time well spent and deepening human connections. She’s created countless projects that encourage people to live creative and meaningful lives. A classically trained singer, her professional history includes working for Carnegie Hall, Manhattan School of Music, and Daybreaker. She ran a summer camp and a political campaign office, developed a music curriculum, taught preschool, and was the Director of Admissions at a music conservatory. In addition to Caveday, Molly is a cofounder of Madcap Factory, an amusingly eccentric production house helping brands engage their communities.

Use the code CULTIVATE to redeem a free three-hour Caveday session at www.caveday.org/schedule.

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Want to Feel More Productive While WFH? These Put-Together Outfits Will Inspire You to Tackle Your To-Do List

Photo: Tayla Santos

As we enter yet another month of working from home, it’s certainly no secret that signing online for a virtual Zoom meeting doesn’t exactly require the same sartorial standards as, say, getting ready for a day at the office or dressing up for an important meeting with a potential investor. While it's definitely convenient to wake up, toss your Zoom sweater on over your sweatpants, and open your laptop from the comfort of your couch, if you’re anything like us, you’re starting to feel like your productivity levels are dropping. But there’s a surprisingly easy way to regain your motivation while WFH: getting dressed as if you're going to work. 

Studies have shown that what you wear while working actually matters. Researchers who study "enclothed cognition" say that your clothing choices can affect your productivity, your thinking, and even your negotiating skills. That’s why we’ve partnered with Paige, a lifestyle collection for men and women, and DJ and creative Pamela Tick, style blogger Tayla Santos, and fashion and lifestyle influencer Pau Dictado to share put-together yet comfortable outfits (because comfort is still key) that will inspire you to tackle your to-do list while working from home. Keep scrolling to find out how you can dress for success while working from your living room.

Pamela Tick | DJ & Creative

How would you describe your personal style?

I never entirely know how to answer this question because my style has a strong foundation but is ever-evolving. It is also dependent on daily factors that make my outfits functional! 

It’s fair to say I gravitate towards minimal looks with bold pieces, usually, these pieces are leather or suede, denim, cashmere, etc. On the other hand, I can get playful sometimes too with a simple maxi skirt or long dress to bring out my fun free spirit personality.

How has this time in quarantine influenced your style? 

I have noticed a difference in the days I choose to throw on sweatpants versus the days I create a real outfit to wear. Sweats sometimes feel like an excuse to be lazy. Perfect for Sunday, but come the weekdays, I like to feel inspired and ready to work by getting dressed. The outfit I choose in the morning usually enhances my mood for the rest of the day. There is power in dressing up!

How have you adjusted to this new remote work life and what influences your styling choices each day? Do you dress for comfort or style or somewhere in between?

I fall somewhere in between dressing for comfort and style which is exactly why these Paige jeans speak to me. A happy medium! The vintage fit wears with time and molds to my body the more I wear them. These last few months have been an adjustment for all, which is why it feels important to not forget the little things that make you feel good.

Tayla Santos | Style Blogger

How would you describe your personal style?

I would say I have a neutral and minimal style. I like to keep it simple and casual whenever possible! This means I prefer a good fitting pair of denim and a hoodie paired with sneakers and a cute coat over any outfit featuring louder statement pieces. It’s the timeless and classy looks that never go out of style and you can’t go wrong with! 

How has this time in quarantine influenced your style? 

I’ve been wearing so much more athleisure! I’m all about the matching set lately. Love being comfortable while still super stylish and now it’s almost my mission to incorporate a hoodie,  into any look haha. I like to refer to my “three C’s,” casual, chic, and comfortable! 

I love wearing a WFH outfit that I can easily swap the slippers for some boots or sneakers, add a jacket and be out the door for a quick Starbucks drive-through coffee break!

How have you adjusted to this new remote work life and what influences your styling choices each day? Do you dress for comfort or style or somewhere in between?

It’s actually funny you ask this! My journey as an “influencer” started during this pandemic. On March 6th, I quit my full-time job as a teacher’s aid and told myself I was going to pursue blogging full time. Three days later, on March 9th, we went into lockdown. I was freaking out. Now I had no other option than to make this work! I went into full hustle mode and don’t regret a second of it! I’ve been posting every day since and grew my audience by over 20,000 followers in eight months! This has been a great journey and I can confidently say I love what I do.

As for how it’s affected my style, I would say the pandemic and lockdown has played a major role in shaping my style into what it is today. I remember (maybe two to three years ago) I used to try so hard to put together the perfect outfit. Now, knowing I at most will be grabbing a coffee through the Starbucks drive-through, I’ve turned to simpler outfits. I feel so much more confident and myself in casual and simple outfits. I love keeping it minimal, chic, and put together by maintaining a neutral color palette. It’s all about the fit of the outfit. For example, the Paige jeans I’m wearing here hug the body perfectly with luxurious comfort and super stretch fibers. It’s just a plus that it comes in tons of authentic washes to add some texture to my minimal outfits. 

What is your foolproof outfit formula for boosting your productivity and staying comfortable and stylish while working from home?

I am the biggest believer in getting up and getting ready for the day as if you actually had to go into the office. When I’m dressed and ready, I feel more productive and ready to attack that day’s to-do list. There’s a totally different vibe when working at your desk in a comfy pair of denim. I say grab your favorite pair of denim, add some fuzzy socks, your most comfy hoodie and you’re good to go! If it’s a little warmer where you are, swap the hoodie out for a crisp white tee tucked into your denim, layer some cute gold necklaces, and you’re ready to slay the day! 

How does getting dressed for the day in comfortable yet stylish clothing make you feel more motivated and ready to take on your to-do list?

You know when you put together that perfect “all day outfit?” The kind of outfit you’re kind of sad that you have to take off at the end of the day? That’s how you feel when you’re rocking the most comfortable and timeless pair of denim. What’s better than having a pair of denim that you can wear all day working at home, styled comfortably to elevate the look with over the knee boot heels and a long coat for an evening look!

Pau Dictado | Fashion & Lifesytle Influencer

How would you describe your personal style?

Edgy and effortless.

How has this time in quarantine influenced your style?

My priority has shifted to more comfortable wear and investing in high-quality pieces that will be a staple in my closet. Since I rarely go out and I’m mostly working from home, I don’t feel the need to shop as much. But when I do, I want high-quality pieces I can really feel good in!

How have you adjusted to this new remote work life and what influences your styling choices each day? Do you dress for comfort or style or somewhere in between?

I dress for both comfort and style. Comfort has definitely become my top priority, but I believe I don’t have to sacrifice my style while doing so! What I love most about my Paige jeans is that it’s stylish without sacrificing comfort. It has a luxe coating with super gloss pigment that gives the look of leather in a silhouette that you can live in! 

What is your foolproof outfit formula for boosting your productivity and staying comfortable and stylish while working from home?

My foolproof outfit would have to be a button up shirt with jeans. There’s just something about this formula that never goes out of style! Not to mention, it’s both comfortable and flattering, just like these jeans. I just love how it hugs my body in all the right areas!

How does getting dressed for the day in comfortable yet stylish clothing make you feel more motivated and ready to take on your to-do list?

When I look good, I feel good. And when I feel good, I feel like I can take on the world! Dressing up has definitely helped boost my confidence and productivity, and wearing a good pair of jeans can make a world of a difference. The WFH life can be mundane at times, so I always seek out ways to change things up and add some fun elements into my routine.

Shop the looks at Paige.com.

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24 Hard-Working Womxn Share The One Productivity Tip That Truly Changed Their Life

Regardless of your industry, job title, or goals, you probably have a to-do list that seems never-ending. Yet, with so many tasks vying for your attention, it can be easy to get to the end of the day and feel as though you really haven’t accomplished anything.

To help, we tapped into the brilliant minds of 24 female leaders to learn the one productivity tip that has changed their life and freed them up to work on what matters most. Try one or try them all! The real impact comes from finding what works best for you.

Sarina Virk Torrendell

Founder & Career Coach of withSarina

1.Get an Early Start

I am most productive two to three hours before my day actually starts. Even if I woke up at 8 a.m., I always found myself feeling rushed and scattered throughout the day. The moment I started waking up two to three hours earlier, it gave me the quiet time and space I needed to build out lists and goals for my day and get work done without any distractions. Even if the rest of my day turned out to be unproductive due to things outside of my control, having those hours in the a.m. within my control has been a game-changer for my productivity. 

TeLisa Daughtry

Founder & Chief Technology Officer of FlyTechnista

2. Utilize Automations

People might think that I’m a superwoman, but my real super power is utilizing automations. I started building them when I was working in Corporate America to help me and my team complete repetitive and mundane tasks more efficiently and accurately.

As a solopreneur and consultant, I've integrated bots and automations whenever and wherever possible for the things I don't like doing and don't want to spend my time doing. I love using automation software like IFTTT for my emails, social media posts, contact forms, automating responses, and beyond. Specifically, it has been a game-changer for managing my calendar and my emails. 

Melinda Wang

Founder of MWProjects

3. Focus on the Big Picture

With dozens of active projects, at any given moment, across different industries, I found that the most important thing for my productivity and effectiveness has been to set aside time to take the big picture view of those projects as well as how I would like my businesses to grow.  

At least once a month, I schedule a three-hour appointment with myself! My appointments have allowed me to review the wins, challenges and forward paths on active projects. They also give me space to be intentional about my goals for my companies, and not only business growth, but also how we can contribute to our communities and foster equity, diversity, and inclusion.

Lori Mihalich-Levin

Founder & Chief Executive Officer of Mindful Return

4. Do Your Most Important Task First

Learning about Daniel Pink's "Most Important Task" has been a game changer for me. The idea is that you pick one most important task for the day, and do that first thing in the morning. Particularly during this COVID work-from-home era, distraction is so prevalent that it's tempting to dig into the easiest task when I sit down to work. This isn't, however, always the most important task. 

Now, I pause before I go to bed at night and write tomorrow's most important task on an index card. I put that card on my computer, and that's the first thing I do when I sit down to work.

Trisha Okubo

Founder & Creative Director of Maison Miru

5. Prioritize Tasks With High ROI

Focus first on the tasks with high return of investment (ROI). This simple philosophy governs how you would invest your money, and you can do the same thing with your time. Focusing on tasks that give you high returns, like automating processes, will allow you to reinvest your time and energy to give you even more "bang for your buck" so to speak.

When I first started my company, it was just me at my kitchen table doing everything from product design, finding manufacturing partners, branding, photographing, setting up my e-commerce site, emailing and social marketing, etc. I learned to focus on tasks with high ROI first as a matter of survival. I'm a former product manager, so I learned early on the importance of prioritizing tasks. Between having my priority list and focusing on tasks with high ROI, I was able to get the company off the ground and find the product/market fit I needed in order to be able to start hiring.

Victoria Repa

Founder & Chief Executive Officer of BetterMe

6. Practice Breathing Exercises

While I like meditation and think it does a lot of good, personally, I’ve been an adherent of practicing pranayama (breathing exercises for relaxation and focus) daily for years. I find that pranayama is more effective at clearing your mind and preventing your emotions from interfering with your decision-making.

Managing my team remotely, while staying inside during quarantine, I’ve noticed that people have started paying much more attention to their inner state. In fact, I feel like our awareness and attitude towards mental health is experiencing an important global shift overall. 

Anna Gabriella Casalme

Chief Executive Officer of Novelly

7. Meditate in the Morning

The first thing I used to do in the morning, even before getting out of bed, was to check my emails and other notifications. I found myself getting stressed and overwhelmed from the moment I woke up, and this set the tone for the rest of my day. 

Now, I disable my alarm and immediately hop into a 10-minute morning meditation using the Insight Timer app. A daily 10-minute morning meditation in bed has never asked too much of me in terms of my time and effort. This habit kicks off my day with grounded and peaceful energy which has actually helped me be more productive at work.

Mary Clavieres

Founder & Chief Executive Officer of The Transitions Collective

8. Plan Your Day the Night Before

After having kids, my mornings felt hectic and disorganized. So, I plan my week on Sunday evenings, and then each weeknight, I review and prepare for the next day. I’ve found it game changing to review the next day’s activities, identify priorities and pack up any items the night before.

When I wake up the next morning, I feel organized and ready to start the day. It helps to save time and also allows us a little extra time for the unexpected things that can happen in the morning. 

Brooke Taylor

Founder of Brooke Taylor Coaching & Consulting

9. Practice Essentialism

I practice Essentialism: it is the rigorous prioritization of only the most essential projects in my business. Any business opportunity that does not forward my three priorities for the quarter gets deprioritized or delegated. 

When I was experiencing entrepreneurial scatterbrain, I quickly pivoted to Essentialism which increased my focus and my bottom line. When I coach female executives and leaders, the first practice is to the three most essential business priorities to communicate to their team and three other essential life priorities to communicate to their family and manager. The process of choosing which three initiatives to prioritize in and of itself is clarifying and strategic. 

Rahama Wright

Founder and CEO of Shea Yeleen

10. Take Short Breaks Often

I started taking breaks every two hours even if it was just for 10 minutes. I used to work non-stop with little breaks thinking I could get more done. The problem was most days I was working 12 or more hours resulting in major burn out. Taking short breaks every two hours has been a game-changer because it allows me to rest my eyes, take a few deep breaths, or get a snack, giving me a needed boost.

Jes Osrow

Co-Founder & DEIBA Specialist at The Rise Journey

11. Utilize Gmail Tools

It is a combo of two simple Gmail tools: the scheduled send and the snooze. I'm a very action-oriented person. and if I don't take action quickly, things can fall by the wayside. The scheduled send allows me to write that followup email ASAP after the call, but plan it to go out at a time that is appropriate. The snooze feature is a fantastic way to not let emails get lost in your inbox and even let you file them away and pop up when you need a reminder.  

It has been a staple of my work to stay organized, on top of my work, and feel confident that I'm working on the right pieces at the right time. There is very little that makes me feel worse than accomplishing something, feeling great, and then realizing that I had missed much more impactful and bigger priorities on my plate.

Nikki Goldman

Chief Executive Officer of I/O Coaching

12. Force Yourself to Brain Dump 

Before diving into anything that requires creativity or thoughtfulness, I put a four-minute timer on the clock to free write about it. I force myself to use the entire four minutes and just write whatever comes to mind. Lots of it is gibberish, but quickly, once I get through that, I end up surfacing thoughts and ideas I otherwise wouldn't have if I had just dove right in.

I am a speed demon and a task master. I grew up in start-up land, so "done today is better than perfect next month" has been the name of my game. I think it's a strength of mine, but it also lends itself to multi-tasking which just isn't productive. By spending four minutes to slow down and just think about this one task, I'm able to speed up in the end because my ideas are much more developed and baked.

Jessi Greenlee

Founder & Chief Executive Officer of Good Impact Network

13. Start With Delegation

Start your week with delegation instead of action item overwhelm. As you write out your to-do list for the week, think critically about every item on the list and if it is critical that you be the one doing it. If you don't have a team to help absorb tasks, look into virtual assistants and interns that can take over your more time consuming, recurring tasks. This will leave you with more time and energy to focus on important tasks that relate directly to your big picture strategy.

This has been revolutionary for my business by giving me back time and mental space to focus on strategy and prioritize tasks that directly result in forward movement. Delegation has directly led to increased revenue by allowing me more capacity to take on additional clients.

Willow Hill

Co-Founder and Chief Creative Officer of Scout Lab

14. Invest in a Meditation Practice

Daily meditation has transformed my life and allowed me to be more focused, more calm and able to get much more done. I started meditation because I have ADD which, as an entrepreneur and creative director, is both my superpower and my achilles heel. I draw a lot of creativity from my natural energy but it can leave me scattered as well. 

Implementing a meditation practice has allowed me to slow down and approach my work with calm intention. It is a practice that must be cultivated constantly but it has been worth the investment in time because it ultimately saves time when I am not rushed or forgetful.

Tamara Laine

Chief Marketing Officer of A.Lynn Designs

15. Walk and Jot

I call it the Walk and Jot. I am sure it is not the formal name, but for me, it stands for walking and dictating the majority of my writing work into my phone. 

It started by happenstance; as a field reporter, I was always running from story to story and needed to write in-depth articles on the go. I found dictating my first draft into my phone, not only saved time, but it allowed for a better free flow of thoughts to shine through. Now, most mornings I walk and dictate into my phone pieces and creative inspiration that I am working on. First drafts are always hard to get on paper, but this way, I don't waste time thinking of the perfect word. This process has enhanced creativity, time management, and productivity all at the same time.

Callie Schweitzer

Senior News Editor, Marketing at LinkedIn

16. Prepare Well For Meeting Someone New

When meeting someone new, prepare well; the conversation will feel more like a second than a first.

Time and attention are precious, and meeting fatigue is a very real thing. When you're meeting new people, it can be exhausting to spend 15 minutes on each person's backstory, and you'll find your 30-minute meeting is over before it feels like it really began. When I meet with someone, I want to be able to jump right into why we're connecting instead of spending the majority of the conversation telling each other things that would surface in a quick internet search. I do a lot of research before I meet with people: I look at their LinkedIn, what they’re posting and engaging with on social media, things they’ve written, and recent news about them or their company to get up to speed on what’s out there. You might find a mutual friend or something you have in common and be able to connect on a deeper level.

Nina Kong-Surtees

Founder and Chief Art Advisor of smART Advisory

17. Devote Time to Critical Tasks

Blocking at least one 90 minutes session in my schedule per day to devote time on the most critical task has been a game-changer for me. I've implemented this new productivity habit as I used to feel overwhelmed by never-ending to-do-lists, and I was always juggling multiple things. On the contrary, multitasking actually slowed me down and hindered me from achieving something that really mattered. During this 90-minute session, I am laser-focused and able to finish a project ahead of schedule.

Miraya Berke

Founder of Dessert Goals

18. Utilize Asana

I use Asana to project manage all my tasks, both for personal and work. At any time I can be planning 3 or more events, so each event has its own project with sub tasks. I can easily share the tasks, communicate with people I work with, and everything is tracked. I have all the tasks archived for years of events!

Kari Clark

Founder & Chief Executive Officer of Breakout

19. Create a “One Day” List

I created a “One Day” list : a place for me to put all of the great ideas that I wanted to do “one day.” Every few weeks, items from this list graduate to my actual priority list. I am an idea person which can be a huge distraction because working on a ton of ideas means you don't make meaningful progress on any. Having a place to store the potential distractions allows me to stay focused on my priorities while still capturing the new directions.

Lauren Tanaka

Founder and Editor-in-Chief of Global Garbs

20. Focus on 1-3 Big Tasks a Day

I only focus on 1-3 big tasks a day. I used to have a never ending to-do list, but instead of writing out a million things for each day I only focus on 1-3 big things. It's been a game-changer for me because I am pretty much a full-time mom running two businesses and have very few hours a day to get things done.

I had to figure out a better system to feel less overwhelmed and also help me feel like I've actually accomplished something. Sometimes I also write a "done" list at the end of the day rather than "to-do" list which feels like I accomplished even more - even if it's simple tasks like ordering more business cards.

Kristy Runzer

Founder & Chief Executive Officer of OnRoute Financial

21. Remove the Pressure to be Productive

The more I remove the pressure to be productive, focus on my biggest priorities, and trust that I'm moving at the right pace, the more productive I become.

Putting pressure on myself left me feeling rushed and behind like there was never enough time to get things done. By shifting my energy to trust that everything will get done and to focus on what's actually important, I can go through my day with more ease while still moving forward in a meaningful way.

Dominique Mas

Director of Coaching at Medley

22. Be Aware of Your Level of Energy

The most valuable thing I've learned is to build awareness around my level of energy in different domains and consistently take tiny steps to replenish it throughout the day.

I started doing this after doing research for a client. As a coach, I'm always trying to understand what's best for those I serve. When I tried it for myself, it was life-changing! It allows me to feel much more present and intentional with everything I do which means cutting out distractions and therefore working much more efficiently. In addition, it's a perfect way to feel aligned with my values of positivity, simplicity, growth, and challenge. 

Kori Estrada

Co-Founder of RiseWell

23. Utilize Time Blocking

I am a firm believer in time blocking my calendar for both work and personal tasks. Scheduling chunks of time helps me to keep focused during tasks and block out distractions. This ensures I don’t spend too much time on one thing and can get to everything I need in a day to feel productive. 

You can also easily get into a routine with daily time blocks and better manage your time as you learn how much time it takes to get certain tasks done. Calls are at my desk in the morning, all meetings are made mid-day, and afternoons are spent with branding opportunities and catching up with the team.

Kimberly Brizzolara

Founder of Brands That Get You

24. Try the 33-Minute Trick

The most legendary, crazy, prolific, productive copywriter of the twentieth century, Eugene Schwartz, would set a timer on his desk for 33 minutes and 33 seconds. During that time, the only thing he could do was the task at hand.

This 33 minute trick really forces you to focus on what you're doing by—removing any and all distractions—and breaks up your day into digestible chunks. Plus, it turns out to be a perfect nugget of time pressure: long enough to get something very meaningful done but not so long that it feels like a chore. 

About the Author: All womxn featured in this article are members of Dreamers & Doers, a private collective for extraordinary entrepreneurial womxn supporting one another in achieving audacious dreams. Dreamers & Doers mission is to catalyze the success of womxn leaders and their ventures through community and mutual support.

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Here’s How to Make a “To-Do” List to Actually Achieve Your Professional Goals

Photo: Ivan Samkov from Pexels

Time for a little to-do list audit. Grab yours and scan the first five tasks listed. If you don’t have one, then we have a bigger problem—skip the next two paragraphs and dive right into the most effective tool at your fingertips right this very minute!

What’s prioritized at the top of your list? Doing laundry, returning calls or emails, running errands? Chances are your list is a blend of your personal and professional life—what it takes just to stay on top of everything—and not a plan to achieve the longer-term goals you’ve set. 

With the daily responsibilities of adulting—staying on top of work deadlines, being a parent and a spouse, and trying to have a social life—you’re left with a whole lot of chaos and not a lot of time. It’s easy to be sidetracked from your dreams and the “someday” plans that fight for your attention. That’s why I live and die by my daily to-do list—and make sure it’s working for me beyond simply keeping me afloat. 

When I take the time to plan out my day and week, I’m more productive, focused, and proactive. I find more time for personal activities and accomplish goals that actually move my business forward. In my post, “7 Sanity-Saving Tips for Busy Mompreneurs” the tip that seemed to resonate most with readers was to make your To-Do List actually work for you.  Here are my tips on how to do just that.

C'MON GET "APP-Y"

Using an app on your smartphone to manage your to-do list makes things extremely easy and convenient since, let’s be honest, your phone is with you all the time. I love the Wunderlist app, and Evernote, for managing my to-do list because I can keep several running lists of things that need to get done and update them whenever a thought pops into my head.

Plus, I can:

• Set up a daily to-do, weekly list, and long-term goals, and simply move these tasks around as they become a priority

• Set up reminders to alert me when tasks or lists must get done. (As I was finishing up this article, I got an alert from Wunderlist telling me that it was time to finish this article. So “meta!”)

• Quickly add an item to my list as I think of it, clip an article to read later, add a grocery item to my running list and share it with my spouse or assistant (collab! delegate!) and sync to my desktop seamlessly.

• Use my smartphone’s dictation feature —just press the little microphone and talk. What could be easier?

PLAN (AHEAD) TO SUCCEED

Now that you know where you’ll make and keep your list, you can set aside 10-15 minutes in the evening to create your action list. In the morning, we tend to grab a cup of coffee, sit down, and tackle never-ending email, right? But at night, when things are quiet and distractions are at a minimum, you can take some time to focus on how to be most productive the following day. Planning your list at night allows you to get everything out of your head and onto your action list. You’ll sleep better after you’ve cleared your mind and can hit the ground running in the morning.

KEEP IT (CHRONO)LOGICAL

This seems obvious, but as you’re planning your day, be realistic about how long things will actually take, what your absolute “must-do” items for the day are (top of the list and starred!), and how organizing your tasks and errands chronologically and geographically makes the most sense. For example, if you have a lunch meeting that is near a grocery store, plan an extra 15 minutes to run in and save a second time-consuming trip. Make a sub-list of the things you need to get so you can run in and out without forgetting anything. By arranging your day properly, you’ll be amazed at how much more efficient you can be!

EMPLOY THE 3 "Ps": PROJECTS, PEOPLE, PRIORITIES 

High-performance expert Brendon Burchard stresses the importance of organizing your day by considering the projects, people, and priorities that matter most. Thinking this way is key to really moving your business forward and finally accomplishing your bigger goals.

Here’s how it’s done by category:

Projects

List the top 3-5 projects you have going right now. Include three simple things you need to do to advance these projects, beyond your daily to-dos. Chip away at the bigger goals through smaller, actionable tasks you can tackle each day.

People

Ask yourself, “Who am I waiting on?” or “Who is waiting on me?”  If you need a decision, information, or data to complete your part of the task,  reach out to the people who can give you what you’re waiting on to move forward on your bigger goals. 

Priorities

List the 5-10 urgent things that you absolutely must get accomplished today. List it, do it, cross it off. If it takes less than 5-10 minutes, just do it now. Be specific. A task like “answer email,” or “organize desk,” is too broad and will remain on your list forever. Instead, “return client email re: press plan” or “file papers on desk for 5 minutes” is more specific and attainable. You may not achieve “inbox zero” or organize your whole office, but even answering a few pressing emails or sorting for 5 minutes a day will add up.

GET FIRED UP

Start your day in the right mindset, then dive in! Wake up earlier, even 10-15 minutes can make all the difference. The goal is to eventually wake up a whole hour early, by starting with 10 minutes each day until you’re adjusted. Before you jump into work head first, get in the right mindset: Meditate for 10 minutes. Try apps Calm or Headspace for easy, guided meditations), stretch or exercise, take a shower and drink lots of water. Ask yourself, “What am I most fired-up about today?!” and start from a place of passion and purpose.

Now you know how to use your time to your advantage to really rock your goals! Challenge yourself to see how many spare minutes can you find in your day, and make them count! And tell me, do you have any surefire tips to share about how you organize your to-do list?

About the Author: Jennifer Berson is the president and founder of Jeneration PR, a public relations and social media marketing firm specializing in promoting beauty, baby, and lifestyle brands. Prior to founding Jeneration PR in 2005, Jennifer was a civil litigation attorney in Los Angeles. Jennifer has been featured in the New York Times, Forbes, Inc., Business Insider, Yahoo!, Entrepreneur Magazine, PR Week, Huffington Post, Fox 11 News, TV Guide Network's "Hollywood 411," PR Web and was profiled on Apple.com.  Jennifer was also selected by Babble.com as one of the 10 “Mompreneur’s Who Made it Big!” 

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This story was originally published on April 7, 2016, and has since been updated.

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What Is Toxic Productivity (and How Do I Avoid It)?

Photo: Polina Zimmerman for Pexels

Everywhere you turn, people are feeling the pressure to do something truly meaningful during this time of self-quarantine. Sure, it's great if you can write your next bestselling novel, or re-organize your entire home, but sometimes, that need to be productive can be toxic. Here are some signs to spot if toxic productivity is creeping into your life—and what you can do to break the cycle.

What Are Toxic Behaviors?

First things first, toxic behaviors are behaviors that are harmful to you, your goals, and your daily life. Our culture expresses a lot of value for productivity (we reward the best students, we’re impressed when others pull all-nighters, we glorify the entrepreneurs who boast about their work ethic and lack of sleep). Rarely do we celebrate when people are present, rest well, or set and meet reasonable goals.

Quarantine means that people are at home, trying to work, in the middle of a crisis. And yet there’s never been so much content about how people should be using all this “extra time” to try and pivot their businesses, take every e-course on entrepreneurship, or check things off their endless to-do lists.

Don’t get me wrong, if someone is able to do these things in the midst of food and product scarcity, health concerns, and social isolation, that’s great. But to expect people to be productive during a pandemic is undeniably harmful. If we aren’t being generative in our homes and businesses at a breakneck pace right now, it doesn't mean we are failures, it means we are human.

Toxic productivity would have us see things differently, and it’s hurting us.

Here Are Three Signs of Toxic Productivity

Working to the extent that it harms your health or personal relationships.

Perseverance and determination are admirable, but if your work ethic means that you’re ignoring human requirements like the need to eat, drink, sleep, or go to the bathroom, then your hard work “ethic” is toxic productivity in disguise.

Your family members may repeatedly express frustration with you and complain that you’re “always working,” “never around” or “always on your phone.” What they are really saying is, “We miss you. We need you. Please spend time with us.”

Forgetting obligations and neglecting personal responsibilities is another sign that your tendency to have tunnel vision when it comes to work is harming you and your loved ones.

Having unrealistic expectations for yourself and ignoring important information (such as the detrimental effects of a pandemic).

Many people are expecting their level of output and productivity to be the same right now. When their entire lives have been disrupted. When they are working under stressful conditions at home. IN. THE. MIDST. OF. A. PANDEMIC.

These unrealistic expectations can make an already traumatic situation even worse. Expecting the same output from yourself during a crisis is like expecting a crop to yield the same harvest after a drought.

It’s unreasonable, and will likely add to your stress if you try to maintain your previous standards.

Difficulty with rest or stillness.

If you have a toxic relationship with productivity, you might struggle to be alone with yourself anytime you’re not busy working. When you finally take a break or let yourself have a day off, you might feel guilty. Alternatively, you could feel a sense of restlessness or emptiness during moments of stillness, play, or other things you may label in your head as “non-productive.”

People might complain that you’re “not present” emotionally or physically. For example, you might rush to do the dishes after dinner instead of sitting at the table and connecting with your family. Or you might find yourself feeling impatient while a loved one tells you a long story because it feels like an inefficient use of time.

You might notice feelings of lower self-worth when you aren’t producing, creating, or working in some way, or be distracted by comparing yourself to others that you see as more productive than you.

How to heal your toxic productivity

If you’ve determined that you are one of the many suffering from a sense of toxic productivity right now, you’re not alone. The good news is, it doesn’t have to stay this way. There are lots of things you can do to have a healthier relationship with your need to be productive. Below are a few ideas.

Set realistic goals; adjust as needed.

It’s important to consider the context when setting goals. During this time when there may be extra demands on you (perhaps you’re homeschooling your children or adjusting to working from home), you may need to reduce your goals to accommodate the transition.

Part of being realistic is recognizing that your home office is likely to have more distractions, interruptions, and stressors than your old office. When we are under stress, our ability to concentrate and think clearly suffers, so it may also be helpful to extend deadlines to accommodate increased stress levels.

If you’re managing a team you’ll want to revise expectations for them as well.

Reframe what it means to rest and take breaks.

Rest is not a four-letter word or something just for the weak. Rest is 100% necessary. Studies show that people who take breaks end up being more productive than people who don’t.

Reframe rest to be a vital part of your productivity. See it as a necessary tool to help you reach your goals more effectively. Instead of taking breaks when you feel on the verge of collapse, how about scheduling them regularly throughout your day? You’ll feel a lot better, and you'll likely be able to get even more accomplished.

The Pomodoro method is a great strategy to stay on task while also taking frequent breaks.

Practice mindfulness.

Mindfulness is a way to help us connect to ourselves and the present moment. Mindfulness invites us to observe and accept what is happening around us and within us without judgement. We learn to be more aware of our body and needs. Mindfulness is proven to have all sorts of health benefits, including increasing frontal lobe activity, which is where logical reasoning and executive functioning takes place.

Mindfulness helps us disconnect from our “fight or flight” survival instincts (which often keep us stuck in toxic patterns) and instead gives us the opportunity to connect with more mature, healthy ways of relating to the world.

Calm and Headspace are two apps that I highly recommend if you want to give mindfulness a try.

Get some accountability.

Make sure that you have wise people in your life that can hold you accountable and keep you aware of your self-destructive behaviors. Most importantly, take their advice. When they say you’re working too much and need a break, listen to them. 

Define clearer boundaries.

Rework your boundaries with work, or clarify them to serve you better. Establish a few “baseline” boundaries and then refine as needed, such as:

• No cell phone at the dinner table.

• No more than 3 hours of work at a time before taking a break.

• No more than 40 hours of work a week.

• You must spend quality time with your kids at least once a week.

• You must eat at least 2 meals a day.

• You must get at least 6 hours of sleep.

These baseline boundaries are just ideas to help you get started but can be adjusted to fit your individual needs.

Heal your self-talk.

Do you define your sense of self-worth by how productive you are? If so, you may find yourself caught in a cycle of chasing accomplishments that give you a temporary sense of worth, until that wears off and you need yet another accomplishment to make you feel valuable. To heal your self-talk, start seeing that your value is not in what you produce or accomplish, but in who you are.

Ask yourself, “Would I have these same expectations for someone I care for deeply?” If the answer is no, then you shouldn’t have these expectations for yourself, either. Practice learning to speak to yourself the way you would a dear friend.

If you need help healing your self-talk, consider getting support from a therapist. Cognitive-behavioral therapy can be especially effective at helping you heal toxic narratives that have kept you stuck in a cycle of addiction to productivity.

It’s perfectly normal to feel uncomfortable with the changes you’re experiencing due to COVID-19, but this is a great opportunity to get real with yourself and heal from things that aren’t serving you well. When this is all over, hopefully, you can leave behind your toxic productivity, too.

About the Author: Dr. Therese Mascardo is a Filipina-American licensed clinical psychologist, founder of the L.A. Digital Nomads, and CEO and founder of Exploring Therapy, a wellness community that helps people build a life they don’t need a vacation from. She has been featured in HuffPost, Women’s Health, & Tastemade. Berkeley educated, she shares her knowledge in mental health, entrepreneurship, community building, and traveling full time as a digital nomad to inspire people to create more healthy, free, and connected lives they love.

Why You Should Follow Up Your To-Do List With a “Ta-Da!” List

Photo: Christina Morillo for Pexels

Setting career goals is like climbing a mountain. It sounds exhilarating and achieving it will be an amazing accomplishment. Yet there's that point in the middle where it feels like... well, work.

There’s a crucial point of difference between the daily grind and mountaineering, though. Taking a hike offers the benefit of your line of sight and a GPS. Even if you can’t see the destination, you can likely track exactly how far away it is. Whether you’re a tenth of a mile or 10 miles from your landing spot, you can expect to arrive at a certain time. It gives you the opportunity to see—and celebrate—your progress.

Reaching the peak of your career is a little more ambiguous. While you may be able to guess at an amount of time necessary to complete your goals, there are a lot of factors at play, and you may meet resistance along the way. The daily grind can feel repetitive and even discouraging at times. One way to stay on track and be ready to face whatever setbacks you encounter is to keep the right attitude. Mindfulness is a critical component to creating and keeping your goals. This is why you should follow up your to-do list with a “ta-da!” list.

Making a “ta-da!” list isn’t an exact formula, it’s more of a reminder to cultivate joy around the process of achieving your goals. It’s about acknowledging the small steps you’re taking and praising yourself with a pat on the back (or a whipped coffee). Practicing gratitude is commonly associated with better physical health, mental well-being, and increased happiness, according to a recent white paper from Berkeley. Quality of life is a huge component to the emerging field of gratitude research, and work is a big part of how we spend our lives!

Follow these three steps to create effective to-do and “ta-da!” lists, while keeping a positive attitude in the process.

Clearly define your goals, but be willing to go off-course

Putting words to what you want to achieve will help you make an effective to-do list. Whether you’re working a 9-to-5 or trying to build a side hustle, writing out a list of goals and tasks is essential to getting stuff done. However, be willing to pencil in a little room for the unknown. Just as the best view of the mountain might be slightly off the beaten path, the most successful individuals plot out a course and know when to pivot. Maybe it’s an unexpected job offer that will allow you to gain valuable experience, or an opportunity to collaborate with someone you could learn from. Reevaluate your to-do lists regularly to make sure they’re still working for you.

“Making a “ta-da!” list isn’t an exact formula, it’s more of a reminder to cultivate joy around the process of achieving your goals.”

Write it down

There’s a famous study from Harvard Business School that followed their MBA graduates for 10 years, and the grads who had physically written down their goals had earned ten times more than the others. Your goals and daily “to-do” list will keep you on track to achieving those mountainous goals.

But don’t underestimate the power of your “ta-da!” list. According to the Berkeley white paper, a study found that workplace-specific gratitude was negatively associated with burnout. Just like goals and to-do lists are more effective when you write them down, gratitude works the same way. Write down encouragements for yourself and even positive mantras rather than just drawing a line through the things you’ve achieved. You worked hard, celebrate it!

Celebrate it all

While it’s easy to pop champagne for those huge milestones, the whole point of this exercise is to infuse more joy into the day-to-day. When you look back, most days aren’t memorable on their own, but each one makes up the seasons we’ll someday look back on as stepping stones that led us to the next. Focusing on the wins—however small—will make you less likely to get burned out on the journey. And we’re all here to reach the peak, aren’t we?!

About the Author: Ana Elliott is a writer, photographer, and small business owner residing in Springfield, Missouri. In her free time, she can be found seeking out a good honey latte and/or just trying to keep another houseplant alive. You can find more from her on her personal blog: She Learns Things.

This story was originally published on May 23, 2019, and has since been updated.

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12 Busy Women Reveal the WFH Hacks That Help Them Tackle Everything on Their To-Do List

Photo: Anna Shvets for Pexels

As we enter yet another week of coronavirus-induced telecommuting, it’s certainly no secret that working from home takes a surprising amount of self-discipline. After all, crossing things off your to-do list is made all the more difficult when breaking news alerts, piles of laundry, and reruns of “The Office” are competing for your attention.

In search of proven ways to boost productivity while working from home, we turned to some of the busiest women we know to find out what tips, tricks, and tools help them eliminate distractions and tackle everything on their to-do list. Scroll on for tried-and-true WFH hacks from the founder of Parachute, the digital content director of Domino, the CEO of Ritual, and more. Trust us, you’re going to want to write these down.

Sarah Paiji Yoo

Co-Founder & CEO, Blueland

The WFH Hack: “I have scheduled, regular breaks that I put on my calendar. For me, it's so I can spend time with my three-year-old son, who I am also currently watching full time as I also work from home full time.”

Why It Works: “For the first week of WFH, I didn't schedule these, and found myself either over-scheduling and feeling guilty that he'd have to go through long stretches without attention. Or I would spend too much time switching back and forth from work and spending time with my son. But I think scheduling breaks (for tidying, Instagram, reading about the latest on COVID-19) would be helpful for people who are not watching a child because it sets aside designated time to allow for distractions and allows for more productive stretches of work time.”

Catharine Dockery

Founding Partner, Vice Ventures

The WFH Hack: "I do a fair bit of work from home even in non-crisis times, so I'm well prepared! My intention is always to set an especially clear schedule when I work from home—if I get distracted at home, I've probably lost a few hours. As much as possible, I really like to vary my workspace and try to keep different areas of the apartment for different tasks. I'm usually at a desk or table to look at financial models/projections, walking around if I'm on the phone, or on the couch if I'm writing.”

Why It Works: "It works for me because I need extra reminders to break the conditioning in my mind that being home means work is over. Moving around helps keep my mind fresh and avoid distractions that might otherwise creep in. This tip really works well for me because my work has an incredible amount of variety without many breaks in between."

Katerina Schneider

Founder & CEO, Ritual

The WFH Hack: "While working from home can be more productive for some, it can also result in more work and less balance as personal and professional time blend together. I've added eating breaks into my calendar to make sure I am scheduling and adding consistency to meals."

Why It Works: "Trying to reduce ordering in, I prep my meals the night before and make sure they are well-balanced with micro and macronutrients. In addition, I'm using Apple's Health tracker to make sure I'm getting at least 10,000 steps a day. Calls that are not on video, tend to include me walking around the block. I also keep a set of three-pound weights on my desk to balance cardio with arm exercises during the occasional video conferencing.”

Jo Davenport

Owner & Designer, La Porte

The WFH Hack: "Listen to yourself, get to know what you need to feel good.

When I'm not in our New York office, I'm working from home in Chicago. As someone who works from home a lot, I learned over time that I thrive with structure of set daily meetings, physical activity, and dedicated quiet time.

If you're used to being in a larger office, use this as a time to take inventory of what you need in order to feel successful in your day. Everyone has different needs, and that's okay. Mornings that used to start with a workout class and coffee dates might mean more leisurely walks outside or virtually meeting up with friends, you can get creative.

Take advantage of the opportunity to listen to yourself and know you can create a framework that works best for you.” 

Why It Works: “During times like this, when we are forced to make changes big or small, it can push us outside our comfort zone. Knowledge is power, and by using these moments to notice and take stock, you set yourself up to create a new normal that you can feel great about.”

Brittany Kozerski Freeney

Owner & Designer, JADE Swim

The WFH Hack: “I'm obsessed with Trello (the website and the app). Imagine a virtual to-do list/bulletin board for you and your team with moveable and editable "post-it" like task boxes.”

Why It Works: “I'm a very visual person, so I love using Trello to make and update to-do lists. I create a business task list (but also a personal task list and a home task list as well). What's great is that you can give others access so they can add tasks, make updates (showing what status tasks are in) and then also leave comments for you to review. It saves a lot of time because I don't have to check in with every team member to see what they're working on or if it’s been completed. All I do is open the app and I can see the status of everything in detail that’s well organized and even color-coordinated.”

Ariel Kaye

Founder & CEO, Parachute

The WFH Hack: “I’ve been trying out time blocking to keep my days more organized and manageable. Much of my day is full of calls and virtual meetings, so when I have a break I take a look at my to-do list, and quickly get down to business. I set a timer, remove distractions and focus on the task at hand to make progress as efficiently as possible. 

I also am scheduling breaks. Whether that is a quick walk around the neighborhood or some light stretching. Fresh air and movement are two things that always make me feel energized.”  

Why It Works: “Time blocking is a great way to get focused and eliminate distractions. It’s easy to lose tracking of time responding to messages on Slack, checking in on social media or taking a break to watch the news. As a mom, now all of a sudden sharing my workspace with a 14 month old, it is especially important to be as efficient and productive with my time so I can concentrate, get things done and be able to give my little cutie some deserved attention.

Scheduling breaks helps me work better. On the days I don’t prioritize breaks, I get lethargic and it’s harder for me to work smart. Physical activity helps to boost endorphins and takes your mind off your stresses. I highly recommend getting some vitamin D and stepping outside to walk and/or do a sun salutation in between tasks.”  

Sophie Miura

Digital Content Director, Domino

The WFH Hack: “Time disappears when I'm working from home (it can feel like all the days blur into one), so I rely on a tight nighttime to-do list more than ever. Every evening before bed, I write down three projects I want to finish the next day. They're tasks that really move the needle—responding to emails or doing usual weekly jobs don't make the edit. In the morning, I book out time on my calendar to action each point so I don't get side tracked by meetings or calls. It really helps me manage my own time and make sure that the important stuff actually gets done!” 

Why It Works: “Slack and email are great for staying in touch with a remote team but they can also be really distracting. Blocking out my own calendar and limiting my to-do list to just three important tasks helps minimize out any 'manufactured emergencies' so I can see what really matters.”

Mallory Solomon

Founder, Salam Hello

The WFH Hack: “I try to stick to what my ‘normal’ morning routine would be. Wake up, drink coffee while reading The New York Times, set aside 45 minutes for an online workout (thank you IG live virtual workouts), shower, and get to work. All that said, with such uncertainty in the world, being patient with yourself is the number one key. If some days you wake up and all you can do is brush your teeth, make a coffee and work that is OKAY. You just have to know some days will be better than others.”

Why It Works: “Knowing you're going to be home all day, it's easy to feel the urge to sleep in, stay in bed, and get a slow start. I find when you do your best to keep a routine in the morning similar to one when we didn't live under such restrictions it puts you in a better, more centered mindset to try and conquer the day ahead.”

Tanya Zuckerbrot

Founder, F-Factor

The WFH Hack: “Set yourself up for success! Create a designated workspace for yourself at home. Set up a seat at your dining room or kitchen table and create a desk environment as you would if you just got a new desk at work. Plug in your chargers and put out a cup with pens and highlighters, a notepad, and anything else you need to do your job. You will be much more productive with everything set up rather than working from the couch or your bed with the TV on in the background.

I'd also say to set a work schedule for yourself. The same way you have office hours at the office, create them for your workday at home. You can be a bit more generous with your lunch break or ending the day earlier. Decide to work from 9 to 12 and then 2 to 5. Use the break to catch up on the news, eat a nourishing lunch, stretch, go for a walk, or call a friend or family member. The break will allow you to recharge and return to your afternoon work with more energy.”

Why It Works: “Creating a workspace increases productivity. When you sit down at your ‘desk’ it signals, this is my time to work: it’s business time. Away from all other distractions and with everything you need set up around you, you will be able to focus and get your work done.

Designating hours that are for work will help keep you on task. It gives you two blocks of time to be productive and ample time in between for you to clear your head and recharge for the afternoon. This will help prevent you from getting burnt out. Creating a schedule for your day will also help keep you organized and provide structure to your day. This will also help prevent you from getting bored.”

Michelle Cordeiro Grant

Founder & CEO, LIVELY

The WFH Hack: “Maintaining my schedule of waking up at 6:30 in the morning has been key. One hack that also really helps with productivity and creativity is taking a walk while taking calls. And lastly, given we are all social distancing, over-communicating via Zoom and Skype has been a game changer for my team.”

Why It Works: '“Trying my best to maintain the schedule I normally operate on has helped me create a structure in my day-to-day. I still get up and workout at the same time, the only difference is I now dedicate my commute time to playing with my kids, which has been an amazing way to start my day.

I truly believe that walking while I'm taking calls is the best way for me to be extremely present and the movement helps create energy in my mind and boost my overall creativity.

When it comes to communicating with my team, I encourage video over audio because it gives us some sort of human connection and it's really nice to see the team smile and see emotion. One thing I'm really encouraging on these video calls is checking in on what our priorities are to ensure we are all on the same page.”

Shea Marie

CEO & Creative Director, Same Los Angeles

The WFH Hack: “I work from home half of the time, so at this point, I have gotten really used to it. It’s not for everyone because it requires serious self-discipline. It’s much easier to be distracted, lazy, and procrastinate when working from home.  Call me old-school, but something I always do is handwrite to-do lists and cross them off as I go through them.”

Why It Works: “There’s something with hand-eye coordination and memory that’s definitely connected. Writing something down rather than typing it not only helps me remember it better, but also seeing everything on a physical list in front of me every day and crossing it off gives me a satisfying feeling of accomplishment. At the end of the week when I look at the list and see everything crossed off, it’s like, ‘Yes! Look what I’ve accomplished!’”

Seema Bansal

Co-Founder, Venus ET Fleur

The Tip: “Working from home can often be hard to adjust to. In order to create a more calming and creative environment, I suggest finding a designated space to “work” in outside your normal seating areas. Rather than sitting on your bed or on the couch, which can lessen productivity, create a space that keeps you inspired. I keep my to-do list nearby, books that I can look back through for inspiration, candles, flowers, as well as daily affirmations and reminders to stay positive.”

Why It Works: “It creates the perfect environment for you to stay focused. Creating rules is important when working from home as you can easily get off task and distracted doing other things. Creating a designated work space has helped me tremendously stay on track and feel good about what I’ve accomplished throughout the day.”

Up next: I Have Been Working From Home for Years—This Is How to Do It Successfully

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4 Unexpected Ways to Make Mondays Less Manic and More Productive

Photo: Plush Design Studio for Pexels

Too often we have that dreaded feeling of obligation on Sunday about all of the things we have to do, should do, or don’t want to do at work the next morning. Some people refer to them as the Sunday scaries or the Sunday blues, but no matter what they’re called, feeling anxious and stressed—especially when you’re not working—is no fun.

While Mondays can be notoriously manic, and ending the day with no real work accomplished is definitely a possibility, it doesn’t have to be that way.

In fact, they can be quite productive, which is less about getting just anything done and more about getting the RIGHT things done—the stuff that will help you grow your expertise, your brand, your career, and your business’s bottom line.

So if the weekend has been feeling five days too short, here are some tips to get you excited for your work week.

1. A PRODUCTIVE MONDAY STARTS ON FRIDAY.

Instead of shutting down your laptop early on Friday and daydreaming about how you’ll spend all of your free time, take 10 minutes to debrief how your week went.

Make a list of:

• Your wins. What went really well? Make sure you celebrate these and enjoy them.

• Unaccomplished tasks. Are they important enough to be carried over to next week? Does it make more sense to delegate them to a team member? Or is it no longer important at all?

• Which situations/tasks feel challenging. A great starting point when writing this list is to think about what you’ve been procrastinating on. Oftentimes, just by writing it down, you’ll see why it’s been so difficult and will be able to understand what you need to move forward.

• Who you want to connect with next week? The success of a small business is all about the community you surround yourself with, so make a note of who you want to reach out to next week and cold-email.

By taking time to review what worked and what didn’t, you can be mindful of your priorities, understand how you can improve your workflow, and get a better idea of what’s been standing between you and that big goal you want to achieve.

2. HIT THE PAUSE BUTTON.

In the early days of my business, I remember being at war with my need for sleep and my ambition to grow my business. I know that many of you feel that same way, especially if you love what you do—but the number one thing you need to have if you want to create meaningful work in this world is endurance. The most effective way to build that is through hitting the pause button.

Take the weekend to practice self-care in whatever form is best for you—go for a walk, reconnect with family, or read that novel that’s been collecting dust on your nightstand.

3. DEFINE HOW YOU WANT TO FEEL.

Ask yourself these two questions:

• How do I want to feel on Monday?

• How do I want to feel on Friday when the week is over?

When you take some time for this kind of self-inquiry, you can get crystal clear on what you need to make your week work for you. Visualize your Monday morning with you feeling whatever emotions you chose—excited, focused, passionate—and then visualize what you’ll feel like Friday afternoon.

Visualization is a proactive way to help you have more control over your workweek instead of allowing you to passively get by in a stress-induced state.

4. SAY “NO.”

While many of us struggle with saying “no,” it’s a critical component of increasing productivity. Think about what tasks you dread come Monday morning or during the week and figure out how you can stop doing them.

You can split this list into two sections:

• What you are able to stop doing today?

• What are you going to stop doing in the future?

Some things take a little more work to let go, delegate, or outsource. But when you commit to no longer doing things out of obligation, you’ll find that you have more free time to spend on work that actually matters.

Mondays don't have to be manic. They can be our most productive day of the week if we plan for them. Instead of spending your Sundays dreading Monday, take these 5 steps and put them into practice. You'll be amazed at how quickly your view on Mondays turns around!

About the Author: Tara Newman is a Leader of Leaders. Through her podcast, The Bold Leadership Revolution as well as her association, The BRAVE Society, she supports leaders as they embrace their ambition and leave the grind behind. Using decades of entrepreneurial experience and a Master’s in Organizational Psychology, Tara is uniquely qualified to teach leaders to run businesses without sacrificing their health, relationships, or integrity by establishing behaviors, habits, and rituals aligned with their vision of success. Connect with Tara on Instagram @thetaranewman and listen to the Bold Leadership Revolution Podcast on her website.

This story was originally published on May 12, 2019, and has since been updated.

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This Bed Can Talk to Your Fitness Tracker

If there was something that could make you smarter, healthier, and happier, you’d be into it, right?

It’s what we’re all in search of: the secret life hack that gets us on track and well on our way to greatness. So what if we told you that secret was in your sleep?

The connection between sleep and productivity has been documented by multiple studies. But what if there was something that could take you beyond good sleep? Something that would help your career goals long term...

“it” exists. 

UP IN YOUR ROOM, WORKIN’ ON YOUR SLEEP

During all stages of sleep, your mind is hard at work, processing new memories, placing them into long-term brain storage, and integrating the new knowledge with past experiences. It’s during this downtime when we allow ourselves to rest that so much crucial brain work gets done. During deep sleep our brains actually drain toxins that have built up over the course of the day. They also consolidate memories, restore energy stores, and solidify knowledge.

And we all know, knowledge is power.

The short of it is: If you don’t downtime you won’t download— which is a critical cog in your internal career machine. Without sleep you aren’t as likely to come up with creative ideas, problem solve, or focus.

“If you don’t downtime you won’t download.”

Tweet this.

A lack of good sleep means a lack of good ideas.

BUT ALSO, WORKIN’ ON YOUR FITNESS

Countless athletes credit sleep as one of the most crucial parts to their success. In fact, many sports professionals have sleep coaches in addition to their regular coaches. For those of us who don’t have a #sleepsquad at our beck and call, there are options.

The “it bed” by Sleep Number is smarter than your average bed. Beyond using its proprietary algorithm and predictive tech to figure out what your sleep “number” should be, it can talk to your fitness tracker. Why does this matter?

It can give you insight into your workout that will allow you to sleep better, which in turn will allow you to function better throughout the day. For instance, if the it bed sees that you ran 5 miles but didn’t sleep well, it will tell you how to improve your workout, which will in turn, improve your sleep. It is constantly sending data to a SleepIQ app you can download. Pete Bils, VP of Sleep Science and Research at Select Comfort says, "Our research found: people who used SleepIQ technology experienced improved sleep quality and more restful time in bed."

Consider “it” the sleep coach you can’t afford.

GET YOUR BRAIN OUT OF FIRST GEAR & INTO FIRST PLACE

The research is in: the link between sleep and productivity is real. Why do refuse to believe it?  No one is the sleep outlier. It’s not the enemy and you certainly shouldn’t do it when you’re dead. Romanticizing the notion of not sleeping is a cultural epidemic. It’s time you shut that idea down and shut your brain off.

If you’re sleeping less, you might *technically* be getting *more* done, but if you’re not sleeping you’re not operating at max capacity. Getting a good night's sleep improves health and thinking. Not sleeping impairs cognition, attention, and decision making. Bils shares, "Quality sleep affects every aspect, every role of your life. Better mood, disposition, attitude and outlook." 

So make a great decision and opt for 7-8 restful hours per night. Your career (and workout) will thank you.

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This One Productivity Hack Will Change Your Entire Work Day

@stephivelez

It's not just quantity when it comes to sleep, it's quality.  Your brain needs those zzzs more than you know to be your most productive and it's something that Sleep Number Chief Strategy and Customer Relationship Officer Melissa Barra knows plenty about. 

Studies have endlessly shown that pulling all-nighters is bad for business and that sleep health is key to mental and physical well-being. 

Melissa, who has a Sleep Number setting of 30, shared that "quality sleep is essential for health and for performance. Sleep affects all aspects of our life – from mental agility, to physical activity, to general wellness.  I am excited to see the beginnings of a cultural shift that recognizes that sleep at the center of a healthy life.  A person that sleeps well performs better!"

WE KNOW PERFORMANCE AT WORK IS AFFECTED BY SLEEP

Like most of us, Melissa says that she feels a difference at work when she doesn't get enough shut-eye. "Sleep is core to performance in every part of my life.” 

"When I’ve had a good night’s sleep, I feel energized, alert and more creative. My problem-solving and decision-making skills are better."

Some of us think we don't need more than five hours. Others think if we don't look at what time we finally close our eyes, we can trick ourselves into thinking we slept longer. But the body knows and so does your brain the next day. Skimping on sleep means skimping on you. 

The right kind of sleep also matters. So...

IF YOU'RE NOT SURE HOW YOU’RE DOING, TRACK YOUR SLEEP

If you lay in bed, wide-awake tossing and turning, you’re not getting quality and restful sleep. A restless state of sleep can have damaging effects on the next day's productivity. 

Melissa explains, "Because I track my sleep, I know that on days I haven’t sleep well, it ends up being the start of a vicious cycle. My workout isn’t as powerful; I don’t eat as well as I typically do; and my productivity suffers! Knowing and feeling that difference really drives me to try to get the best sleep I possibly can."

"A restless state of sleep can have damaging effects on the next day's productivity." 

Tweet this. 

Tracking your sleep can help you with your sleep goals, which in turn will help you with your career goals. 

WAYS TO PROTECT YOUR SLEEP

Studies have shown that consuming caffeine six hours before you plan to hit the hay can have haywire effects. You may be technically asleep, but void of the full benefits you should enjoying.

"While I love coffee, I won’t drink it after 3 p.m. because I know caffeine will still be in my system by the time I go to bed and can disrupt my sleep," says Melissa.

Likewise research has found that exposure to the blue light from phones, tablets, and other screens can disrupt sleep and the content can lead to a ‘racing mind’.  Melissa addresses this issue by shutting "down my email and texts one hour before I go to sleep – this also helps me wind down from the day and protects my sleep."

REMEMBER: THE HUSTLE DOES SLEEP 

If you want your brain to be on it's best behavior, you have to treat your body right. 

"I feel most productive on the mornings when I’ve gotten great quality sleep," says Melissa. "When I arrive at the office before anyone else is there. I find that I get my best thinking and best work done during that time."  

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