What to stop doing when you’re super busy

By on March 18, 2018   /   Career Skills   /   2 Comments

by Karen Adamedes

We all have those times when we are super busy. A client deadline, the preparation of quarterly or monthly results, unexpected projects or even times when colleagues are absent or assigned to project work and it means more work for us.

The list of possible reasons can seem to be endless! And for all these reasons and more – not only are you super busy – these peaks are often associated with the quality of what you’re working on being really important.

So the question is how to manage the quadruple challenge – you’re super busy, the quality of what you are working on is important, you have all the usual day to day pressures that just don’t just go away and you don’t want to appear, or actually be, overwhelmed by what’s on your plate. Not to mention that you’re so much in the thick of things you probably don’t have any spare time to think about whether you need to be doing things differently.

When I get into these situations I usually try and work out how to be more efficient so that I can get everything done. But the reality is that we are all restricted by the 24 hour in a day, need to eat and sleep thing. And we’re not robots. Being more efficient is not the entire answer.

I’ve learnt that if priorities change and I am going through one of those super busy times I do have to reprioritize my time. This means doing things differently not just doing more faster.

So if you are going through a super busy time here’s 5 things to consider stop doing – to give you some time back for what you need to be focused on:

1.  Stop returning missed calls

I don’t know how or when but somehow it has become an expectation that if you miss someone’s call – you need to ring them back. Which apart from anything else is really time consuming. And possibly means that you are spending a lot of time returning calls that are not required – as the person who rang you found the information that they need in the meantime.

If someone does really need to speak with you they could leave a message, send a text or even try again later!

There is two parts to this – stop returning calls that you have missed and don’t expect people to ring you back without leaving a message or sending a text.

If you have been working on the missed call as a signal with the people you work with – you may need to put a little effort in up front to change expectations. Particularly if it’s with your boss! It’ll be a little effort but it will be well worth it.

Next time you’re talking with the people you work with or in a team meeting let them know you are going through a busy time (they probably already know that) and ask them that if they need to get in touch,  could they leave a message or send a text – so that you know it’s a priority for you to get back to them and that you’ll do the same for them.

Nobody is going to object to a way to have their call prioritized. And you won’t have to worry every time the phone rings and you can’t take a call – about when you will get the time to do your work and return all the missed calls. This truly is a stress-buster!

If you need to wean yourself off the habit, try sending a text like “I saw I missed your call…do you still need to speak to me? If so when would be a good time?” That way, at the very least you’ll cut down on the missed call roundabout. But if you can I’d recommend going cold turkey on this one.

2. Stop sending the auto reply on your phone to callers when you are already on a call

Still on the same bandwagon about calls you can’t answer. I’m an iPhone user and the first auto reply option is to let people know you’re on the phone and that you’ll call them back as soon as you . Oops – put’s the work load back on you.

Try a customized response – letting the caller know you are on the phone and asking if they need you to call back?

This should cut down on unnecessary return calls and the response to your reply may even give you an indication of how urgent the matter is. If you’re an iPhone user go to Settings > Phone > Respond with Text – and then you can enter your new auto responses. Easy! If you’re an Android user – I’ve got nothing but I’m sure you will figure it out 🙂

3. Stop having the last word on every email

We all want to be polite on email. It’s such a tricky communication medium to inject a personal touch.

But sometime the thank you’s back and forth on every email can be incredibly time consuming. If the topic has been dealt with, the outcome achieved and you’ve been polite – don’t keep a conversation going unnecessarily.

4. Stop desktop alerts from your inbox

Sometime the ‘ding’ of an arriving email or a pop up can be a welcome distraction. But not when you’re super busy. You see or hear the alert, it interrupts whatever you were thinking about and gives you something else to worry about – what new horror has arrived in your inbox?

Turn the alerts off and check your emails when you have allocated the time. If they are urgent, believe me, people will ring you to let you know if they don’t hear back!

If you’re using outlook the alerts are on by default. To turn them off File > Options > Mail > Message Arrival – clear the Display a Desktop Alert box.

In gmail Gear icon > Settings > Mail Notifications Off  in the Desktop Notifications section > Save changes.

Done!

5. Stop sending emails.

Yep…you read that right.

Not all emails. But ones that could be dealt with much faster with a quick phone call. We talk at about 110 – 160 words per minute and type at about 40. I can be much more efficient with a succinct call and I don’t have another email to respond to when I get an answer to the one I sent.

I know it sounds old fashioned to actually talk to people but you’ll be amazed by the relationships that it will help build and how it will help reduce the ambiguity that so often happens with email communications. This is a win-win tip!

Stop the busyness and focus on what you need to do.

Try these and I predict you won’t go back – even when things calm down!

 

Karen Adamedes is the CEO and founder of Career Tips To Go, has a day job and is the author of ‘Hot Tips for Career Chicks’. She gets busy and has tested all of these tips!

 

 

 

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What International Women’s Day means to me

By on March 4, 2018   /   Career Skills   /   1 Comment

by Karen Adamedes

I can’t let this week go by without acknowledging International Women’s Day on Thursday March 8.

UN Secretary-General, António Guterres is quoted on the United Nations website saying “Achieving gender equality and empowering women and girls is the unfinished business of our time, and the greatest human rights challenge in our world.” There is a fair bit of unfinished business going on across the world so this is a big call!

The theme of UN Women in Australia in 2018 is ‘Leave No Woman Behind’ and says ‘together we can empower women across the globe’. A sentiment also shared on the International Women’s Day site which declares “International Women’s Day (March 8) is a global day celebrating the social, economic, cultural and political achievements of women.” and that “Today, IWD belongs to all groups collectively everywhere. IWD is not country, group or organisation specific.​ Make IWD your day! – everyday!”

So I am making it my day and share with you what it means to me…

Possibilities. 

Because of those women who have come before me (and the men who supported them) and fought the good fight – I can vote, receive equal pay for equal work (as long as I negotiate well enough – but that is another story), have property rights and many other entitlements which are the norm in 2018 in many developed nations. Unfortunately the progress towards these in many parts of the world continues.

One of my beautiful goddaughters was born on International Women’s Day in 2000. The turn of the new century. I like to think that she has unlimited possibilities and opportunities in front of her. This week she turns 18 and many of the possibilities that are available to her are because of the work that has been done to level the playing field for women in the past. Let’s ensure that we continue to empower so we do leave ‘no woman behind’.

Choice.

Women now have choices about the lives they live. Sometimes it doesn’t feel that way but you don’t have to look very far back in history to see how much our choices have expanded.

In World War 2 (before my time, might I add!) it was a job in the factories or in the service to support the war effort, in the 1950’s (still before my time!) it was back to the housework so that the men could have the jobs.

Women’s Lib., Feminism, Education, Fairness – whatever you want to call it – the evolvement of our society means I, we, have many choices available.

Effort.

The changes in society towards the rights, education and opportunities for women have come about due to significant efforts of many – both women and men. Some of those that made the efforts did not necessarily personally reap all the rewards for their efforts. But we have.

A quick look back at the history of International Women’s Day shows the major achievements that have been achieved. The issues now and in the future for women are different than the past, but a look back at history tells me that if we work together – this effort also will be successful.

Unfortunately though not enough has been achieved globally and we are seeing with the #MeToo movement that there are many areas where progress is still to be made. Let’s leave no woman behind!

Pride.

That I am doing my little bit with practical career skills education. It might not be world changing but it can be transformational for an individual (I hope!).

Thanks.

That I have and have had many role models, mentors, colleagues, friends and family who guide and support me.

Acknowledgment.

That not all women have achieved basic rights and freedoms. And that not all of those who still have to fight for these and other opportunities are women. Indeed there are many people, who for many reasons need our support for change.

And International Women’s Day is for everyone. Equality is for everyone.

Celebration.

Of the achievements that have been made by women over the last 109 years (since the first IWD in 1909 – although the first International Women’s Day wasn’t held on March 8 until 1910 if you want to be technically correct) – the advancement of women is the advancement of all of society.

Speaking of celebration, Happy 18th to the aforementioned goddaughter! And Happy International Women’s Day to all!

 

Karen Adamedes is the CEO and founder of Career Tips To Go and author of ‘Hot Tips for Career Chicks’. She likes figuring out stuff that’s not working as well as it could or should. And then working out what to do about it.

 

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The introvert’s guide to excelling in meetings

By on February 18, 2018   /   Meetings   /   3 Comments

 

By Laura McLouglin 

Though wary of the limelight, introverts have never been so widely acknowledged as they are now. Since Susan Cain first brought the strengths and advantages of introversion in a noisy world with her bestselling book and viral Ted Talk in 2012, there have been countless studies into how this section of our population works.

Despite this, few industries truly value the introvert. Introverted CEOs may be statistically more successful, but are greatly underrepresented in leadership positions. And while introverted professionals may be equally or more skilled to their extroverted colleagues, it is the extroverts who consistently earn more.  Even the way the modern office works – open plan designs, frequent group brainstorming – makes it difficult for more reserved, thoughtful individuals to thrive.

This makes it especially important for introverts to be aware of their weaknesses, and turn them to strengths during these uncomfortable situations. Sitting out should be an option, regardless of how the playing field is tilted.

We’ve got five go-to tips for making sure that your introverted self is well-prepared for those situations when you may find yourself feeling a bit stretched as an introvert.

  1. Prepare

Introverts work best when they have had time to process their thoughts. That means that when colleagues are passing half-formed ideas back and forth across the meeting room table with ease, you may find that you are unusually quiet.

Combat this problem by taking the time to plan ahead.

Before any meeting, use a notebook to outline what you want to achieve during your conversation. This can be as in depth as deciding on a solution for a long term problem, or as brief as remembering to ask a particular question. You may want to also pre-empt how your colleagues will reply, and think of answers to those imagined questions, too.

Jot it all down, with any research or key figures you may want to call upon, and then keep your notebook close during the meeting, too. This will help to keep you focused, and to prompt you to contribute, and to feel more confident in doing so.

  1. Speak first

The beginning of a meeting can often be the best moment to share.

With the rest of your team still getting settled and warming up their brains, it’s unlikely you will have to fight to get a word in or worry about being interrupted, and you will have also pointed the conversation in a direction you have already prepared for. Then, when additional comments and questions are thrown into the mix, you will have already processed your thoughts on the topic at hand, and you’ll be able to answer more readily.

Speaking first, also, allows you to reflect more during the remainder of the meeting, as you will have made your mark with your opening words.

  1. Ask questions instead of making statements

If you feel that direct statements and comments are too confrontational, you might consider getting your point across in a softer manner. Try posing your idea as a question instead, such as:

Have we already thought about extending our Christmas promotions?

Does anyone else think that the new design might be too off-brand?

It may not be the most direct way of making sure your voice is heard, but if it means that you speak up instead of staying silent, it’s a tactic worth considering.

  1. Use a notebook

We’ve already touched on how you might use your notebook to prepare for a meeting, but it’s also worth having throughout a meeting. Instead of becoming frazzled with the quick conversation, channel your energy by jotting down the ideas and thoughts you hear from your colleagues. Many of us process information better when we are writing by hand, and slowing down the situation should help your introverted mind, too.

As an introvert, it can be difficult to do your best thinking in these types of loud or stimulating situations, but writing is said to help us focus better. This means less time being distracted and overwhelmed, and more time putting your mind to the task at hand.

Even if you do not get your point across this time, using a notebook means that you have the benefit of having a record of thoughts to review before your next meeting and make a point of voicing them early on.

  1. Be reflective

Introverts are known for their thoughtfulness and keen reflective abilities, so bring that strength to the meeting room. As ideas are tossed out and different players offer their own take on the subject at hand, bring the conversation together, or better yet, pick out the elements you can see are missing.

Do you think we could bring those two solutions together?

We’ve talked a lot about our Facebook pages, but have we considered what’s happening on our Instagram?

I think we can all agree the limited budget is an issue, but what can we do about it?

When it comes to the workplace, forget the idea that introversion is a weakness. Rather, allow yourself to be pushed out of your comfort zone and influence the meeting room in a way which is uniquely you, introversion included. After all, big voices aren’t always the right voices, and the quieter ones are no less essential to the betterment of a company.

 

Laura McLoughlin is a self-confessed introvert, commonly mistaken for an extrovert. Having worked as a children’s entertainer, face painter, web editor and PR, she can understand the confusion. She now writes for My Own Stationery.

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