Coming soon…A collaborative learning event!

              The Female Brain at Work

Did you know that women have naturally occurring brain power that gives us distinct advantages in the work world? Brain science doesn’t lie, and neither do we.

Join the panel of specialists in Productivity, Leadership and Communications, Judy Muller of True Fruit, Dr. Shelia Brown of Brown Global Consulting Group and Brenda Young Haithco of Brenda Young Haithco and Company, for a tour of The Female Brain at Work.

Learn why women have the edge in communication, delegation, relationships and leadership and how we can build on our own brain gifts to excel at work.

Coming soon to an Atlanta womens business group near you!

“For the simplicity on this side of complexity, I wouldn’t give you a fig. But for the simplicity on the other side of complexity, for that I would give you anything I have.”

— Oliver Wendell Holmes Sr.

It must be human nature to make things complicated. We call it “progress,” but “progress” has made it difficult to…

• Eat: is fish good or bad for you? Or potatoes? Does oatmeal prevent cancer or not?
• Communicate: how many inboxes do you have? Grandma wants a snail-mailed letter.
• Entertain ourselves: Dish or cable? X-Box or PS-3? Netflix or Blockbuster? And how do you use all the equipment?
• Fix things: it’s easier to replace most items than to fix them, and cars are too computerized for most D-I-Yers.
• Be a Citizen: Filing tax returns–enough said.

I’m more guilty than most. I’ve been known to work for hours to create a “1-click solution” to a problem that could be easily performed manually–just because the problem is an interesting one to solve.

For me, the temptation comes with spreadsheets. I would love to build a spreadsheet for choosing my clothes each day. It would make sure I don’t wear the same blouse every Friday, and it warn me when my underwear supply is getting low. All I would have to do is type in what I wear every day, sync it to my calendar so it knows when to be dressy or casual, and then … wow, uh … never mind.

I know why I do it. I am lured by the possibility of the elegant solution that lives on the other side of complexity. Sometimes, when I work on a complicated problem hard enough–that is, on those rare occasions when I succeed at being truly clever–the result is elegance: a devilishly simple solution. But that’s rare. And it’s rarely necessary.

According to the 80%/20% Rule, these pursuits are in the 80% of my time that yields 20% results–or worse, 90%/10%–or more likely, 95%/5%. And on top of that, my complexified solutions add “overhead” to my time budget for maintenance and data entry. That’s lousy time management right there.

Wouldn’t life be simpler if we stopped short of cleverness?

“It’s simple until you make it complicated.”

—Jason Fried via StartupQuote.com

The sudden handicap has been revealing. Having never had a broken bone before, I had no idea what to expect from myself. Would I feel depressed and defeated? Would I be able to get my work done? Would that even be possible? These questions went through my mind as the pain medication kicked in  and the work week loomed before me.

I was surprised by what I chose to let go, and what I kept on my plate. The e-book project stayed on schedule. A couple of freelance projects slipped–with the graceful permission of our clients. Social media slipped–which I think has more to do with my tendency to withdraw during difficult times, than with physical ability. Yet, except for the first couple of days, I kept almost all of my in-person appointments.

Surprisingly, I didn’t feel awkward asking business associates for rides to meetings, or asking friends for grocery runs, laundry folding, dog walking, and even doing my hair. The fact that I was injured made it easy for me to ask people for favors–and it prompted them to offer, for which I’m grateful.

What I am learning about delegating is that it is easy to ask for help, and let go of control, when I can’t guilt-trip myself for not “doing it all.” As I regain the use of my right hand, I can work to keep that guilt from returning. It shouldn’t matter if my limitations are physical and obvious, or self-imposed and private—I have limitations either way. The key to delegating is to accept them gracefully.

Wow….Why so many? One has to wonder how many of the devices in our inventories are used as true productivity tools (I need this!) or simply as the hottest new toys (I want this!).  Technology advertising has been very successful in convincing many of us that we do really need the latest upgraded version to go faster and farther, to maintain our edge. Why else would we stand in line for hours to be the first to have the latest smartphone? 

Could it be that we secretly just want that cool new thing?

It is so very OK to want and have nifty toys. We all do!  Before you buy next time, try this. Ask yourself: Do I really need this or just really want it? There is no wrong answer, but you just might save a few bucks!

• This comprehensive article by Sara Robinson of AlterNet was picked up by Salon.com
• Laura Vanderkam writes in the Wall Street Journal that we don’t work as hard as we think we do
• Inc.com anthologized, stating:

The clear takeaway here is to stop staying at the office so late, but getting yourself to actually go home on time may be more difficult psychologically than you imagine.

Since I started keeping a time log, I have noticed that what feels like a 10-hour day is interrupted with personal time, and made longer than it needs to be by digging in to emails, LinkedIn, and Facebook.

We are also fans of the “curious phenomenon” described by Timothy Ferris in The 4-Hour Work Week:

Since we get 80% of our results from 20% of our work (Pareto Principle, or 80/20 Rule), we can spend less time working by focusing on our most important work.

… and …

Since work expands to fill the time we plan to spend on it (Parkinson’t Law), then we will get our most important work done if we plan to spend less time on it.

 The moral of the story is: working less might feel weird, but just do it. Just do it. It works.

Back when I was a full-time freelance writer, I created a spreadsheet that I could use as my own personal timesheet. For each activity I start, I select a category, press Ctrl-Q, and it time-stamps my start time. (In fact, as I write this, I realize that I need to Ctrl-Q my time on this blog post.) Later, when I Ctrl-Q a new task, I’ll have a total of how much time I spent on the previous task, and my totals in every category add up throughout the day.

Sounds nerdy, doesn’t it? Nerdy like a fox, I say.

OMG. Just being aware enough of my day to remember Ctrl-Q helps me stay on track. Having a running tally of how much time I’ve spent on my various projects is eye-opening.

If you want to see some of the nerdy details, here’s a screen capture of Monday. It was a 9 hour day (the spreadsheet rounds to quarter-hours), with over 3 hours spent on a White Board Session (including travel), and 2 hours spent on “PowerCore Videos.”

Had I gone with my memory, I would have remembered the video project taking all afternoon. In reality, I updated the True Fruit web site for an hour, spent another hour on email and social media, and then was interrupted a few times by things happening at the house, and fixing dinner. I stopped at 8, when it was time to go to the gym.

Now I know exactly “where the time has gone.” I really love this tool.

Think this would be useful for you, or others you know? Let me know (the easy way is Comments, below). Maybe I’ll develop it for others to use.

So I went to my network on Facebook and posed this question:

“How do you overcome the feeling of being overwhelmed?”

The response has been amazing, and the responses have been inspiring. View the whole thread at:

http://www.facebook.com/veronicabrownatl/posts/3500509790584
(I made it public, so you should be able to see it even if you aren’t my “Friend.”)
Here are some highlights:

SPH: sit down and read a fun book for 20 minutes, go back to the issue and break it down into tiny steps, the smaller the better, and MAKE A LIST so you can scratch out each step you’ve taken. Feels successful and forward moving!

MO: I second the list idea. That is the best way to organize yourself. Once you have listed absolutely everything, prioritize them. … I find once I no longer have to keep it all straight in my head I work much more efficiently.

JF: Focus on one item at a time…..do not look at the big picture. Break it down.

A big trend among the respondents, a little to my surprise, is to make a list to break the task down into smaller ones that are manageable. My list-making is not as peculiar as I thought–although my list are often white board diagrams.

Along with making lists, several respondents choose to “go to the mattresses” with the task that confronts them, and get more organized:

JR: Focus on one goal at a time. Tackle the simplest one first. It feels good to lick a problem or challenge. That gives you confidence, and less stress, to tackle the next one. Leave the big one for last. You should worry about the things you can control. Don’t worry at all about the things you can’t. A bit Dr. Phill-y, but it works.

WLK: Doing some research a few years ago I learned that space in my head is proportional to space on my desk. So, when I’m feeling overwhelmed, I start by cleaning out my inbox, and cleaning off my desktop, and listening to and prioritizing my phone calls. The physical space gives me amazing mental range.

JPP: ‎”Just keep swimming, swimming, swimming…” (Dory from Finding Nemo)

Others suggested creative and therapeutic escapes.

MD: OK…no one probably wants to admit this…but sometimes a good bawl really helps!

SPH: Laughter also helps……

HP: Agreed — cry, then laugh, then make to do lists so everything is down on paper

LSC: Lists. Naps, if possible. Thirty minutes of escape, if possible.

SW: I make some alone time, find some YouTube music videos – Adele is my current favorite – and sing along at the top of my voice. Sometimes I also run the vacuum and dance with it. …

DR: Meditate, deep, slow breaths, or a good workout. …

FV: Jeju spa

KSM: I rearrange the furniture or get out to a big chunk of Nature for at least an hour!!!

NB: I believe in physical activity to help clear the junk from my overwlemed brain.

PE: Shamhala-style sitting meditation has worked the best for me,

I find it interesting to consider that my feelings of paralysis are my mind’s way of saying: “Abort the mission! Abandon ship! Escape!” The suggestions above allow for that escape and make it constructive. That’s great.

DJM: … I also do some venting to my husband about whatever is frustrating me – he has a great listening ear and it’s amazing what a release it is to verbalize what is overwhelming me, instead of keeping it internalized.

JKR: …and then tell 3 people that you are trying to accomplish some part/all of this task by XX date, asking them to keep you honest by checking on your progress–as in, Hey Nicki, how’s that list coming along?

Wow, externalizing the internal emotions, and asking for help to stay accountable, is a powerful combo.

And then there is stimulating the other senses:

JES: A glass of wine – of course, one can’t always do that in the middle of the day on the job! Or can they…..

DP: Bourbon. Neat.

EWS: … to straighten out my thought patterns, I bake. It’s organized, measured, with delicious results. Very therapeutic.

WLK:  Can’t believe no one has said chocolate.

And my tongue-in-cheek favorite:

MH: I just throw my arms into the air, wailing and screaming “it can’t be done, it can’t be done!” Then I run out the door and plop down in the mud finishing with a sideways circle run on my right shoulder (just like Donald O’Connor did in “Singing in the Rain”).

…which is what I’m most likely to do on impulse, if I don’t consider the alternatives.

I’m so grateful for everyone who commented. (You really do read my Facebook posts, don’t you? -vb.)

If you have hit the wall too many times and are ready to get real about what it takes to be peacefully productive, let’s go back to the starting line–because we skipped a step.

Recognize yourself.

Why is this the most important, non-optional first step to becoming truly and peacefully productive? Because it is all about changing our behaviors. Each of us is the human in charge of ourselves, and we have to look in the mirror for starters. Until we get really clear about what we want and why we want to be more productive, and what derailed our previous efforts to get it all done, we will continue to do what we have always done. (Ouch…Head hitting the wall again..)

Get started by finding a role model for change. Read about how other humans have succeeded by first recognizing themselves. Here are a few of our favorite success stories.

Brene Brown at TEDx Houston

Laura Biering : True Voices

My personal favorite- My lovely daughter, Katy Ochoa.

In the weeks ahead we will be offering a hands-on intensive webinar study series on Truth@Work. We will journey with you to build new habits that will help you finish the big race with your humanness intact. First Step: Recognize yourself.  Remember…Skipping a step is not the same as mastering it. We see bragging rights in your future!

I will only speak for myself–Judy’s experience may be different. I’ll claim that I worked too many extra hours on our presentation. Was it overwork? Overkill? Dedicating my evenings to the project certainly changed my quality of life last week: less exercise, less rest, and poor diet.

Was it worth it? I’m not fishing for a critique of the PowerPoint slides–I do wonder, though, whether the extra value put into the presentation made a difference that was noticeable to the audience: or, whether we’ll get return on that work in the future, as we develop new materials. Hard to say.

I wish the line between perfectionism and excellent-ism was easier to navigate in the moment.

Judy and I are clear that we are not gurus at time management, sitting on the mountaintop in a state of enlightenment. We are on the journey to enlightenment ourselves. We are willing and eager to walk this path with others.

Photo: adapted from a still from the viral video, $#@& Yogis Say, youtube.com

Stop multi-tasking. No, seriously—stop. Switching from task to task quickly does not work. In fact, changing tasks more than 10 times in a day makes you dumber than being stoned. When you’re stoned, your IQ drops by five points. When you multitask, it drops by an average of 10 points, 15 for men, five for women (yes, men are three times as bad at multitasking than women).

Ilya’s point is in line with the research and methodology we’ve developed for our 4 Big Lies webinar. We thought the advice “Stop Multitasking” made universally good sense. But there’s another side. Here are some samples from the comments under Ilya’s post on Inc.com:

“So for me working on several things is the most productive thing for me. I had to learn how to do this because the rest of the world thinks you have to stick with one thing till it is done, which crippled me.”

“My natural instinct is to Agree with [previous commenter] about the multi tasking, as that is one of my natural skills that has helped me be sucessful.”

“For me, Multi-tasking is an essential skill, that technology has made easier.”

“Good in theory, not in practice for the services industry (PR, ADV, Marketing) – tell your clients you are only going to check email three times a day and shut off IM and you’ll quickly wind up with terminations. Shut the door, work in 90 minute intervals – and your team collaboration goes out the window. Again, good tips and goals, but clearly need to be adjusted based on industry.”

“Ha ha ha–the write obviously doesn’t HAVE to multi-task for a living. Ask any nurse (or mother) to not multitask. Good luck.”

We’re very interested in what makes multitasking effective for some people. Or for others, is it just busyness, which gives people the illusion of effectiveness?

Are you a multitasker? Is it working well for you? If so, we would like to interview you for our research. Leave a comment and tell us about it.