Jim Henson's Kooky Take on Time

Last week I went on a Freelancer Field Trip to check out the Jim Henson exhibit at the Museum of the Moving Image.  While there was plenty of Henson's inspiring puppetry (to say nothing of the myriad other attractions at this fantastic museum), the thing that stood out for me was Henson's 1965 experimental short film, Time Piece. In 9 frenetic minutes, this The Academy Award-nominated short tells the story of the everyman who juggles work and family, bounds between sickness and health, and wrestles with desire and obligation.  All the while, clocks tick and a relentless staccato beat marks the passage of time.  Our protagonist is constantly on the run, but never seems to get anywhere.

I couldn't help but think of this as a slightly kooky window into the work that I do with busy professionals who are trying to lead, love and live the best they can with the time they are given.  There is something timeless about this struggle.

For your amusement, and without further adieu, I give you Jim Henson's 1965 Time Piece:

(Note:  I would rate this film about a PG-13 for some tame-ish burlesque dancing... so keep that in mind if you are watching this in a shared office space.)

Can't see the video above?  Watch it here.

3 Super Online Tools for Writing and Reflection

One of my personal goals for this fall is to take more time for regular writing and reflection.  To get back in the groove, I've turned to some of my favorite free online writing tools.  Each of them make getting the words out fun, simple, and relatively painless. Write long:  750 words.com On the face of it, this site is simple: log in daily, start writing, and don't stop until the auto word-counter tells you you've hit 750 words (approximately 3 pages longhand).  Once you've accumulate several days worth of input, the site's algorithms kick in and you can take advantage some very cool bells and whistles.  Based on your writing, the site offers you data on everything from your typing speed to your mood and mindset; you can even earn badges for consecutive days of writing.

Write quick: ohlife.com Ohlife is founded on the simple premise that keeping a journal doesn't have to be a time-consuming endeavor.  Once you sign up on the site, you will receive an email each day that asks you simply, "How'd your day go?"  Reply to that email with whatever you want to write about your day, and the site will archive your responses (which you can access on the site at any time).  Collectively, your answers to this one question constitute a record of your days.

Write deep: doyou10q.com 10Q is an annual online reflection event that takes place during the 10 days between Rosh Hashanah and Yom Kippur -- but you don't have to be Jewish to participate or to benefit.  Sign up and starting on September 28th, you will be sent one question a day to answer about your life, looking back and looking ahead.  (Sample question: "Think about a major milestone that happened with your family this past year. How has this affected you?") Your answers are "sealed in the vault" at the end of the 10 days and - here's where it really gets cool - only become available to you one year later (time capsule-style).  I'm going into my 3rd year of doing 10Q and can't wait to look back on my answers from 2010 and 2009.

BONUS - Write old school: (Non-virtual) Journal Online tools are great, but sometimes I just want to put pen to paper.  My go-to sources for journals are Moleskine (when I'm feeling spendy) and Muji (where my favorite journal costs $1.50).  Nothing beats a good old-fashioned blank page.

What are your favorite tools or prompts for writing and reflection?

The One Planning (and Focusing and Decision-Making) Tool I Couldn't Live Without

  Three years ago at the Selah Leadership Program, I was introduced to a planning tool that I've used every single day since.  This magic tool?  POP.

The POP Model was developed by organizational consultants Leslie Sholl Jaffe and Randall J. Alford.  POP stands for Purpose, Outcomes, and Process, and it's a simple and effective tool for keeping yourself and others focused aligned in almost any context.

Purpose answers the question, why is this important?  

Outcomes answers the question, what do we most need to accomplish?

and Process answers the question, how will we accomplish the outcomes?

It is easy to see why these three little questions have so much resonance.

  • Purpose fuzzy?  You are likely to find yourself spinning your wheels, lost and not sure how you got where you are.
  • Outcomes unclear?  Team members may be working toward different goals, reducing the group's overall impact.
  • Process ignored?  You'll find yourself in the middle of a dead-end meeting, wondering why there is so much talk and so little progress toward what you really need to be getting done.

POP In Action

To use the model, articulate the Purpose of what you are taking on, your desired Outcomes, and the Process for how you will get to the outcomes.  In some contexts it is beneficial to use POP on your own, and in others it can be a powerful tool for aligning a group.  POP can be the basis for a 5-minute back-of-the-envelope exercise, or an all-day, organization-wide planning endeavor.

Say you have an upcoming meeting with your staff to plan your big 2012 fundraising event.  Before the meeting, you might sit down and take 5-10 minutes to sketch out a POP for yourself:

  • Purpose: The purpose of this meeting is to kick-off planning for the 2012 fundraising event.
  • Outcomes: We need to leave this meeting with:
    • Clarity around who will spearhead each major piece of work.
    • A decision on if we will hire a marketing consultant or handle that in-house.
    • An understanding on the part of the Development team of the Board's expectations for how much $$$ this event will bring in.
  • Process:  In order to get to these outcomes:
    • I need to think about who I believe should take on each major piece of work, before the meeting.
    • I should look at that research we did two years ago about marketing consultants so I can go into the day with a ballpark figure of how much it would cost to outsource.
    • I sh0uld also have a conversation with my Development Director to make sure he understands the Board's target for this event -- that way he can help me get his team on board during the meeting.
    • Finally, I need to design an agenda for this meeting that will produce the outcomes I want -- so that we don't get lost in the weeds.

POP is a powerful tool to use in meetings. The meeting facilitator can either lead the group in collaboratively defining the meeting's Purpose, Outcomes and Process in real-time, or can bring a pre-defined POP to a meeting and solicit group-buy in.  A meeting where the whole team knows the POP -- why we are there, what we are trying to get to, and how we will get there -- is a meeting worth everyone's time.

POP can be used at the beginning of projects -- Why are we taking on this project? What do we want to accomplish by doing it? How will we accomplish that?  And, it can be a test of alignment, mid-project, when things seem to be drifting off course -- Why were we doing this project again?  What were we trying to accomplish?  How can we get back on track?

For me, the power of POP is in slowing down and thinking about what I really want to get out of the effort I am putting into a meeting, a project, or a partnership.  In a group context, going through the POP process can reveal hidden assumptions, biases and leaps in logic that would otherwise derail the group down the line.

It is no exaggeration to say that I use POP every single day.  I may have even POP'ed a vacation once or twice!   Try it out, and let me know how you experience the simple power of POP.
Want to learn more about applying POP in your organization?  Learn more about working with me.

Make Purging Clutter as Easy as 1,2,3 (Guest Post by Liz Dahmen)

[box]This summer I've been collaborating with Liz Dahmen, professional organizer and project manager extraordinaire at Make Space.  With Liz's focus on space and my focus on time, we are essentially helping folks with two sides of the same coin.  Nearly all of my time management & workflow clients also need some help corralling their physical stuff, so I am sure that Liz's guest post below will resonate.  You can read much more from Liz on her blog.  Enjoy!  - Sarah [/box] How To Purge With Ease by Liz Dahmen of Make Space  

Problem: It’s time to conduct a major wardrobe/ junk drawer/ garage/ under-the-bed/ you-name-it purge but the thought of sorting through all of that stuff terrifies you.

Solution: Use the rule of threes! Whenever you want to purge, limit yourself to three categories at a time.

Example 1: Junk Drawer

Either pull out the drawer or empty it into a box or bucket. Choose your three categories, I like to start with:

1) Trash (it’s amazing how much trash we keep in our drawers! from bits of string to broken rubber bands)

2) Misfiled (items that actually have a home somewhere else and you know where that somewhere else is, like pens- why are there 7 pens in this drawer when I have an entire cup devoted to just pens over there?) WARNING: Resist the temptation to go put them away in the right place, this will lead to major distraction. Just pick up the pen, note that you know where it lives, and put it in the “Misfiled” category.

3) Homeless but Important (you don’t know where it should live, but it’s important- like that necklace with the broken clasp that you have been meaning to take to the jeweler, or the gift certificate to the local movie theater you got for watching your neighbor’s dog)

Now, your first pass is complete! Congratulations! You know what to do with theTrash category. The Misfiled group can now be returned to their actual homes, and all you have left is the Homeless but Important group which is way simpler to tackle than an entire junk drawer. Here we make a second pass and choose three (again, just three!) more categories for our Homeless items, for example:

1) Worth Money (gift certificates, punch cards, coupons)

2) Office Supplies

3) To-Dos (items that are awaiting your attention, like that broken necklace, or something you borrowed that needs to be returned to someone)

As items get whittled down they become easily manageable and you can have fun with your categories, or just let them be inspired by what you see in front of you.

Example 2: Clothes Closet Purge

Go through every single item in that clothes closet and relegate each piece to one of three (no more!) categories. Generally, we always start with the following:

1) Keep (it fits, you love it)

2) Donate/ Recycle (it doesn’t fit, you haven’t worn it in a year)

3) Trash (it’s unwearable, soiled or otherwise unfit for donation)

At the end of the first pass you can expand to three more categories (again, only three at a time!), but now instead of dealing with everything in the closet, you’re just going to sort through the “Keep” pile. For example you may choose to sort it into

1) Off season (if it’s warm, you pull out the cold weather close and store somewhere else)

2) Special occasion (why keep that dress you wear once a year with your work clothes?)

3) Workout wear (finding your gym clothes will be a snap)

By this time, your clothes will be feeling manageable instead of daunting, and you’ll be able to allot the appropriate amount of space in your closet to your different categories.

Read more from Liz Dahmen over at Make Space!

3 Steps to Focusing at Work When It Really Counts

Are you able to focus when it really counts? When deadlines are looming -- when funder reports are due (or maybe were due a week ago), when you need to submit that important journal article -- how do you carve the time out of your already busy week to produce great work?

It's not like you can make the everyday emails, meetings, and work tasks stop while you work on this one really important thing.   You have to fit it in somehow.  Here's how.

Step 1: Identify The Conditions You Need to Do Your Best Work When, and under what conditions, do you get your best work done?  If trying to squeeze in a big writing project at the end of a busy day clearly won't work for you, what would work?  Some things to consider:

  • Time: Do you do your best work early in the morning, or  do you kick into high gear after everyone else has gone to sleep?
  • Place:   Can you do focused work at your desk, or do you need a change of scenery?  Consider taking a chunk of time out of the office if your everyday setting is too distracting.
  • Duration: At a certain point, you will face diminishing returns.  A 90 minute sprint of focused work (at your most productive time and place) may produce better results than a 4 hour marathon.

Step 2: Book It Once you know when and where you can get your best work done, schedule it.  Put it in your calendar in no ambiguous terms: "8 - 11 AM, report writing at public library."  This now represents a commitment to yourself.

Step 3: Do Everything You Can to Protect Your Focused Time This is the most important step -- because if you do the first two steps and then let the time disappear, you're back to square one.

  • Protect the time from others: Don't schedule meetings or phone calls during the time you've set aside for this important work.  Let others know you will be unavailable, and that they shouldn't disturb you.  If you are staying in your office, you might want to put a "Do Not Disturb" sign outside your work space.
  • Protect the time from yourself:  Before starting work, preemptively eliminate whatever distractions might pop up and pull you off course.  Turn off your phone and use web blocking software (I use this and this) to keep yourself from wasting time online. If you're working offsite, bring only the materials for this one project so that you won't be tempted to work on others.

Once you've taken the three steps above, you've created a solid container for doing your best work.  Now all that's left is to hunker down and be brilliant!

What have you learned about the conditions in which you do your best work?