New Year Resolution – Purge Your Files

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Do you still have a paper filing system? If so, when was the last time you examined it to see if the content was still worth keeping? Often times when we accumulate paper, it becomes a file and forget system. Paper goes in and never comes out, making it ineffective storage.

Yet the value of effective paper filing can be easily overlooked. Files are a useful tool for knowledge workers as they contain valuable information or ideas for future projects. The folks at Getting Things Done (GTD) have some very useful ideas on how to build and maintain your paper filing system. That way the material can add value to your work. The first point they share is to keep the filing simple by using an A-Z system.

People have a tendency to want to use their files as a reminder system in addition to reference, and therefore attempt to organize their files by projects or areas of focus. This magnifies geometrically how many places something isn’t when you forget where you filed it. One (or at least as few places as you can get by with) simple alpha system files everything by topic, author, or company so it could only be three or four places (if you forget where it is.)

Another key piece of advice is to purge paper files once a year. To do this go through each file to see what still have reference value and identify items that can be tossed. I find the period before or after the New Year is a great time to do this as business is usually slower, providing quiet time to organize. As the folks at GTD say a file purge is useful because:

That keeps them from being stale and you from feeling like it’s a black hole you’re putting things into. It gives you the freedom to keep anything you think you might want or need later.

Learn other methods to keep your paper files in order by looking at this GTD sheet.

However, if your focus has shifted away from paper into the digital world, then take time in the coming months to learn the best methods to Build a Second Brain!

The Tyranny of Small Choices

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Have you ever stopped to consider how many choices you make during the day?

Often when we think about decision making our minds consider the big operational decisions we make at work or in our lives. Yet the vast number of decisions we make every day are small. These choices range from what shirt to wear in the morning, to choosing a restaurant for lunch, down to what TV show to watch at night. Most of us pay little heed to these types of decisions, as they seem inconsequential beyond the moment they are made. However, sometimes these small decisions have outsized impact due to the fact that thousands or millions of people are making similar choices. This leads to the tyranny of small decisions.

In a recent article on the Big Think website, author Jonny Thomson explores how small choices can have oversized impacts. Early in the article, he explains the concept of the tyranny of small decisions.

In 1966, the economist Alfred E. Kahn first coined the term ‘tyranny of small decisions’ in an article of the same name. Kahn used this concept to describe how a series of small, individual choices could lead to an end point no one really wanted. It’s when various discrete and minor actions string together into something not desired by the decision-makers as a whole.

Kahn used as an example a train service that has lots of passengers in the winter, but little ridership in the summer. The choice the passengers make about when to take the train, seemingly inconsequential to each individual person, add up to impact the train service to the point where it could shut down.

Later on in the article, Thomson offers some examples of ways that the tyranny of small decisions can immediately impact your life and business. This first example is about skimping on training days, especially around cybersecurity.

Sixty percent of small businesses go out of business within six months of a cyberattack. Cyber-vigilance matters, and small decisions to skimp can have huge ramifications. Buying only basic internet security might save some money. Missing or having irregular cyber-awareness training might make you popular with your team. But few businesses can survive an $80 million hack.

Learn more about the tyranny of small decisions and ways to avoid them by reading the rest of the article.

Leadership & the Spirit of Excellence

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Many organizations strive for excellence, yet it is very hard to capture the spirit necessary to make that a reality. What is it that separates those organizations that achieve it from those that don’t? It may all come down to leadership.

The website Big Think recently featured an article called 5 ways for leaders to cultivate a “spirit of excellence” in teams. Written by John Roussot, it starts out by defining what is meant by excellence.

Excellence is not just a destination but a journey — the gradual result of always striving to be better. In the world of team dynamics, this pursuit of excellence becomes a shared mission, elevating each member’s personal and professional performance. Excellence, then, is not merely an aspiration but a continuous process, grounded in the humility to constantly learn, adapt, and grow. This journey is marked by a willingness to test new ideas, learn from every outcome, embrace failures as stepping stones, fail forward and collectively evolve through rich experiences.

What are the five ways that leadership can cultivate a spirit of excellence? It starts with curiosity.

Encourage curiosity: Foster an environment where asking questions is encouraged. Stimulate thought and inspire learning by posing thought-provoking questions and promoting open discussions.

Learn the other four ways by reading the entire article.

Beginner vs Advanced

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Have you ever got advice? Of course, you have. The real question is how often has that advice been useful?

The problem with advice is that it may be good for some people, but not for all. Also, some advice is helpful at the start of an endeavor but could be restricting as experience is gained. Tiago Forte recently thought about this problem and wrote his conclusions on his blog at Forte Labs. His primary insight concerns the crucial difference between beginner and advanced advice.

In any given pursuit – tennis, chess, jiu-jitsu, painting – there is a hierarchy of skills that you have to acquire one by one to progress. More fundamental skills lie at the bottom, like the base of a pyramid, and serve as a foundation for more advanced skills to be gained later on.

I’ve noticed that people often want to skip the beginner stages and go directly to the advanced ones. That’s an understandable desire – why spend more time as a novice than you have to? But if you don’t have a strong foundation and try to build too high, your efforts will inevitably crumble.

How do we determine the difference between beginner and advanced advice? Tiago suggests the following:

Beginner advice tends to take the form of an extremely simple, impossible to misunderstand, black-and-white rule.

The more advanced you become, the more options and pathways become available to you, each one tailored to a specific scenario. In other words, you have to choose which advanced strategy is right for you.

How what does this mean for productivity skills? Read the full article on the Forte Labs blog to find out.

The Overlooked Secret for Work Satisfaction

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What drives people to do their best work every day? Is it a big paycheck? How about impressive benefits? Perhaps it is awards and other types of recognition? While all that is nice, none of these factors is the most important to a sense of meaningful work.

In fact, the secret to workplace satisfaction costs nothing.

It is simply a sense of progress.

There is an ancient Greek myth about a cruel king named Sisyphus, a mortal cursed by Hades to roll a boulder up a hill for all eternity. The catch was that just before he reached the top, the boulder would slip from his grasp and roll back to the bottom, forcing him to start over. For too many people their workday is Sisyphean in that they put in hours of effort with no sense of progress to claim for it.

According to Teresa M. Amabile, and Steven J. Kramer, authors of The Progress Principle: Using Small Wins to Ignite Joy, Engagement, and Creativity at Work, the best way to find satisfaction at work is to have a sense of daily, meaningful progress. In their surveys of workers, they found that 76% of people’s best days involved progress, while only 13% involved setbacks. As they summed up:

“Of all the positive events that influence inner work life, the single most important is progress in meaningful work.”

What was more surprising to them was how little management understood and appreciated this fact. According to their surveys, a sense of progress was dead last in a list of possible motivating factors. This demonstrates a strong disconnect between perceived and actual reality. On the positive side, it means that managers who pay attention to workflow, clear barriers and set out clear goals will help their employees feel more successful and fulfilled.

A sense of progress is important to authors. There is an old adage that authors succeed by writing something every day. Even if the work they produce is ultimately not used, the dynamic of forward progress in the task of writing is essential to eventually finishing that novel or long essay.

To learn more about how a sense of progress can improve your everyday work, read The Progress Principle: Using Small Wins to Ignite Joy, Engagement, and Creativity at Work.

Tidying Before the Holidays

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As we approach the end of the year, invitations for parties and unexpected get-togethers start to fill the calendar. This often means having guests show up at your door. When hosting, it is important to have a warm and welcoming environment. Yet when the stress of the holiday season is combined with the normal day-to-day flow of life, how can one be ready for the festive times in time?

Helpful advice comes from Marie Kondo, founder of the Konmari Method of organization. She has devised a step-by-step guide to tidying before the holidays. The first step is to visualize your space.

Before starting, imagine how you want your holiday season to look and, more importantly, to feel. When you think of the perfect evening with your family, what do you picture? Do you see thoughtfully planned meals enjoyed around a table or a quiet night spent drinking tea with someone you love? Visualizing your ideal holidays will help you decide how to focus your energy.  

A later step is designed to create space to accommodate the influx of new items into the home.

With holiday traditions that often include gifts and packages arriving by mail, more elaborate meals or perhaps a Christmas tree, you’ll likely need to rearrange certain spaces and temporarily store unneeded furniture and items. Start by choosing a place to store everything you plan to put away – preferably somewhere out of sight. Then, pack items away by category, so you can easily return them to their proper places after the holidays. 

Read all the steps on the Konmari website.

7 Surprising Ways Your Library Card Can Save You Money

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Do you know which card in your wallet might save you the most money? It’s not your fancy points credit card, or your AAA membership. It is mostly likely your library card!

While it is common knowledge that people can check out books for free at the library, and in fact, many libraries have even dropped overdue fines! However, there are multiple ways to get value out of your local library than simply borrowing books. This past week NPR reports Marielle Segarra and Audrey Nguyen published an article called 7 surprising ways the public library can help you save money. For the first way they highlight unusual items that some libraries lend out.

Libraries offer all kinds of items on loan. “Video games, musical instruments, board games. Some libraries have bakeware collections where you can get baking pans,” says Threets.

Akhila Bhat, branch manager at Harris County Public Library in Katy, Texas, says her library system has a seed library. “Patrons can pick up seeds to start a garden and drop off seeds for others to take home and plant.”

Meanwhile, libraries like the Providence Public Library in Rhode Island have tools you can check out. That includes a cordless drill, safety goggles and a laser level.

Photo by Kampus Production on Pexels.com

Another way that the authors highlight the value of the library card is through the free activities and events happening monthly at your neighborhood library.

Save money on live music by checking out what your local branch has to offer. The New York Public Library’s performance art space, for example, has upcoming concerts featuring a choir and a quartet. And people can watch a classical guitarist or a harpist perform at different libraries in Los Angeles County.

Learn about the other five ways to save money with your library card by reading the rest of the article on the NPR website.

How to Tell What Kind of Procrastinator You Are

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You do it. Your work colleagues do it. I did it before starting this post. What is it?

Procrastination!

Throughout the day, we all experience that lack of desire to move forward on projects or tasks. Yet, the question is why does this happen? According to journalist Lindsey Ellefson, writing in Life Hacker, procrastination comes in at least six different flavors. In her recent article, she highlights each one, starting with perfectionism:

The perfectionist. You’re worried that your work might not meet a high expectation, so you don’t finish your work or, in some cases, don’t even start it at all.

For each of the six types of procrastination, Ellefson offers a possible solution. For example, with perfectionism:

If you’re the perfectionist, remind yourself that it’s your own personal standards that are stressing you, not necessarily the work itself, and you can do the work by setting realistic, incremental goals before getting started. I struggle with this one, and a tactic that helps me is working out what the absolute worst possible outcome might be if I don’t do well on a task. Even if I get a zero on a test, what will it do to my overall grade? When I think realistically about how I’m almost certainly going to get way higher than a zero—but even if I didn’t I’d be okay—I feel better, and get to work.

To discover the other five types of procrastination, please read the rest of the article. Of course, you could always put off doing this for later …

Thoughts on Management: Improving Meetings and Communication

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Adapted from my presentation to the Library Journal Management Training group on Oct. 24, 2023.

No organization can succeed without effective management. Grand strategic plans and lofty visions mean nothing without dedicated middle managers mobilizing the boots on the ground to turn these dreams into reality.

For six years I was a branch manager in the Palm Beach County Library System. Those years were some of the most enjoyable, challenging, and growth inducing I have faced as a professional. During that time, I honed skills and sought understanding of how to make my role more effective not only carry out the library’s mission, but also to support my branch staff in the process. During this time, I discovered that there are many factors that impact managers. Some of the most important ones are running productive meetings, handling change, and practicing effective communication.

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While middle managers are often derided, such as famously on the TV show The Office, for many people they are wonderful positions. A middle manager in libraries is often in a sweet spot where they are close enough to the front lines to see the direct impact of the service, while also far enough back to get perspective and be part of broader system-wide projects. The key tension for managers is handling the responsibilities that flow to them from both above and below. Managers need to ensure that the front-line work is done effectively by offering support and guidance to their staff. At the same time, they must interpret policy and directives coming from administration and communicate those effectively to their team.

Read the rest of the article on the Efficient Librarian web site.