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Time Management

Is Your Harried Mind Causing You to Underachieve?

April 20, 2020 By Nagesh Belludi Leave a Comment

American psychiatrist Edward Hallowell, author of Driven to Distraction (2011,) surveyed cognitive effects such as reduced attention instigated by the hyperkinetic environment that’s become an artifact of modern life.

A never-ending barrage of stimuli and sensations have instigated distractibility, mayhem, inner frenzy, and impatience. Consequently, people can’t stay organized, establish priorities, and manage time effectively—causing them to underachieve.

Hallowell described how “Attention Deficit Trait (ADT)” makes smart people underperform in this Harvard Business Review article.

ADT is brought on by the demands on our time and attention that have exploded over the past two decades. As our minds fill with noise, the brain gradually loses its capacity to attend fully and thoroughly to anything.

The symptoms of ADT come upon a person gradually. The sufferer doesn’t experience a single crisis but rather a series of minor emergencies while he or she tries harder and harder to keep up. Shouldering a responsibility to “suck it up” and not complain as the workload increases, executives with ADT do whatever they can to handle a load they simply cannot manage as well as they’d like. The ADT sufferer therefore feels a constant low level of panic and guilt. Facing a tidal wave of tasks, the executive becomes increasingly hurried, curt, peremptory, and unfocused, while pretending that everything is fine.

At a time when the modern corporate culture over-rewards folks who can multitask, deal with ever more responsibilities, and respond now, Hallowell offers the following solutions:

  • Promote positive emotions. Create a work positive, fear-free emotional work environment in which the brain can function at its best.
  • Take physical care of your brain. Adequate sleep, a proper diet (increase complex carbohydrates and protein intake,) exercise, and meditation are vital for staving off ADT.
  • Get organized. Take note of the times of day when you tend to perform at your best; do your most important work then, and save the routine work for other times. Reserve a part of the day to think, plan, and do “deep work.”
  • Regulate your emotions. To thwart an imminent overreaction to stress (“amygdala hijack” per Daniel Goleman‘s Emotional Intelligence (1995,)) distract yourself by stopping and doing something else. A self-soothing action calms you down until you can focus again.

Idea for Impact: Stress is a terrible ailment in today’s workforce. Learn to manage yourself actively instead of continually reacting to problems as they happen. Avoid overburdening yourself and squandering your willpower. Regulate your work environment, tweak your work habits, get organized, and manage your emotional and physical health.

Wondering what to read next?

  1. Understand What’s Stressing You Out
  2. Learn to Cope When You’re Stressed
  3. A Quick Way to De-stress: The “Four Corners Breathing” Exercise
  4. How to Encourage Yourself During Tough Times
  5. Hustle Culture is Losing Its Shine

Filed Under: Health and Well-being, Living the Good Life Tagged With: Balance, Getting Along, Mindfulness, Stress, Suffering, Time Management, Worry

A Quick Way to De-stress: The “Four Corners Breathing” Exercise

April 9, 2020 By Nagesh Belludi 1 Comment

Whenever you feel frenzied, i.e., your mind is restless and disturbed, a centering meditation can help you focus inward, pull together your scattered energies, and allow your mind to become calm.

Here’s a quick-and-easy deep breathing exercise called “Four Corners Breathing” suggested by psychologist Lucy Jo Palladino in Find Your Focus Zone (2007):

  1. Find an object nearby that has four corners—a box, your monitor, or even this page.
  2. Start at the upper-left-hand corner and inhale for four counts. Breathe in, filling your lungs with air.
  3. Turn your gaze to the upper-right-hand corner and hold your breath for four counts.
  4. Move to the lower-right-hand corner. Exhale for four counts.
  5. Now shift your attention to the lower-left-hand corner. Tell yourself to relax and smile.

Repeat these steps 3 to 5 times, or as often as you like.

You can do this centering exercise practically anywhere without drawing attention to yourself. It can initiate an immediate shift in consciousness, enabling you to bring greater awareness into the world around you and maintain your calm.

According to ancient meditation practices, the breath can link the mind and the body. When the breathing is calm, the mind is calm, and the body is calm.

Deep breathing is an effective way to moderate the activation of your sympathetic nervous system, which controls the body’s response to a perceived threat.

Idea for Impact: Breathing exercises need not take much time out of your day. Set aside some time to pay attention to your breathing. Even a few minutes of slow, deep breathing can help you get a grip on your mind, manage your emotions, short-circuit the stress response, and keep your mind focused.

Wondering what to read next?

  1. Learn to Cope When You’re Stressed
  2. Niksen: The Dutch Art of Embracing Stillness, Doing Nothing
  3. Understand What’s Stressing You Out
  4. If Meditation Isn’t Working For You, Try Intermittent Silence
  5. Is Your Harried Mind Causing You to Underachieve?

Filed Under: Health and Well-being, Living the Good Life Tagged With: Anxiety, Balance, Mindfulness, Stress, Time Management, Worry

The Costs of Perfectionism: A Case Study of A Two Michelin-Starred French Chef

March 30, 2020 By Nagesh Belludi Leave a Comment

Marc Veyrat, a top-rated French chef, sued the Michelin Guide in 2019 for downgrading his world-renowned restaurant in the French Alps from three to two stars. Just the previous year, Michelin had awarded Veyrat the highest ranking. That achievement had marked his comeback after he had given up cooking for several years following a skiing accident and a 2015 fire at his restaurant.

Just Excellent …

In an infamous court case, now known as ‘Cheddargate,’ Veyrat speculated he was downgraded after an “incompetent” Michelin inspector with an unrefined palate mistook the ingredients.

Veyrat claimed the anonymous inspector thought Veyrat had used English Cheddar in place of French Reblochon, Beaufort, and Tomme cheese in one of his signature soufflé dishes. “I put saffron in it, and the gentleman who came thought it was cheddar because it was yellow,” Veyrat contended.

“It’s worse than a wound. It’s profoundly offensive. It’s worse than the loss of my parents, worse than anything. It gave me a depression.”

Michelin’s review had commended Veyrat for being “true to his reputation” and described his cuisine as a “pastoral symphony” that blends “woodland fragrances and Alpine herbs.” But Veyrat would have nothing less than three stars.

… Not Exceptional

At the court hearing, Veyrat demanded a symbolic €1 in damages. He asked for proof that the Michelin inspectors had even dined at his restaurant. He demanded to see their judging notes and clarify how they had come to their decisions. (The Michelin Guide’s evaluation criteria are perhaps the biggest trade secrets in the restaurant business.)

In reply, Michelin denied the Cheddar-related allegations and accused Veyrat of acting like a “narcissistic diva” suffering from “pathological egotism.”

Veyrat lost the court case.

Nobody Likes Rejection, Certainly Not a Perfectionist

Veyrat’s wounded pride is understandable. The Michelin Guide is arguably the world’s foremost arbiter of haute cuisine. Many chefs base their entire identity on getting three Michelin stars, the ultimate culinary accolade, and, in so doing, self-inflict extreme pressure to be labeled “exceptional.”

The Michelin Guide is not without controversies. Michelin stars can bring significant prestige, but also intense pressure on chefs. The unrelenting psychological stress and the financial demands of producing ever more creative dishes have even led a few chefs to suicide. Over the last decade, several renowned chefs have also requested Michelin to revoke their stars and opted out of the system in a quest for better work-life balance.

In 2019, South Korean chef Eo Yun-gwon sued Michelin for including his restaurant in the Michelin Guide after he’d told them not to. He declared, “The Michelin Guide is a cruel system. It’s the cruelest test in the world. It forces the chefs to work around a year waiting for a test [and] they don’t know when it’s coming.” Some chefs closed their restaurants and launched lower-key eateries that still cater to discerning epicures.

Idea for Impact: Challenge the Perfectionist, “All-or-Nothing” Thinking

This Marc Veyrat-Michelin Guide episode is yet another reminder that being a perfectionist—and insisting on excellence at all costs—has a dark side. Perfectionism can cause adverse outcomes such as excessive procrastination, low self-esteem, depression, and anxiety.

Perfectionists tend to engage in “all-or-nothing thinking”—that they are either perfect or worthless. In reality, most of us operate on the continuum between these two extremes. We’re neither perfect nor worthless, just “good enough.”

If you’re struggling with perfectionism, it’s crucial to take in the concept of being and doing “good enough.”

Wondering what to read next?

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  2. Yes, Money Can Buy Happiness
  3. Don’t Over-Deliver
  4. The Simple Life, The Good Life // Book Summary of Greg McKeown’s ‘Essentialism’
  5. Great Jobs are Overwhelming, and Not Everybody Wants Them

Filed Under: Living the Good Life, Sharpening Your Skills Tagged With: Assertiveness, Balance, Getting Things Done, Perfectionism, Psychology, Time Management, Work-Life

Personal Energy: How to Manage It and Get More Done // Summary of ‘The Power of Full Engagement’

March 23, 2020 By Nagesh Belludi Leave a Comment

Jim Loehr and Tony Schwartz’s best-selling The Power of Full Engagement (2003) is a persuasive reminder that matching your energy to a task is the key to excelling.

Personal energy, like willpower, is a “reservoir” that not only becomes depleted during a day but also can be filled up. “Energy, not time, is the fundamental currency of high performance.”

Your Most Valuable Resource is Energy, Not Time

Even if you’re effective at time- and task-management, you may often find yourself with the available time to do something, but not the energy, focus, or passion needed. You can achieve so much with better time-management, but at some point, you can’t put in more hours because time is a finite resource. You can then pivot to another realm of self-management—your personal energy.

  • Identify the kinds of activities that drain and sustain you. If you know yourself well enough, you can make conscious, proactive choices that will help you feel more energetic throughout the day.
  • Understand your working pattern. Match your tasks to your energy levels throughout the day. If you are at your best first thing in the morning, work on something challenging at that time and defer the mundane and the routine until later in the day.
  • Start your day with a brief planning session to force yourself to be proactive. Planning is easier when your energy levels are highest, which, for most people, is first thing in the morning.

Manage Four Types of Personal Energy

The Power of Full Engagement characterizes four distinct but related sources of energy—physical, emotional, mental (ability to focus,) and spiritual (values and beliefs.) For peak performance, you must be physically energized, emotionally connected, mentally focused, and spiritually aligned.

  • Energy levels vary from person to person, and people are each energized or exhausted by different things.
  • If you feel wiped out, think about which of these four “reservoirs” of energy is depleted. Stimulate yourself by doing something else that can draw stamina from another reservoir of energy.

Create Positive Energy Rituals

The authors’ study of the performance of top-rated athletes revealed that they rely on rhythmic patterns of focused performance and convalescence. In other words, peak performers push themselves intensely for a time, recuperate, and then return to another round of focused performance. The higher the performance demand, the greater the need for recovery and energy renewal.

Human beings operate in rhythms. Every 90 to 120 minutes, we transit from a high state of arousal slowly down into a lull. Our physiological constitution is designed to balance energy expenditure with intermittent energy renewal to help sustain energy throughout the day.

  • Intersperse periods of intense work with rejuvenating breaks. Build a rhythm throughout the day so that when you’re working, you’re truly engaged. After a period of intense activity, take a break to renew your energy levels.
  • Develop intentional routines and rituals—habits that can become automatic over time. Habits are so much more potent because they can reduce the need to rely on your limited conscious will and your discipline to take action.

Idea for Impact: Energy, Like Time, is a Resource You Must Learn to Manage

The Power of Full Engagement (2003) is an essential read—it can help you operate “rhythmically between stress and recovery” and pace your day better.

For sustainable high performance, you need to find systematic ways to expend your energy positively and balance it with regular energy renewal.

Seek periods of good energy and favor them. Reconsider periods of reduced energy and manage them better.

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  2. How to … Nap at Work without Sleeping
  3. Task-Driven Living Is a Form of Self-Deception
  4. A Guaranteed Formula for Success: Identify Your #1 Priority and Finish It First
  5. The Simple Life, The Good Life // Book Summary of Greg McKeown’s ‘Essentialism’

Filed Under: Health and Well-being, Sharpening Your Skills Tagged With: Balance, Discipline, Getting Things Done, Mindfulness, Motivation, Procrastination, Productivity, Task Management, Time Management

Understand What’s Stressing You Out

March 2, 2020 By Nagesh Belludi Leave a Comment

Mindfulness comes from paying attention to what you’re feeling right now and then taking the first steps to let go of your regrets, worries, and fears.

To gain an insight into why you’re feeling stressed out, first get into a relaxed frame of mind. Take a deep breath. Hold it for a moment, and then exhale.

Mentally ask yourself, “Why am I so tense right now?” Then, listen to whatever feelings pop into your mind or notice any images of distress or anxiety that emerge.

If you can’t get an evocative response to your question, imagine that you’re confiding in a best friend or chatting to a counselor.

Your spontaneous reflections can give you valuable insights into your inner feelings and concerns. Become acquainted with your inner experience and embrace what you see with a kind heart.

Try a relaxation technique—play with a pet, soak in a warm bath, listen to soothing music, practice yoga or meditation, do physical activity, write a journal entry (try expressive writing,) or get a massage. When you perform a relaxation technique, you’re stimulating activity in the parasympathetic nervous system, which can offset the effects of your body’s overly activated stress response.

While relaxation techniques may calm you down and relieve the immediate symptoms of stress, they’ll not help alleviate the underlying triggers of stress.

If you resort to relaxation merely to suppress or bury your emotions, the tension will find its way to pop up somewhere else.

For a more in-depth, enduring solution to your stress, you must learn how to unshackle yourself from this source of stress through alternative actions. Ask your inner self, “What do I need to do to stay calm?” Be receptive to what your mind tells you.

Don’t overanalyze the past, get upset, and increase your stress. Stay in the moment.

Look forward. Ask yourself, “What is the first baby step I can take toward mitigating my stress?” Or, “What is a stumbling block that I can overcome now?”

Idea for Impact: By practicing positive modes of reflection and taking small corrective actions now, you can bring balance to your inner life and deny those negative emotional patterns their power to affect your sense of self-control.

Wondering what to read next?

  1. Is Your Harried Mind Causing You to Underachieve?
  2. Learn to Cope When You’re Stressed
  3. How to Encourage Yourself During Tough Times
  4. How to … Break the Complaint Habit
  5. Anger is the Hardest of the Negative Emotions to Subdue

Filed Under: Health and Well-being, Living the Good Life Tagged With: Balance, Getting Along, Mindfulness, Stress, Suffering, Time Management, Worry

How Can a Manager Get Important Things Done?

January 13, 2020 By Nagesh Belludi Leave a Comment


Distinguish the Variances That Require a Manager’s Attention

When critical care facilities in hospitals monitor patients’ vital signs, staff nurses are notified only when vital signs go beyond each patient’s pre-programmed range. Unless the monitoring devices sound an alarm, nurses take for granted that the patient’s condition is stable enough and will receive only routine medical attention.

The “Management by Exception (MBE)” method is the notion that a manager’s attention must be focused only on those areas in absolute need of his/her engagement.

As a rule, lower-level managers should handle recurring decisions. Only problems concerning extraordinary matters should be referred to higher-level managers.

This “exception principle” emphasizes that executives at the upper levels of an organization have serious restrictions on their time, capacity, and willpower. They should refrain from being caught up in minutiae that can be handled just as effectively by their junior managers.

A case in point: many companies establish protocols that designate the level of authorization required for purchases. Companies delegate authority carefully, prescribing spending limits for each level. For instance, a team leader’s approval is necessary for purchases of over $1,000. A department manager must approve purchases of over $5,000, the divisional leader for purchases of over $10,000, and the CEO for purchases over $50,000.

Managers Just Can’t Do Everything

The exception principle helps managers focus their attention on more worthy matters that justify their attention. Most managers hesitate to manage by exception because of the very human predisposition to focus on the immediate, tangible, and well-defined problems as against the distant, high-priority, challenging, and abstract problems.

In other words, mangers must distinguish programmed decisions from non-programmed decisions. Programmed decisions are routine activities that are well-defined and can be dealt with by using an established protocol. Non-programmed decisions are exceptional or significant endeavors that involve unfamiliar, one-time, and unstructured problems needing higher-level decision-making.

Idea for Impact: Don’t Get Lost in the Thicket of Trivia

As a manager, there are only a few things that you must do. Focus on those and delegate the rest. But keep an eye on how things are going; you are still accountable for any work you delegate.

Decentralize as much decision-making as possible. Establish protocols and standard operating procedures (SOPs) that empower your staff and enable your organization virtually to run itself.

Identify what deviations constitute as an exception and intervene only to solve significant problems.

Wondering what to read next?

  1. How to Develop a Vision for Year 2020?
  2. Making It Happen: Book Summary of Bossidy’s ‘Execution’
  3. How to Stop “Standing” Meetings from Clogging Up Your Time
  4. Do You Have an Unhealthy Obsession with Excellence?
  5. The Bookend Rule (or ’10–80–10′ Rule) of Delegation

Filed Under: Leading Teams, Managing People, MBA in a Nutshell Tagged With: Delegation, Employee Development, Getting Ahead, Goals, Great Manager, Time Management

How to Develop a Vision for Year 2020?

January 2, 2020 By Nagesh Belludi Leave a Comment


Four Rules for Priority-Setting

As you think about what you want to achieve in the New Year, consider these four rules for priority setting laid down by the original management guru Peter Drucker in his seminal The Effective Executive (1966; my summary):

Courage rather than analysis dictates the truly important rules for identifying priorities:

  1. Pick the future as against the past;
  2. Focus on opportunity rather than on problems;
  3. Choose your own direction—rather than climb on the bandwagon; and
  4. Aim high, aim for something that will make a difference, rather than for something that is “safe” and easy to do.

How to Develop a Vision for 2020?

The first thing to do before thinking too far ahead in the future is to identify what success really means to you. Ask yourself, “It’s 31-Dec-2020 and the year 2020 is almost over. I am getting ready to celebrate the turn of the year with a tremendous sense of accomplishment. What have I achieved?”

Visualize a year 2020 wherein everything has turned out the way you’ve wanted. You have given it your best, worked your hardest, and achieved all your goals. Now write down what you imagine.

Take the time to think through and develop a clear picture of where you want yourself and your work- and personal lives to be in three months, six months, and one year.

This exercise is generally effective at helping folks differentiate between tasks that simply feel urgent or top-of-mind from those that are truly important.

Idea for Impact: Getting clear on your vision will help you create a path that feels the most meaningful, stimulating, and fulfilling to you.

Wondering what to read next?

  1. How to Turn Your Procrastination Time into Productive Time
  2. If Stuck, Propel Forward with a ‘Friction Audit’
  3. Use This Trick to Make Daily Habits Stick This Year
  4. Resolution Reboot: February’s Your Fresh Start
  5. Ask This One Question Every Morning to Find Your Focus

Filed Under: Career Development, Living the Good Life Tagged With: Discipline, Employee Development, Getting Ahead, Goals, Motivation, Targets, Time Management

How to Stop “Standing” Meetings from Clogging Up Your Time

December 19, 2019 By Nagesh Belludi Leave a Comment

Monthly staff conferences, progress updates, weekly sales calls, and other regularly scheduled “standing” meetings, essential though they may be, tend to be wasteful, especially so when they’re convened per tradition and attended out of an obligation.

The beginning of the year is a great time to examine all the standing meetings that you’re invited to. Review your calendar and consider the RoI of each standing meeting. Make each one of those meetings defend the use of your time—and your employees’ time.

Ask how else you could accomplish the goals of each meeting efficiently. If you must hold a meeting, remind all its participants of the reasons for gathering, and check if the meeting—and the frequency—still serves that purpose. Rewrite the charter of these meetings if necessary. Look at ways to complete the meetings more efficiently—perhaps in half the time, half as frequently, or with half the people.

For instance, a design team may convene for twice-a-week status reports at the project launch while there may be many decisions to make. Once the early frenzy subsides, only a monthly meeting may be justified, complemented by frequent status updates shared via email.

Idea for Impact: Don’t keep going to every meeting just because you’re invited, or because you think you have to.

Wondering what to read next?

  1. The Three Dreadful Stumbling Blocks to Time Management
  2. The Bookend Rule (or ’10–80–10′ Rule) of Delegation
  3. Micro-Meetings Can Be Very Effective
  4. Ask This One Question Every Morning to Find Your Focus
  5. Fear of Feedback: Won’t Give, Don’t Ask

Filed Under: Effective Communication, Leading Teams, Managing People Tagged With: Conversations, Delegation, Efficiency, Getting Things Done, Great Manager, Meetings, Time Management, Winning on the Job

A Great Email Time-Saver

November 29, 2019 By Nagesh Belludi Leave a Comment

When you’re trying to schedule a meeting with someone, make it easier for them to respond by proposing one or two choices in your initial email: “How about 9:00 AM on Tuesday?” or “Are you available on Tuesday at 10:00 AM or on Wednesday at 3:00 PM?”

Don’t give them many options (“any time next week”) or, worse yet, don’t ask them to leaf through their calendar and suggest a time (“I know you’re busy. Let me know when you want to meet.”)

Keeping it brief and specific maximizes the chance that one of your suggested times will work out, and they’ll quickly say “yes” without further iteration.

Wondering what to read next?

  1. Don’t Let the Latecomers Ruin Your Meeting
  2. At the End of Every Meeting, Grade It
  3. How to Decline a Meeting Invitation
  4. Save Yourself from Email Overload by Checking Email Just Three Times a Day
  5. Stop asking, “What do you do for a living?”

Filed Under: Effective Communication, Sharpening Your Skills Tagged With: Email, Etiquette, Meetings, Time Management

Yes, Money Can Buy Happiness

October 7, 2019 By Nagesh Belludi Leave a Comment

This HBR article considers why the pursuit of money isn’t bringing you joy.

Even though, as a society, we really have more time to spend than in previous societies as a result of convenience and mechanization, we tend to use free time to work yet more and expand our bank accounts, rather than invest that time in things that can provide us with more happiness—meaningful relationships, for example.

The article (and the related podcast) explains how to value your time over money, in particular by hiring help. Here is a précis:

You might not be able to change how many hours you work in a week, but you might be able to change how much of those non-work hours you’re spending on chores.

If you are having a really busy weekend and you have four or five hours of chores to do at home, that means you’re going to have four or five less hours to spend in any other way that could promote meaning and happiness.

When considering how we can use money to increase our happiness, most of us think of investing it in positive experiences like Hawaiian vacations. But it’s also important to think about how to eliminate negative experiences from our day. Take small actions—don’t do anything too drastic, but just sit down and think about whether there’s anything you can outsource that you really don’t like, that stresses you out a lot, that you can afford.

Idea for Impact: Use your hard-earned money to buy time, reduce stress, and increase happiness

If you feel increasingly strapped for time, consider (think opportunity costs) earmarking a fraction of your discretionary income to hire a personal assistant and buy get yourself some more of that most valuable of life’s supplies, free time.

Start by asking your friends for referrals for a reliable assistant. Outsource your housework, shopping, errands, and other tasks that you dislike. Use the salvaged time to seek activities that bring you joy—recreation, relationships, spiritual and intellectual nurturance, or even productive work.

However, farm out personal chores in moderation. There’s some evidence to suggest that people who outsource too much have the lowest levels of happiness, perhaps as a consequence of indolence.

Wondering what to read next?

  1. The Simple Life, The Good Life // Book Summary of Greg McKeown’s ‘Essentialism’
  2. The Extra Salary You Can Negotiate Ain’t Gonna Make You Happy
  3. The Easy Tracking Spreadsheet That Can Transform Your Money Habits
  4. The Problem with Modern Consumer Culture
  5. Wealth and Status Are False Gods

Filed Under: Living the Good Life, Personal Finance, Sharpening Your Skills Tagged With: Balance, Delegation, Getting Rich, Getting Things Done, Happiness, Materialism, Personal Finance, Productivity, Simple Living, Time Management, Work-Life

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About: Nagesh Belludi [hire] is a St. Petersburg, Florida-based freethinker, investor, and leadership coach. He specializes in helping executives and companies ensure that the overall quality of their decision-making benefits isn’t compromised by a lack of a big-picture understanding.

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