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Want to Get That One Project Off Your Plate? Try This

Want to Get That One Project Off Your Plate? Try This

All of us have tasks we don’t want to do. Maybe they’re boring or time-consuming or stressful — but we’ve still got to get them done. One way to push yourself is to involve other people. Delegate part of the task, complete the project with someone else, or simply be around others who are working (in a library or a coffee shop, say) — the positive social pressure can create accountability. If looping in other people doesn’t do the trick, pair that approach with another one, such as not letting yourself check email or social media until you’ve finished the project. Or you can plan your time around the task: Block off a few minutes every day, or a few hours every week, to make some progress. No matter what, don’t let the unpleasant task keep lingering. The longer you put it off, the more it will wear on you, and the more unpleasant it will seem.

Adapted from “How to Motivate Yourself to Do Things You Don’t Want to Do,” by Elizabeth Grace Saunders

When Leading Across Cultures, Your Style May Need to Change

Lots of managers work with employees whose backgrounds or cultures differ from theirs. In certain circumstances, the leadership approach you’re used to may be ineffective, or even offensive. That’s why it’s important to build your cultural fluency — an understanding of how norms and expectations vary across cultures. Think about how your current style has been influenced by your background and personal identity. When might your style be a bad fit, and for whom? Working with a coach, or completing an assessment of your cultural competence, can be a helpful way to identify your blind spots and figure out how to address them. When working with employees from different cultures, think carefully about where your usual approach might need adjusting. Consider: How will you greet employees? Lead meetings? Get your team’s input? Show respect? When you encounter something you don’t understand, ask about it rather than making assumptions. And always be willing to adjust your leadership style; never assume that other people will adjust to you.

Adapted from “3 Ways to Improve Your Cultural Fluency,” by Jane Hyun and Doug Conant

Don’t Be the Boss Who Talks Too Much

As head of a startup, I always want to make sure everyone on my team understands the vision for what we’re trying to achieve. I also want to make sure we’re hearing, considering, and incorporating everyone’s ideas, and acting quickly to iron out problems along the way. So we have a lot of group conversations. A lot.

We discuss our mission, goals, and the steps it will take to achieve them. Every time, I look for new ways to say things, in hopes of making the vision crystal clear and discovering even slight differences in how various team members understand our goals.

In short, I over-communicate.

I don’t just do this now, with a relatively small staff. I’ve done the same throughout my career, including when I spent several years as vice president of a large company in Newton, Massachusetts.

So I’ve had to ask myself: At what point am I communicating too much? When should I give it a rest?

The answer isn’t simple. On one hand, HBR has reported on complaints from people about the kind of boss who “over-communicates with everyone on a project,” creating “a huge time suck.” On the other hand some research from Harvard finds that “persistent, redundant communication” from managers helps get projects completed quickly.

To toe the line, I’ve developed rules for myself to follow, aimed at mitigating the downsides (like wasted time and lost productivity) while still using frequent communication to clear any hurdles in our path.

Make it two-way

When you’re trying to communicate your vision and organize the work ahead, it’s easy to start speechifying. You have so much to say, so many thoughts on your mind, that you can get carried away. And since you’re “the boss,” other team members may feel a duty to listen and nod along. You can lose track of time.

So leaders should make sure to listen every bit as much as — if not more than — they talk. “Effective leaders don’t just talk, they listen,” Northeastern University reported. An HBR piece described listening as “an overlooked leadership tool.”

As you hold meetings, keep tabs on how much time you spend talking, and how much listening. And when you get a question, sometimes invite other team members to weigh in as part of the answer. That way everyone is included, and feels that their input is valued.

Never interrupt “the zone”

When your employees are busy designing a solution or banging through tasks, it’s not the right time to strike up a conversation with them. Short of an emergency, you shouldn’t pull them out of “the zone,” in which they’re focused on crucial tasks. You also need to make sure there are sufficient uninterrupted periods of working time to allow people to find that focus. Breaking the work day up into multiple chunks by scheduling meetings is a sure way to kill productivity in any creative work environment.

That’s why, as a rule, the ideal time for conversations is at the beginning of a work session or close to the end of the day  though not when they’re supposed to leave. It’s only worth having these sessions when everyone needed for them is available at the same time.

 

Monthly one-on-ones

To ensure that ideas and concerns are teased out and raised, every team member should have a one-on-one session with a leader once a month. In these meetings, the team members can voice anything.

To be sure they don’t hold back, I ask employees to bring at least one “bad” issue to these meetings. It can be a concern about the product we’re creating or the way our business is running. It can also include an idea for how to improve.

Of course, employees are also welcome to bring positive issues  things they’re excited about and want us to do more of. But addressing problems takes precedence.

Beyond the open-door policy

I expect all leaders and managers to welcome any team member to discuss issues large or small. But as many experts have written, simply announcing that you have an open-door policy isn’t enough. It’s important to empower employees to speak up by showing them that when they bring concerns your way, you act on them.

One way to achieve this is through a “feedback loop.” After a concern is raised, whether in a group meeting or one-on-one, follow up on it. Track progress, identify obstacles, and keep moving the effort forward. The more you do this, the more people will see the practical value of bringing up an issue  and they’ll see what all the communication you’re engaging in can achieve.

In general, avoiding lots of scheduled meetings and instead engaging in ad hoc conversations is better. And when meetings are necessary, bring good food, since meetings on low-blood sugar are an especially bad idea.

As a manager, you want to make sure everyone on your team understands the vision for what you’re trying to achieve. But at what point are you communicating too much? When should you give it a rest? There are rules you can follow to mitigate the downsides of overcommunication (like wasted time and lost productivity). For one, listen as much, if not more, than you talk. And never interrupt “the zone.” When your employees are busy designing a solution or banging through tasks, it’s not the right time to strike up a conversation with them. Encourage your employees to have a one-on-one session with a leader once a month and ask them to bring at least one “bad” issue to these meetings. And finally, empower employees to speak up by showing them that when they bring concerns your way, you act on them. With all these efforts in place, and an atmosphere of psychological safety, it becomes much more likely that you’ll do a good job of communicating frequently without annoying your team.

After all, in that environment they’ll also feel much more comfortable to say: “You know what boss? I really think we’ve got it.”


Hjalmar Gislason is founder and CEO of GRID.

Managing When the Future Is Unclear

It’s one of the few facts in business everyone agrees on: Without a clear and compelling strategy, your business will fail. From MBA programs, to business book jackets, to the last keynote you attended, you’ve heard it repeated again and again.

Despite this, we frequently find ourselves managing in situations of strategic ambiguity—when it isn’t clear where you’re going or how you’ll get there. Why does this happen? Market conditions shift rapidly. Customers have more choices than ever. Resources are constrained. Executives leave, interims are appointed, and searches drag on. The list continues, and even if your company is nimble enough to set strategy effectively at the top, keeping the entire organization strategically aligned is an entirely different challenge. Your company might have a clear strategic imperative, but your unit or team might not.

In my consulting practice, I work with leaders all over the world on strategy and execution, and they shift uncomfortably in their chairs every time I broach this topic. Strategic uncertainty can feel like slogging through mud. Leaders avoid investments. Decisions are deferred. Resources are frozen. Fear, uncertainty, and doubt drive bad behavior and personal agendas. Even so, companies often succeed or fail based on their managers’ ability to move the organization forward precisely at times when the path ahead is hazy.

The best managers find ways to provide steady, realistic direction and to lead with excellence, even when the strategy isn’t clear. Push your leaders for clarity, yes. In the meantime, be productive. There are three things you can do today that will put you in a better position to manage strategic ambiguity: Take pragmatic action, cultivate emotional steadiness, and tap into others’ expertise.

Take Pragmatic Action

I’m a proponent of practical approaches to dealing with uncertainty. Doing something, anything, in support of your company’s success makes you and your team feel better than doing nothing.

Get back to basics. Deliver value. First, focus on what you can control. You owe it to the organization and to your team to deliver value every day. What clientele does your team serve today and what do they expect or need from you? How can you perform better, faster, or smarter to deliver on the promise of excellent service? What matters to the organization’s mission or vision? How can your team contribute to that? When uncertainty comes, first and foremost do good work. You’ll put the company in the best possible position to navigate new strategic choices.

Place intelligent bets. What’s likely? When the strategy is uncertain, the best managers acknowledge what’s unknown, but also look ahead to what is known and what is likely to happen. What do you know about the dynamics impacting your company? What options are being discussed? What does your boss think will happen? What can you do today to prepare yourself, your team, and potentially your clients for change? In almost every case, managers can place intelligent bets and start to work toward a future state—even when the complete landscape remains out of focus.

Operate in sprints: Embrace short-term strategies. Once you’ve focused your team on delivering value and started to explore what’s possible, you’re prepared to move forward with a discrete set of priorities. Take a note from organizations that use agile methods and create your own strategic sprint. What can you do personally to contribute to strategic clarity for your part of the business? What projects can your team execute in 30, 60, or 90 days that will benefit the organization regardless of which direction the strategy takes? Strategy isn’t only the work of senior executives—any work you do to further the company’s capabilities and position your team for the future is a great investment. Don’t stand still, awaiting the “final” answer on strategy. Move your team and the company forward.

Cultivate Emotional Steadiness

Strategic ambiguity pushes you out of your comfort zone. When there’s clear, unwavering direction, you can focus on defined targets and deliver results. When strategies shift, or are hinting toward a shift, it’s normal to feel unsettled, and you’ll see this in your team too. Here are three steps you can take to help yourself and your team navigate the emotions of strategic ambiguity.

Be proactive. Learn more. One of the reasons I suggest pragmatic action is because doing something concrete helps you move beyond your raw emotions. But there’s more to emotional steadiness. Questions arise naturally: How will this impact my group? What if everything we’re doing today alters? What if this involves job changes, layoffs, or lost resources? Learn as much as you can so you’re informed, not just reacting to rumor and innuendo. Use your internal network and ask others in the organization for insight, context, and clarity. When you’ve done the hard work of sense-making, you’ll be able to anticipate the questions your team will ask and prepare the most effective answers you can.

Acknowledge and navigate emotions. Emotional steadiness requires that you be intentional about the way you show up in the workplace. Your role is to be calm, transparent, and steady, all while painting a vision for the future. Acknowledge your emotions and talk to a peer or your boss if you need to work through them. Play out the worst-case scenario in your mind and then move on to the more likely outcome. Chances are the reality isn’t as bad as what you might conjure up when your emotions are heightened. Commit to avoiding stress responses, frustration, rumors, or other nonproductive behavior. Your team members are watching and taking their cues from you.

Keep team communication open. Strategic uncertainty can cause managers to communicate with team members less frequently and less openly. “If I don’t have clarity to provide, why not wait?” the thinking goes. But in truth, ambiguous situations require you to communicate even more than normal. To demonstrate emotional steadiness, share your own emotions and acknowledge those of your team in productive ways. Let team members know that what they feel is okay. But talk with them about your commitment to being emotionally steady even during times of uncertainty. Ask them to do the same and come to you if they are frustrated or concerned. Maintaining open dialogue will keep your team engaged and aligned until a clear direction emerges.

Tap into Others’ Expertise

Leading through periods of uncertainty and change can be isolating for managers. Remind yourself that you are not alone. You have a network of people who have likely faced similar challenges and you can tap into their experiences. Here are three ways you can tap into the expertise of others for support.

Imagine your most respected leader’s approach. What would they do in your situation? How would they handle the ambiguity or state of flux? How would they view the way you’re handling yourself? This exercise can be incredibly powerful in helping you stay calm and emotionally steady, exercise your critical thinking, and take pragmatic action even in the most uncertain circumstances. Those we most respect have demonstrated traits we admire. Tap into their strengths to inform your own.

Engage other managers. Managers often believe they need to “be strong” and go it alone to demonstrate managerial confidence and competency. That’s not true. My executive clients reach out to peers and former colleagues regularly for advice, counsel, and emotional support. If someone you know reached out to you to ask for your advice, you’d happily provide support and feel valued as a peer. Your network will feel the same. Start the conversation with “I could really use another point of view” and you’ll be surprised how quickly others engage.

Embrace the wisdom of thought leaders. Your network becomes global when you expand beyond those you know personally to those you can access in today’s digital environment. The greater your understanding of how others think about strategic agility and change leadership, the better you’ll be able to navigate ambiguity in your company. The brightest and most inspiring minds are at your fingertips—read books and articles, listen to podcasts and interviews, and watch instructive videos, webinars, and more to expand your thinking and learn new approaches relevant to your specific situation.

The ability to thrive during periods of strategic uncertainty separates the great managers who go on to become exceptional leaders from the rest. Don’t allow a lack of clarity at your company to cast a shadow over your confidence or performance. Even in the most challenging and ambiguous of situations, you put yourself in a position to succeed when you commit to taking pragmatic action while demonstrating emotional steadiness and drawing on the expertise of others.


Lisa Lai serves as an adviser, consultant, and coach for some of the world’s most successful leaders and companies. She is also a moderator of global leadership development programs for Harvard Business School Publishing. Follow her on FacebookTwitter, her Blog, or her website at www.laiventures.com.

Ideas for Helping Remote Colleagues Bond

Research consistently shows that remote employees tend to feel excluded from the company culture. Remote workers report feeling as if they are not treated equally and often fear that their colleagues are working against them. When a problem arises, nearly half of remote workers let it fester for weeks or more.

To improve workplace integration, my company experimented with several ways to bring our distributed workers together, including virtual coffees, book clubs, and executive-led webinars focused on values. Some of these efforts revved up the team temporarily, but they didn’t solve the culture problems that are inherent to having a large remote workforce.

We realized that we needed to create a “beyond remote” workforce by coming together and creating an environment of bona fide cohesion and trust through meaningful relationships and conversations. Of all the methods we tried to bring scattered workers together, here are the two strategies that brought us the most success in terms of increasing engagement:

Generate structured conversations around shared content. We set out to generate deeper conversations among coworkers through virtual meetings structured loosely like a book club, but with a wider variety of content and platforms. For example, we had everybody watch the same TED talk, read the same book or article, or take the same online learning course. Then, we met via video conference and asked everybody to share a reaction, with one person speaking and then choosing the next contributor to speak for about the same length of time. This selection process had the additional benefit of showing where social bonds are strongly developed or where they might need further development.

We found success in encouraging discussion and openness by starting with icebreaker questions as simple as “How did you take your coffee this morning?” If two people use oat milk, they might infer that they both value health, promoting further sharing and bonding. If we discuss an article’s advice and ask, “Have you used these skills in your personal life?” we hear stories that reveal much more of the whole person and provide a greater glimpse into that person’s character. Gathering this kind of direct knowledge about coworkers creates the kind of trust that’s especially important in global teams.

Use online games to help build trust. While this may sound unconventional, playing a video game — one chosen for its ability to force collaboration and to place the team in scenarios that are destined to fail — helps to build trust and reveal how the team will handle negative pressures. In her book, Learning to Learn and the Navigation of Moods: The Meta-Skill for the Acquisition of Skills, Gloria Flores discusses how the negative emotions that crop up when learning something new can block skill development. She stresses the importance of tools and prompts to help us push through. The gaming framework does just that: It allows team members to work through and even utilize the negative emotions that can arise during the learning process.

Deliberately choose a game that forces as many of your team members as possible to get out of their comfort zones. It’s essential to create the equivalent amount of stress and the possibility of failure that exist at work. Imagine that the team is trying to get into a dungeon, but is failing, and I’m yelling, “Your cannon wasn’t in the right spot, and we’re not coordinating. If you would only listen to me, maybe we’d get there!” Suddenly, that’s an interesting conversation point: You think you’re always right? Are you coordinating well? Are you giving good instructions and requests? Are people responding to you? Failures, and people’s reactions to them, inspire much better conversations, as the team dynamics involved in game challenges often mimic the dynamics of work challenges.

Initially, we tried multiplayer games that included a mission for the team — think Fortnite or League of Legends — but our workers weren’t failing enough. To heighten the situation, we switched to more complex games like Factorio that can stump even software developers who are more used to gaming. Adding this complexity provided a place where the team could safely learn from failures. In these heightened environments, people learned that they needed to speak up the moment they foresaw trouble, so they could renegotiate and form new goals or forge new paths. That alone has had a huge impact on interpersonal and work relationships within our own company.

While book clubs and gaming together may feel like they don’t belong on company time, they have given our company a sense of cohesion and retention that had been missing. Our turnover had been significantly higher than the already high average in the software industry, and our retention rate has since improved. These tactics were a critical part of driving that number down. We’ve also seen a marked increase in progress on ongoing projects — even those had been sitting on the back burner for a long time — and greater employee engagement. With these improvements, we’ve been able to set, and meet, new standards for ourselves. Coming together for non-work activities enhanced our ability to coalesce around our common goals as a company.


Kuty Shalev is the founder of Clevertech, a New York City-based firm that designs, develops, and deploys strategic software for businesses that want to transform themselves using the power of the web.


 

The Psychology Behind Unethical Behavior

  • Category EQ

On a warm evening after a strategy off-site, a team of executives arrives at a well-known local restaurant. The group is looking forward to having dinner together, but the CEO is not happy about the table and demands a change. “This isn’t the one that my assistant usually reserves for me,” he says. A young waiter quickly finds the manager who explains that there are no other tables available.

The group tries to move on but is once again interrupted by the CEO. “Am I the only one annoyed by the view? Why is there construction happening today?” he demands to know. The waiter tries to explain, but to no avail. “You really need to up your game here,” the CEO replies. The air is thick with tension. After the waiter walks away, someone makes a joke about the man’s competence. This seems to please the CEO, who responds with his own derogatory quip. The group laughs.

If you were present at that dinner would you let the CEO know that you disapprove of his language and behavior? Would you try to better a better example? Or stay silent?

This scene encapsulates three psychological dynamics that lead to crossing ethical lines. First, there’s omnipotence: when someone feels so aggrandized and entitled that they believe the rules of decent behavior don’t apply to them. Second, we have cultural numbness: when others play along and gradually begin to accept and embody deviant norms. Finally, we see justified neglect: when people don’t speak up about ethical breaches because they are thinking of more immediate rewards such as staying on a good footing with the powerful.

The same dynamics come into play when much bigger lines get crossed in the corporate arena: allegations of corruption at Nissansexual harassment charges in the media sector, privacy breaches at Facebookmoney laundering in the financial sector, and pharmaceuticals’ role in the opioid crisis.

While it is hard, if not impossible, to find evidence that leaders in general have become less ethical over the years, some are sounding the alarm. Warren Buffett, explaining Berkshire Hathaway’s practices in the annual letter shareholders, notes that he and vice chairman Charlie Munger

“…have seen all sorts of bad corporate behavior, both accounting and operational, induced by the desire of management to meet Wall Street expectations. What starts as an ‘innocent’ fudge in order to not disappoint ‘the Street’ — say, trade-loading at quarter-end, turning a blind eye to rising insurance losses, or drawing down a ‘cookie-jar’ reserve — can become the first step toward full-fledged fraud.”

Buffett’s note is important because it’s really about the majority of us:  neither saints nor criminals but well-meaning leaders who sometimes fail to consult their moral compass while speeding ahead in a landscape full of tripwires and pitfalls. For that majority, moral leadership is not simply a question of acting in good or bad faith. It is about navigating the vast space in between.

So how do you know when you, or your team, is on the road to an ethical lapse?  Here’s more on how to identify omnipotence, cultural numbness, and justified neglect in yourself and on your team, and a few tips on fighting each dynamic: 

Omnipotence. Many moral lapses can be traced back to this feeling that you are invincible, untouchable, and hyper-capable, which can energize and create a sense of elation. To the omnipotent leader, rules and norms are meant for everyone but them. Crossing a line feels less like a transgression and more like what they are owed. They feel they have the right to skip or redraw the lines. In the dinner party example above, it is no coincidence that the CEO’s entitled and condescending behavior comes after a day of strategizing and masterminding the next big moves.

Omnipotence is not all bad. Sometimes the rush you get from bold action is what’s required to make breakthroughs or real progress. But, the higher you climb on the ladder, the more it can become a liability. This is especially true if fewer and fewer of the people around you are willing and able to keep you grounded. If no one tells you “no,” you have a problem. One way to gauge whether you’ve reached “peak omnipotence” is if your decisions are met only with applause, deference, and silence.

The psychological counterweight to omnipotence is owning your flaws. It’s a mature capability to look in the mirror and recognize that you are not above it all. Especially if you’re in a leadership position, assume you have weaknesses and think about them regularly.

 

Sometimes, you’ll need help with this. The best performing executives I see have close colleagues, friends, coaches, or mentors who dare to tell them the truth about their performance and judgment. You should cultivate a similar group of trusted peers who will tell you the truth even when it is unpleasant. In addition, make sure to encourage an “obligation to dissent” among your core team.

Cultural numbness. No matter how principled you are, you must recognize that, over time, the bearings of your moral compass will shift toward the culture of your organization or team.

From my work with police and military units infiltrating criminal groups, I have seen examples of how cultural numbness makes leaders cross lines. It usually starts subtly. Officers need to get to know and infiltrate a new culture. They need to fit in by speaking the language, acting according to code, and dressing to fit in. But, in doing that, they risk going too far — mimicking the culture of the gang members they are out to stop and getting caught up in a group’s values system.

The same kind of “moral capture” takes place in companies, not overnight, but gradually. Psychologically, you’re making a trade-off between fitting into the culture and staying true to what you value.

At first, cultural numbness can take the shape of ironic distance or disillusioned resignation when there is a discrepancy between the two, or between the ideals your company espouses and what you see demonstrated and rewarded. But the mind needs resolution. So, over time, you stop noticing when offensive language becomes the norm or you start to behave in ways that you would never have expected to be part of your repertoire.

Cultural numbness is where I have seen the most severe breakdowns in ethical leadership because it’s so hard to detect. Leaders who have crossed a line never describe this as a clear choice on that path but as wandering down a muddy road, where there they lost track of what was right and wrong. They describe a process where they became numb to others’ language and behavior and then to their own and lost their sense of objectivity. In essence, their warning bells simply stopped ringing.

So, start looking out for signs of moral capture:  those brief moments when you don’t recognize yourself and any other indications that you are subjecting your own personal agency to the deviant norms of the collective. Another regular gut-check you can use involves asking whether you would be comfortable telling a journalist or a judge about what’s going on.

At the same time, you can’t always trust yourself in these situations. As with omnipotence, it can help to get an outsider’s perspective, turning to a trusted friend or family member, who might be able to detect changes in you that you are not able to see. Also remember to regularly extract yourself from your organization to compare and contrast its culture with others and remind yourself that the rest of the world may not work the same way.

Justified neglect. The human mind is skilled at justifying minor incursions when there is a tangible reward at stake — and when the risk of getting caught is low.

On the production line of a pharmaceutical company, for example, a hurried lab assistant forgets to remove all of her makeup. A speck of mascara accidentally drops into a batch of medicine large enough to serve a mid-sized country for a year. For a brief moment, the miniscule impurity draws a thin, yellowish color trail, but then it is gone, impossible to detect. The medicine is life-saving and very valuable, with just a hint of makeup that’s probably harmless.

Would you report the incident? If you were a manager who was quietly asked what to do, would you destroy the batch?  Would you change your mind knowing that patients might suffer or even die from a serious production delay? Would your ballooning production budget and the tenuous financial situation of your company factor into your decision? Would you push the problem up to your superiors knowing that those with a greater stake in the outcome might turn a blind eye to the incident?

Many leaders have faced a choice between getting the reward or doing the right thing. The slippery slope starts right when you begin to rationalize actions and tell yourself and others, “This is an exceptional situation,” or “We have to bend the rules a little to get things done here,” or “We are here to make money, not to do charity.”

These initial slips cascade into more, which turn into habits you know are bad but which start to feel excusable and even acceptable, given the circumstances, and eventually, become part of your moral fabric. It is hard to pinpoint exactly when an important line is crossed, but it’s much easier to course-correct at the very start of the slippery slope than when you are gliding full speed away from what is right.

 

Remember that power corrodes more than it corrupts, often as a result of clever justifications of ethical neglect. You can combat this psychological dynamic by creating formal and social contracts that obligate both you and your colleagues to do right; rewarding ethical behavior; and defining and sharing your boundaries. The latter could be as simple as making a list of things you will not do for profit or pleasure, keeping it in a convenient place to read regularly, and occasionally showing it to your team as a reminder.

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The reality is that, for many leaders, there is no true straight-and-narrow path to follow. You beat the path as you go. Therefore, ethical leadership relies a lot on your personal judgment. Because of this, the moral or ethical dilemmas you experience may feel solitary or taboo — struggles you don’t want to let your peers know about. It can sometimes feel shameful to admit that you feel torn or unsure about how to proceed. But you have to recognize that this is part of work life and should be addressed in a direct and open way.

Even though most companies have some cultural and structural checks and balances, including values statements, CSR guidelines, and even whistleblower functions, leaders must also be mindful of the psychological conditions that push people — including themselves — to cross ethical lines. Understanding the dangers of omnipotence, cultural numbness, and justified neglect are like installing the first few warning signs on the long road of your career. You will inevitably hit some bumps, but the more prepared you are to handle them, the likelier you are to keep your integrity intact.


Merete Wedell-Wedellsborg works as an executive advisor to senior-level leaders and teams. She has practiced clinical psychology and has worked extensively with the financial sector. She is the author of Battle Mind: Performing Under Pressure and holds a Ph.D. in Business Economics and an M.A. in Organizational Psychology.

How to Stop Obsessing Over Your Mistakes

Do you ever find yourself endlessly mentally replaying situations in which you wish you’d performed differently? You wish you hadn’t said that dumb thing. You wish you’d volunteered for that project that’s now winning accolades. You wish you’d spoken up. You wish you hadn’t dropped the ball with that potential client.

Overthinking in this way is called rumination. While we worry about what might occur in the future, we ruminate about events that have already happened. A ruminative reaction to an event often triggers memories of similar situations from the past and an unproductive focus on the gap between the real and ideal self. Prompted by this one event, you begin to chastise yourself for not being more of something…organized, ambitious, smart, disciplined, or charismatic.

Rumination isn’t just unpleasant. It’s closely linked to poor problem-solving, anxiety, and depression. The good news is that there are effective solutions for breaking yourself out of this rut, and they’re simpler than you might think.

Identify your most common triggers. You can’t quell rumination without noticing that you’re doing it, but people aren’t always able to spot it in themselves. A great way to get better at this is to think about what has triggered you in the past. Your list might look something like:

  • Collaborating with people I don’t yet trust
  • Being around people who seem smarter or more ambitious
  • Taking a step up in my career
  • Making major money decisions

Notice if the dominant pattern of your rumination is blaming yourself or blaming others. Most heavy ruminators lean towards one or the other of these.

Get psychological distance. Next, you need to put some psychological distance between you and the things you ruminate about. For instance, you might feel concerned about how you’re perceived by people who have no impact on your success, get hung up about very small amounts of money, or see yourself as an underachiever despite the fact that objectively you’re doing very well. One way to start to get this distance is by labeling what’s running through your head as thoughts and feelings, a tactic described in this article on emotional agility. So instead of saying “I’m inadequate,” you might say, “I’m feeling like I’m inadequate.” You can even be more light-hearted about it: “Oh, that’s just my ruminating mind overheating again.”

Recognizing the absurdity in some of your reactions can also help you take them less seriously. Look for any subtle entitlement or self-absorption hidden in your ruminations. Do you expect things to always go your way? Do you tend to believe people are scrutinizing you when, in reality, they’re probably thinking about themselves? Do you spend time comparing yourself to business superstars or celebrities? Entitlement and personalizing can indicate that you tend to think the world revolves around you. If applicable, try to see the irony in being both narcissistic and insecure, rather than viewing it as an indictment on your character. You can even try imagining an ultra-neurotic TV character version of yourself. Not every rumination topic is appropriate for this strategy but catch any that are.

Distinguish between ruminating and problem solving. Occasionally you might have a useful insight while ruminating, but mostly it’s avoidance coping. Generally, the more people ruminate, the less effective they are at problem solving. Either they don’t think of solutions or don’t pursue them quickly or effectively. For instance, one study showed that women who were heavy ruminators took over a month longer to seek medical care after finding a breast lump. To shift from rumination to improvement mode, ask yourself, “What’s the best choice right now, given the reality of the situation?” Start by taking one step, even if it’s not the most perfect or comprehensive thing you could do. This strategy is particularly relevant for perfectionists. If you’re ruminating about a mistake you’ve made, adopt a strategy that will lessen the likelihood of it happening again.

Train your brain to become non-stick. As soon as you notice you’re ruminating, try to distract yourself for a few minutes. Engage in an activity that’s short and mentally absorbing but not extraordinarily difficult, like spending 10 minutes filling out an expense report. The activity you pick should be one that requires you to concentrate. In some situations, you might be able to just refocus your attention on what you’re supposed to be doing. You might think: “How could something so simple help with my complex, emotional problem?” But this technique can be surprisingly effective.

Physical activity, such as jogging or walking, can also calm a mind that’s prone to rumination. Meditation or yoga can be especially helpful for protecting yourself from sticky thoughts and learning not to over-engage with them. These practices ask you to notice when your mind has wandered off to the past or future and bring it back to what’s happening in the present (often your breathing or other sensations in your body or surroundings.)  This is exactly the skill you need for coping with moments of rumination.

Check your thinking for errors. Sometimes rumination is triggered by cognitive errors. The catch-22 is that you’re not likely to be very good at detecting distorted thinking when you’re ruminating, since it clouds thinking. The solution is to develop a good understanding of your typical thinking errors, over time, in calm moments so that you’re still able to recognize them when you’re feeling heightened emotions. Here’s a personal example: I’ll often read a work-related email and zone in on one or two sentences that irritate or upset me and then misinterpret the overall tone of the message as demanding or dismissive. But, because I’m aware of this pattern, I’ve learned to not ruminate over my initial impressions. Instead, I read the email again after a day’s cool down, and usually see that I had a biased impression of it.

Other common cognitive errors include setting too-high self-expectations, misinterpreting others’ expectations of you, underestimating the extent to which other smart people struggle with what’s troubling you, and making mountains out of molehills. If you’re ruminating about someone else’s behavior and attributing a cause to that behavior, at least entertain the idea that your explanation is wrong and try to accept that you might never know the truth. Recognizing that we often won’t understand the reasons for someone else’s behavior is a hugely important skill in reducing rumination.

Rumination is a widespread problem. Before you can break out of it, you need to become more aware of when you’re doing it and have resistance strategies ready to go. This takes time and effort. But it’s important — for your mental health and productivity — to try to nip it in the bud. So, before you go deep into your next “would have, should have, could have” spiral, give one or more of these ideas a go.


Alice Boyes, PhD is a former clinical psychologist turned writer and is author of The Healthy Mind Toolkit and The Anxiety Toolkit.


How to Get Through an Extremely Busy Time at Work

You’re an accountant deep in tax season, a junior doctor in residency, or an entrepreneur juggling a startup and an actual baby. Many of us go through seasons of life when we have very little personal time. Others may be committed to jobs that regularly involve intense and long hours, creating a long-term lack of rest.

While this kind of overwork is not ideal, there are undoubtedly situations in which it becomes a necessity or makes personal sense. I’ve certainly done it for periods of my life, for instance, in the lead-up to exams or to put final polishes on my books. At times like this, when having full weekend off seems like a distant dream, advice on the importance of maintaining work-life balance, reducing the stress, and getting enough sleep can feel like a slap in the face. You don’t need to be scolded to work less. You need practical tips for surviving and thriving when you have to be fully committed. Here are some strategies that can help:

Use Premack’s principle.
Premack’s principle (as it applies here) is to use an easier behavior as a reward for a harder behavior. For instance, you can reward yourself for finishing a cognitively demanding task (like writing a complex report) by completing a low-key but necessary task, like running an errand that helps you stay organized. This approach can help you pace yourself during your work day, ensuring that you get regular breaks during which your mind can shift into a more relaxed gear, while still being productive. Think of it like recovering from bursts of running by walking instead of stopping.

Compartmentalize.
Tasks you actually enjoy can become tense, unpleasant experiences if, while you’re doing them, you’re mentally elsewhere, feeling stressed and anxious about the other hundred things on your list. What’s quite pleasurable or satisfying for you, even though it’s time-consuming? Perhaps it’s nutting out how best to present an intricate data visualization. Maybe it’s rehearsing speeches in front of friends or family.

You and Your Team Series

Stress

If you know the task is important and you’re approaching it efficiently, allow yourself to enjoy it. For recurrent hard assignments, think about the parts of it you like best at the beginning, middle, and end stages. For instance, I like listening to my Mac auto-read aloud drafts of my blog posts when doing my final edits. It’s satisfying to find those last few instances where I’ve repeated a word, made a typo, or the melody of a sentence is wrong. I also like the beginning stages of projects in which I get to top up my brain with broad searches on Google Scholar, and the middle stages when I’m wrestling with parts of what I’m writing that aren’t working but when my overall structure is in place and sound. By articulating distinct, enjoyable aspects of tasks, you can be more mindful and savor them.

Save small scraps of time for mental rest.
When you’re very busy, it’s tempting to try to cram productive activity, like responding to email or thinking through decisions, into any small crack of time. This could be when you’re standing in line at the supermarket, waiting for a presentation to start, or in the five minutes between finishing one thing and joining a meeting. When you’re slammed, it can seem essential to work during these moments. However, you don’t have to. Instead, consider using brief waiting times for true mental breaks. Take some slow breaths, drop your shoulders, and just chill.

You don’t need to take an all-or-nothing approach to this tip, of course. If using small scraps of time to keep work moving sometimes suits you, keep doing it Monday to Friday, but, on the weekend, consider giving yourself those little breaks. Find the balance that works for you.

Add physical decompression rituals to your day.
When we’re overloaded, we can hold a lot of physical tension. This is partly due to our in-built fight/flight/freeze response to fear or stress. For instance, the evolutionary basis of balled fists is your cave-person self preparing to run or punch. Some people breathe faster when they’re stressed. Some adopt an aggressive, dominant tone of voice or body language. Since these reactions are often unconscious, you’ll need prompts to correct them.

Try using context triggers — deciding which moments in the day you’ll use to physically decompress. For instance, maybe you can take some slow breaths whenever you go to the bathroom, or just after you wake up or just before you get into bed.  You can also use emotions as triggers, like “When I notice I feel stressed, I’ll scan my body for tension and soften and release any spots I find.” If you’re not sure how to do this, just try opening and closing your fists a few times, clenching and unclenching your jaw, or scrunching and dropping your shoulders. Our thoughts, emotions, and bodily reactions are a feedback loop. When you mimic the physiology of someone who is relaxed, you’ll find that your thinking becomes less closed, and psychologically challenging activities in which you need to think openly, like taking in feedback, will seem easier.

Pair pleasure experiences with other activities.
In my book, The Healthy Mind Toolkit, I wrote about how people often put off pleasure, especially when they feel too busy or undeserving because they haven’t gotten enough done. You can buffer yourself against the stress of feeling rushed and overloaded if you recurrently pair simple sources of pleasure with particular activities you’re not as excited to do. For instance, I pack peanut butter sandwiches whenever I fly, which is about the only time I ever eat them, and now the two experiences are mentally linked. No matter how stressed I am about my trip or all the work I need to do before, during and after it, I feel just a little bit more relaxed because I’ve packed that treat for myself. Or, if you love podcasts, perhaps you have a routine of listening to specific shows on your commute home each day of the week. If what you love isn’t as simple as sandwiches or podcasts, set aside just a bit of consistent time to indulge in your interest, so you’ve removed decision-making as a barrier. For instance, if cooking is your passion, perhaps you whip up a big batch of something on Sundays that you can then take as lunch for the week.

Just to be clear: I’m not saying that you can life-hack your way through being a permanent workaholic. But, during those times when, on balance, overworking makes short- or long-term sense (or is a necessity), you need some harm minimization strategies. It’s important to pace yourself and not let your obligations consume you.


Alice Boyes, PhD is a former clinical psychologist turned writer and is author of The Healthy Mind Toolkit and The Anxiety Toolkit.


 

If Your Company Is Going Through a Public Scandal, Should You Leave?

Having your employer get caught in a public scandal is an agonizing professional experience. Even if your company comes out okay financially, it’s likely to have a tarnished reputation. How do you evaluate whether to stay or go? Where should you draw the line on what you’re willing to be a part of? Does staying constitute an endorsement of the company’s bad behavior when you did nothing wrong? And how should you weigh the company’s diminished standing against your future career prospects?

What the Experts Say
When your company makes headlines for all the wrong reasons, you’re put in an “extremely difficult position,” says Dorie Clark, a marketing strategist and the author of Entrepreneurial You. “All of a sudden, the place you associate with your work, your colleagues, and your projects is overridden in the public imagination,” she says. It becomes a caricature. Your career becomes a gossipy punchline, and that is a very painful feeling for someone who is a serious professional.” It’s natural — and perfectly reasonable — to wonder if you should start looking for a new job. And yet, it’s rarely “super clear cut whether to stay or go,” says Amy Edmondson, a  professor at Harvard Business School. “It’s a personal choice and a judgment call.” As you contemplate whether to remain or look for other opportunities, there are measures you can take to safeguard your reputation and your sanity. Here are some things to consider.

Don’t self-flagellate
First things first: Don’t beat yourself up. Working for a company that’s caught up in an ugly public scandal is stressful, exhausting, and shame-inducing. “You feel besieged,” says Clark. And you often feel guilty by association. Indeed, studies show that the impact of a scandal on employees is far more significant than anyone would have ever thought. Researchers call this the “moral spillover effect.” But unless you were, in fact, writing emissions cheating software for VW or creating fake accounts at Wells Fargo or staying silent when you knew about harassment at Fox News, “you didn’t do anything wrong,” says Edmondson. “You were just there. Don’t be too hard on yourself.” (If you are at fault that is another story.) Pay special attention to your emotional needs during this time; being stigmatized can have serious consequences on your psychological health.

Understand the context
Next, understand whether the negative publicity your company is getting “is a problem you can move past or a body blow that will last for years,” says Clark. Your objective is to grasp the “extent of the scandal.” While it’s impossible to have “perfect clarity,” it’s important to have perspective. “Unless staying somehow condones the scandalous behavior, you shouldn’t feel the need to rush out the door,” she adds. A lot depends on the specifics of the scandal and where you sit within the organization. For instance, let’s say the problem was due to “the isolated behavior of one guy at the top,” and he’s been punished. When actions have been taken to correct misdeeds, it’s logical to assume that the scandal will soon die down, and, therefore, it’s not “necessary or useful for you to leave” right away, if at all. “If you’re going to leave, it should be for reasons relevant today, not for reasons that would’ve been relevant had you had knowledge of them three years ago.” Look forward, not backward. “Many companies have weathered small scandals.”

Take a stand (if necessary)
There’s often no need to leave quickly, but occasionally the situation warrants it. “There could be some scandals that are too inconsistent with your values or are too massive in scale that you feel the need to get out,” says Edmondson. If, for instance, your company’s continuing actions (or inactions) violate your moral and professional code, then you might consider taking a stand, says Clark. Say, for instance, details emerge that your company’s CEO is a serial sexual harasser and, for whatever reason, the board does not remove him. “If you’re a member of the leadership team, then you vote with your feet,” says Clark. Similarly, if your company’s scandal involves a “continuing drip of revelations” where it becomes apparent that the “problem was widespread” and many were complicit, it probably makes sense to start looking elsewhere.

Consider your future
You should also reflect on whether staying at your current company is the right thing for your job satisfaction and career prospects. If the bad press is resulting in an exodus of clients, hurting morale, or necessitating a wave of layoffs that includes colleagues who “are critical to your job happiness,” you need to weigh those things, says Clark. It’s also imperative to consider whether you’ll be able to continue to develop at your organization. Ask yourself: “Is this company so hobbled that my ability to grow and advance is limited?” On the other hand, says Edmondson, the scandal could cause you to think about why you’re there and what you can do to chart a path forward and help turn things around.” A little “soul-searching” is in order, she adds. “If you care about the organization and its potentially positive impact on the world, you can use this as an opportunity to reconnect and recommit yourself to improving it. Think: What can I do to bring my team closer? How can we come together to cope with and manage this challenge? How do we support each other?”

Lay off the networking
Clark is “a big believer in networking” but even she sets limits. When your company is entangled in a public scandal, “it might be a time when you do a little less,” she says. Otherwise, even light chitchat will center on your employer and its blemished reputation. “It’s a conversation piece — it’s like talking about the weather,” she says. “‘Oh, so you work for Wells Fargo? So, how about those fraudulent accounts?’” She recommends taking a temporary hiatus from the networking circuit for a few months. “Maybe during that three-month period, you join Toastmasters and work on your public speaking or you take a course,” she says. “Dial down meeting lots of people until your company is out of the headlines.”

Prepare for the challenges of searching
Contemplating a job search is intimidating in the best of times; when your company is enmeshed in a scandal, it’s downright daunting. “Although many employers would be understanding of why you want to leave, it’s not the easiest time to go out and look for new job,” says Edmondson. That alone is “a pragmatic reason to recommit” to your current company. Recognize that “until the scandal dies down in the public imagination, it’s going to be the thing that hiring managers will want to talk you about,” says Clark. You also need to understand that the “recruiter might view you in the short term at least as damaged goods. You have a brand albatross attached to your back.” If you are leaning toward leaving, you must be ready for the kinds of questions you’ll face. “You’re going to have to tell a story about the scandal and what kind of a culture could have allowed it to happen.” So practice telling that story in as neutral a way as possible.

Own your decision
Whether you stay at your job or resign, you mustn’t feel guilty or embarrassed. “Don’t feel ashamed of your role there if you have been doing good, ethical work,” says Clark. Since your professional and social circles will no doubt be interested in what you decide, she suggests preparing your own “scandal-related elevator pitch” in which you “acknowledge the scandal while simultaneously standing up for your team and your work.” First, she says, “express revulsion” for what happened. “Condemn the behavior that any reasonable person would condemn,” she says. Next, share your personal experience. “Say, ‘I worked there for 12 years and thankfully I never experienced” or saw any [fill in the corporate misdeed]. We ran a great department where the best ideas were allowed to come forward.’” Edmondson concurs. She recommends talking about the experience as “a learning opportunity.” Of course there’s always the option of a polite no comment. “Say, ‘I hope you will understand that it’s exhausting for me to talk about this. I am delighted to talk about something else.’”

Principles to Remember:

Do

  • Attend to your emotional needs. Being stigmatized can have consequences on your psychological and physical health.
  • Understand the extent of the scandal and whether the negative publicity is a problem your company can weather or a crisis that will linger for years.
  • Take a temporary hiatus from the networking circuit. Instead, consider other ways to develop new skills.
 

Don’t

  • Rush out the door. The scandal could actually be an opportunity to reconnect to your company’s mission and recommit to your organization.
  • Overlook the scandal’s effect on your career prospects at the company. Reflect on whether your ability to grow and advance is impacted.
  • Feel ashamed of staying if you have been doing good, ethical work. Take pride in yourself and your team.

Case Study #1: Consider your reputation, then make a thoughtful decision
Two years ago, Colin* worked in marketing for a small software company focused on the employment industry. Part of his job included being a public face for the brand. Colin directed social media campaigns, worked closely with the press, and he contributed articles to a large number of online publications.

“I was very happy the first year-and-a-half I worked there,” he says. “I had opportunities to take on new responsibilities and roles often up for grabs in lean startups. As a result I made no effort to conceal my excitement amongst friends and family.”

But over time, his employer “devolved into territory” that Colin found unnerving. The company’s questionable business decisions and deceptive billing practices caused it to develop a negative reputation. Nearly all the major online review sites, scam reporting sites, and even the Better Business Bureau listed numerous complaints against the brand.

Colin knew he needed to understand the extent of the problem. “I inquired with our customer service department and realized the depth of the issue, which was quite unsettling,” he says.

A few months later, the company was in the news when it was sued by a competitor for both copying copyrighted text and website look and feel. “Seeing your company mentioned negatively dozens of times hits you, as does seeing your company mentioned in a court case involving copyright infringement,” he says. “For someone who tries to live his life in an honest and ethical fashion it was difficult.”

He reflected on how the quality of work life would change should he decide to leave. Colin’s colleagues were split on the scandal. “Some tried to rationalize the company’s actions,” he says. “In the end, some left but most stayed.”

In the end, Colin felt his reputation was at stake, so he decided to make a career change. Today he works for a small family-owned agency. He has no regrets about leaving but, he says, the decision to stay or leave a company that’s embroiled in a public scandal is personal and situational.

“If you believe the scandal is warrantless or misdirected, then maybe you can button down the hatches and tough it out,” he says. “However if you are honest with yourself and feel the company is acting in an inappropriate manner, then it is up to you to remove yourself from the situation.

“While companies can withstand scandals, individuals fair much worse,” he adds. “So if a company is tarnishing your personal reputation, your name, your own brand, then you need to get out.”

Case Study #2: Pay careful attention to how senior leadership reacts; prepare how you’ll talk about the scandal to others
Several years ago, Linda* worked in the corporate social responsibility division for a large apparel maker that got caught up in a scandal related to supply chain issues and sweatshop labor.

“It was incredibly disheartening to see my company’s name in the headlines day after day in such a negative light,” says Linda.

 

She thought about leaving but didn’t want to do anything rash. Yes, her company had made mistakes, but Linda knew that the situation was more complicated than what was being portrayed in the press. Context was important. “My company was involved, but so were a few other companies. And there were other contributing factors that weren’t reported publicly,” she says. “The media didn’t have the full story.”

Linda also recognized that joining a competitor wouldn’t necessarily change her professional trajectory. “These issues are endemic to the industry,” she says. “Any company that has a supply chain faces these challenges to varying degrees.”

Morale at her company was low, but Linda tried to stay focused on her job. “For me personally, I considered [the scandal] a call to action to build policies that would prevent it from happening again,” she says. “Because of my position within the company, I felt empowered to make positive changes.”

Linda was also encouraged by the fact that her company’s executive leadership team seemed determined to address the problem. “They were trying to do something about it — they weren’t just sweeping it under the rug,” she recalls.

Still, she admits that it wasn’t always easy to stay upbeat. “The hardest thing was when I would go to a cocktail party and someone would ask me, ‘How can you work for that company?’ It was draining at times to feel like I had to fight for my company’s reputation.”

To cope, Linda prepared a response. “I acknowledged what had gone wrong, but then I talked about the honest efforts that we’d made to change things. I also mentioned some of the positive things we’d done to improve,” she says.

Linda remained at the company for a few more years after the scandal. “It’s always a personal decision whether to leave, but I feel good that I stayed,” she says.

* Names and identifying details have been changed.


Rebecca Knight is a freelance journalist in Boston and a lecturer at Wesleyan University.  Her work has been published in The New York Times, USA Today, and The Financial Times.


 

How to Get Your To-Do List Done When You’re Always in Meetings

Each morning, you emphatically write at the top of your to-do list, “Work on presentation!” Perhaps you even underline it a time or two for emphasis. But at the end of the day, your resolve has turned to dismay: yet again, you spent most of your time in meetings. And when you had a bit of time between them, you didn’t make any progress on your presentation.

So you keep waiting for the “perfect time” to sit down and knock out the whole project in one go. But meetings keep interfering and your presentation languishes on your to-do list, weighing heavily on your mind until you can’t escape it any longer. In a flurry of activity, you work day and night to get it done. You meet the deadline, but suffer in the process and dread the next time you need to finish another large task.

This cycle of knowing what your most important priority is, but feeling like meetings keep you from doing it, can be incredibly frustrating. But as a time management coach, I’ve seen that even if this way of working has been your life-long pattern, you can develop a more sustainable and less stressful approach to projects. Here are some tips on how to get project work done even when you need to start and stop for meetings.

First off, I want to challenge the idea that there’s a “perfect” time to move ahead on projects. A meeting-free day or even half-day may be your ideal, but you may never have this type of time. Waiting for a slice of project nirvana keeps you from getting started when you can. A better approach is to accept and work within the reality that meetings happen.

Next, to understand how to work on big projects in the smaller spaces between meeting, break the larger item into smaller parts. You can use your checklist as a guide for how to make incremental progress when you have a 30-minute break between meetings. For example, to prep for a presentation, you might write out:

  • Search for boss’s email about key points she wants covered
  • Look at notes from the last meeting
  • Talk to the building project manager
  • Think through the structure of the presentation
  • Write up the deck
  • Insert charts
  • Double check citations
  • Edit for typos and flow
  • Send to boss for approval
  • Schedule meeting to review the deck internally prior to the board meeting
  • Make edits
  • Write meeting agenda
  • Distribute deck and meeting agenda prior day

Even if you can just tick off one or two of these items at a time, you are still making progress. And when you come back to work on the presentation after some time away, you’ll know what you’ve accomplished and what’s next.

Another strategy is to protect some unbroken stretches of time in your schedule by putting in project time as a recurring event. For example, some of my coaching clients will block out an hour or two each morning for focused work. Some others have two, two-hour blocks of time in the afternoons each week marked as “busy.” Inserting in project time to give you at least an hour to get things done each day, preferably more, allows you to build some momentum day-by-day and week-by-week. It’s likely people will try to schedule meetings during those times, but when you can, hold firm to those boundaries.

Guarding time for projects as a recurring event starts to open up some room between meetings. But to really get project work done, you need to have pre-decided what you will do during those open times. If you don’t, the path of least resistance will lead to doing the first thing that comes to mind — like answering email.

You can approach making decisions about how to fill the project time in a few different ways. One strategy is to schedule in the projects as you receive them. For example, when a meeting is scheduled to present the latest data on your new building project to the board, you could immediately edit some of the project blocks of time in your calendar to designate the prep you will need to do. You may have two or three project work blocks marked for working on the PowerPoint presentation and then another project work block designated for practicing in front of your colleagues prior to the meeting. I use this scheduling strategy often — putting in time for writing articles, creating schedules for clients, etc., in my calendar as soon as I’m aware of the project and the deadline.

Another way to tackle project calendar blocks is to assess your priorities on a weekly basis. You can do this on your own, though in some work environments it makes more sense to do this planning as a team. Once your priorities are decided, put them into the open blocks of time in your schedule. This will give you a realistic picture about what will actually fit, and will give you advanced clarity on what you need to accomplish to avoid yet another week of little-to-no progress. Then, when you do sit down to do project work, refer to your checklist of smaller tasks. Accomplish those first, and then use the last five or 10 minutes before your next meeting to check email.

Also, be sure to save what you’ve completed and leave yourself a note of exactly where you stopped and what’s next. You can write any updates on your task list such as “left voicemail for building project manager, follow up if haven’t heard back by Friday.” And, of course, check off or delete items when you successfully complete them.

Although you may long for the perfection of a meeting-free day, you can still get project work done when you’re interrupted by meetings. Use these strategies to start making progress on your projects now.