Your Time, Your Way

This week, the main podcast takes a rest and instead, I have produced a podcast from a video I did way back in June explaining why I joined the 5 AM Club and what I intended to do with the time between 5 AM and 6 AM. 

So, sit back and enjoy this slightly shorter episode. 

 

LINKS:

Robin Sharma's 5 AM Club

Brian Tracy's Presentation

The Original Video

Subscribe to my YouTube channel here

 

 

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

This week, the main podcast takes a rest and instead, I have produced a podcast from a video I did way back in June explaining why I joined the 5 AM Club and what I intended to do with the time between 5 AM and 6 AM. 

So, sit back and enjoy this slightly shorter episode. 

 

LINKS:

Robin Sharma's 5 AM Club

Brian Tracy's Presentation

The Original Video

Subscribe to my YouTube channel here

 

 

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

In this week’s episode of the Working With Podcast, I don’t answer a question and instead I give you some tips about achieving your goals in 2019.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

Script

Hello and welcome to episode 60 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week there’s no question to answer, instead, I have a slightly different format for you to help you go into the new year armed with the right strategy and motivation to make 2019 your best year ever! 

Don’t forget if you are looking for more help and advise on anything related to productivity, time management and goal planning and achievement, then just head over to my website, carlpullein.com, for videos, articles, online courses and of course coaching and mentoring. Everything you need in one handy place. 

Okay, let’s get started…

The new year brings hope, it gives us an opportunity to make a fresh start, do a reset and to take stock of our lives and has us thinking about where we can improve our lives and become better at what we do. But…

Statistically, most people will fail to make any changes or achieve any of their goals. When our good intentions meet the expressway of everyday reality our good intentions are usually the first things to break down. 

However, with a little application and focus, we can make those changes and begin growing and developing a life we want without breaking our intentions. 

So how do you do that? 

Well, the first thing is to get really specific about what it is you want to change or achieve. It’s no good just saying I want to earn more money - earning more money is easy. Doing a shift in your local pub on a Friday night will earn you more money. You need to get specific. How much more money do you want to earn? 5,000? 10,000? - Be specific. 

I want to lose weight is not specific enough to be either motivating or measurable. Just go to bed without eating your dinner and you will lose weight. You need to be specific about how much weight you want to lose and more importantly, by when? 

Once you have the specific details and you have a set timeline, then you have a workable goal. 

Now another mistake I see people making is having too many goals. You have plenty of time to achieve everything. You don't have to achieve everything in the first month. This is why so many fail in the new year resolutions. They have far too many and so their focus becomes diluted. I’ve always recommended focusing on no more than five or six goals for the year. Two or three are even better and remember if you do get on a roll and start accomplishing your goals quickly, you can always modify your outcome or target or add new goals to achieve later in the year. 

In fact, doing a quarterly review of your goals allows you to add in some flexibility, see how you are progressing and maintain your momentum and motivation. It also means if you are falling behind you can devise plans to get back on track. Keeping things fluid and flexible allows you to adjust and refine as the year goes by. Sometimes when we set our goals for the year we are just a little bit too optimistic. Instead of giving up either extend your timeline or adjust the outcome. You don’t have to give up. Just refine and keep going. The hardest part of usually getting started, so once you start, don’t give up. Just adjust and keep going.

Now one of the secrets to successfully achieving goals is developing the right habits. Let’s say you have decided to do a power hour between 6am and 7am every morning. You want to create an hour for yourself - to exercise, study something or meditate - there's a habit in there to develop. That is to wake up at 6am. If you’re not used to waking up at 6am your focus will

In this week’s episode of the Working With Podcast, I don’t answer a question and instead I give you some tips about achieving your goals in 2019.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

Script

Hello and welcome to episode 60 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week there’s no question to answer, instead, I have a slightly different format for you to help you go into the new year armed with the right strategy and motivation to make 2019 your best year ever! 

Don’t forget if you are looking for more help and advise on anything related to productivity, time management and goal planning and achievement, then just head over to my website, carlpullein.com, for videos, articles, online courses and of course coaching and mentoring. Everything you need in one handy place. 

Okay, let’s get started…

The new year brings hope, it gives us an opportunity to make a fresh start, do a reset and to take stock of our lives and has us thinking about where we can improve our lives and become better at what we do. But…

Statistically, most people will fail to make any changes or achieve any of their goals. When our good intentions meet the expressway of everyday reality our good intentions are usually the first things to break down. 

However, with a little application and focus, we can make those changes and begin growing and developing a life we want without breaking our intentions. 

So how do you do that? 

Well, the first thing is to get really specific about what it is you want to change or achieve. It’s no good just saying I want to earn more money - earning more money is easy. Doing a shift in your local pub on a Friday night will earn you more money. You need to get specific. How much more money do you want to earn? 5,000? 10,000? - Be specific. 

I want to lose weight is not specific enough to be either motivating or measurable. Just go to bed without eating your dinner and you will lose weight. You need to be specific about how much weight you want to lose and more importantly, by when? 

Once you have the specific details and you have a set timeline, then you have a workable goal. 

Now another mistake I see people making is having too many goals. You have plenty of time to achieve everything. You don't have to achieve everything in the first month. This is why so many fail in the new year resolutions. They have far too many and so their focus becomes diluted. I’ve always recommended focusing on no more than five or six goals for the year. Two or three are even better and remember if you do get on a roll and start accomplishing your goals quickly, you can always modify your outcome or target or add new goals to achieve later in the year. 

In fact, doing a quarterly review of your goals allows you to add in some flexibility, see how you are progressing and maintain your momentum and motivation. It also means if you are falling behind you can devise plans to get back on track. Keeping things fluid and flexible allows you to adjust and refine as the year goes by. Sometimes when we set our goals for the year we are just a little bit too optimistic. Instead of giving up either extend your timeline or adjust the outcome. You don’t have to give up. Just refine and keep going. The hardest part of usually getting started, so once you start, don’t give up. Just adjust and keep going.

Now one of the secrets to successfully achieving goals is developing the right habits. Let’s say you have decided to do a power hour between 6am and 7am every morning. You want to create an hour for yourself - to exercise, study something or meditate - there's a habit in there to develop. That is to wake up at 6am. If you’re not used to waking up at 6am your focus will need to be more on developing the habit and discipline to get yourself out of bed at 6am every day. What you do during that hour, can be developed later. You can experiment in the first month, you will soon find a routine you like. A routine you find motivating and more importantly, enjoyable. When I began doing meditation in the mornings I didn’t really know how I wanted to do it. I researched some articles and videos and found a 15-minute meditation session I could follow. After a couple of weeks I modified it to better suit my needs and now my morning meditation is something I would never miss. I love it, it’s so relaxing and it sets me up for an outstanding day. 

You see, goals are achieved through regular, daily practice of habits. Waking up early requires you to be in the habit of getting out of bed early. Losing weight requires the habit of watching what you eat, beginning an exercise programme requires you to go out and do exercise regularly. All of these changes and goals mean you have to build habits. 

Other types of goals also need good habit development. Getting your masters degree needs the habit of regular study, being promoted at work, needs the habit of doing great work every day. Achieving goals is nothing more than developing the right habits and consistently performing those habits. 

Which nicely brings me onto the next point and that is when you have written your goals out, can you identify what habits you will need to acquire to be able to achieve your goals? That’s really the secret of achieving goals. Building the right habits that will take you a little bit closer towards achieving your goal. 

Let’s say your goal is to become a director in your company by the end of the year. Now, while we are in 2018, would be a good time to discuss with your boss or HR about what you would be required to do to achieve that goal. Once you have that advice you can then build a plan to develop your skills and your behaviours so you can demonstrate to the people that matter that you have both the skills and the ability to become a director. 

Sketch out your ideas on paper or in a notes app and then look for the habits you can develop to make sure you are doing something every day to take you towards the goal. To become a director may require you to change your behaviour at work. Maybe you hang out with the gossip crowd at lunchtimes or perhaps you stand a little too long around the water cooler chatting. These are habits you will need to change. Change them. Find different people to go and have lunch with—people who can help you to develop your leadership skills.—Buy yourself a larger water bottle so you don’t have to go to the water cooler as often—that’s great advice if you ask me—just look for things you can turn into habits. 

Changing your behaviour is difficult. It’s easy to behave differently for a day or two, but our behaviour is baked in, and if you want to or need to change yours, then you are going to have consciously change the way you behave by changing your daily habits. That is the only way you will make the lasting change you will need to make to be considered for the promotion you desire. 

Another good trick is to look for links between the goals you have set yourself. If the majority of your goals fall under the category of your professional development, or personal development, then you may find there are some goals that naturally work together. This year I had three separate goals on my list that naturally linked. I wanted to begin waking up at 5 AM, to become fluent in Korean and to begin daily meditation. When I saw these written down I saw that I could wake up at 5 AM, do 45 minutes of Korean study and then finish the hour off with 15 minutes of meditation. I linked three goals together and that meant although I was achieving three goals, I only had to organise myself to do one thing—wake up at 5 AM—Once I was out of bed, I could move naturally onto my next one. 

If you have lose weight and begin exercising on your list of things you would like to do in 2019, then these two obviously link together. All you need to do is to decide when and how often you will exercise. The simple act of exercising regularly will start the weight loss. Your daily calorific output will go up and as long as you daily calorific input doesn’t go up as well, you will lose weight. You’ve linked two goals together.

Finally, if you are attempting to achieve a goal you have previously failed at, spend a little time looking in to the reasons why you failed before. Sometimes we fail at goals because the reason for achieving that goal is not strong enough. Imagine you are a little overweight, but you feel happy with the way you are. But you still have lose weight on your list of goals for next year. Now the problem here is your motivation is weak. If you have lose weight on your list because of what someone else told you to do, then the “why” is not your “why” it is someone else’s why you will struggle to achieve that goal. 

Other reasons could be the goal is too big for one year. Earning $1 million, for example, may need five or ten years to achieve that. Instead of going after $1 million, break it down to say $250,000 next year. If you find yourself at $500,000 by July, then you can always extend the goal to $1 million then. 

So there you go, a few final tips to achieve your goals as we head into the new year. During these final days of December get yourself motivated, visualise what a great year would be like and create a plan to make it happen. You have the ability and the know-how to do it, you just have to decide how you are going to do it and make a determined effort to make it happen. Your year is in your hands. You have the power and all you need now is the right plan, the right motivation and of course to develop the right habits to make it happen. 

Good luck and thank you so much for listening to this episode of the Working with Podcast. If you found this episode inspiring, please share it will as many people you know. Sharing and helping other people to have a fantastic year is a gift only you can give, so give as much as you can. 

It just remains for me now to wish you all a very very productive week.

In this week’s episode of the Working With Podcast, I answer a question about how to handle a paper-based work environment when you are a digitally minded person.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

How to Plan Your Year (VIDEO)

Script

Hello and welcome to episode 59 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week I have a question about handling multiple types of inputs. Not just the usual digital inputs such as email, PDF and Word files, but also paper-based applications, memos and even letters. Again, something I think many of you will have to deal with, particularly if you work in a more conservative industry. 

Before we get into the specifics of this question, I would like to point you in the direction of a video I made last month about planning for 2019. We are now just three weeks away from 2019 and I want you all to have the best year you have ever had, not just in terms of completing your projects and goals, but to be able to be better organised and more productive so you can spend more time with the people you really care about doing the things you want to do. I’ve put a link to that video in the show notes and I will be posting a follow-up video this week on how to turn your ideas into actual achievable goals and projects. The best way to make sure you get that video is to subscribe to my channel—which is full of tips, tricks and know-hows—so you never miss a thing. 

Okay, so on to this week’s question and that means it’s time for me to hand you over to the mystery podcast voice for this week’s question. 

This week’s question comes from Tiago. Tiago asks: I really enjoy the beginners guide to creating your own COD System, it was very useful for my productivity, but I work in an environment that I need to process paper documents from clients, colleagues and process many emails every day. I try to have some hours to process my inboxes, digital and physical, but it’s hard to lead with everything. Do you have some tips for this type of work environment?

Thank you, Tiago for your wonderful question. It’s actually a question about something I think we all forget about sometimes and that is how to deal with not just the digital stuff we receive each day, but also the physical stuff that comes across our desks every day. 

You see whether you have read David Allen’s Getting Things Done and applied the principles or you have taken my COD productivity course, both of those resources focus on the digital side and less on the physical side. If you can get a copy of the original Getting Things Done book, that is more focused on the physical stuff because when the book was published in 2001, we were in the middle of the transition from a largely paper-based office environment to a more digital environment. 

Up until last year, I kept a shelve of physical folders next to my desk which contained client contracts, regular mail and my domestic bills I had paid amongst other things. It was a way for me to manage the paper I still received. From January this year, I transitioned to a 100% paperless environment and have found it much less cumbersome. How I handle that is when something physical comes in, whether it is a contract or a bill or something else, I will scan in immediately using my phone and an app called Scanbot. What Scanbot does is send anything I scan to a folder in iCloud where I will then process whatever I received into its correct digital place. Now the problem, of course, is that this creates another inbox that needs processing. As I am not scanning every day it would be very inefficient to check that ‘inbox’ on a daily basis, so after I scan the document I add a task to my to-do list manager’s inbox to tell me to pro

In this week’s episode of the Working With Podcast, I answer a question about how to handle a paper-based work environment when you are a digitally minded person.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

How to Plan Your Year (VIDEO)

Script

Hello and welcome to episode 59 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week I have a question about handling multiple types of inputs. Not just the usual digital inputs such as email, PDF and Word files, but also paper-based applications, memos and even letters. Again, something I think many of you will have to deal with, particularly if you work in a more conservative industry. 

Before we get into the specifics of this question, I would like to point you in the direction of a video I made last month about planning for 2019. We are now just three weeks away from 2019 and I want you all to have the best year you have ever had, not just in terms of completing your projects and goals, but to be able to be better organised and more productive so you can spend more time with the people you really care about doing the things you want to do. I’ve put a link to that video in the show notes and I will be posting a follow-up video this week on how to turn your ideas into actual achievable goals and projects. The best way to make sure you get that video is to subscribe to my channel—which is full of tips, tricks and know-hows—so you never miss a thing. 

Okay, so on to this week’s question and that means it’s time for me to hand you over to the mystery podcast voice for this week’s question. 

This week’s question comes from Tiago. Tiago asks: I really enjoy the beginners guide to creating your own COD System, it was very useful for my productivity, but I work in an environment that I need to process paper documents from clients, colleagues and process many emails every day. I try to have some hours to process my inboxes, digital and physical, but it’s hard to lead with everything. Do you have some tips for this type of work environment?

Thank you, Tiago for your wonderful question. It’s actually a question about something I think we all forget about sometimes and that is how to deal with not just the digital stuff we receive each day, but also the physical stuff that comes across our desks every day. 

You see whether you have read David Allen’s Getting Things Done and applied the principles or you have taken my COD productivity course, both of those resources focus on the digital side and less on the physical side. If you can get a copy of the original Getting Things Done book, that is more focused on the physical stuff because when the book was published in 2001, we were in the middle of the transition from a largely paper-based office environment to a more digital environment. 

Up until last year, I kept a shelve of physical folders next to my desk which contained client contracts, regular mail and my domestic bills I had paid amongst other things. It was a way for me to manage the paper I still received. From January this year, I transitioned to a 100% paperless environment and have found it much less cumbersome. How I handle that is when something physical comes in, whether it is a contract or a bill or something else, I will scan in immediately using my phone and an app called Scanbot. What Scanbot does is send anything I scan to a folder in iCloud where I will then process whatever I received into its correct digital place. Now the problem, of course, is that this creates another inbox that needs processing. As I am not scanning every day it would be very inefficient to check that ‘inbox’ on a daily basis, so after I scan the document I add a task to my to-do list manager’s inbox to tell me to process the folder. 

That worked for me, but it may not work for you. The kind and type of physical documents you receive may be quite varied in their nature so the first thing you will need to do is to review what kind of paper-based documents you receive regularly. When you do this you will find that they will fall into certain categories. For example, if you deal with client contracts, these naturally will fall under the category of contracts and will be associated with a specific client. If your accounts department insists on you providing physical receipts for your expenses report then that is another type of paper document you will need to retain. 

To do this I would recommend you keep a note of what types of paper-documents you receive over a typical week. Then at the end of the week go through your list and see what you have collected. 

Next, go out and buy yourself some folders from your local stationary store. If you really want to, you can also buy yourself a labeller machine too (that’s pure GTD for those of you who have read the book) and label (or write) the type of document you will store in each folder. So you may end up with folders labelled with “receipts”, “New client contracts”, “Invoices to pay”, “Invoices paid” “Applications” etc. The way you label these folders will be based on your review and the types of documents you receive each week. 

Of course, if you have specific client contracts you will probably have a file related to that client already, but at this stage, I am assuming you will need to process the details digitally first before the paper-based contract is moved to its final resting place in the clients or customer’s file. 

Now, in my pre-paperless days, I also had a folder I called “Inbox”. I used this for those random paper documents that did not have a specific place to go but needed some form of attention before being trashed or filed. An example of this would be invitations to an event or payslips for the various academies I worked with. 

Okay, so now what do you do with the paper that comes in. Here, the best way to deal with it is to get yourself two or three in-trays. I recently visited a stationary store and I noticed these are disappearing. A few years ago there was a whole aisle dedicated to inboxes and trays. Now there was a tiny section at the back of the store for them—A worrying development if you ask me—SO if you do not already have a set of these excellent collection tools, go out and buy yourself some. While paper-based stuff is declining, it still exists and so these trays are valuable. I have three metal based in-trays next to my desk and I use them every day. 

The top tray is my inbox. The middle tray is my ‘pending’ or “waiting for” tray—which I must confess gets little input these days as anything I am waiting for is likely to be a digital input.—And my bottom tray is where I keep my journal and notebooks when they are not open on my desk. 

Okay, so now you have everything set up, how do you use this setup on a daily basis?

Okay, so, when a paper-based document comes in you can drop it in your in-tray. Treat this as you would treat your digital inbox. Just drop the document into your tray. Now, here’s the crucial part. If you are going to process the document that day, then there’s nothing else for you to do until you process the document. However, if there is no urgency, the document just needs some action at some point in the near future, add a digital reminder into your digital to-do list. Seriously this is going to save more times than you know. As the paper comes in, stuff you put into your in-tray yesterday or the day before is going to sink to the bottom and can quite easily get missed. Your digital to-do list manager is with you everywhere you go, so you know you will have that reminder there as a trigger to do something with the document. I know some of you will argue that that is duplicating, but adding a digital to-do task has saved me so many times. 

But… As with all inboxes, whether they are digital or physical, they need to be processed regularly. I process all my task related inboxes daily, including my physical inbox, but this is really up to you. My Evernote inbox, for example, gets processed once a week, but I don’t put tasks in there, just notes. 

As an aside, I do have another use for my bottom in-tray. in addition to my journal and notebook, I also keep some cables in there. When I am doing a coaching call, I use my iPad and I keep my iPad’s charging cable in there. Often these calls will be around an hour in length and I don’t want my battery to go flat on me during the call. Before the call, I just pull out the cable and plug in my iPad. The worst thing that could happen is when I am about to start a call, I have to go looking for the charging cable. I can avoid this by having my cable in its rightful place—the bottom tray of my in-trays. 

When you think about it, handling paper-based documents should be a much easier task than handling digital documents. There are hundreds of years of practice and experience to draw on. In a way, I am very lucky to have begun my working life just as we were transitioning away from a paper-based office to a digital one. I was lucky enough to learn how to file manually using those big old-fashioned filing cabinets. A lot of how we manage our digital files these days is based on that tried and tested physical filing system. It worked then, it still works today. 

The difficulty these days is keeping on top of everything that needs doing. But sticking to basic principles of having an inbox to collect everything, spending some time at the end of the day organising everything you collected and spending the better part of your time focused on doing is the only way to manage these various inputs. Working in an environment that has to deal with paper means you need an additional inbox and that means you have an additional inbox to process at the end of the day. 

BUT… What you choose to work on can still be managed digitally. If you have a client’s contract to review and process, then you would add a task into your to-do list manager “Review and process Client A’s contract” and when that task comes due, you would pull the contract from where you filed it and begin the work. The key is to not over complicate things and certainly not have two or three to-do lists. You only need one to-do list and that will tell you what you need to work on next. 

An example is last night I had a call with a client and during that call, I took paper-based notes. After the call, as it was quite late, I tore off the notes sheet with my notes and put it in my inbox. I added a task in my to-do list manager’s inbox to process those notes and at some point today I will do that. Once those notes have been processed into Evernote, that sheet with the notes will be thrown away. I don’t need a duplicate of my notes. Once they are in Evernote they are where they need to be. Of course, I could just scan the sheet and add it to my Evernote, but I like my Evernote notes to be in a digital format so I can copy and paste text if I need to. To process those notes will take around ten to fifteen minutes, but that time is well spent as it will save a lot of time later when I need to find those notes. 

So there you go, Tiago. Hopefully, that has answered your question and given you some food for thought on how best to manage your paper-based stuff. The way to look at it is any paper-based documents that need some work doing, treat is as you would a digital-based document. Add it to your inbox and process it as you would normally do. If necessary, add a task to your to-do list manager and move on to your next piece of work. 

Thank you for the wonderful question, Tiago and thank you all for listening to this podcast. Next week, I will be dealing with how to plan out the new year so you have the best year ever, so if you haven’t created a list of all the things you would like to achieve next year, now’s the time to give some serious thought to that so you are ready to start building your plan for next year. 

It just remains for me now to wish you all a very very productive week.

In this week’s episode of the Working With Podcast, I answer a question about how to Change old habits and develop new ones.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

Script

Hello and welcome to episode 58 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week, I have a great question about habit development and how to use your productivity tools to create new, positive habits and stop old, negative habits. 

But, before we get into this week’s question, please allow me a few seconds to say a big thank you to all of you who participated in my Black Friday / Cyber Monday sale last week. The response was fantastic and I feel so blessed to have such wonderful people supporting me so I can help more people to become better organised and more productive. We know stress is one of the world’s biggest killers these days and by becoming more productive you can reduce the amount of stress you are exposed to and that is why I want to help more people discover the benefits of a more organised and productive life. So thank you. I am looking forward to the new year and helping more and more people. Without out your support, I would not be able to do half of what I do today. 

Okay, on to this week’s question and that means it’s now time for me to hand you over to the mystery podcast voice for this week’s question. 

This week’s question comes from Pippa. Pippa asks, do you have any tips on developing more positive habits? I have always struggled to change my habits and I was wondering if there was a way to help keep myself focused on my habits.

Thank you, Pippa, for your excellent question. 

Recently I have been asked a lot about this. How to develop and stay focused on new habits and I know from my own personal experience this can be a tough thing to do. But, over the years I have discovered a few ways that can help to keep myself focused on new habits until they become automatic and I will share those ways with you here. 

Firstly, let’s look at the problem. Changing habits is difficult because to change a habit we have to move outside of our natural comfort zones. An example of this would be if you decided to start waking up an hour earlier than usual and doing some form of exercise. Now depending on how fit you are when you start this new habit, starting an exercise programme at the best of times can be very challenging. Exercise, particularly in the beginning, can be very painful and there are no immediate noticeable benefits. It’s just a lot of pain, sweat and, the next day, very sore muscles. 

Over time, as you get fitter, it gets easier and the natural benefits of excising regularly begin to show. You feel stronger, have more energy and of course, you begin to look a lot better. But that is not what you get at the beginning. The beginning is usually characterised by pain and muscle soreness, a flushed face and difficulty getting up out of your seat after you have been sat down for a while. That’s not a very good way to keep you inspired to exercise every morning. You have to have almost super-human discipline to keep going in that situation. 

So how do you overcome this?

The biggest mistake I see is people trying to do too much at once. Take the exercise habit, for example. I often see people make the decision to start an exercise programme and on day one they rush out the house at 6AM, and run for three or four miles. Now, if you have not got out running for a long time, the next day when you wake up to repeat the process, your leg muscles are going to be screaming at you to stop. If you tie that in with cold, wet weather outside, it is understandable that your dry, warm bed is going to win that particular battle. 

Instead, it is far better to star

In this week’s episode of the Working With Podcast, I answer a question about how to Change old habits and develop new ones.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

Script

Hello and welcome to episode 58 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week, I have a great question about habit development and how to use your productivity tools to create new, positive habits and stop old, negative habits. 

But, before we get into this week’s question, please allow me a few seconds to say a big thank you to all of you who participated in my Black Friday / Cyber Monday sale last week. The response was fantastic and I feel so blessed to have such wonderful people supporting me so I can help more people to become better organised and more productive. We know stress is one of the world’s biggest killers these days and by becoming more productive you can reduce the amount of stress you are exposed to and that is why I want to help more people discover the benefits of a more organised and productive life. So thank you. I am looking forward to the new year and helping more and more people. Without out your support, I would not be able to do half of what I do today. 

Okay, on to this week’s question and that means it’s now time for me to hand you over to the mystery podcast voice for this week’s question. 

This week’s question comes from Pippa. Pippa asks, do you have any tips on developing more positive habits? I have always struggled to change my habits and I was wondering if there was a way to help keep myself focused on my habits.

Thank you, Pippa, for your excellent question. 

Recently I have been asked a lot about this. How to develop and stay focused on new habits and I know from my own personal experience this can be a tough thing to do. But, over the years I have discovered a few ways that can help to keep myself focused on new habits until they become automatic and I will share those ways with you here. 

Firstly, let’s look at the problem. Changing habits is difficult because to change a habit we have to move outside of our natural comfort zones. An example of this would be if you decided to start waking up an hour earlier than usual and doing some form of exercise. Now depending on how fit you are when you start this new habit, starting an exercise programme at the best of times can be very challenging. Exercise, particularly in the beginning, can be very painful and there are no immediate noticeable benefits. It’s just a lot of pain, sweat and, the next day, very sore muscles. 

Over time, as you get fitter, it gets easier and the natural benefits of excising regularly begin to show. You feel stronger, have more energy and of course, you begin to look a lot better. But that is not what you get at the beginning. The beginning is usually characterised by pain and muscle soreness, a flushed face and difficulty getting up out of your seat after you have been sat down for a while. That’s not a very good way to keep you inspired to exercise every morning. You have to have almost super-human discipline to keep going in that situation. 

So how do you overcome this?

The biggest mistake I see is people trying to do too much at once. Take the exercise habit, for example. I often see people make the decision to start an exercise programme and on day one they rush out the house at 6AM, and run for three or four miles. Now, if you have not got out running for a long time, the next day when you wake up to repeat the process, your leg muscles are going to be screaming at you to stop. If you tie that in with cold, wet weather outside, it is understandable that your dry, warm bed is going to win that particular battle. 

Instead, it is far better to start slowly and break down the habit you are trying to develop. In the exercise example, there are actually two habits there. Waking up early and exercising. If you try to do both at the same time you are going to make things very difficult for yourself. It is far better to develop one at a time over a period of time. 

As the new year is around the corner, let’s say that from January you decide that you want to wake up early and spend the first hour of the day doing exercise. Now the better way to do this is to decide that January will be when you develop the habit of waking up early. Let’s say you wake up at 7:30am now, struggle to get out of bed and then find yourself rushing to get yourself out the door and to the bus-stop by 8:00am. So, from the 2nd of January—not the first, that’s usually a holiday for most people—you wake up at 6:30am and get yourself out of bed. Go make yourself a cup of your favourite morning drink, or drink some water, and after a few minutes do some light stretching exercises. Nothing too difficult. Spend 20 to 30 minutes doing that and then go take a shower. Do the same the next day and the next. Just focus on getting into the habit of waking up an hour earlier. 

By the end of January, you will find waking up early has become natural. You will feel disappointed if you don’t wake up early. That’s what you want. You want that emotional response when you don’t do it. 

Now, in February you introduce some more strenuous exercise. Again, the advice here is don’t go crazy. If you have been doing some gentle stretching exercises in January, then add some push-ups and non-weights squats. Do two or three sets of these. Try to find 3 exercises you can do as a set and do three sets of three. You could do planks, push-ups and squats as a set and repeat that three times. Those three exercises will exercise almost all the muscle groups in your body. 

Now if you do that Monday, Wednesday and Friday and on Tuesday and Thursday you go our for a power walk, that means you will be exercising five times a week. Do that for a month and by the end of February, you will be feeling fantastic. There will be no more muscle soreness and waking up that hour earlier will just feel right. 

If you tried to do that all in the first week, the chances of you being able to maintain it would be almost zero. Staging your changed habits over a couple of months and you increase the chances of success a hundred times.

Okay, so exercise and waking up earlier is an easy example to give. What about some more subtle changes to your habits. Imagine you find yourself being negative about things and you want to become a more positive person. How would you go about changing that? 

Now, this one is a more behavioural habit and so needs a slightly different approach. Humans are not naturally negative. Being negative is a taught skill ( I say that because there are so many amazingly positive things in this world yet some people seem to have PhDs in finding the negatives in life). Changing the way you look at the world is a lot easier than you may think. 

The way to do this is to make full use of your calendar or to-do list manager. At the top of your to-do list or calendar write down two or three things you will be positive about today. I would write “Be positive” at the top of my to-do list and highlight it or bold it so it stands out. Every time I look at my to-do list I would see those two words. Likewise, if you do this on your calendar, create a new event and in bold capitalised letters write “BE POSITIVE!” What this does is remind you every time you look at your to-do list or calendar (or both) to be positive. 

This is about changing the way you see the world. If it’s raining - look at the rain and say to yourself that the air is being cleaned and nature is getting its drinking water. If it’s snowing, instead of thinking about how difficult it will be to get to work, think about all the children who are going to be so excited about the snow. Imagine how you felt about the snow when you were a child. That will soon put a positive smile on your face. 

Another quick tip about becoming more positive is don’t read the news first thing in the morning. The news is full of negativity because for some reason bad news sells. Stay well away from the news. I use a news reader app called Reeder that only shows me articles from blogs and magazines I choose. So my morning news is full of productivity tips, self-help advice and technology news. I have no idea about Brexit or the latest antics of President Trump. 

What you need to do is to remove the triggers that led to your old habit and replace them with triggers that encourage the new habit. Replace negative news with blog posts about your favourite hobby. Replace negative thoughts by challenging yourself to find the positives—there are always positives. 

Far and away the best way to develop positive habits is to start small. Don’t try and change everything at once. Create a 12-month timeline and map out the habits you want to develop over that twelve month period. Start with the easy ones as this will allow your confidence to grow. As your confidence grows, so too will your self-discipline so when you get to the harder habits, you will have a lot more confidence and a lot more self-discipline. 

One tip that always works for me is to schedule a specific time to do whatever it is you want to do. For me, I exercise between 2 and 2:45pm every day. Most days I will exercise quite hard. But some days I can feel a little soreness and so I will just do gentle stretching and non-weight bearing exercises. That time is scheduled on my calendar five times a week and as the rule goes - “What’s on my calendar gets done” I make sure it happens, no matter what mood I am in. My calendar is sacred territory. If you work a regular 9 til’ 5 office job, then schedule 6pm to 7pm to do whatever new habit you want to develop. It could be spend more time with your kids, write a journal or clean your house. Whatever it is, schedule it and make sure you do it. 

Changing old habits and developing new ones is really all about creating routines. When you turn the new habit into a routine you just do it without thinking. For me, when 2pm arrives, I stop whatever it is I am doing and begin my usual warmup routines. I also change into my exercise gear and just begin. Although I have previously planned what exercise I will do, when 2pm arrives, I just start. There’s no thinking, no opportunity to talk myself out of doing it, it’s 2pm and I start… It’s on my calendar. 

So there you go, Pippa. I hope that has given you a few ideas about starting new habits and I wish you all the best of luck with your new habits. I know it is not easy, but with time and by starting small, you will be amazed at what you can accomplish. 

Thank you all for listening to this episode of the Working With Podcast. If you have a question you would like answering, please send me an email - [email protected] or you can DM me on Facebook or Twitter. All the links are in the show notes. 

It just remains for me now to wish you all a very very productive week.

In this week’s episode of the Working With Podcast, I answer a question about how to stop procrastinating and get the work done.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

My 2018 Black Friday / Cyber Monday offers

Script

Hello and welcome to episode 57 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week, the question is all about procrastination and how to overcome this real productivity conundrum. It affects us all and it can do a lot of damage to our careers, relationships and goals. 

But before we get into this week’s question, I want to tell you all about my fantastic Black Friday / Cyber Monday sale. There are some fantastic offers available for you and I would love you to get yourself a bargain while you can. I have bundles of courses, including the brilliant Pathway To Productivity, AND… I am also offering 12 Months of weekly one on one coaching with me personally at half price. Those places are very limited, so if you want to get yourself in, you need to go to my website right now and book yourself a place and save yourself $600! 

Okay, on to this week’s question and that means it’s now time for me to hand you over to the mystery podcast voice, for this week’s question.

This week’s question comes from Tim. Tim asks, Carl, I really struggle to get things done. Whenever I sit down to do some work I find myself procrastinating by flicking through Instagram or watching your videos on YouTube. Do you have any advice on stopping this? 

Thank you, Tim, Not sure I want to stop you watching my videos though! Anyway, to answer your question this is something I know many people have difficulties with. I too, from time to time, find myself procrastinating and it can really hinder the work I want to do for the day. The good news is there are a few strategies you can use to stop you from flicking through Instagram, Twitter or Facebook. 

The first one is to have a plan for the day. We often find ourselves procrastinating when we have unclear plans for the day. If you turn up to work with no plan you will spend the first part of the day thinking about what to do and that is when social media and unimportant work shouts the loudest. It’s human nature to turn away from the hardest work and move towards the easier work. If you have no plan, the unimportant will be shouting at you and you will not do the important. This is one of the many reasons why I recommend you do the Golden Ten at the end of the day and not in the morning. When you wake up in the morning with a clear idea of what you want to accomplish that day you are much more likely to get it done. 

And that leads me on to the second tip. Don’t set yourself too much to do. Another reason why we get drawn to procrastination is because when we look at our to-do list for the day it is too long. It becomes overwhelming and overwhelm often leads to procrastination. I have been recommending that you do not have more than ten things on your daily to-do list each day for a long time. Now that might not seem very much, but every day you are going to have crises, demands from bosses and customers and you are going to have to deal with them. If you only have ten or fewer items on your to-do list you will have time to deal with the crises as well as get your planned work done. That creates a circle of success. The more days you complete your planned tasks, the more focused you will become on completing those tasks. It’s a case of you not wanting to break the chain and you become determined to get your work done. 

How you write out your tasks is also a way to prevent procrastination. If you write tasks out that are unclear, such as, “Shopping”, “dog food” or “Wife’s birthday”, you will procrastinate. S

In this week’s episode of the Working With Podcast, I answer a question about how to stop procrastinating and get the work done.

Links:

Email Me | Twitter | Facebook | Website

The Beginners Guide To Building Your Own Productivity System

The Working With… Podcast Previous episodes page

My 2018 Black Friday / Cyber Monday offers

Script

Hello and welcome to episode 57 of my Working With Podcast. A podcast created to answer all your questions about productivity, GTD, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

This week, the question is all about procrastination and how to overcome this real productivity conundrum. It affects us all and it can do a lot of damage to our careers, relationships and goals. 

But before we get into this week’s question, I want to tell you all about my fantastic Black Friday / Cyber Monday sale. There are some fantastic offers available for you and I would love you to get yourself a bargain while you can. I have bundles of courses, including the brilliant Pathway To Productivity, AND… I am also offering 12 Months of weekly one on one coaching with me personally at half price. Those places are very limited, so if you want to get yourself in, you need to go to my website right now and book yourself a place and save yourself $600! 

Okay, on to this week’s question and that means it’s now time for me to hand you over to the mystery podcast voice, for this week’s question.

This week’s question comes from Tim. Tim asks, Carl, I really struggle to get things done. Whenever I sit down to do some work I find myself procrastinating by flicking through Instagram or watching your videos on YouTube. Do you have any advice on stopping this? 

Thank you, Tim, Not sure I want to stop you watching my videos though! Anyway, to answer your question this is something I know many people have difficulties with. I too, from time to time, find myself procrastinating and it can really hinder the work I want to do for the day. The good news is there are a few strategies you can use to stop you from flicking through Instagram, Twitter or Facebook. 

The first one is to have a plan for the day. We often find ourselves procrastinating when we have unclear plans for the day. If you turn up to work with no plan you will spend the first part of the day thinking about what to do and that is when social media and unimportant work shouts the loudest. It’s human nature to turn away from the hardest work and move towards the easier work. If you have no plan, the unimportant will be shouting at you and you will not do the important. This is one of the many reasons why I recommend you do the Golden Ten at the end of the day and not in the morning. When you wake up in the morning with a clear idea of what you want to accomplish that day you are much more likely to get it done. 

And that leads me on to the second tip. Don’t set yourself too much to do. Another reason why we get drawn to procrastination is because when we look at our to-do list for the day it is too long. It becomes overwhelming and overwhelm often leads to procrastination. I have been recommending that you do not have more than ten things on your daily to-do list each day for a long time. Now that might not seem very much, but every day you are going to have crises, demands from bosses and customers and you are going to have to deal with them. If you only have ten or fewer items on your to-do list you will have time to deal with the crises as well as get your planned work done. That creates a circle of success. The more days you complete your planned tasks, the more focused you will become on completing those tasks. It’s a case of you not wanting to break the chain and you become determined to get your work done. 

How you write out your tasks is also a way to prevent procrastination. If you write tasks out that are unclear, such as, “Shopping”, “dog food” or “Wife’s birthday”, you will procrastinate. Sometimes you will remember what it was you meant when you wrote that task, other times you will not. If the task is something like “write report” that will guarantee you will procrastinate because although it is just two words, the work involved is unclear and you will resist. Far better to write tasks such as “Buy dog food for Barney” or “research gift ideas for wife’s birthday” for the report break it down. You could create three of four tasks such as: 

Write introduction to report

Prepare charts for report

Ask Jane for report template 

These tasks are easy, clear and manageable. You are much more likely to get them done rather than waste time thinking about what to do next. 

Another way to help stop you from procrastinating is to make good use of labels or contexts in Getting Things Done terminology. What this means is you label each task according to the tool, place or person required to do the task. For example, if you need to be at your computer to do a task, you would label it @computer. Likewise, if you need to be with your colleague to find something out, then you would label the task @colleague’s name. Shopping tasks can be labelled @supermarket and so on. This way, when you find yourself in front of your computer you pull up the list of tasks you need your computer for and get started. Now of course if you are using my Golden Ten system you would move on to your labels AFTER you have completed your ten tasks for the day. 

Another trick I’ve used in the past that works well is to schedule breaks between the work I am doing. For example, I know in a morning I am good for around two hours. So, every two hours I will get up and walk around. Refill my water bottle or check my email. I limit these break times to ten minutes and if you are a serial procrastinator I would suggest you set yourself a ten-minute alarm. You can check your email from your phone, so you can walk around and check email via your phone. If you want to scroll through your Facebook, Twitter or Instagram feed during these times then do so. It’s a break remember. BUT… After ten minutes get back to work. In the afternoons, I find my attention span reduces so I take breaks every hour or so. This really works, particularly if you are following your plan for the day. When you have a plan you know exactly what you will get to work on once your break is over. 

Having all your information organised is another way to avoid procrastination. When the information you need to do your work is scattered all over the place you go in search of it. This will take you down avenues you do not want to go down looking for files. I group reference materials and files in project-specific folders (or notebooks in Evernote) I also copy and paste website links into the project note for the project in Evernote so I don’t have to open up my web browser blind. All I need to do is click on a saved link and it will take me to the page I need to reference. Not only does this save a lot of time it also keeps me focused on the task at hand. 

Turn off your notifications and silence your email when you are doing your important work. This one is a biggie. If you are working on a report, presentation or design and you keep getting pop-ups telling you-you have new email, or a new Twist or Slack message you are going to be tempted to look at it. STOP! No, No No! - This is going to cause you a lot of pain AND you WILL procrastinate. Turn them off and focus on the work. You can check your messages and emails between your work sessions. Seriously, no one is ever going to get upset with you if you don’t reply for an hour. If something was very urgent, they would call you. So there’s no excuse at all not to turn off your notifications. Do it… Just do it. No excuses. 

There’s a couple of other ways to stop procrastinating. The first is to gamify your work. Give yourself a reward for focusing on your work for an hour (or ninety minutes if you prefer) Allow yourself ten minutes on Instagram if you complete a piece of work or spend two hours on focused work. Gamification is fun and you not only get to check your social media feeds you also get a lot of work done. After all, work doesn’t have to bring and serious all the time. 

Finally, if you are in the habit of checking shopping sites randomly while you are working then set up your to-do list manager to collect from a keyboard shortcut. Recently I have been redesigning my home office and I have been looking at office chairs, hard drive storage solutions and plants for my desk. Often as I am writing or planning I get an idea to check Ikea or a furniture store’s site. To avoid me going off on a shopping expedition, I will use my quick capture keyboard shortcut to Todoist to collect what it is I want to look at and carry on my work. I write and plan in full-screen mode on my computer, so I never leave the screen I am working in. It’s just SHIFT+CMD+A and I type “look up office chairs at Ikea” and hit return. Done. My thought was captured and I can carry on planning or writing. I can then look up whatever it is I wanted to look up when I take my next break. 

Well, I hope that has answered your question, Tim and I hope it will help you to overcome your procrastination. 

I know procrastination is a problem for many people, but if you adopt these strategies you will soon find yourself getting more important work done and procrastinating less. Be clear about what you want to get done, schedule regular breaks and turn off your notifications when you are doing focused work. These three strategies alone will help you. But the biggest one of all is to discipline yourself. Procrastination is really a sign you have a lack of discipline. Work on your discipline, and to do that start small, and you will go a very long way to stopping procrastination from rearing its ugly head. 

Good luck and thank you, Tim, for your excellent question. And thank you all for listening 

Don’t forget to check out my Holiday season offers, I am sure there will be something there for you all. 

It just remains for me now to wish you all a very very productive week.