“Timed Productivity” – ‘Back to Basics – Time Management’, Part 2 – Thursday, 11 March 2021.

Part 2:

Listing Your Responsibilities: separately from the recording activity, you should make time to review your job description, yourself if it is current and up to date, with your line manager if it is in need of a formal review. The purpose of this is to clarify what your role is and what are your formal responsibilities.

Listing Your Goals: this is another essential part of building that foundation as a professional, a manager, or specialist, you will have corporate level and operational level goals which your activity is meant to contribute to and help achieve.

Eliminating Or Reducing Unnecessary Activities: with the information that you have collected and considered, it is now time to take some action. In simple terms, this means identifying those activities, events, and periods of time, that are not contributing to you fulfilling your role and your responsibilities, and not helping you to contribute to the achievement of the corporate and operational goals nor your own personal goals. In your action plans, and your daily, weekly, monthly, lists (that we discuss below) you can then ensure that you do not continue wasting time and effort on any of these negative, unproductive, activities.

Prioritizing Activities: you may need to talk with your team, and-or with your line manager, possibly with internal or external suppliers and customers, to clarify and confirm what your priorities should be. This could be an opportunity to discuss how you could delegate some tasks to others, perhaps simply because you should not be doing them in the first place, perhaps as a developmental activity to help a team member learn new skills.

Preparing Action Lists: sometimes called To-Do lists. This is a relatively simple activity, where you look at the tasks and events of the coming day, week, and month, and list the activities that you intend to carry out, and when and for how long you will work on them. You will, of course, need to continually check that these activities match up with your role, responsibilities, and goals.

Starting Each New Day: in reality, this can mean taking action at the end of the previous day, your last task of the day being to plan your specific activities, perhaps as a simple action or to-do list, with times, perhaps as a list of priorities, that you intend to complete on the following day.

Building In Break Times: don’t fall into the trap of trying to work continuously, all day without stopping, working through all your breaks, and worse, not taking a lunch break. Overwhelming evidence shows that we need to have breaks and that without them our performance deteriorates dramatically the longer we go without.

Starting Each New Week: try to adopt the same approach as with daily planning. At the end of the last day of your working week, draw up an action plan for the next week, or at least for the first day in detail and the rest of the week in outline.

Strategic Planning: in parallel with the daily, weekly, and monthly planning, you should also have a background plan that focuses on medium-term and long-term objectives. These can be workplace performance targets, such as end-of-year financial results, but should also include softer, but equally important targets, such as the development of individuals and teams (not forgetting your own, personal, development objectives).

IN SUMMARY: without a structured approach to managing your time, it is inevitable that you will run into difficulties, miss important deadlines, not give enough attention to your career and personal development, not deal fully with the needs of your team members, allow others to dictate how you spend your time at work. The result is that work will become a burden, and your performance will deteriorate.

I will be returning in April 2021 with a new monthly format – “3rd Thursdays” … until then ~ Happy Spring!!

Gloria-Jean Brown


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Schedule 15-minute consult

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“Timed Productivity” – Back to Basics (Time Management) Part 1, Thursday, 4 March 2021.

Here are practical, easy-to-apply techniques that will help. Once the initial, analytical stage is completed, the techniques outlined here are simple ones that can be applied on a daily, weekly, and monthly basis, as a matter of routine.

Preparation Week: the first step is the most time-consuming one: analyzing your current situation. To establish in what condition your management of time is at this moment, you will need to complete at least a week, perhaps two, of preparation. You will also need to make note of any activities that fall on a monthly basis, such as team meetings, or budget performance reviews.

Recording Your Activity: for one week at least, on a daily basis, you will need to keep a detailed record, diary, or log, of what activities you are involved in, and how long you spend on each of these. Be as detailed as you can, so that you can analyze your activities in depth. The experts in the time-management field recommend that you split your day into at least 15 minute periods and for very busy periods even smaller time periods of 5 or 10 minutes.

Analyzing Your Activity: at the end of this period, you will need to carefully analyze these records. The primary aim is to identify negative activities and events. These will include activities that you shouldn’t be involved in or could delegate, activities that you are spending too long on activities that are unproductive and events which are disruptive or unproductive. Some of the activities that you identify here will be unique to your situation, but some will be common to most professionals, such as being inappropriately interrupted by colleagues, by telephone calls aimed at others, by attending meetings that are not relevant to you, by surfing on the internet, by focusing on low-priority tasks instead of more important, but more difficult, ones. However, it is also important to identify the positive activities and events, so that you can consider how appropriate is the time that you are currently allocating to these. Examples could be how much time you are spending in supporting, or coaching, your team members, or how much time you are giving to the building and maintaining of relationships with others, or how much time you are spending on addressing quality management issues. With a clear picture of how you are spending your time, you can then move on to the next step.

Talk with YOUR Stakeholders: these are the colleagues, the teams, the managers, perhaps suppliers, perhaps customers, who have a legitimate interest in how you perform at work and who will be affected by the changes that you will be making. You may also need to arrange a discussion with key individuals before you take the next few steps that follow – next week.

Gloria-Jean Brown


Resource Page link

Schedule 15-minute consult

[email protected]

“Timed Productivity” ~ ‘Analyzing YOUR Time’ – Thursday, 25 Feb 2021

Part 2 – steps from 6th to 10th refer to the Elimination stage.

  • 6. Identify Possible Solutions. You should figure out the causes that initiated the problem and determine what changes to the project might prevent those causes from reoccurring in the future. Each solution would have a set of corrective actions that could ensure a desirable outcome.
  • 7. Select Solution. By analyzing the possible solutions, you need to determine which of the solution is the most viable and suitable.
  • 8. Implement Solution. Now it is time to apply the solution. You need to develop a plan that implements the solution and ensures that corrective action is applied to the problem.
  • 9. Measure Results. Key performance indicators should be used to measure the outcome of the corrective action process and to find out if the selected solution has addressed the problem.
  • 10. Update Documentation. After the solution has been implemented and the problem is solved, you need to update project documentation to ensure that all further activities within the project will be carried out in alignment with the improved process.

Gloria-Jean Brown


Resource Page link

Schedule 15-minute consult

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“Timed Productivity” – Analyzing Your Time, Part 1 – 18 February 2021

This is a 2-part dealing with Analyzing YOUR time/task/project:

This process can be divided into 10 steps (the steps from 1 to 5 refer to theIdentification stage). Next week – we will conclude with (the steps from 6 to 10 refer to the Elimination stage).

  • Identify Problem. You need to identify the reason for non-conformance and to define the problem that negatively impacts the project. The problem should be clearly described (What, when, and where has happened? How does it impact the project?).
  • Understand Problem. You need to investigate the problem consecutively to understand what process steps should have been taken prior to the problem occurred. It will help identify possible causes and find “gaps” in the project plan.
  • Analyze Possible Causes. You need to find out what processes could occur if the preferred process was not carried out. A detailed root cause analysis will help identify and understand possible causes of the issue.
  • Collect Data. By collecting the information regarding the problem, you can understand which of the possible causes actually occurred in a way that would initiate the problem.
  • Analyze Data. By analyzing the collected data, you can explore which of the possible causes did or did not contribute to problem occurrence.

Gloria-Jean Brown

https://CoachingbyGJ.com Schedule 15-minute consult

[email protected]

“Timed Productivity” – ‘Cleaning Up Written and Digital Communication, Part 2’ – Thursday, 11 Feb 2021

Hi – hopefully you have taken the beginning steps on the paper side of this decluttering.

Part 2 is about Digital. There are 4 areas:

1/ Desktop — to include your Download folder,

2/ Email,

3/ cell phone main screen [ also, the following 2 or 3 screens – or more],

4/ cell phone notifications.

You should review items you downloaded and put them in a folder, weekly, as part of your review process.

Which current projects or clients or business interest areas are you responsible for? Those should be your notifications. The French language app from your trip 2 years ago can be deleted. Or, other vacation trips (local maps of an area). Also, apps you no longer want to use.

It doesn’t take long to do. You will also gain some precious MB back.

Gloria-Jean Brown

https://CoachingbyGJ.com Schedule 15-minute consult

[email protected]

“Timed Productivity” – – ‘Cleaning Up: Written and Digital, Part 1’, Thursday, 4 February 2021

snow covered trees during daytime

Hello! It is February. Let’s do a little decluttering: Your written (paper) and digital (computer and mobile phone) communications, Part 1.

Unfortunately – it is non-ending – letters to read and write; emails to send and respond to; and reports to prepare, read, and FILE. And it seems, regular and electronic communication does not stop.

Though there is definitely communication overload – we cannot do without it. Clutter expands and confuses.

1. Paper … 4 things to do (once): handle, delegate, delay or dump.

2. Analyze your documents. What can be eliminated, shortened, modified, combined or otherwise improved.

3. Screen and sort: action, reading, filing and trash/shred.

Ask yourself: Will I really do anything with this? If, “no”. Stop. If “yes”, then ask – When will I do it? Where will I keep it?

Also, develop a system to track details and handle follow-up times.

Next week, Part 2 – Digital clean up.

Gloria-Jean Brown

https://CoachingbyGJ.com Schedule 15-minute consult

[email protected]

“Timed Productivity” _ Overcoming Procrastination, Part 2 ~ Thursday, 28 January 2021

Overcoming Procrastination ~ Part 2

These are the remaining 5 steps to assist you with kicking the procrastination habit! If you need a quick consult, please use the link below to schedule a call with me.

6. Set personal and professional goals.

It’s hard to motivate yourself when you don’t have a good idea of what you want to accomplish. Use goal setting software to help you in goal planning and setting.

7. Prioritize Your Goals.

Develop a plan or schedule to help you reach your goals. In doing so you will begin to identify whether some elements need to be included or enhanced or dropped completely. Also remember to be flexible, revisit your goals regularly and modify or drop if appropriate. Just because a goal is written down doesn’t mean that it is set in stone!

8. Divide and conquer.

Once you’ve prioritized your goals, divide them into smaller chunks. Sometimes we procrastinate because a project seems really large that the scale of it overwhelms us and puts us into a temporary form of paralysis.

9. Reward yourself.

Once you start to complete tasks, reward yourself by giving yourself something that you want.

10. Just get started.

No excuses. Don’t wait until you’re “in the mood”. The mood never comes! It is a clever camouflage and a delaying tactic. What you resist persists!

Gloria-Jean Brown

https://CoachingbyGJ.com Schedule 15-minute consult

[email protected]

“Timed Productivity” ~ Overcoming Procrastination, Part 1 – Thursday, 21 January 2021

Overcoming Procrastination ~ Part 1.

​A survey (by the University of Chicago) suggested that those who relish challenge are more likely to live up to 10 years longer than those who spend their lives inhibited by timidity. Trying to realize our ambitions, even if we don’t always meet them, is preferable to not having the courage or motivation to take the risk. So not making any resolutions because we fear that we’ll break them is having a defeatist attitude, as we allow procrastination to become an insidious habit which stops us from leading more fulfilling lives.

The following are 5 steps to assist with kicking the procrastination habit!

1. Personal values development.

Take the time to find out what you really want in life, what your personal values are. When we procrastinate it’s often because what we are planning to do is not really aligned with what we truly want.

2. Make health and high energy levels a priority.

Without good health we are less likely to have the energy and dynamism needed to make positive changes in our lives and it’s easier to procrastinate.

3. Visualize your life without procrastination.

See and feel the benefits in your life if you didn’t procrastinate. What could you do and achieve?

4. Banish the Gremlin.

That little voice which runs on auto in your head – that dismisses any idea that you might have. You have a choice. Acknowledge your choices and banish the Gremlin. Using affirmations can help with more positive alternatives.

5. Over commitment.

Saying “yes” to everything – often leaves you feeling tired and without the energy to focus on what is most important to you. Identify what is most important to you and only focus on those areas which will make the biggest difference to your life. It will enhance your focus and motivation.

Gloria-Jean Brown

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“Timed Productivity ~ ‘Managing Your New Year, Part 2’ – 14 January 2021

Happy New Year!!

​Let’s finish up with this Part 2 conclusion on “Managing Your New Year”:

We have competing selves and competing commitments. On the one hand, we may truly be health conscious and want to maintain a set of healthy standards. On the other hand, we are also committed to having fun and enjoying life. These two values may compete for our attention, and usually the goal of immediate pleasure will win out over delayed satisfaction.

We may value family life and work hard to give our family things that provide pleasure and comfort. But what happens when our commitment to work and financial success interferes with spending time with children and spouses? What about our sense of orderliness? What happens when the focus on just getting things done overrides getting the most important things done?

Try to identify 3-5 values and priorities that motivate you strongly. Then identify any competing values that also must be satisfied. Once you identify your strongest desires, and the competing drives that vie for your attention and focus, revise your goals and priorities to honor both sides of your personality. Set realistic goals that will allow for both sides of your competing values.

6. Reward Yourself

7. Track Your Progress

8. Don’t Beat Yourself Up

9. Stick to it

10. Keep Trying

Gloria-Jean Brown

Resource Page Link

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“Timed Productivity” – Managing Your New Year, Part 1 ~ 11 January 2021

Most of the time we kid ourselves with a system of delusions and denial. We say we are one kind of person, while doing things that are contrary to our desired image.

Psychologists call it “cognitive dissonance,” a state of discomfort when we say one thing but do another. We will go to any lengths to avoid that feeling, hence we construct an elaborate system of delusions, denial, and some behaviors we don’t even notice.

To face the fact that we aren’t acting like the person we believe we should be is painful and unpleasant. We don’t have time for that. Negative emotions get in the way of our being productive and focusing on the tasks and goals at hand.

1. Be Realistic.

2. Plan Ahead. New Year’s Eve probably isn’t the best time to start planning for your next year.

3. Outline Your Plan.

4. Make a Pros and Cons List.

5. Talk About It.

Gloria-Jean Brown / [email protected]