How do you start your work day? Do you dive right in to email or grab the first thing you see on your desk when you walk in the office? In this blog, we will discuss how you can maximize your productivity all day long just by following a routine in the first 15-30 minutes of the work day.
One of the hallmarks of a successful person is that h/she creates many positive habits and follows them, day in and day out. One of them is a morning ritual that keeps them efficient and effective throughout the day. Highly productive and successful people resist diving in to their to-dos until they have mapped out the day. Planning the way the day so it will be as productive as possible is always first.
Q: Why is the 15-Minute Opening Ritual that big a deal?
A: There are multiple reasons; let’s start with these:
Q: Most of us do our best thinking in the morning when our cognitive resources are at high alert. What’s going on?
A: Our cognitive resources are stored in the prefrontal cortex part of the brain. This is where we use our working memory to perform high-level functions such as planning, prioritizing, making decisions, and delegating. This part of the brain allows you to envision the day and maximize your productivity which is why a morning ritual is so valuable. High level thinking requires a tremendous amount of working memory and needs your undivided attention. The last thing we want to do is squander this valuable resource on low-level tasks such as email and phone calls. They need to wait until later when the prefrontal cortex is tired and then we can switch to less taxing activities.
Q: Can you describe my day using the 15-Minute Opening Ritual?
A: Your day will be well-planned and will flow more smoothly than if you approach it haphazardly and reactively. The key is to focus ahead of time – usually in the morning or the night before – to decide what needs to be accomplished and what the day will look like. Remember — not everything needs to be done immediately. Some tasks can be moved to other days while others you know must be attended to right away.
Here is an example of a 15-Minute Opening Ritual:
Arrive early for work or at least be on time. This one act alone sets a positive tone for the day, helps you stay calm, and eliminates the rushed and stressed feelings that otherwise might stay with you throughout the day. With fewer people in the office and the phone silent, this is an ideal time to envision, assess, and prepare for the day.
Crave caffeine? We would be remiss if we ignored the well-trod trip for a cup of coffee or a Diet Coke (after all, this is the South). On your way there and back, greet everyone who crosses your path and make connections although this is not a license to linger. No thinking required. At least not yet.
Is your desk clear of papers? If not, remove the clutter. Messy work spaces can be distracting and studies show that colleagues are judgmental even if you are the best performer in the office.
Review your calendar for important meetings, appointments. Add uncompleted tasks from yesterday to your schedule along with new ones and decide which ones to attend to today. But do not start on them yet.
Leave enough white space for unexpected happenings and emergencies that are sure to occur.
Know your schedule and look at it often throughout the day. (Tip: With two monitors you can display your calendar throughout the day.)
Review your to dos and determine the three most important tasks that must be done today. (We understand that your list is a mile long and you are probably protesting just reading this. However, when you leave the office at the end of the day, you will feel good about your accomplishments. (Tip: Hear what Stephen Covey says about important vs. urgent.)
Break projects down into chunks so they are not overwhelming. Once you have listed the steps, prioritize them and decide what you can accomplish today. The second step may have to wait until another day.
Prioritize, prioritize, prioritize. It is not enough to just identify the three important tasks. Brian Tracy in Eat That Frog suggests scheduling the least appealing task first.
Decide when during the day you will do the 3 tasks and enter them into the calendar at the times you are going to handle them. If you double the time you estimate the task will take, you will probably be right.
Turn off external interruptions such as the ding on your email and the ringer on your phone (or at least send messages to voicemail). Colleagues walking by will notice your closed door and get the message that you are not to be disturbed because you are in the midst of your 15-Minute Opening Ritual.
What about internal interruptions? That’s the voice inside you that is thinking about where you will eat lunch instead of concentrating on what you are doing now.
Save low-level activities such as phone calls and email for later. Chunk them together and add them to the calendar. If you do fall into the black hole of email, an hour will slip by and your good intentions to be productive and focused will be derailed.
Listen to voice mail for messages and enter them in your computer or write them down on the pad located next to the phone. Plan when you will return calls but don’t do them now.
Make sure your to do list is realistic and up-to-date. Successful and productive people we interviewed all had working to-do lists that they reviewed throughout the day.
If you need to get in touch with someone and receive an answer that day, phone or email as soon as you have completed the 15-Minute Opening Ritual. It’s the best chance of reaching someone.
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