It’s Monday morning and you’ve got a lot to get done around the office. You have 125 emails sitting in your inbox from months ago you just didn’t get around to. You have 3 back-to-back client meetings today. Plus, the pile of documents on your desk that need your review and signature…
A research study examining 139 participants suggests that Mondays are experienced differently than other weekdays. The research results concluded that employees are less satisfied and more susceptible to work stress experiences at the beginning of the workweek. What some refer to as “Monday Blues”.
So, what are the nitty gritty details of how you can get yourself prepared to navigate around these challenges and accomplish what you want on a Monday and during the week?
Here are 3 practical tips to get you ready for the week ahead:
1. Zero Inbox Monday: It's Important to Be at Inbox Zero on Monday Morning
With approximately 374.3 billion emails sent globally each day, it is obvious that email is still a popular communication method.
Considering the high volume of emails we receive each day, it is important to manage our email interactions in a productive, stress-free way. One way to do so, is to start at a zero mailbox on a Monday. Now, the term “zero” does not mean that you must always have an empty inbox. Instead, it refers to keeping the number of emails in your inbox that need your attention to be forwarded, delegated, deleted, or responded to at zero. Remember to always respond immediately to an email that can be answered in two minutes or less.
If an email takes two minutes or less to answer, respond to it
immediately.
Inbox management systems like Hiver, Superhuman and Gmelius are
efficient ways to keep your email interactions organized. Some of the email
management tools also stimulates the production of the happiness hormone, Dopamine
by sending you reward messages like: “You’ve been at inbox 0, 3 weeks in a row.”
2. Priority Review Friday: Do a Full Review of the Week Gone By and the Week Ahead
End of the week is usually a time when productivity dips, but it’s also the best opportunity to reflect on the past week and set yourself up for success for the upcoming week.
Sit down at the end of the day on Friday (or at the end of the work week) and do a full review of the following:
· What targets you hit the past few day
· What important conversations you need to have next wee
· What the important targets are for next week
· What important forecasts need to happen next week
Microsoft has a ton of weekly planner templates that can be downloaded and used for free.
You might come across items that need to be delegated and discussed with
the team and you are tempted to send an email out to get it off your list. Ticking
something off your to-do-list by putting the ball in someone else’s court
doesn’t mean the task is completed. Instead, the email you send out would most
likely either go unnoticed or result in additional obligation in a team member causing
them stress and hurting their productivity. Before hitting the send button on
your email, ask yourself if the email is so urgent that it can’t wait for a
more convenient time.
Avoid sending out emails at the end of the work week that trigger
action, unless absolutely necessary.
If you are worried about forgetting to send the email, include it on
your next week’s to-do-list, draft the email to send it at a later time, or
schedule to send it later by using the “delay delivery” option.
Pick 3 top priorities from your Friday priority review and set a weekly intention to get them done. The non-negotiable mindset helps maintain working in the “Optimal Zone” of performance, enhancing focus, reducing stress, increasing productivity, and improving the ability to make decisions. Unless you start your week with a clear understanding of your key priorities, you will be chasing things throughout the week without getting much done.
Time blocking is critical in staying committed to your top threes. Make
sure you set aside time slots in your calendar dedicated to each priority to
prevent them from getting overshadowed by other less important activities.
Consider building in some buffer time for unforeseen events to add flexibility
without completing derailing your schedule.
Time blocking is critical in staying committed to your top 3s.
Don’t lose focus if unexpected changes come your way. Before jumping in
to address an unexpected situation, remain calm and take a moment to assess its urgency. Remain adaptable and re-evaluate your priorities if the tasks related to the changes cannot be delegated. Communication is crucial during times of change. Keep stakeholders in the loop and brainstorm possible solutions. An additional benefit of consistent communication is building trust and understanding within the team enabling adaptation to evolving circumstances.
Once the situation has been resolved, take time to reflect on how you
handled it. Challenging experiences are not setbacks. Rather, they are great
opportunities for personal and professional growth and development. Ask
questions like: what went well? What can be improved next time?
Like any other productivity enhancing technique, consistency is key. You
can do more and do it better with persistence and willingness to adapt.
In the pursuit of a successful and fulfilling life, mastering productivity to safeguard your energy is crucial, but it’s also important to remember that enhancing productivity skills should not revolve around doing more (although accomplishing more is a natural outcome of boosting productivity). Instead, it should be about accomplishing what truly matters in line with your goals and aspirations. By implementing these actionable strategies, you will position yourself to achieve meaningful and impressive results over time, while protecting your energy.