3 things I do that help my productivity

I adored reading this blog post from Ramit Sethi. It’s one of my favourite blog posts of all time.

One of the main things that were insightful for me is that fundamentals are first, second is psychology and third are the details. Most people focus on the details when they actually need to start focussing on fundamentals.

Fundamentals are things like sleeping enough, psychology is being able to say no or set good boundaries, and the details are what type of notebook or app or calendaring system I use to plan my life.

In that post he actually says that we need to focus on those details only 10% of the time and I had an aha moment or two.

Because seeing the % split like that puts things in perspective, and also I’ve been subconsciously focussing on a lot of it already.

I thought it would be fun to share 1 thing in each of those areas that I do, and then you can share your things too.

Fundamentals

What I do: I sleep an average of 7 hrs 30 a night. You all know I diligently track my sleep because when I stop measuring, it all goes off track.

In this category we also have environment, soul care and exercise, in addition to managing your stress.

Psychology

What I do: I have very good boundaries and I know when to say yes and no.

Also in this category is knowing if you’re a time optimist or realist, and unplugging from social media when it starts being detrimental for you.

Those top two areas aren’t very exciting but they’re so very necessary.

Details

Well, you know I’m doing a hybrid this year of my bullet journal and my shining year planner. And then I added a gorgeous purple moleskine. My favourite pens are both Pentel energel and Pilot G2. Lately my absolute, super favourite pen is my metallic violet Pilot G2, which you have seen in almost all my instagram posts the last month or two 🙂

Over to you!

What do you think about the triad of productivity?

What are the things you do in each of those three areas? Very curious minds would love to know!

First published 21 Aug 2017

The week that was…weekly reflections 8

sunset leaving gym

Hello friends!

Do you know what this blog post means? I’ve been carving out time and writing for at least an hour and 15 minutes every single weekend for the last two months.

I’m so proud of myself!

It’s what I wanted when I started off this year and it’s helpful to know that after two weird years, I can still create a weekly writing habit and stick to it.

This week is also the week…

  • I walked out of a Zumba class after only 20 minutes (unprepared instructor and way-too-loud music) but I was rewarded with a gorgeous sunset (yes, that’s the one in the pic)
  • I attended a conference where I once again realised that all across our industry we are facing the same stuff but handling it in different ways. At that same virtual conference, I vowed that I will definitely not attend a virtual event again because, as an extrovert, I was exhausted.
  • I finished the book club book, Friends like these by Kimberly McCreight, which was not great. Too many unlikeable characters and way too many things going on. I also finished Everything happens for a reason by Kate Bowler, which was outstanding. Do give it a listen.
  • we visited a school for Kendra and were given a tour by an amazing young lady, a grade 10 learner, who taught me so much about optimism and resilience. Some kids really have an amazing mindset at such a young age.
  • that was full of hard things in the world – wars, deaths of too-young children, anniversaries of deaths – and I am thankful that I was able to rest and rejuvenate, and be out and about to counteract two days of staring at a screen with very minimal interaction.

How was your week? And, dare I ask, how was February?

Weekly reflections 1 and a writing practice

First sunset of the new year!

I really want to get back to enjoying writing and blogging like I used to, so hopefully in addition to “proper” posts, I will also get into the swing of some fun posts like this one.

  1. Happy New Year! We were away from home for New Year’s which was different but also surprisingly relaxing. I did exactly what I do on a normal evening, which is go to bed and read, and fall asleep when I’m tired. I looked at my watch and it was 10:30 🙂
  2. I had a stomach bug when I got back to Joburg that knocked me out for two days. Annoyingly, I kept saying for days afterwards, “it’s so nice to eat food and have it stay down” but it really is good when bodies work how they’re meant to.
  3. Our dance classes are not fully back yet so I had to cobble together a dance class yesterday. On the bright side, I have already booked my classes for the week ahead. Yay!
  4. The minute I was better, I had three long and lovely friend dates – a two-hour chat with a neighbour, a four-hour chat with a friend (we usually meet on her birthday but I was away so said, “I’m taking a rain check because our date is always a highlight during the end-of-year period” and another two and a half hour phone call with yet another friend. As an extrovert, it was glorious!
  5. Our kids are now 12.5. Some of you will remember me doing half birthday celebrations in the old days when they were small. Since there have been no parties for two years, we took them for cake as a half-birthday treat.
  6. I’ve spent some good time in the last week putting away 2021 and refreshing my desk and notebooks for 2022. What does this mean? Putting up new calendars, my “22 for 2022” list and my “rest 22 in 2022” tracker. I also looked through my old bullet journal to see if there were any lists I needed to transfer to my new bullet journal (there were!) and set up my 2022 diary.
  7. The kids are back to school this week and… they did their own sorting out of stationery. I love pretty stationery, of course, but checking 8 ballpoint pens off against a list is something they can do for themselves. I delegated, handed over the labels and wished them well. The only things we had to buy were glue sticks (always glue sticks!) and reams of paper. I can’t promise that I’ll be hands-off with the wrapping of the books in plastic covers but this part felt good.

How was your week?

How to use the one-minute rule at work

We’ve spoken before about the one-minute rule. We also talked about ways to use this rule at home.

What about at work?

Here’s how you can use the one-minute rule…

with your emails

  • if you’ve opened and read the email, and don’t need to refer back to it, delete it 🙂
  • if you need to delegate, forward it so that other people can work on it while you go through the rest of your inbox
  • decide there and then on your next action step and quickly type into the beginning of the subject line READ/ MEETING/ TALK TO ___ so that when you’re ready to work, you know exactly what to do next

in meetings

I like to write my meeting notes on the top 70 – 80% of the page and leave the bottom section for actions, OR sometimes there’s so much being said, I just write notes and later as we summarise, I allocate actions and I write the initials of the person in the margin. Now for the rule…

  • do your quick actions in one-minute bites immediately after a meeting
  • many actions are multi-step actions but you can always do the very first step even if that first step is just to allocate a block of time to work through the actions (“actions from XYZ meeting”)

with daily or weekly planning

  • if you’re a daily planner, start the next day’s to-do list page and keep it ready
  • as things pop up, add them to your list so you don’t have to keep it in your head or on random sticky notes in your notebook
  • the same principle works for weekly planning but since I don’t know if I need two more pages to close off the week or eight, I use a long post-it note for next week’s actions. When I’m then ready to make my actual weekly list, I have all my priorities in one place.

How do you already use the one-minute rule at work? Can you think of where you could use it?

How to use the one-minute rule at home

Have you heard about the one-minute rule? Even if you haven’t heard it referred to as such, I’m 100% sure you know of it.

What is the one-minute rule?

You take one minute to do something now rather than putting it on a list (mental or physical) to do later.

Why does the one-minute rule work?

It is quicker to take the time to do it now rather than in the long run because you have momentum.

Yes, it is sometimes annoying to take 60 extra seconds but I love thinking about my future self not doing something later 🙂

Let’s talk about some examples in your home:

Kitchen

  • Put food items away and wipe down the counter before having your meal
  • Take freezer items out when you think about your evening meal
  • After your shopping is packed away, take your reusable bags to your car or put next to the front door immediately. Don’t expect to remember them later – we all have friends with 27 bags in their kitchens that keep buying more when they’re at the grocery store.

Bathrooms

  • Spray down your basin and give it a quick clean with a sponge or those new-to-me cloths with microfibre on the one side and a scourer on the other.
  • While you’re at it, give your toilet a quick swish and swipe (a la Flylady)
  • Hang up your towels and put your laundry in the hamper immediately after showering rather than later

Lounge

  • Take a minute to straighten the cushions and put the remotes and coasters back in position rather than having to straighten up the following day.
  • Take all the mugs and glasses (and plates, if you allow eating in the lounge!) back to the kitchen.

Where do you use the one-minute rule at home currently? Can you think of some examples where this might work for you?

For this last quarter, do you need a reset?


I shared on Instagram that I applied for a new job and got it! It’s a promotion and I have both direct and indirect reports, and while I’m loving it, it’s a lot. Especially since I’m still doing my old job until I recruit suitable replacements.

I decided that this is a good a time as any for a reset.

As Gretchen Rubin often says, the Strategy of the Clean Slate is powerful so I’m using this time to rethink how I want to move forward at work. In financial services, we’ve all been working way too much since Covid hit last March and I honestly think this level of intense work is unsustainable.

  1. Do you need a reset in the way you work?
  2. Do you need to move more during the day?
  3. Do you need to eat better and stock up on healthy snacks?
  4. Do you need better work boundaries for yourself and others?

(all of these are a yes for me too)


What about a reset in other areas of your life?

  1. Do you need to catch up on some personal medical or other errands  – dentist, gynae, haircuts? 
  2. Does your home need a bit of a refresh? As much as I clean and organise throughout the year, there is nothing like spring to inspire me to organise little spaces and get a few tolerations sorted. Earlier today I emailed the carpet cleaner and I’ll be booking the window cleaners soon.
  3. Does your exercise routine need a shake up? It seems that mine gets shaken up every 6 months or so even though it is not intentional. My existing Zumba classes have been fully booked for the last couple of weeks no matter how early in the day I book. I’m not a fan of just pitching and “hoping for the best” as some have suggested. I’d rather intentionally book elsewhere and know I have a space – that suits my upholder self much better. So I decided to lean into it (less stress!) and have just booked elsewhere for now. And look at my gorgeous view while I drive to the new gym…

If you need a reset, and you need some help strategising, that’s my super power so contact me when you’re ready for your laser coaching session.

Otherwise, comment and tell me where and how you’re resetting in your life.

How to have healthy sleep

It’s no secret that I love my sleep.

I both enjoy sleep and I sleep well. Some of it is personality, I think, but I do think I have some very good sleep habits too.

Whenever I put up my sleep stats on Instagram, I always get so many direct messages from people who say things like, “oh that must be nice” and “how do you sleep so much?”.

Well, I sleep a lot because I’ve realised that when I’m tired I won’t be as productive as I will be when I’m rested. Because when I’m up after a good night’s sleep, I’m a machine 🙂

Sleep also has many other benefits like being good for your mental health, stress relief, immune system, heart, good for managing weight. In addition, and this is a big benefit, it’s good for your memory, and helps you focus and concentrate. I also heard Lisa Genova on a podcast say that deep sleep helps clear out brain waste which prevents Alzheimer’s.

Here are a few of my tips:

  1. Set a sleep goal. My goal is 7 hours 30 every night. I upgraded my Fitbit recently and while my Fitbit now gives me a sleep score, my sleep score is always better when I sleep more than 7h30.
  2. Sleep when you’re tired. Realise that when you’re tired, the very best thing you can do no matter how much work there is still to get done, is to actually sleep.
  3. Move your body. I sleep my best sleep on the days I have a good workout. It’s boring to say this but our mothers were onto something when they told us to go outside and play.
  4. Stop caffeine at lunch. This is not a problem for me, but I know many people who do not have good sleep habits when they have coffee after lunch. Dr Rangan Chatterjee, in his book, The 4 Pillar Plan, talks about how, at bedtime, about 25% of caffeine is still in our system. If you don’t sleep well, stop your coffee at 12 and see if it makes a difference.
  5. Avoid your phone before bed. Everyone gives me a hard time about this one but hey, if you want to sleep better, avoid your phone for a good 1 – 2 hours before bed. You can charge your phone at an outlet across the room. I charge mine next to my bed but it’s on the floor, face down, almost slipped under the bed. I also don’t look at Whatsapp after my phone goes dark (shortly after my work day ends). There is a downside to it but I’d rather have a few more messages in the morning than have restless or disrupted sleep.
  • How is your sleep on a scale of 1 – 10?
  • Do you have good sleep hygiene?
  • Do you spend time on your phone before bed?

If you want to work on these tips, all you have to do is start working on one at a time, track your sleep, and see how it is affected.

How to do a quick and effective half-year review

It might be that I’m such a big fan of reflecting and reviewing precisely because it doesn’t come naturally to me.

I recognise the process as valuable though which is why I take the time to do a half-year review every year.

Your review is only a 20 – 30 minute process but it will make you feel that you closed off the first half of the year and can focus afresh on the 6 months ahead.

What do you need?

  1. 20 – 30 minutes
  2. A drink of your choice – hot or cold
  3. Notebook/ bullet journal
  4. Pen

You could type into a computer or your phone but I recommend doing it with a pen and paper so that your brain slows down enough to process as you think through the questions.

Here are some questions to ask yourself. Use all, or just use the first 5 questions:

  1. What went well, and why?
  2. What could be better? How?
  3. What have you learned about yourself?
  4. What energised you? How can you bring more of this into your life?
  5. If you chose a word of the year, has it been guiding/ inspiring/ clarifying for you? How are you living out your word of the year? Do you need to change your word? Here’s your permission slip if you want to do that.
  6. Looking at your goals, have you made good progress and are you on track?
  7. Are there any goals you need to let go of? Let them go and be kind to yourself.
  8. Do you know why those goals were no longer motivating you?
  9. Looking forward… what are the 3 main things you want to focus on for the next 3 – 6 months?
  10. Do you have the necessary support? I would love to help you.

Reset and refresh sessions

  • I will send you a prep pack once I receive your payment which you work though and return to me 48 hours before your session so I can spend some time beforehand preparing.
  • We meet on Skype or Zoom, whichever option you prefer.
  • We will discuss what you want to keep in your life going forward and more importantly, what you want to let go of.
  • We might set new goals and develop action plans, or tweak existing goals to suit where you are right now.
  • My goal is that you leave the session encouraged, inspired and that you have clarity on the way forward.
  • The sessions are 60 minutes long and your investment in yourself is $75/ R1000 (previous clients get a discount!)
  • I encourage you to book another session in 6 months, but only if you think it will be helpful.
Contact me now to schedule your session. I work with clients all over the world so we will find a time that will work for your time zone.

{planning} Let’s do our quarterly planning together

Here we stand at the start of a new, fresh, shiny quarter. If 2021 didn’t start as you wanted, you can let the first quarter go with all the expectations you had for it and just dive into this new quarter.

I spoke before about how and why I love quarterly planning.

Last quarter (Jan – March) I did my quarterly planning but I kept it in my bullet journal. That was…okay, but more inconvenient as I kept having to flip back and forth in the bullet journal to find my list.

This time I decided to write out my list as I did last year but I would then stick it up on the cupboard door in my study (where I now spend 90% of my time!) so I can see it all the time and take action.

And that’s exactly what I did.

Some things I want to do this quarter:

  1. play more (I’m doing Superhero Photo again – it’s a photo course I did about 8 years ago – I saved the emails and am working through them again)
  2. plan next quarter’s holiday and hopefully a mini-break at the end of the month as it’s our anniversary
  3. get some inexpensive but effective stuff done in the house (paint my downstairs)
  4. do some once-off coaching sessions (see more below)
  5. see more friends than I did last quarter

Now over to you.

What went well last quarter? Can you replicate it again this quarter? What did you specifically do or which things were in place helping you have that success?

What do you want to do differently this quarter? Are you using your tendency to help you get those things done? If you’re not sure how, book your 75-minute Four Tendencies coaching session with me for $75. If you’ve come on one of my workshops, you get $20 off. Paypal me and let’s get your session scheduled. I can’t wait to coach you.

{time} 3 different ways to think about time

Time is so precious. We’ve also all been at different points of the time continuum during the pandemic. Some of us have felt like we have plenty of time to indulge in hobbies; others (me!) are working all the hours just to keep up.

This is not an article on how to create more time but it is meant to provide some food for thought on how you currently are spending your time:

1. What are your top time priorities?

Yes, the answer to this question changes from life stage to life stage and most definitely during the pandemic. My top three priorities have been my own and my family’s health (both physical and mental), managing my work responsibilities and retaining a semblance of myself with things that are fun for me. Included are eating, sleeping, managing stress, and exercising well. I don’t sleep well if I worry too much about work and I’m not in a great space mentally if I don’t also do fun things for me, so they all tie together.

Can you identify your top time priorities?

If we’re not intentional about our time and how we spend it, I promise you others will fill it up with their priorities. Interestingly, these two things are almost never the same. See full caption from Instagram here.


2. Is your time spent in alignment with those priorities?

If you look over your week or month, does your time spent look like you’re prioritising the correct things? It’s okay if it doesn’t currently align, but at least you now have the awareness.

How will you know that things are not aligned? You can’t find anything in your schedule that aligns with your priorities. Maybe you do find your priorities on your schedule but there’s not enough time allocated, e.g. exercise or hobbies or fun? What are you dreaming about at night? That’s also a signal you’re not dealing with things during your waking hours.

Where do you feel out of alignment?


3. Which time statement do you find yourself saying to yourself or others? Consider these two sentence pairs.

a) I have to
…. feels like you have no choice while I get to…. feels like you have made the choice to do it. The second statement is more empowering.

Example: I have to make the kids’ lunches (sounds like a chore) vs I get to make the kids’ lunches (feels to me like an act of service/ love). Another very relevant one during Covid: I have to work late (you have no choice in the matter)  vs I get to work late (I have the luxury of no commute so I can put in an extra hour or two occasionally).

b) I don’t have time feels disempowering while it’s not a priority for me right now feels like a carefully-considered time choice.

I get how the second statement can feel awkward sometimes but it’s kinder than not being honest with yourself and others. Brene Brown says “clear is kind” and it feels very kind to me to say honestly if something isn’t a priority in your life at this time.

How has your thinking changed?

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