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Productivity Coaching – Rhythm Versus Perpetual Motion

Many people feel that in order to be truly productive during the workday, they have to be constantly on the go, constantly moving from one thing to another. These people are constantly trying not to waste every moment of the day.

Reality? Productivity is more about rhythm than perpetual motion. Just as top athletes and performers need to find a personal rhythm, as a professional in your field you need to find a rhythm that works for your day. Let me share with you some time-saving productivity tips.

It’s important to allow a buffer time between your appointments. If there’s one thing we’ve learned from the past decade of technology-driven societies, it’s that expect the unexpected. There are always interruptions to your schedule – urgent calls, unexpected co-workers, suddenly sick kids at school. There will always be someone calling and asking for something. If we don’t make room in our schedules to deal with these distractions, we’re constantly switching tasks, alternating back and forth between tasks instead of giving each task the full attention it deserves.

Every day when I meet with clients, I create a 30-minute buffer between each hourly appointment. Does that sound like overkill? I use those 30 minutes to do a lot of things:

o I dictate notes from the previous meeting. This helps me and my client review what we discussed.

o I give myself time to “wind down” from the meeting. Simply being able to relax for a while can go a long way toward avoiding burnout.

o I give myself time to answer phone calls during meetings. Phone calls are bound to happen, and the extra space gives me time to respond to them in a timely manner.

o I give myself time to “recharge” for the next meeting. I prepare notes, review all important documents, and put myself in a position to be ready to meet the unique needs of my next client.

How do you find your own unique rhythm of the day?

First, it takes more time to understand the drastic task switching. If you’re switching from one email to another, the cost of switching can be as little as a second. But if you’re going from researching creative design solutions to responding to financial numbers, it’s a very difficult and costly transition because the two are completely unrelated. Give your brain time to make the transition by building in extra buffer time.

Second, consider how often you might be interrupted. The more likely you are to be interrupted, the more you need to increase the buffer time between appointments. Plan for the unexpected by allowing buffer time between appointments and tasks. Make room for yourself to take calls, respond to emails, and answer colleagues’ questions.

Third, consider the pace of your business. Some businesses have key “money times,” times of day when sales are most likely to occur. Other businesses, like auto repair or hair salons, have “break times” where customers are most likely to walk in without prior notice. Be aware of the workflow in your business. Give yourself more space during periods of high interruptions. Also make sure to schedule a “money date” during money time.

Finally, pay attention to your unique circadian rhythms. Everyone is connected to the cycle of the day in a different way. Personally, I am a morning person. My most productive time for email and tasks is before noon. So I work on projects or processes in the morning and postpone more structured meetings until the afternoon whenever possible. Learn how your body responds to the day’s progress and schedule tasks accordingly.

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