How to Organize a Shared Workspace

As a fan of GTD, I have been able to organize my personal workspace to match my work style. Having a private office helps me keep control. However, many office workers are stuck in shared workspace situations. While they can control their own immediate spot, the common areas seem to be an unruly land. Is it possible to organize a shared workspace?

Francesca Stracuzzi recently mapped out a way to do so in five steps on the KonMari website. The first step is to take stock of your office’s current state.

“Many desks are overloaded, and both paper and digital archives are not functional, making it difficult to find documents and files,” she says. “A messy and disorganized desk generates stress, anxiety and demotivation, and, in the midst of that chaos, it also reduces our ability to make decisions. I am convinced that space affects our emotions and conditions our performance, so freeing the desk means lightening the mind and working with more serenity and clarity.”

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The next step is to get support from leadership.

“In my work experience, I have seen that the management of space, particularly offices and desks, is left to individual workers,” says Francesca. This may seem logical, but it often leads to a snowball effect, wherein one messy desk turns into many. 

Instead, Francesca recommends encouraging a different perspective within the team, including management, that focuses on how getting organized can benefit the whole team.

By framing the idea of a team organization project to leadership this way, you’ll have an easier time getting them to sign off on the project.  

To learn more about the steps to organizing a shared workspace, including the final three steps, please visit the KonMari website.

Avoiding Burnout

Do you find yourself constantly thinking about problems at work? Do you answer emails late into the evening? On vacations can you unplug yourself even for a day or two?

If you answered yes to any of these questions, you are a candidate for burnout. In his most recent newsletter author and speaker Shola Richards addressed what burnout is and how it happens.

Burnout, by definition, is the state of emotional, physical and mental exhaustion caused by excessive and prolonged stress.

In fact, in 2019, the World Health Organization recognized burnout as an official medical diagnosis.

My hope is that this distinction will continue to help remove some of the stigma around burnout. 

Constant working is a sure recipe for burnout. Beyond taking meaningful breaks throughout the day, are there other ways to avoid burnout? In his newsletter, Shola suggests three specific ways. First is consistent self-care.

I cannot say enough about the importance of having a consistent self-care routine. It could be daily meditation, taking a walk outside, journaling, curling up with your favorite novel, going to therapy, listening to a podcast and/or TED Talk, getting eight hours of sleep, hanging out with loved ones, or taking a much-needed break from watching cable news and/or from social media. As long as it’s bringing you joy and it doesn’t hurt you or anyone else, please keep doing it consistently.

Second is to set boundaries. If everyone is pushing to have your attention, that prevents you from giving attention to the things that lift you up. Some people live this way because they are afraid of how others will view them. One profound sentence from Shola demonstrates the error in this way of thinking.

And remember, the only people who will be upset with you for enforcing your boundaries are the people who benefited from you not having any boundaries in the first place.

Third, he suggests paying close attention to the company you keep. The truth is that some people lift you up while others drain you. The simple equation is to be more around the former far more often than the latter.

The best gift that you can give yourself is to separate yourself from the drama-addicted people in your life, as much as possible. Is it always easy to do this? No, but when it comes to living a positive life, it’s not always about doing what’s easy–it’s about doing what’s necessary. And avoiding burnout is possibly one of the most necessary pursuits on earth for your overall health and sanity (especially now). 

To tap into Shola’s weekly insights, please sign up for his newsletter and visit his website.

Things Great Leaders Do Differently

Developing leadership skills is a lifetime commitment. While anyone can be placed in a leadership position, it takes practice and a bit of talent to excel at it. Therefore, it can be helpful to study the habits and techniques of great leaders to see how they operate.

Author Kevin Kruse was able to do that and published his findings in an article on the Forbes website entitled 10 Surprising Things Successful Leaders Do Differently. The first discovery on the list seems to flip a popular piece of advice on its head: Close the Open Door Policy.

Open door policies are passive ways to facilitate communication and do more harm than good. They make deep work and strategic thinking virtually impossible for the manager. Worse, research shows that half of all employees won’t go through the open door with problems or ideas because they fear repercussions. It’s time to close your door and open your calendar. Recurring, weekly one-on-one meetings are a far better way to proactively facilitate communication, and pre-scheduled “office hours.”

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Another common perception that Kruse challenges is the idea of treating everyone the same. Instead, he believes that great leaders have favorites and treat them differently.

In a misguided attempt to be impartial and fair, too many managers treat all their team members the same. But it turns out that’s the most unfair thing we can do to people. And it’s the fastest way for you to lose top talent. Instead of treating everyone alike, you need to learn to individualize your leadership approach. You need to take the time to understand each of our team members when it comes to their: talent, experience, attitudes, strengths and goals. Then you play favorites, not based on who you like better, but based on who’s earned it.

To learn the other eight surprising things that successful leaders do differently, read the article on the Forbes website.

A Downside to Efficiency?

One might think that having a website called the Efficient Librarian would mean that I am all in for efficiency. To an extent, that is true. Most of the time it makes sense to find the simplest way to complete tasks to save time and energy. For example, making a habit of the Two Minute Rule makes sense to move forward on quick tasks as soon as they show up.

However, there are situations in which efficiency has a downside. Too often we get locked into one way of thinking. This leads to doing things efficiently but never questioning why they are being done in the first place! For example, several years back I learned that my library system was compiling a very specific quarterly statistics report. When asked what we did with the numbers, the reply was that the final report was being placed in a drawer and never used. In the past there might have been a purpose, but it no longer applied. I immediately told them to stop compiling this report and everyone was relived.

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Additionally, efficiency can be the enemy of experimentation. If new ideas and approaches are needed, doing the old ways more effectively is worthless. Therefore, it is helpful to regularly take time to reflect on our systems. Asking the following questions may provide insight:

  • Why are we doing this?
  • What value does this produce?
  • Is there something else we could be doing instead that would be more valuable?

Even if the task remains valuable, there may be better ways of doing it, either through technology or a newly discovered best practice. Changing over to a different approach will be less efficient while it is implemented. However, the savings over time as the new approach sinks in reaps benefits.

For example, a dozen years ago my library system went all in on self-check and self-return technology. Staff definitely had a learning curve in understanding the new systems and teaching the public how to effectively use them. However, time savings for staff along with fewer repetitive stress injuries made the transition worthwhile. In fact, it did not take long for staff members to openly wonder why we didn’t make the switch sooner!

For homework, take time this week to look at one of your systems or tasks. Ask the questions above to determine if it is useful to continue doing it. You might be surprised by the results!

Kris McGuigan on Courage

In these trying times, we all need to build more courage in our lives. The question is how to do it!

As the current Florida Library Association President, I am very excited about our upcoming conference in Orlando May 15-17. At the top of my list for the event is listening to our Keynote Speaker, Kris McGuigan. She is the author of The Requisite Courage, a book designed to help build confidence and clarity in your life in order to overcome any obstacle. As Kris describes of the book on her website.

Life is full of disruption: whether suffering a loss, altering your environment, or gaining a new leader. The Requisite Courage offers the precise know-how for navigating change, taking control of your destiny, and creating long-lasting results.

If you want to align your corporate strengths to personal values or just need to stop clinging to the status quo, The Requisite Courage is the direct and fearless approach to problem-solving you’ve been missing.

I am excited to share that Kris will be doing an exclusive Q&A with FLA members on Tues. March 5, 2 pm EST. This will be a great opportunity to meet Kris for a discussion about courage and other topics.

Also, see highlights of Kris as a speaker by checking out her Speaker Demo Reel on YouTube.

Registration is now open for the FLA Conference. I hope to see you in Orlando.

Choosing What to Do: The Steps for Engagement

Did you know the secret to getting things done is to do actions that get things done?

I know that sounds like a big “duh”, but in honesty people frequently get hung up on their next move. Even if they have defined their work, decided on next actions, and have their lists available, picking the precise thing to do in any given moment can still trip up overthinkers. Thankfully, David Allen has thought through the process of engagement, which is the fifth stage of the GTD workflow process. On his website he shared tips to help decide which action to do next.

When it’s time to Engage, people often ask how to choose from what may be long lists of tasks to do. That’s when it’s helpful to use the criteria for choosing:

Context – What place, tool, or person will the action require? This is the first limitation for choosing–it has to be. If you’re not in the right place, don’t have the right tool, or access to the required person, you can’t take the action.

Time available – How much time do you have to take the action? If you have 20 minutes, only consider actions that you think will take less than 20 minutes.

Resources – What is your energy like to take the action? Have you been in back-to-back meetings all day and you’re tired? Or are you just finishing your morning coffee and feeling alert and enthusiastic? You’re probably already considering this more than you realize when you choose what to do.

Priorities – What’s the most important one to choose based on your roles, goals, long-term strategy, and purpose?

David then goes to share how to use the Horizons of Focus to narrow down your priorities along with a description of the three-fold nature of work. What to learn more? Click over to the Getting Things Done website to find out!

Disney Magic @ the Library – An Interview with James Songster, Sue Schank, & Barbara Blake

How can we develop better leaders, improve organizational culture, and create better teams? Perhaps it can happen through magic, that is Disney Magic!

Over its history, the Walt Disney Corporation has produced world-class effective leaders, highly creative and energetic teams, and a lasting culture of performance. In fact, the company has a teaching arm called The Disney Institute, which teaches the secrets of the company that have been discovered over many decades.

Recently I interviewed three former long-term employees of The Disney Institute to learn more about their experiences. Also, we discussed how they are bringing these best practices to libraries across Florida. The Better Leadership team includes James Songster, Sue Schank and Barbara Blake. In a wide-ranging interview, I asked them about their views on leadership, teamwork, and building a powerful culture. Below is an excerpt from the interview.

Doug: What were the key aspects for a successful teamwork and how you trained other people on how to build those key aspects of successful teamwork?

James:  My leaders were able to bring in people that were already in the right mindset. A big part of our philosophy was to choose for the mindset that complements our team and then teach skills, as opposed to somebody’s who’s got this great skill set and now we have to shape their mindset. I think another huge key factor was the way we benefited from being in an environment where we had an amazing collection of differences. We valued and craved diversity because we want as many different ideas, backgrounds and thoughts as we can. It’s a strategic advantage that is complementary to our mission. It gave us a greater ability to serve the clients.

Barbara:  In order to serve our education audience, we created a unique and diverse labor strategy.  In the 8-month season in which we offered our educational programs, we led close to 200 facilitators.  We utilized college interns for a semester experience, part-time staff and we “borrowed” staff from around Walt Disney World to teach our programs.  In this way, we were able to gain an immense range of diversity in our facilitation team.  To manage all these diverse cast members, we needed them to buy into our mission and vision.  They needed to know how to best represent The Disney Company to our audience!  The key to having a staff attuned to the same mission is on-going, effective communication.  All our staff were aware of our mission and values before joining the team, and were then given training to insure they also exemplified those values with every guest group they led.

Sue: I would have our trainer team instill to our trainees that everyone was there because they showed such enormous potential. Every single one was deserving of respect all the way around. It was vitally important that we respected each other. We knew everybody was different as we purposely hired a diverse team, but we respected those differences and respected those people. The talents and the gifts they brought to us were critical for me.

Read the entire interview on the Efficient Librarian website.

Celebrating Small Wins

When was the last time you celebrated a small win?

Oftentimes we save our acknowledgement of success for big ticket items such as completing major projects or winning significant awards. For leaders, it is easy to dismiss small wins as simply our employees doing their jobs. Yet it is important to highlight success as it shows up in the moment in order to keep people excited and on task.

In a recent article on the Fast Company website, Ashley Cooksley, CEO North America of The Social Element made a strong case for celebrating small wins. This is especially true for rough fiscal times.

As business leaders, it’s easy to forget about the small things our teams do every day to keep the company moving forward. We face major challenges on a daily basis—and it’s fair to say that not every business ended last year on a high note financially. Budgets have been squeezed, and companies have been given a nearly impossible task of consolidating third-party partners while also finding efficiencies.

As leaders, we feel this pressure while doing as much as we can to shield our teams. This means we’re often tasked with finding moments worth celebrating, even when faced with some of the business’s largest challenges.

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When celebrating these small wins, it is helpful to understand the motivations of team members and what they appreciate.

First, you must understand your employees enough to discover what truly drives and inspires them, and then acknowledge and celebrate their accomplishments accordingly. Tools like the DiSC personality test can help you grasp what motivates each individual as well as what brings them joy.

Some people seek titles, recognition, and visibility for their exceptional work within the company. Promotions even with a minimal pay increase can send the signal that you acknowledge their contributions, and importantly, that others will also notice their achievements. Meaningful shout-outs in front of the department or to the company will go a long way toward demonstrating that they’ve been seen and valued.

To learn more about how to honor small wins, please read the rest of the article.

Einstein’s 7 Rules for a Better Life

E=MC2

The most famous equation in all of physics was developed by arguably the best-known scientist ever, Albert Einstein. While that equation had to do with calculating energy, Einstein was not just a student of theoretical physics, but also a great study of how to live a good life.

In a recent article on The Big Think, Ethan Siegel explores Einstein’s 7 Rules for a Better Life. Taken from a recent biography on the great scientist, Siegel shares life lessons which served Einstein well. For example, take Rule #3, Have a Puzzle Mindset.

Einstein was pretty much the prototype individual for someone who viewed every difficulty he faced as a puzzle to be solved: in physics and beyond.

Consider his oft-misunderstood but most famous quote, “Imagination is more important than knowledge.” While many people had looked at the puzzle of objects moving near the speed of light before — including other geniuses like FitzGerald, Maxwell, Lorentz, and Poincaré — it was Einstein’s unique perspective that allowed him to approach that problem in a way that led him to the revolution of special relativity. With a flexible, non-rigid worldview, Einstein would easily challenge assumptions that others couldn’t move past, allowing him to conceive of ideas that others would unceremoniously reject out-of-hand.

Rule #4 carried on this thought by sharing the advice to: Think deeply, both long and hard, about things that truly fascinate you.

Over the course of his long life, Einstein received many letters: from those who knew him well to perfect strangers. When one such letter arrived on Einstein’s desk in 1946, asking the genius what they should do with their life, the response was as astute as it was compassionate. “The main thing is this. If you have come across a question that interests you deeply, stick to it for years and do never try to content yourself with the solution of superficial problems promising relatively easy success.”

Learn about the remaining five rules by clicking over the The Big Think website.