Tag Archive for: Articles by David Irvine

Triple Your Personal Productivity

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Have you ever had the experience of looking back on your week with the sinking feeling that you didn’t get as much done as you’d hoped? When building a successful career or a business of your own, your time is perhaps your most valuable asset, and your income is a direct result of how you spend your time. You cannot buy any more time than you’re given, and the clock is always ticking. A few years ago, I discovered a simple system that allowed me to nearly triple  productivity. In this article I’ll share some very practical ideas you can apply right away to increase your effectiveness without working any harder than you do now.

Keep a detailed time log.

The first step to better managing your time is to find out how you’re currently spending your time. Keeping a time log is a very effective way to do this, and after trying it for just one day, you’ll immediately gain tremendous insight into where your time is actually going. The very act of measuring is often enough to raise your unconscious habits into your consciousness, where you then have a chance to scrutinize and change them.

Here’s how to keep a time log. Throughout your day, record the time whenever you start or stop any activity. Consider using a stopwatch to just record time intervals for each activity. You can do this during only your working time or throughout your entire day. At the end of the day, sort all the time chunks into general categories, and find out what percentage of your time is being spent on each type of activity.

If you want to be thorough, do this for a week, and calculate the percentage of your total time that you spent on each type of activity. Be as detailed as possible. Note how much time you spend on email, reading newsgroups, web surfing, phone calls, eating, and going to the bathroom. If you get up out of your chair, it probably means you need to make an entry in your time log. I typically end up with 50-100 log entries per day.

You may be surprised to discover you’re spending only a small fraction of your working time doing what you’d consider to be actual work. Studies have shown that the average office worker does only 1.5 hours of actual work per day. The rest of the time is spent socializing, taking coffee breaks, eating, engaging in non-business communication, shuffling papers, and doing lots of other non-work tasks. The average full-time office worker doesn’t even start doing real productive work until 11:00am and begins to wind down around 3:30pm.

Analyze your results.

The first time I kept a time log, I only finished 15 hours worth of real work in a week, whereas I actually spent about 60 hours in my office. Even though I was technically about twice as productive as the average office worker, I was still disturbed by the results. Where did those other 45 hours go? My time log laid it all out for me, showing me all the time drains I wasn’t consciously aware of: checking email too often, excessive perfectionism doing tasks that didn’t need to be done, over-reading the news, taking too much time for meals, or succumbing to preventable interruptions.

Calculate your personal efficiency ratio.

When I realized that I spent 60 hours at the office but only completed 15 hours of actual work within that time, I started asking myself some interesting questions. My income and my sense of accomplishment depended only on those 15 hours, not on the total amount of time I spent at the office. So I decided to begin recording my daily efficiency ratio as the amount of time I spent on actual work divided by the total amount of time I spent in my office. While it certainly bothered me that I was only working 25% of the time initially, I also realized it would be extremely foolish to simply work longer hours.

Efficiency Ratio = (Time Doing “Real Work”) / (Time Spent “At Work”)

Cut back on total hours to force an increase in efficiency.

If you’ve ever tried to discipline yourself to do something you weren’t really motivated to do, you most likely failed. That was naturally the result I experienced when I tried to discipline myself to work harder. In fact, trying harder actually de-motivated me and drove my efficiency ratio even lower. So I reluctantly decided to try the opposite approach. The next day I would only allow myself to put in five hours total at the office, and the rest of the day I wouldn’t allow myself to work at all.

Well, an interesting thing happened, as I’m sure you can imagine. My brain must have gotten the idea that working time was a scarce commodity because I worked almost the entire five hours straight and got an efficiency ratio of over 90%. I continued this experiment for the rest of the week and ended up getting about 25 hours of work done with only 30 hours total spent in my office, for an efficiency ratio of over 80%. So I was able to reduce my weekly working time by 30 hours while also getting 10 more hours of real work done.

If your time log shows your efficiency ratio to be on the low side, try severely limiting your total amount of working time for a day, and see what happens. Once your brain realizes that working time is scarce, you suddenly become a lot more efficient because you have to be. When you have tight time constraints, you will usually find a way to get your work done. But when you have all the time in the world, it’s too easy to be inefficient.

Gradually increase total hours while maintaining peak efficiency.

Over a period of a few weeks, I was able to keep my efficiency ratio above 80% while gradually increasing my total weekly office time. I’ve been able to maintain this for many years now, and I commonly get about 40 hours of real work done every week, while only spending about 45 total hours in my office. I’ve learned that this is ideal for me. And as with most personal habits, the amount of time required for adjustment can and will vary according to the individual.

If I try to put in more time at the office, then my productivity drops off rapidly. The interesting thing is that the system that allowed me to optimize my effectiveness at work also created a tremendous amount of balance in all other areas of my life. Even though I was able to use this approach to triple my business productivity, I still gained plenty of time to pursue personal interests.

Time logging is the intelligent choice to ensure optimal productivity without increasing your hours. But time logging need only be done periodically to provide these benefits. I do it for one week every 3-6 months, and over the years it has made a huge difference for me, always providing me with new distinctions. If I go too many months without time logging, my productivity gradually drops as I fall back into unconscious time-wasting habits.

You’ll probably find as I do that your gut feelings about your productivity are closely related to how much real work you actually get done. When you feel your productivity is lower than you’d like, raise your awareness via time logging, measure your efficiency ratio, and then optimize your efficiency to boost your productivity back up where it belongs. Time logging is a high leverage activity that takes very little time and effort to implement, but the long-term payoff is tremendous.

The continual balance is between Efficiency vs Effectiveness. We can be efficient but are we also effective because it is the combination and balance of theses two elements that will determine your worth.

Give the Gift of “Attending”

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It’s always nice to receive an unexpected gift, especially this time of year. This week I was genuinely surprised by one of those presents. The staff of the Southeast Regional College in Weyburn, Saskatchewan, sat with me for a day and gave me their presence as I led them through a workshop on building an accountable organization. They are a delightful organization whose byline reads:
“Where minds and possibilities meet.” Gracious, open, receptive, supportive, caring… just a few of the words I would use to describe this remarkable group of people.

I was particularly appreciative of their generous attentiveness under the circumstances as when I arrived, I was suffering from a head cold and throat infection that substantially diminished the quality and volume of my voice. My energy was so low that at times it was difficult to remain standing.

But they patiently hung in there with me the entire day. They willingly engaged in the learning experience. And they gave freely of themselves and to each other in the process. I was uplifted by their presence and by the end of the workshop I had more energy than when I began.

Since I’ve come home and recovered from the head cold, I have been attentive to a rather odd little word, a word that I’ve been mulling over the past few days that came as an unwrapped gift, given so sincerely to me by this humble learning community in Southeast Saskatchewan. The word is ‘attend.’ Merriam Webster describes attend as: “to pay attention to, to look after, to be present with, to apply oneself, to be listened to, to be valued…”

To be attended to is uplifting, heartening, and inspiring. It is a gift in the truest sense as it responds to a fundamental human need: the need to make an impact.

Here are five simple ways to offer the gift of ‘attending’ to others, especially at this time of year:

  1. Pay attention to people’s names. Cashiers, waitresses, and customer service representatives – they have a name-tag for a reason. Everyone is uplifted, even if ever so slightly, when they hear the sound of their own name. On the farm, my mother was adamant, “don’t name the chickens.” She understood that naming transforms your relationship. Naming someone changes them from an object or a number to a human being – with emotions, needs, and values. Naming someone turns a ‘transaction,’ into a ‘transformation.’
  2. Replace waiting with something more constructive. By simply attending to what’s going on inside and around you, you’ll soon discover that waiting is not a very healthy state of mind. It’s focused on the future. It breeds impatience. Waiting comes with expectations, which are premeditated resentments. Waiting leaves you empty and frustrated because it’s self-serving. Whether you are waiting for the red light to change or for a teller at the bank, practice choosing an alternative state of mind. Take a moment for some deep breaths and have some rest. Cheer up the person in front of you. Or let the person behind you, who is even  more impatient than you, in the line front of you.
  3. Practice small acts of generosity. Attending means taking the time to be present for both yourself and others. When you attend, even briefly, to your inner sense of well-being, you know that it takes the same effort to be generous as it does to be selfish, and the result is completely different. Just for one day this week, practice giving to others whatever you expect from others. When it comes to generosity, the small things are so often the big things. A smile. A message of encouragement. A pat on the back. A little patience. Doesn’t cost a thing and can make such a difference.
  4. Be present. It has been said that the best present you can ever give someone is to be fully present in the present. There aren’t many ways better to attend to someone than to be present with them; to tune in, to feel with, to listen without judging or a need to fix. The giving of advice can never take the place of giving of yourself. It is interesting how our fast-paced, crazy, demanding world has created a syndrome called ‘attention deficit disorder.’ Maybe our biology is simply asking our souls to s-l-o-w d-o-w-n and attend to ourselves and each other more simply and more deeply. There is more to life than increasing its speed.
  5. Practice gratitude. It appears to be human nature that the more we get the more we want. It is easy to become spoiled in the self-demanding, post-modern society we live in. Try living in a third world country for a few months and see how it changes your view. Entitlement, along with its accompanying self-centered expectation for self-gratification, is not taking us any closer to a more peaceful, contented world. What you attend to grows. What you appreciate appreciates.

I hope that you will make a little room over the upcoming holidays to practice attending. It will go along way. And, when you make more room for attending it will improve the quality of your life and all the relationships in it.

I view the world as a big pot. We all contribute and remove what we need from the ‘community pot.’ Every time you need something, you dip in and take it out of the pot. When you don’t need anything from the pot, you put a little something back in: a little attention, support, comfort, kindness, love, and so on. If we all throw a little in every day, then when we need it, the pot will have just what we need.

Change Requires Preservation

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When we moved to Cochrane, Alberta to raise our children in 1991, there were no stop-lights in this small foothills community. Today, there are more than fifteen and it takes about five times longer to cover the same distance through town. You no longer buy fly rods at the fly shop. You buy them at Canadian Tire. The fly shop has gone out of business. The two locally owned bookstores, the best you could find anywhere, no longer exist. We now have a Walmart, Staples, and Sport Check. This little town has changed a great deal in the past quarter century.

I’m all for change. Change is not only a good thing; change is required. Change is an integral part of life. “In times of change,” wrote the philosopher Erick Hoffer,“learners inherit the earth, while the learned find themselves beautifully equipped to deal with a world that no longer exists.” What I’ve been reflecting on though, is that, as necessary as change is, not all change is necessary.

Not all change is healthy. Whether you are renovating your home, re-organizing your workplace or redesigning your organization, starting a new relationship or new job, moving, adjusting to being new parents, loving your parents through the aging process, coming to grips with a life-threatening illness, or maybe several of these things at once – remember to ask one fundamental question of yourself and of those you are entrusted to lead: “What are we committed to preserve in the midst of this change?”

While reflecting on the changes that are happening in my life, I developed a list of what I’m committed to preserve. In the middle of the changes you are going through, what are you and those you live and work with committed to preserve? Here’s my list:

  1. Character. Character means knowing what’s right and doing what’s right, even when it causes you discomfort. Character is doing what’s honest and honorable, even when costs you financially. If your character is situational, that is, if it changes with the whims of your circumstances, you won’t have the foundation of self-respect to get through the change.
  2. Faith. Faith is the inner sanctuary where hidden permanence and power reside. My faith strengthens and supports me, allowing me to lean on a compassionate force beyond myself. My faith gives me a compass in the wilderness, a private north star to navigate the journey.
  3. Family. Family is the base camp on life’s Mount Everest ascent. Family is where you stock up, replenish, and take shelter from the storm. Family gives you a place to come home to. Family – whether immediate, extended, or inner circle of most trusted friends – gives you the stability and constancy you need to deal with whatever life throws at you. Change can be lonely, but it can’t be done alone.
  4. Health. Regardless of whatever changes are happening in the tyranny of the urgency around me, rigorous healthy habits sustain me. Ensuring that I get adequate rest and exercise, spending time in the sunlight and in nature, and eating food that strengthens rather than depletes, gives me the energy needed to thrive in the change and embrace new possibilities.
  5. Traditions. What I admire about the RCMP, the armed forces, and other law enforcement and emergency services agencies is that they are steeped in tradition and fortitude. But families, communities, and individuals must also maintain traditions. Traditions and strong rituals keep people anchored and stable during the storms of life.
  6. Caring. It doesn’t cost to care. Caring is about taking time for the people in your life that matter, even if you don’t have the time. Caring is about paying attention to the little things, despite the chaos that may surround and pull you into the fray. Caring is about staying connected, even when the world seems to be falling apart.
  7. Attitude. “Everything,” wrote Viktor Frankl, the Holocaust survivor and author, “can be taken from a man but one thing: the last of the human freedoms-to choose one’s attitude in any given set of circumstances, to choose one’s own way.”Whether it’s an attitude of caring or an attitude of building, when the world around you is a problem finder, you can always be a solution maker.

So… in the midst of all the changes happening all around you, what are you committed to preserve?

Leading Authentically With An Ego

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Realities in recent times have demanded a new approach to leadership. I recently had a very stimulating dialogue with a group of CEO’s about the difference between the ego and the soul and what it all has to do with being an influential leader. In an age of spiritual awakening and consciousness, leaders driven by their ego will soon become obsolete.

The ego, that mental image of yourself formed from your personal and cultural conditioning, attempts to provide you with a sense of security, safety, and worth. Your ego demands recognition and wastes energy in resentment if it doesn’t get enough attention. But the ego, by it’s very nature, is empty. It’s like a hole inside of us that is in a continual state of dissatisfaction and restlessness, constantly pursuing “more” to fill itself up. To the ego, the present moment hardly exists. Only the past and future are important to the ego, for these are what it depends on for its survival.

While the ego is essentially dysfunctional, there are times when it can be a positive, necessary force, such as when growing into adulthood or pursuing certain goals. Then the ego can be helpful, providing you can observe it and not get attached.

There also resides in each of us, to a lesser or greater degree, an authentic self, a soul, an essence of who we really are. Your soul doesn’t care about rejection, titles, possessions, successes, failures, or how scared you are. The soul cares only about expanding and expressing itself. It is your guide, and your true source of power.

This inner source of strength comes from developing your capacity to delay gratification, learning to courageously face the demands of reality without escaping, developing the capability to see the long-term effects of actions, and achieving quietness of mind. Such cultivation requires a lifetime of dedicated personal work, guided by masters. A cultivated, integrated authentic self is, in today’s world, a leader’s greatest tool. Cultivation, or becoming more fully human, is the primary leadership issue of our time and lies at the core of our work.

Deciding to embark on this arduous journey called leadership requires a decision to go inside yourself and learn to discern the impulse of the ego from the voice of the soul. If a decision comes from the ego, you’ll never be satisfied. You’ll always want more. Authentic leaders channel their ego needs away from themselves and into the larger goal of building a great organization. It’s not that authentic leaders have no ego or self-interest. Indeed, they are incredibly ambitious—but their ambition is first and foremost for the greater good, not themselves.

I end this with a wonderful poem attributed to a Chinese sage, Wu Wei Wu:

Why are you so unhappy? Because ninety-nine percent of what you think, and everything you do, is for yourself, and there isn’t one.”
How are you leading authentically?

Two Minutes On Leadership

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A participant in one of my recent leadership programs was challenged with preparing a two minute talk to a group of high level leaders from across Canada. She asked me what I think is the most important thing or habit leaders need in order to be successful.

What would your answer be if someone asked you for a two minute summary of your philosophy on leadership?

Here’s my response:

  1. Leadership is the capacity of human beings to shape and create a new future – by inspiring and engaging others.
  2. Leadership is about presence, not position. Great leadership cannot be reduced to technique or title. Great leadership comes from the identity and the integrity of the leader. Leadership is the way you live your life. Your power as a leader comes from being an integrated and real human being. This makes every person a potential leader.
  3. You aren’t a leader until someone says you are. You have to earn the right to be called a leader. While you may get promoted to being a boss, you don’t get promoted to leadership. You have to earn the right to be a leader.

In this high tech world, leadership needs to be about high touch (thanks John Nesbitt). Leadership, in today’s world, is ultimately about connection. Connection to: (1) Your authentic self: your values, your unique talents, your aspirations, your dreams, your passion. Take time for reflection, for clarity about what matters most in your life, to listen to the voice inside of you.  Connection to: (2) Those you serve, your stakeholders: those who depend on you and those to whom you depend. Get out of your office, away from your computers, and make contact with people. Find out what inspires the people you serve, what matters to them, how you can support them. Leadership can probably be summed up with one word: conversation. You can assess the level of impact you are having by the depth and honesty of the conversations you are creating.

Don’t Fix People; Fit People

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Recently my administrative assistant (also my wife) was on a holiday in Europe with our daughter. In her absence, I’ve been attempting to keep up with all of the administrative demands in the business and at the same time run the business. Big mistake – to not get administrative support during this time.

I learned years ago that if you don’t have an administrative assistant, you are one. I’ve been an administrative assistant for the past two weeks, and I’ve been a lousy one. And I’m exhausted. But I’m not exhausted from the hard work. In fact, it has been extremely good for me to appreciate the load that Val carries. And I’m not afraid of hard work. But I’m exhausted because I was attempting to take on work that is not within my sphere of unique capabilities. Some people are actually meant to be in the role of administrative assistant. But, not me.

Now that Val is back home, I’ve taken some time to reflect on the experience. With so many people exhausted these days in their work, it makes me think. Why? Because we don’t have balance in our lives? Because we are working too hard? Because we need to work less? If you are exhausted, my hunch is that it’s because there is some misalignment going on. You are doing too much work that is energy-consuming for you, rather than energy-giving. It’s not about hard work, it’s about not being aligned.

Take an inventory of where you are spending your time and it’s effect on your energy level. Be honest with yourself. If I had a performance review by a boss during the past two weeks, I would have failed miserably. I would have been marked as incompetent, in need of some “motivation” and “fixing.” I know that I didn’t need to be “fixed” during the past two weeks. What I needed to do instead was delegate the administrative work and to stick with what I do best.

Don’t fix people; fit people.