Meet the Film and TV Producer Whose Work Supports Folx From Marginalized Communities
Plus, her tips for staying productive.
Photo: Courtesy of Olivia Charmaine Morris
Welcome to our monthly editorial series A Day in the Life where we ask successful women we admire to share the daily minutiae of their professional lives, from the rituals that set them up for success to their evening wind-down routines. This month, we caught up with Olivia Charmaine Morris, the founder and CEO of Black Monarch Entertainment, to talk about how she’s championing artists from marginalized communities, what inspires her to wake up at 5:00 am every morning, and her favorite forms of self-care.
You’re passionate about fostering lasting inclusion in Hollywood, and in 2020, you left Kerry Washington's Simpson Street to start your own venture to work toward that goal. Tell us about Black Monarch Entertainment and what inspired you to launch a production company that centers, celebrates, and supports “otherness.”
I’ve worked in Hollywood for years as a development executive specializing in original scripted programming. Whether working at big companies or smaller startups, I’ve always had an entrepreneurial spirit, so it’s quite natural that I would eventually pour that energy into my own creative endeavors.
Black Monarch Entertainment, at its core, is an inclusive artist collective. For me, it’s always been about representation. As someone who is a queer, Black woman, I’m a champion for artists that sit at intersections of “otherness.” I’m honored to be able to build a safe space for content creation that drives social impact.
You’re also the host of the weekly IGTV series “The Tea” in which you have powerful conversations about everything from wellness to current events with people like Angelica Ross, Janelle Monáe, and Karyn Parsons. What compelled you to start this series and what do you hope people take away from it?
While we were all stuck inside our homes and fatigued by the onslaught of the negative news cycle, I was inspired to find a consistent way to check in with my friends and other folx I admire. The ritual of putting the kettle on, steeping your favorite brew, and patiently sipping tea works perfectly in tandem with intimate conversations, and Instagram Live is the perfect platform to maintain that intimacy while also being able to interact with the viewing audience. I hope that the Communi-Tea enjoys learning insider information about the entertainment industry while indulging in the important act of self-care that naturally comes from pausing over a cup of tea.
Now, let’s talk about your workday routine! First, are you a night owl or a morning person? When do you do your most important work and why?
I’m traditionally a morning person that does my best work in the early afternoon. I tend to start my day slowly while picking up steam after my morning tea kicks in.
What time does your alarm go off, and what’s the first thing you do upon waking?
My first alarm goes off at 5:00 am, and my second alarm goes off at 6:15 am. Because I work with artists in different countries, the first thing I do is quickly glance over my emails so I have a clear sense of what my morning will look like.
What does your morning, pre-work routine look like?
I either go for a long walk around my neighborhood or meet at the gym with my personal trainer.
Mark Twain said, “Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.” What’s the first thing you do when you get to your desk?
The first thing I do when I get to my workstation is review my notes from the day before to ensure there is nothing outstanding.
What are you working on this week?
I’m currently working on producing my first independent feature film, called “Dreyana Grooms.” This week, my team has secured a global sales agent, a celebrity executive producer, and the last bit of equity financing we’ll need to be able to start principal photography in July!
What’s been the most rewarding part of running your business? The most challenging?
The most rewarding part of my job is supporting people of color and what I like to call “colorful people,” anyone from a marginalized community with a story to tell. I personally love stories that sit at the intersection of art and activism. Our artists, crews, and stories are inclusive, and we have an exciting slate of film and television projects on our slate.
The most challenging part is finding continuity in the midst of a chaotic year. I discovered that I needed to prioritize self-care in order to stay healthy and maintain the daily motivation to press on.
Do you ever reach inbox zero? How do you handle the constant influx of inquiries and communication?
I technically never reach inbox zero because I always have a never-ending pile of scripts to read that stack up on a daily basis. To handle the influx of communication, I often delegate incoming inquiries and assignments to my incredible team.
What is your go-to work lunch?
My go-to work lunch is a green smoothie.
What advice do you have for balancing the minutiae of day-to-day tasks with big-picture planning?
I typically prioritize tackling bigger picture projects before handling day-to-day tasks. I also have the support of my lovely coordinator, Apryll.
What are some work habits that help you stay healthy, productive, and on track to reach your goals?
I spent most of my early days connecting directly with my network and letting everyone know about my latest endeavor through word-of-mouth. So much of the entertainment industry is predicated on who you know, and I spend a lot of time fostering new relationships in this virtual environment. I’m also very self-aware and know that balance is the key to life. As much as I value my hard-earned role in the entertainment industry, I appreciate self-care just as much or more. These days, I think naps, long walks, and drinking tea are my favorite forms of self-care.
Any favorite apps you use regularly?
What are you reading, watching, or listening to right now to help you wind down at the end of the day?
I’m always watching a new show. I just finished the first season of Peacock’s “Noughts + Crosses” and loved it. My current favorite scripted podcast is called “Bronzeville”—it's so good! But most often, I’m reading a pilot or feature film script!
When do you go to bed? What’s your “optimal” number of sleep hours?
I go to bed by 11 pm to get 7-8 hours of sleep.
What’s the most rewarding part of your day?
The most rewarding part of my day is when I go for walks. I appreciate the moments of disconnecting from my devices, grounding myself, and getting recharged.
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How the Co-Founder of I Am a Voter Mandana Dayani Starts Her Mornings
Two cups of coffee are mandatory.
Photo: Courtesy of Mandana Dayani
Welcome to our monthly editorial series A Day in the Life where we ask successful women we admire to share the daily minutiae of their professional lives, from the rituals that set them up for success to their evening wind-down routines. This month, we chatted with Mandana Dayani, the creator and co-founder of I am a voter., on how she tackles her never-ending inbox, sets work-life boundaries, and unwinds at the end of the day with President Bartlett and the rest of the cast of “The West Wing.”
Tell us a bit about I am a voter. and what inspired you to launch this initiative.
I am a voter. is a nonpartisan civic engagement movement that I founded with some of the most brilliant women I have ever known. As an immigrant, I have always felt incredibly privileged to be an American, and I was really heartbroken seeing our country so divided the last few years.
After making the decision to just dive in and learn what I could do to help, I quickly saw that there was an opportunity for a modern voting brand that really spoke to our generation. One that was positive, empowering, captured how cool it is to be an active participant, and more focused on what unites us. And I knew that if I could get these incredibly talented and inspiring women together in a room we could build a meaningful message and leverage our relationships and skills to create true impact.
After doing lots of research, I learned that identity was an important predictor of voter turnout, which is where the name came from. From there, we all leaned on our skills and networks to create as much impact as possible.
You’re also the co-host of the podcast "The Dissenters" alongside Debra Messing. What compelled you to start this podcast and what do you hope people take away from it?
Debra Messing and I have been activists for most of our lives and we wanted to learn about the people that inspired our own journeys. When we got the idea to start “The Dissenters” all we wanted to do was inspire people to get off of the sidelines. We thought that if we could share the amazing stories and journeys of these people, we could empower others to find their purpose and passion.
Over the course of our activism, we have both met countless people who were afraid to pursue their passion because they didn’t know where to begin or doubted their ability to create meaningful impact. That couldn’t be further from the truth. Almost all of the Dissenters we interviewed had no intention of becoming a hero or building a foundation. They started because they experienced injustice and they took action. And through it, they committed to learn and grow. And that’s what it’s really about—taking a step forward, helping the helpfuls, challenging the status quo.
Let’s talk about your workday routine! First, are you a night owl or a morning person? When do you do your most important work and why?
I am my most productive and clear first thing in the morning (after I have my second cup of coffee).
What time does your alarm go off, and what’s the first thing you do upon waking? What does your morning, pre-work routine look like?
My husband and I usually wake up around 5:45 a.m. when our daughters, Anderson and Miller, run into our room. I immediately take a shower and then make my first cup of coffee. Then, it’s all about packing lunches for school, making breakfast, and getting them to their pods. Next, I go upstairs. Put in my AirPods and watch the news (catch up on Jessica Yellin’s stories on Instagram). I start every morning I can with my Ryse + Shyne Facial Serum and Pept Eyes Biocellulose Eye Mask from Sundree.
Mark Twain said, “Eat a live frog first thing in the morning and nothing worse will happen to you the rest of the day.” What’s the first thing you do when you get to your desk?
I cross-reference my many lists to catch up as much as I can and then I tackle my never-ending inbox.
What are you working on this week?
Planning this year's Register a Friend Day on July 25, 2021, with the amazing I am a voter. team, and working on season two of “The Dissenters.” I am also advising on a few projects that I can’t wait to share soon.
“Managing our expectations of ourselves is such a critical component of self-care.”
—Mandana Dayani, Creator and Co-Founder of I am a voter.
What’s been the most rewarding part of running your business? The most challenging?
The opportunity to learn from the incredible women I work with while making a true, meaningful impact in our communities. It’s really awesome when you find your people!
The most challenging part is just managing it all and continuing to figure out how we can drive participation in civic engagement. The next few years will definitely be more focused on local politics.
Do you ever reach inbox zero? How do you handle the constant influx of inquiries and communication founders are so familiar with?
No, I have yet to reach zero. But, I do my best and I know that it is all I can do. Managing our expectations of ourselves is such a critical component of self-care.
What is your go-to work lunch?
Sushi and sparkling water (currently, Topo Chico).
What advice do you have for balancing the minutiae of day-to-day tasks with big-picture planning?
I use lists for everything I do. Evernote is my go-to list-making tool. And, when it comes to managing tasks, I plan ahead as much as I can and then delegate as much as I can. I am so privileged to have such an incredible network of support.
What are some work habits that help you stay healthy, productive, and on track to reach your goals?
Setting boundaries. I always allocate time to have breakfast and dinner with my kids and make sure I am there to put them to bed. And I learned that I sometimes need to literally time for self-care, whether that is going on a walk or exercising. I also block off lots of time during the week to brainstorm and create.
Any favorite apps you use regularly?
Evernote, Instacart, and Chairish.
What are you watching right now to help you wind down at the end of the day?
“The West Wing,” “The Real Housewives of (everywhere),” “Baker and the Beauty,” and “The Morning Show.”
When do you go to bed? What’s your “optimal” number of sleep hours?
Lights out by 11 p.m. Optimal sleep would be 7 hours.
What’s the most rewarding part of your day?
Bedtime with our kids. We end each night taking turns sharing 1) Our act of kindness for the day, 2) What we are most grateful for, and 3) Who we want to send extra good dreams to. It is such a beautiful ritual.
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4 Ways to Adapt to a Chaotic Work-From-Home Environment and Still Get Things Done
Yes, it is possible to navigate all those WFH distractions.
Photo: Ketut Subiyanto from Pexels
So you’ve gone from working out of your Pinterest-worthy office to a corner of the spare bedroom hoping the kids don’t barge in? While we’re all still learning to navigate this weird Groundhog Day-esque situation, we’re also figuring out how to adjust to the new way of working the pandemic has pushed us into.
Right now, working from home is the rule—not the exception—which means the line between home and work has never been thinner. However, there are a few things you can do to help you navigate this new way of working and maintain your sanity! As someone who has been working remotely for years (and mom of a newborn!) here are my top tips for adapting to your work-from-home environment while maintaining productivity.
1. Create a daily routine that establishes work hours and family/life hours.
Sure, no one would technically know if you lived in pajama pants all day and maybe even finished working at 11 pm… but is that what you actually want? Not only can it hinder your productivity, but it can also make it harder to relax when you’re not on the clock. Working from your bed, for example, can hinder sleep when the time comes to wind it all down.
Because of the current lack of external structure like a commute or office culture and community to separate work and home life, it’s important that we create a working structure for ourselves. The first big thing you can do to create structure when working from home is to set work hours and stick to them. Pick the times of day that you’ll dedicate to your work, and focus on work during that time. And when those hours are over, focus on your life beyond work!
2. Use apps and tools that let you save ideas verbally.
When you’re working from home, there may be distractions you didn’t experience in the office. For example, many of us are navigating work-from-home with kids at home. It’s easy to lose your train of thought or forget what you’re supposed to be working on when you have to keep one eye on your children and one eye on your work—but it’s possible to find balance and stay on track!
Try using apps and tools that allow you to take verbal notes. Apps like Voxer allow you to record voice memos for yourself and other members of your team to secure your thoughts quickly in the moment. You can also use voice-to-text on Slack to take notes for yourself or others, or voice memos on your phone to record important memos for yourself.
3. Set a priority list at the beginning of the week.
Starting the week with a list of goals can help you stay on track. Set aside an hour or two on a Sunday night or Monday morning to map out the week’s priorities and tasks. When distractions pop-up during the week—which is inevitable—you’ll know how to bring yourself back. This also allows you to check work items off of your list and visually see your work moving through the week so that you’ll know exactly what you’ve done and what you still need to do.
You can keep your list organized in a project management tool like Asana or ClickUp, in a personal planner or notebook, or even on an old fashioned whiteboard. All of these methods allow you to easily see your work in front of you and know exactly where you’re at, regardless of distractions.
4. Build a feel-good practice into the end of each day.
Navigating working from home can feel isolating, frustrating, chaotic, and boring all at the same time. Making time to fill your cup will ultimately help you to feel better, work better, and get more done. At the end of your workday, make some time to do something that relaxes you, brings you joy, and takes you out of “work mode.”
You could go for a walk, drink some tea on your porch, practice some yoga, read a good book, or even play a game. The possibilities are endless, but whatever you do, make it something that recharges your battery and allows you to unwind from your day. Your work—and your physical, mental, and emotional health—will be better for it.
Remember, even though working from home can be overwhelming, it’s all about finding the right routine that brings some semblance of balance into your life. Your routine might be different from the next person’s, and that’s okay! It’s all about finding something that helps you work through the struggles and distractions that working from home—or living at work—can bring.
“Navigating working from home can feel isolating, frustrating, chaotic, and boring all at the same time. Making time to fill your cup will ultimately help you to feel better, work better, and get more done.”
—Cait Scudder, Entrepreneur
About the Author: Cait Scudder is a former high school teacher-turned-entrepreneur whose work has been featured in Forbes, Fast Company, Business Insider, and more. An internationally-recognized online business expert, Cait is a TEDx speaker, host of the “Born to Rise Podcast,” and CEO of a seven-figure company—and she’s on a mission to reach and empower ten million driven, bold-hearted women so they can uncover their zone of genius and use it to create profitable, purpose-driven businesses that change the world. You can follow her on Instagram @caitscudder.
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How Years of Working as an Assistant Trained Me to Think Like an Executive
"You always have to hope for the best and plan for the worst."
“You always have to hope for the best and plan for the worst.”
—Morgan McLachlan, Co-Founder, Chief Product Officer, and Master Distiller, AMASS
After working in the film industry as a camera assistant for nearly a decade, in 2012 I co-founded The Spirit Guild, one of LA’s first craft distilleries that specializes in making a variety of spirits from California’s diverse flora. From there, in 2018 I went on to co-found AMASS, a Los Angeles-based botanics brand that utilizes the power of plants to transform the social and self-care rituals of modern life.
In my role as chief product officer and master distiller at AMASS, I oversee product development across categories, from spirits to hand sanitizer to candles and work to finetune the flavor and scent profiles using natural botanicals for all of our products. While my experience as an assistant in the entertainment industry may seem like an unlikely match for a career in spirits and self-care products, I’ve found that the two have more in common than they do differently.
Here’s what I’ve learned from years of working as an assistant, and how I’ve channeled those experiences into becoming a successful executive.
Always be proactive in anticipating your boss’ needs.
I think a lot of people get into an assistant position and think their job is just to take orders. While that could certainly be true, the fact of the matter is, planning, managing people, and delegating is a lot of work for executives, so a truly good assistant will see what is coming down the pipe, and step up to help before they are asked. They’re always three steps ahead of their boss.
When I was 19 and just getting started in my career, I was surprised to find that my bosses liked me being proactive. It seems obvious now, but at the time I was far more passive and nervous to overstep boundaries. By the end of my career as an assistant, however, I was giving insight and instruction to the executives that I was assisting. In short, I was often telling them what to do, not the other way around. Of course, they had to trust me, but decision fatigue is a very real thing. By taking care of the tasks that I thought were appropriate for me to handle and make decisions on, I was taking a lot off their plate.
In my experience, the most important thing you can do is gain situational awareness, and begin to anticipate your boss’ needs before they are even aware they have those needs. There doesn’t need to be a lot of fanfare or pageantry; simply taking care of them is enough. Fundamentally, by stepping into a proactive mindset, and anticipating both planned undertakings, and elements that could be potential obstacles, I developed my strategic and derivative thinking skills.
Photo: Courtesy of AMASS
Develop fail-safes.
I worked in the entertainment industry, which is challenging in that the hours are long and there are a lot of personalities. Things are changing constantly; it’s not like you’re working at a big corporation where you clock in at 9 am and out at 5 pm every day. There is a lot of interdepartmental communication that has to happen constantly, and the stakes are very high.
Since a lot of my assistant work was in the camera department, we’d get the production schedule of the movie or the episode of television and only have four hours to shoot at one particular location. If I didn’t have every single piece of equipment and the right personnel, my little oversight could cost the production tens of thousands of dollars. Developing fail-safe confirmation systems was imperative.
Take the job seriously.
Today, I see a lot of people in junior and assistant positions who don’t necessarily value the job, see assistant work as below them, and are focused on getting experience in the industry and networking for their own career advancement. Assistant roles are often seen as stepping stones to bigger and better offers, but by committing to doing an exceptional job as an assistant, I believe that these roles offer the opportunity to develop the mental discipline and strategic thinking that is necessary to navigate larger or entrepreneurial entities in an executive capacity.
When I really committed to being a great assistant—switching into a proactive mindset, anticipating my boss’ needs on every level, and developing fail-safes—I think that’s when things unlocked for me.
In my role as AMASS’ chief product officer and master distiller, I always look at everything I do from a 360 perspective. Usually, in my mind, there’s a production schedule detailing what the next steps are. In managing a company and continuous product development and production, there is a lot of operational planning required to bring a product to market. You never want to do things last minute, since there’s an 85% chance that it won’t happen since things never show up on time. For me, I think that’s the most important lesson learned; to always have a long term strategy and attempt to anticipate everything that can go wrong.
At AMASS, we’ve seen that play out through the pandemic. In March, we were one of the first brands that transitioned from producing spirits to hand sanitizer. Foreseeing this need in the market before other brands were even considering developing sanitizing products was crucial for us as a business. While we’ve encountered hiccups along the way, developing systems to succeed and staying three steps ahead—just as I did as an assistant—has been a large part of our success. You always have to hope for the best and plan for the worst.
Photo: Courtesy of AMASS
About the Author: Morgan McLachlan grew up in the Canadian Pacific Northwest, where she spent many afternoons exploring the forest, forging what would become a lifelong fascination with nature and botany. After a decade-long career in the entertainment industry working as a camera operator on motion pictures, Morgan shifted her creative and technical abilities to a new craft: distilled spirits.
Morgan has now been distilling for over ten years, and is known for her experimental methods and focus on botanical-based spirits and fruit distillates, having distilled everything from cantaloupes into eau-de-vie, to terroir-driven gins. Her passion for plants extends to personal care, where she combines her expertise in botanicals and spirits to formulate hand sanitizer and other natural body care products, from soaps to hand lotions.
This unique culmination of professional experiences coupled with Morgan’s sincere interest in plants led her to build AMASS into a line of modern, botanically-driven products that defy category.
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Why I Deleted "Sorry" From My Vocabulary
And why you should, too.
“Your message becomes direct, clear, and representative of your self-worth.”
-Kate Davis, Founder of Knockout
As business owners, we all want to project confidence through our interactions with vendors, contractors, clients, customers, and other business owners. I started my company at 25 years old with no business experience. In these past five years, I’ve worked with manufacturers, lawyers, consultants, and event organizers. Many of these people didn’t take me seriously because of my age, gender, or lack of industry knowledge. I couldn’t change who I was (nor did I want to), but I could adjust my language to present a stronger, more confident version of myself.
It’s become increasingly clear to me that language is powerful, and we have the ability to convey self-confidence through our word choices. In our digital world (even more so during a pandemic), our written communications are important opportunities to use purposeful language. Getting rid of the self-defeating “sorry” and “just” make a major difference in the way we are perceived.
Did you say or write “sorry” today when you didn’t do anything wrong? Look through some emails and texts, and you might be surprised how regularly “sorry” slips in. Once I started looking for it, I realized that I’d been saying “sorry” instinctively throughout my whole life. When I posted about this recently on Instagram, I couldn’t believe how many women said they also say it unnecessarily and often. Why do we do this?
Many women I talk with compulsively apologize when asking for something or making a reasonable request. To be clear, there are definitely moments when an apology is necessary, and we should say sorry when we make a mistake or hurt someone. We know how to identify when we should say “sorry”, so let’s talk about when we don’t need to say it—and more importantly—what we can say instead.
“Sorry to bother you, but could you send me that project proposal we talked about when you get a chance?”
This “sorry” is not necessary. It might feel aggressive to say “Could you send me that project proposal?”, but that’s what you need, right? If you want to soften it a bit, you can always add “please.” The point is, it’s not your fault that this person is late, and you have no reason to say sorry. Apologizing diminishes our message and perceived confidence.
A great substitute for “sorry” is “thank you”, which completely changes the tone of your exchange. The person you’re talking with will feel appreciated and will recognize the positive framing of the situation.
Let’s go through some examples of how to not say “sorry.”
If you’re asking a busy person for a meeting or if you’re looking for advice, rather than saying “sorry I’m bothering you”, try “thank you for taking the time to meet/talk with me”.
Your project got delayed because of an urgent assignment that came in, and you’re writing “Sorry this is taking so long” to your boss. They may need some explanation, but you can shift the language to “Thanks for your patience on this. The [time-sensitive assignment] set me back slightly. I’ll have this to you on Monday.”
A friend or co-worker listened to you vent during your lunch hour, and you want to text her, “Sorry I was talking so much today!” Try writing “Thank you for listening to me today! I appreciate your advice and patience.” This shows her that you value her time.
Now, while we’re at it, let’s talk about “just.”
I’m constantly on the lookout for the word “just.” I didn’t realize how much I used it until a loved one told me I use it all the time. We want to feel confident and be perceived as strong, right? This word does us no favors.
Listen closely for “just” because it is the death of a powerful statement. “Just” comes up in my emails constantly, and I try to delete it whenever it pops up. We use “just” so often that the actual meaning slips away.
“She just found that jacket in the closet”
“They just cooked the most delicious meal!”
These examples are correct because “just” indicates that something happened very recently.
Here’s where we need to delete “just:”
“I’m just checking in to see if you received my invoice.”
“I just have a few more questions.”
“I just thought I’d suggest…”
In all three examples, “just” makes the statement weaker. Once you start cutting out “just,” you’ll see faster responses to your emails (and responses to the ones that might never get answered). Your message becomes direct, clear, and representative of your self-worth.
Our strength is in our ability to navigate our daily lives with confidence and be unwavering in our sense of self. When we feel that strength, we radiate it, and others take note. Whether it’s our children seeing us as confident adults, co-workers who know we’re direct, vendors who realize we know what we want, or employers who see our strength, the way we’re seen is based on what we project.
Let’s delete those two undermining words and start sending some confident emails and texts!
About the author: Kate Davis believes personal safety should feel fun, rather than burdensome. Through her Knockout collection, Davis utilizes her background in Italian art and design to bring together daily wear with personal safety, marrying functionality with fashion and design. The collection is both stylish and sharp, featuring sleek, minimalist designs in both bold and neutral color options. With Knockout women can carry their personal safety as part of their daily style without having to compromise. More than just jewelry, Knockout is a community for women looking for camaraderie, encouragement, safety tips, and financial advice. Through Knockout, Davis wants to help women tap into their own power.
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Ask an Expert: How to Take Back Your Time and Get More Out of Your Days Without Running Yourself Ragged
Nix those low-value tasks from your to-do list.
We’ve been spending a lot of time at Create & Cultivate HQ discussing how we can best show up for and support our community during this uncertain time. Community is at our core, and connecting with others through one-of-a-kind experiences is what we love to do. While the world has changed, our mission has not. We’re committed to helping women create and cultivate the career of their dreams, which is why we’re proud to announce our new Ask an Expert series. We’re hosting discussions with experts, mentors, and influencers daily at 9 am, 12 pm, and 3 pm PST on Instagram Live to cure your craving for community and bring you the expert advice you’ve come to know and love from C&C. Follow Create & Cultivate on Instagram, check out our Ask an Expert highlight reel for the latest schedule, and hit the countdown to get a reminder so you don’t miss out!
“
Start believing that you actually deserve to be happy, regardless of whether or not everything on your to-do list gets done.”
—Whitney A. White, Creator of Take Back Your Time
We've all been known to “rise and grind,” but as we’ve had to learn the hard way, activity is not the same thing as productivity—it's time to bid adieu to the "I'm so busy" mantra. More often than not, attempting to tackle a never-ending to-do list just leads to feeling stressed, burnt out, and, ultimately, unfulfilled.
In this installment of our Ask an Expert series, we asked Whitney A. White, the creator of Take Back Your Time, to share her expert time management tips. Ahead, she breaks down four critical mistakes that are holding you back from living the life that you want and the actionable steps you can take to break these bad habits and get more out of your days.
Scroll on for her tried-and-true tips for maximizing your time, honing your focus, and avoiding burnout. If you missed the conversation, you can watch it in full here, and be sure to tune into our next Ask an Expert conversation on Instagram Live.
Mistake #1: Taking pride in being busy.
“Stop thinking that working like crazy and being exhausted is some kind of badge of honor.”
“When you’re on the verge of burnout, you’re less efficient, less effective, and way more prone to mistakes. You are juggling so many different balls that, at any moment, they could all come crashing down.”
“If you keep doing this, you’ll be trapped in the anxious feeling that everything could fall apart at any moment.”
Step #1: Prioritize outcome over activity.
“Focus on outcomes over activity. When you get off that hamster wheel and focus on outcomes, you can stop being busy and getting the most important things done.”
“Prioritize achieving the goals that really matter and taking pride in accomplishing what you truly want to do.”
Mistake #2: Trying to tackle to never-ending to-do lists.
“Stop feeling like you need to do every single thing that ends up on your to-do list.”
“We all intuitively know that some things are more important than others, but when we’re trapped in the realm of the never-ending to-do list, getting anything done feels like an accomplishment.”
Step #2: Nix low-value tasks.
“Not everything on your to-do list absolutely has to get done. You want to be investing your precious time in the tasks that are truly most important in your life.”
“This will give you the brain space to focus on high priorities that really matter. You will start to feel empowered. Remember, you have a choice in what you do with your time.”
Mistake #3: Thinking only you can.
“Get over feeling like no one else can do as good of a job as you can.”
“Because you think no one else can do as good of a job as you can, you’re afraid to let go. You end up convincing yourself that you have to do everything yourself.”
“By making this mistake, you walk around with the weight of so many responsibilities on your shoulders.”
Step #3: Delegate, delegate, delegate.
“You are not the only competent person on the planet.”
“When you delegate, you can reap the benefits of applying laser-like focus to the tasks that truly matter to you.”
“True focus feels like you are operating at your peak level and you know that nothing can get in your way.”
Mistake #4: Sacrificing what you can’t get back
“Stop believing that you have to sacrifice your health, wellness, and happiness in the present in order to get where you want to go in the future.”
“When we over-index in one aspect of our lives and neglect the others, we end up feeling unfulfilled because there are parts of ourselves that we’re not letting flourish.”
Step #4: Give yourself permission to prioritize your own happiness.
“Start believing that you actually deserve to be happy, regardless of whether or not everything on your to-do list gets done.”
“Enjoy your life today in the here and now. Invest your time in the ways that you really want to—you don’t want to be grinding all the time just to feel unfulfilled.”
“That feeling of freedom and personal fulfillment is truly priceless.”
About the Expert: Whitney A. White is the founder of Afara Global, an organization that helps startups, corporate innovation teams, and nonprofits launch and scale new products and services. She is also the creator of Take Back Your Time, a transformational coaching program designed to help business leaders get on a clear path to achieving the goals that matter to them most. Follow her on Instagram.
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12 Busy Women Reveal the WFH Hacks That Help Them Tackle Everything on Their To-Do List
You’re going to want to write these down.
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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3 Things That Are Holding You Back at Work
“If you’re not going to kick ass at work, what’s the point of spending all your time there?!”
Photo: Bru Santos for Pexels
Most of us spend half of our waking hours at work, five days a week—sometimes more! According to a recent study, the average full-time employee works 47 hours a week (yes, that’s 7 hours more than the standard 40). It’s no wonder so many of us name work as the most stressful aspect of our lives.
The good news is that with a few tweaks to your environment and brain, you can increase your productivity, decrease your stress, and advance faster than you’d expect. Based on cognitive science from a feminist POV, here are the top three ways you’re holding yourself back at work—and three solutions to start implementing today.
1. You’re underselling yourself—to your colleagues and yourself.
Imposter syndrome is no joke (even Martha Stewart isn’t immune to it). It’s also not an accident.
Women are socialized to constantly doubt themselves, underestimate their abilities, and believe that others are more qualified and talented than they are. Studies show that when women are primed with stereotypes about their abilities, they perform more poorly on cognitive and skill-based tests.
The insidious thing about this socialization is that it gets absorbed into your brain and then floats up into your consciousness as if it’s your own thoughts. So you don’t think, “Women aren’t good at project management, so I must be bad at my job.” Instead you think things like, “I’m not as organized as I should be and don’t think I’m doing a good job.” You think that because the thought came into your brain, it must be true.
Once you have that belief, your brain is constantly looking for evidence to justify it—which means you don’t show up as a confident badass who’s happy to take credit for her work, promote herself, and volunteer for new responsibilities. If you’re not going to kick ass at work, what’s the point of spending all your time there?!
The cure for imposter syndrome is to learn how to notice, evaluate, and change your negative thoughts about yourself.
2. You aren’t using your calendar correctly.
What’s on your calendar? Personal appointments, holidays, birthdays? Some of you are feeling advanced because you have work deadlines on there, too, and think that’s what I’m going to recommend.
NOPE.
Here’s how you should be using your calendar: schedule out every bit of work you have to do, from now until forever.
Did you just pass out? It’s OK, get the smelling salts. I’ll wait.
Here’s what I’ve discovered from coaching hundreds of high-powered women of all professions: 99.9% of us have no idea how we spend our time.
Knowing how much time you have and what you’re using it on is crucial for two reasons:
First, it helps your brain relax. When you just have a long to-do list and some deadlines on your calendar, what your brain thinks is, “I have a lot to do, and I don’t know when I’m going to do it.” That thought is stressful. So your brain keeps thinking that over and over and never gets an answer.
Second, it’s miraculously the cure for both doing too little and trying to do too much. When you block out the time you’re going to spend on every element of your work, you’ll quickly learn when you’re wasting time on social media, gossiping, or napping under your desk. You’ll also learn when you’re setting unrealistic deadlines and goals. Calendaring is where the delusions of perfectionism and the “I’m too busy” lie run into a concrete picture of reality. Want more info? I have a podcast about my organizational system you can find here.
3. You think multitasking is a thing. (Alternative: your phone is running your life.)
Do you take pride in being a great multitasker? Here’s the truth: You’re taking pride in not really ever getting anything done. Multitasking is a myth. It’s your brain’s way of distracting itself on the regular. Studies show “multitasking” makes your short-term memory worse, makes you less productive, and causes more mistakes. Imagine you’re trying to find a path through a forest, but you kept blacking out every three minutes and coming back into consciousness three minutes later. Do you think you’d get through that forest as quickly as if you were conscious and working on getting out the whole time?
The number one multitasking enabler right now is electronic notifications. Imagine trying to get something done while a toddler pokes you every 45 seconds yelling, “PAY ATTENTION TO ME.” That’s what’s happening when you have your email, Slack, text messages, Instagram, Facebook, Twitter, and Snapchat all pinging away at you on your computer and phone all the time. It’s impossible to focus when you’re giving yourself constant stimulation and reasons to look at a different part of your device.
The solution is simple to explain but challenging to do: TURN THAT SH*T OFF. Remember in #2 when we decided to schedule out work? That should include scheduling time for Slack, email, and social media. Even if you work in a fast-paced comms-driven environment, you truly can go 15 minutes without checking your devices. Start there. Close out every notification on your computer, mute your phone, and work on one thing at a time for 15 minutes. Then check all your notifications for 15 minutes, then back to working on one thing. Slowly increase the periods you’re able to focus working, and decrease the frequency of notification checking until you’re actually making progress on your real work. Don’t believe your brain when it tells you it’s part of your job to check your email every 30 seconds. Your brain is a dopamine addict, and notifications are its drug of choice. Like any addiction, it’s uncomfortable to go through withdrawal, but you’ll be amazed at how much your life improves on the other side!
This story was originally published on April 6, 2019, and has since been updated.
About the author: Kara Loewentheil is a Certified Master Coach, speaker, and author who left a career defending women’s rights in the courtroom to empower women where it all starts: In their own minds. Using cognitive science and a feminist perspective, she teaches women how to literally rewire their brains to get patriarchy out and self-confidence in. Her podcast, UnF*ck Your Brain, has been downloaded 3 million times and teaches concrete brain-change strategies to women all over the world.
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How To Meditate At Work When It All Becomes Too Much
Woosah.
We've all felt stressed the F out at work, and that's probably never going to change—sorry. But rather than sulking into your anxious state of mind, why not try and get your zen on like all of the wellness bloggers you follow? Believe it or not, you can get in your zone at work and not feel like the workday took you down. Here's how to chill and stay chill at work when your inbox looks like it's at a million.
Practice Breathing Exercises
As basic as breathing exercises may sound, they're a huge help when it comes to relieving stress. Taking deep breaths slows down your heart rate and helps reduce the sense of anxiety. Getting your stress under control is one way to improve your health, and breathing exercises can help get you there. Hillary Clinton even used alternate nostril breathing as a way to cope with getting through the 2016 election. Hey, if it’s good enough for a presidential candidate, it’s good enough for us.
Plug In Your Headphones
It’s obviously not chill to blast any audio from your work computer, especially if you don’t have your own office. For us desk babes, headphones are heaven sent when it comes to meditating. When you get to squeeze in some downtime, take advantage of pre-recorded meditation sessions from YouTube and some binaural beats. You’ll get in a meditation session at your desk or zone out to some chill tunes without anyone around you getting disturbed.
Download An App
Stepping out for lunch today? Download a meditation app such as Head Space or Calm and get your moment of zen. These guided meditations are right in the palm of your hand and are great for the times you’re able to get outside and catch some fresh air. Look out for meditations that help kickstart your creative juices and productivity so that you can kill the rest of the workday. The best part about these is that they’re usually short, and you won’t face the guilt of being away from your desk for too long.
Try Team Meditation
Get your fellow boss ladies (and guys!) involved in your meditation. It’s honestly something we can all benefit from and will help everyone get their work done more effectively. Book the biggest conference room you can find, preferably in the middle of the workday, and play a guided meditation out loud for you all to follow. If you live in a larger city, there are plenty of meditating professionals who work with companies all of the time. Grab an expert to come along and show you and your coworkers the best way to stay balanced and refreshed in your office.
By: Andrea Navarro
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5 Quick and Easy Ways to Hack Your Work Week
Giving you a case of the Monyays.
photo credit: Sarah Derweiler
Sure, it's Sunday night and the work week ahead doesn't look appealing. But we want to give you a case of the Mon-yays with a few easy hacks that will start your week off right.
They're simple, take virtually no time to implement and allow you to get right back to your regularly scheduled evening.
1. SET YOUR ALARM WITH AN AFFIRMATION
It's easy to moan, groan, and snooze when your alarm goes off Monday AM. After a lazy weekend of sleeping in and waffles at noon, a 7am wakeup call can feel, well, like torture. But you need to head into your week with a positive outlook-- that's the first step to positive outcomes. So, set your alarm to go off with an affirmation. Something that makes you excited to start the day. It's super easy, especially with an iPhone. Instead of keeping the "Label" as "Alarm," fill in a positive saying that gets you rolling out of the right side of the bed.
That's what we call #mondaymotivation.
2. LOG OUT OF YOUR PERSONAL INSTAGRAM BEFORE YOU GO TO SLEEP
The endless Instagram scroll is a hard habit to break, but adding a second barrier between you and the social media time suck might be the pause button you need to not waste time on Monday.
We all do it. Especially when we're supposed to be getting back on our grind. But try something different and start this week not lost in the IG black hole. It's hard to pick up the momentum lost.
You can log back in Monday night. We promise, you won't have missed anything massive.
3. DON'T COMPLAIN ABOUT MONDAY
The energy you put out is the energy you get back. If you want to have a bad work week, go ahead, complain. We suggest that instead, you jot down a quick list of items you're looking FORWARD to attacking this week. Not all tasks are fun, but pay attention to the ones you feel connected to, and train your focus there. When we accomplish items we are emotionally connected to it gives us the fuel we need to make it through tasks that are mundane or daunting.
4. MEAL PLAN YOUR WEEK
It's all too easy to fall into the weekly rut of waiting to eat until the last moment possible. But just as sleep is crucial to productivity, so is food. Without brainfood, you've got brain mush. If you're used to Postmating your meal at the last minute, this is for you. Spend 15 minutes planning out what you want to eat for lunch this week. Reports show that only 1 in 5 workers are taking adequate lunch breaks, but it's not making us better workers.
The way you spend your lunch break affects how productive you are for the rest of the day. When you're eating, do nothing but eat. Multi-tasking when you're supposed to be refueling is the wrong way to go about it.
5. TRY GOING COLD TURKEY
If you find yourself easily distracted by the internet and all its wiles, you're hardly alone. But there is a difference between checking something for work and checking out entirely. If your concentration level on Monday falls between zero and zero plus, consider using Cold Turkey. It’s a website that temporarily blocks you from going to sites that are distractions and is highly customizable to your needs.
Have other hacks? Share in the comments below and give everyone a shot a wonderful work week.