Category: Ready

Who’s On The Team? (Wellness Edition)

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Who is on the team?

I’m going to be real and honest this week.  Well, I’m always real and honest, but I am going to talk about things that are a little uncomfortable to talk about because… well… sometimes we need to do the uncomfortable things.

Because they’re the right things to do, even if they’re uncomfortable.

Before we go too far today, I want to start with the end in mind:

  • We need to de-mystify medical issues, wellness and prevention, and we need to talk about stuff.
  • I’m fine. 
  • I am very appreciative of my team, of knowing that I am not alone and that I have very smart people I can call.
  • We need to pursue prevention and wellness in positive terms.
  • I am encouraging all of us this week to map out our plan and make our appointments for 2024.

I am happy to say, I took care of all the recommended wellness screenings and vaccinations for my age group in 2023.  Before you think I’m bragging, trust me – I’m not.  In full transparency, I received my results from the test I took instead of having a colonoscopy on December 28.  So to say I took care of them in 2023… well, I just squeaked that last test into 2023.

The question I want to ask us today is “Who is On The Team?” And let’s think of them as a team, as people who are smarter than us in certain areas and who are here to help us.

This week, that is in health care terms. Here’s the story:

It’s Spring, 2020. I had created a great team, I thought, over the last 20 years with a gynecological practice and primary care practice in the same clinical building.  And then… just as I really needed them in 2020, my gynecologist who delivered all three children retired, the clinical building closed and all the doctors left with no follow up for over 3 months.

Because of that experience, I realize just how important it is to have A Team. And to think of wellness and prevention in positive terms.

I’m always on track with my annual gynecological exams and my mammogram. I struggled with medical issues starting in the summer of 2020 that culminated with a major gynecological surgery in February of 2021, so staying on top of those issues is more important to me than ever and I never miss a year.

However, because I had done so much medical stuff in the 6 months leading up to that surgery, I did not get an annual general physical exam or lab work, etc., in 2022. 

But, I understand the importance of regular screenings and preventive medicine.  I encourage all of us to understand that and to make time NOW to take care of ourselves to save time and heartache later.  So in 2023 I re-committed to prevention and re-examined my team.

I made the calls that needed to be made, I made the appointments, I did the work.  Did I like all of it?  No.  Did I do it anyway?  Yes.  Because, like in organizing, maintenance in wellness is where is the secret and foundation to success.

In 2023, I had not yet had a colonoscopy, even though recent changes to the recommendations tell us that we should start getting those at 45 years old, and let’s face it, I am more than 45 years old. And as my otherwise totally chill and relaxed gynecologist said very strongly at my appointment with her in July, there are worse things than getting a colonoscopy – Like GETTING COLON CANCER. 

In truth, I wasn’t actually worried about getting a colonoscopy.  My hurdles were navigating our insurance, setting aside 2 days to schedule the prep and exam, not wanting to bother anyone with needing to drive me, etc. So, at my annual physical in November, my primary care doctor mentioned Cologuard, a test I could do at home and then send in, and I thought that sounded like a great idea.  (And it still took me a few weeks to do it, after I got the kit!) The “everything looks good, you have 3 years until you have to do it again” were the results I received on December 28.

I am taking a while to get around to what I really want to talk about today.  I added another member to the team recently.  For much of 2023, I had a spot on the right side of my nose that just wouldn’t heal.  It would almost heal, and then I would wake up and it would be bleeding again. 

I am a fair-skinned Irish girl. I have worn SPF 35 or more every day for 23 years. I have two colors – white and red.  There is not much in-between for me.  I have family members who have had skin cancer.  I knew I needed to make the call.  I hesitated for a while because my son was getting married in late September, and I didn’t want to have surgery before that.  It isn’t reasonable, of course, to think this way, but it is what I thought.

So, right after the wedding, I made the appointment for a skin screening, and that screen occurred the first week of November.  They completed a thorough skin screening and took a biopsy of the spot on my nose.  This may sound strange, but even though the dermatologist was also concerned about the spot on my nose, I left the office that day feeling so relieved, knowing that except for that spot, the rest of my skin looked good and healthy. 

I received the results the week after Thanksgiving, that I have a basal cell carcinoma on my nose and it needs to be removed. Let me assure you, this is the blandest, least concerning type of skin cancer there is and I am perfectly fine.  You can google it, if you’d like, goodness knows I did.  And now, I have a Mohs procedure (you can google that, as well) scheduled in two weeks to remove the spot.

Did I want to have the dermatologist appointment?  No.  Did I want to have the screening? No, because I was worried about what they would find. Again, not logical thinking, I know, but that was my thinking nonetheless. And because I was worried, it was EVEN MORE IMPORTANT TO MAKE IT HAPPEN.

What’s really interesting is that now that I have to take a few weeks off around the procedure for recovery and have spoken to clients, friends and peers about scheduling, I have heard just how common this procedure is. Thirty percent of fair skinned people will have it in their life time. As soon as I mentioned that I have to do this, I learned that many people I know have already had this procedure. Which goes back to the the statement – we need to de-mystify medical conditions and talk about stuff more openly.

Which is what I am doing today.

So, back to the original question.

Who’s on the team?

  • My chiropractor, my massage therapist and my nutrition response testing provider (all at the same office), and I probably see them the most often;
  • dermatology practice;
  • gynecologist practice;
  • eye doctor (just had my 6 month check-up this past week);
  • my primary care doctor; and
  • my dentist.
  • I’ve also worked with and can call on them again – a nutritionist, a healer, a physical therapist, an oriental medicine practitioner and acupuncturist, and a therapist.
  • More importantly, who needs to be on your team? What are the recommended tests and screening for people your age? If you haven’t already scheduled those for 2024, may I gently suggest you give those some thought this week?

So, let’s review.

  • We need to de-mystify medical and wellness and prevention, and we need to talk about stuff.
  • We need to examine the excuses we tell ourselves, because sometimes those stories are wrong.
  • I’m fine. 
  • I am very appreciative of my team, of knowing that I am not alone, of knowing I have very smart people I can call, and of thinking about prevention and wellness in positive terms.
  • And I am encouraging all of us this week to map out our plan and make our appointments for 2024.

What does that look like for you?

Using the terminology from last week’s podcast and article, start with the easy and the obvious.

Schedule your dentist appointments, your eye doctor appointment, your annual physical. You don’t have to complete them right now, but please, get them on the calendar for some time in 2024. And if doing that all at once feels overwhelming, place a reminder on the first day of each month to call one office and make one appointment. Or, make that note for your birthday of the month – meaning, for me, the 7th of every month could be wellness day. I always use my birthday in the Fall as a reminder to get my flu shot.

If you don’t know what the recommended screenings are for your age group, ask your primary care provider or google it. Have the uncomfortable conversations, make the tough phone calls. Be the leader of your wellness team and make your plan!

To paraphrase the words of my doctor last summer, what’s worse than the screenings and vaccines to prevent illness? Actually having the illness! Mobilize that team!

Arriving On Time, in 5 Minute Increments!

You are a responsible human being.

Congratulations!

You make a conscious decision to not procrastinate on important things – Also, congratulations.

You have places to go and things to do, and you leave with time to get where you need to go.

Aces.

You don’t like to be late, and you don’t like to add unnecessary stress to your, or anyone else’s, day.

Rock on. 

And yet… sometimes you still run late.  Or get stressed. (And you can still be an amazing and responsible human being and still occasionally run late.)

But, what gives?

At an event last week, a person asked me exactly this question.

They do all the right things. 

They pay attention to their calendar, their schedules.

They respect their own time and others’ time.

They have a realistic time estimate of how long their regular commutes take.

They allot the proper amount of time to get where they are going.

This is all great news.

But they mentioned that even for the event that we were both attending that day, having left the office with what they considered plenty of time to get to where they were going, they still felt like they were running late and made it just on time.  There were clearly still snags, so we chatted some more.

The obvious fix could be adding in a few minutes extra for just in case, like just in case they got stopped by a co-worker in the hallway.  But they already do that.

So I asked a few more questions, since they have already conquered so many stumbles around planning, respect and awareness.  And because they were arriving with no time to spare and also still stressed.

And I asked if, when they were getting ready to leave to come to this event, if they had factored in the extra two or three minutes we all need as transition time.  And the answer was no.

You know, the “not necessarily-stand up and immediately leave their office” part, but the three to four minutes of small tasks that they might need to complete between the standing up and the leaving the office.

For example, taking their phone off the charger and putting it in their pocket.

Making sure they have their ID and key fob so they can get back in the office.

Checking the outside temperature on the weather app to determine if they need to grab their jacket.

Or glancing out the window and running back for an umbrella.

Getting almost to the door, and then taking the moment to log off their computer because they need to safely do that because they work in a shared workspace and they need to be safe and responsible with their computer.

Maybe they need to find their glasses or sunglasses.

You know, the “Pat the Pockets” sequence that takes time.

A client called it the floss and gloss, with a mirror next to the back door to check her smile.

So phone, keys, glasses.

So it’s not even necessarily like other people distracting them at this point, but it’s recognizing that very often stand up is also not leave time factor in anybody else into that equation.

In my article and podcast Never Be Late Again, we call this the difference between Load Time and Leave time

And, what if this person was going to walk across campus with a friend, and now they have to wait for their friend’s Pat the Pockets sequence.

The first suggestion for this person to arrive on time and and stress less is to be aware of what those leaving the office tasks are and how long they take, and factor those few extra minutes into their commute time.

The second suggestion  I had for this person to get better at leaving and arriving on time and stressing less is to take a few well-placed minutes at the end of our trip, too.  I called this the ambulance driver analogy in a recent podcast. But here is how it played out just yesterday here at my desk.

We went to the Bears Game yesterday.  It was a beautiful day on the lakefront, a great day for a football game, and we won! 

Security has special bag requirements so I carried my needed items (id, credit card, a few dollars, lip balm, a car key) in my pocket.   The usual, right?  And when I got  home, everything came out of my pocket and into a pile on my desk (it’s right by the door), before I changed my clothes and grabbed a glass of water. And within a few minutes, I sat down at my desk and filed all the things.  ID, cash and credit card back to my wallet, and wallet back in my purse. Key back on the keyring and clipped to my purse. Sunglasses and lip balm back in the front pocket of my purse. And if I do this consistently and trust the process, I don’t have to add the 10 minutes panicked scramble to find my car keys to my leaving the house next time process!

Next up are the 5 minutes dedicated to hidden time leaks.

This suggestion is inspired by a different conversation I had at the same event.  I was chatting with a fellow presenter about mom-time.  Because we do not live in a perfect world. 

We discussed planning for her child’s doctor appointment. And how if the appointment is at 10 am, and it takes 5 minutes to get there and 5 minutes to park and walk in, we still need to head out the door 30 minutes before.  Because…

  • someone will have forgotten something and need to run back in the house for it;
  • there are always forms to fill out;
  • it’s only one floor and you could take the stairs more quickly but the kids love to ride the elevator; and / or
  • doctor appointments are stressful enough without also running late for them.

We called this mom-time, because it happens to us all the time as moms.  But it could happen to any of us, truly.

Those unsaid words as we set up a doctor appointment – always leave time to fill out paperwork!, or always leave time to find a parking spot (hey, I live in Chicago, it’s a thing!), or if it’s winter, always leave time to scrape your car window if there’s snow or ice.

And the final 5 minute suggestion has to do with 5 minutes the day before

I’ve talked about Many Bag Days recently. 

And the event that I mentioned from last week?  Yes, that was a five bag day. Started the day (bag #1) with an early client appointment(bag #2), had to change my clothes (bag #3) and then head to this networking event where I was presenting (bags #4 and 5). Yes, it was a 5 Bag Day. 

And when I say I have a many bag day, those bags have to get packed at some point in my house and then also get into my car. So, the bags have to get packed, get lined up at the back door and then get into the car.

And really, that process starts with a few minutes per bag of planning. 

  • The purse and the go bag are always packed and ready.
  • But, the days I need to pack clothes for a costume change?  (I call that ‘pulling a superman’) Yep, I need to choose my clothes/shoes/jewelry and get it ready to travel.
  • And the presenting days?  For this event, I pulled out my promotional items, extra handouts, a bowl of candy (of course), clipboard and pens, a snack and a water bottle.  And I check all that over a day ahead, in case I need to restock anything.
  • None of these steps take a lot of time.  But if I left them all to the end, to the As I AM LEAVING THE HOUSE moment, I would be sooooo late.

The bags were waiting for me because the night before, I took time to mentally walk through my next day and determine what it was that I needed to do. Pre-planning is essential, because a Many Bag Day only works if the bags are already packed well before, or at least a bit before, we need to leave.

So, success in leaving and therefore arriving on time relies on small but consistent and quick habits around pre-planning, leaving and arriving.

Yes, we need to understand how long it takes us to get places, realistic time estimates are essential.

AND there are additional habits we can put in place to make our days run more smoothly. Adding in a few minutes before we leave, when we arrive home, added to our trip time and also the day before can make every transition more successful!

Put Things AWAY! Before procrastination makes us stumble!

I have spent time, in podcasts and articles and newsletters, this year talking about how much easier life is when we leave a few bags packed.

Those bags included, for example, my bag of chargers, my toiletry bag and my go-bag for work. It’s great to have those things ready to grab and go, knowing that they and you are ready for everything.

I love that.

However, I want to take a step back on the “You Are Ready” part. And recognize that while there are some bags that need to stay packed, there are more that should NOT stay packed.

Over the summer, I’ve shared photos or videos on my social media platforms that “That It’s a five bag day or even a six bag day.” I think 6 was the most, thank goodness!

And let me explain: There are many days in my life that require more than one bag. The number of bags on those days were a measure of the complexity of my calendar! As in, one post shared: “Today is a 5 Bag Day – I have a client in the morning, then a presentation in the afternoon, and then I go straight to a school board meeting or a choir rehearsal!”

  • Which means, as I leave my house that morning, I had 5 or 6 bags:
    • The first is my everyday bag (mine’s a backpack);
    • Next, I have my go-bag that I take with me every work day with extra chargers, a change of clothes since occasionally organizing is dirty work, a car snack, a rain coat etc.. That bag is always packed, and is sitting near the back door right now.
    • I also had my cooler lunch bag, since I pack my lunch to save time and money, and to eat healthy.
    • That day I needed a bag with my clothes to change into, from organizing clothes into snazzier presentation clothes;
    • And then the bag with my laptop and content of my presentation, and in this case, also, my bag for board work too.
    • Whew! That’s a lot of stuff! (At one of those summer presentations, a participant suggested I just need to carry one really big bag to hold everything I needed for that day. But he realized as soon as he suggested just one bag that the one bag would have to be huge and very heavy to make that work!)

I recently ran into a friend who mentioned that she loved the Many Bag Day posts because we all feel like that some days, with our variety of roles and responsibilities that we hold. And when this friend mentioned that she loves this idea and it really resonated with her, I said, “I need to do a part two that reminds us all that we also have to unpack the bags at the end of the day!”

And that’s where we’re headed today. The unpacking. Which is literal unpacking, but also a analogy for completion.

Let me explain: I started out talking about how a few bags need to stay packed, but that most don’t. And I mean, seriously, at the end of the day, most bags need unpacked. Now, ok, maybe it’s the next morning. So I’ll give you 24 hours. I guess I don’t really want to, but I get it. But for the most part, all of those bags, once I’m completed with doing all those things, they all come home and the stuff comes back out of the bag.

Because “In the bag” is not where that stuff lives. It should live AWAY. “In a bag” is not away. And we need to put our things away.

  • We need to put our things away because it is likely we have to pack another bag the next day or the day after, with other things in it for that day’s responsibilities.
  • This is assuming a finite amount of things. A finite amount of bags, a finite amount of clothes for presentations. There should be limits.
  • And I also put those things together in different combinations from day to day because as it should be. That makes sense. But the point is, yes, it could be a six bag day, but then I’m going to come home and I’m going to unpack the lunch bag, because day old lunch remains in a cooler bag are disgusting.
  • Or, I’m going to unpack the clothes I wear for work or for my presentation. Those need to go in the hamper, get washed and put back into rotation. A client mentioned their child’s soccer bag – and ALL of that stuff needs washed regularly!
  • My board of education work comes out of the bag because I need to take care of tasks, and I also need to put the binder away after I pulled out the tasks that I need to complete.
  • A truly successful day for me, means that at the end of the day, I’ve completed all my things that I wanted to complete while serving others.

And part of that process, and the signal that everyone is done, is that all of those bags have come back in the house, been emptied completely, and are away, as are their contents.

So, full bags, partial bags, bags when we don’t know what’s in them? What does this have to do with procrastination? Here’s is where I want to shift to thinking about the analogy of the bags.

Let’s think about what I’ve said for the last few minutes in terms of activation and completion.

  • I started my day. I planned to go places and do things.
  • I packed stuff to go with me to do the things, so that I have the tools and accessories to do the things.
  • I successfully did the things. Yeah!
  • I came home, and now I am finishing the things.
  • Wow. Yes. Finishing.

Because finishing is a tough one for some of us. We’re not always so good at that.

Sometimes we procrastinate on starting, and other times we procrastinate on finishing.

So, good for us, we start the work, awesome.

Also yeah us, we did the work. We persevered and completed the work awesome.

But now we need to finish. And for me, as the example, finishing means unpacking the bag, putting all the stuff away.

Completed work is great, but the job is not done till it’s all away. When we shift our thinking to encompass the steps around completion, we set ourselves up to succeed next time.

I made jam a couple of weeks ago and that was great. I learned how to make jam! I am proud of the new skills I acquired. And it’s Delicious! But the work wasn’t totally done until the pot was actually washed and away, right? Jam made AND All the Stuff AWAY was really the finish line.

Completion. The work is done. But completion means work is done and tools are put away. Sometimes we procrastinate on the done part. As in, “Great, I did the work. But now here it all sits.” We can revel when the work is complete. But if , in my case, there are still packed bags by my back door, I’m not actually done.

I have clients who get 85%, or 90 or 90% done on a project. And then they drop the ball on the last 5%. And that is where mental and physical clutter comes in, and negative self talk.

For me, that last 5% is the WooHoo! moment. Don’t deprive yourself of the woohoo moment! The woohoo moment of “I did it!”. The woohoo moment is where it’s at!

Back to the bag idea. Let’s walk through the last 5%:

  • I can take a moment, with my bags around me in my office.
  • I can say – “Yes, I did it!” I served my client well this morning!
  • I ate a healthy lunch, took care of me and put a few snacks in there too.
  • I presented today, knocked that out of the park. Yay me. I love getting to meet people!
  • I safely drove everywhere I needed to go today. Thank you, Lord.
  • I ran a good board meeting and got my board work done.
  • AND NOW, actually and also metaphorically, I’m going to unpack it all and put it all away.

My suggestion this week, after you ponder the actual bags and also the other areas of your life where the bag idea applies, is to craft a habit around leaving time at the end of your day to completely finish the work and unpack the bags. Or file the papers, or put away the large pot you used while canning jam.

I wrote this content first as my podcast content, so I wrote it the last week of September. And I know this is going to be a many bag week! The day this podcast airs and that the newsletter is sent will be just a few days after my oldest son gets married. I know it will have been a wonderful experience. And I also know that soon after all the events are enjoyed, I will take some time and unpack all the bags, real and metaphorical. And I will appreciate and revel in the wonderful completion. And then maybe take a nap.

What Does “Ready” Look Like For You?

What does Ready look like for you?

In one of my favorite short presentations entitled “How to Never Be Late Again”, I list 4 ways to never be late again. I feel like that presentation would make a great podcast around back to school time in August, so stay tuned!

For today, though, one way to never be late again deserves it’s own article and podcast episode!

The idea is to “Prepare to leave again as soon as you arrive home.” Get back to “ready”, return to ready, whatever that looks like for you.

This is my typical strategy for most things in life, so I don’t even think about it most days. But a friend recently mentioned that my firefighter analogy resonated with her because she had gotten out of the Back to Ready habit during the pandemic and was slowly getting back to it.

So, here we go:

Consider ambulance drivers and fire fighters. They clean up and reload their rig after every call. Now, for the rest of us, Life is not an emergency, but it’s easier to be flexible when we know we’re prepared.

Did you know? I have a firefighter family. My dad is a retired firefighter, his dad was a firefighter and my oldest brother just retired after 30 years.

I remember visiting my dad at the firehouse when I was a kid, and there was a tower for the hoses. It seemed tall to me. Most things do.

When the rig comes back from a fire, from using a fire hose, the hoses are washed and hung up in the tower to dry, to unkink and smooth out, etc. Because you have to take really good care of fire hoses.

The pressure, the amount of water that courses through those, per minute is astonishing when they are being used to put out a fire. They need to be well tended so they don’t burst.

That means washing them, drying them out between uses, hanging them straight so there’s no kinks or folds, letting them hang out and dry and then rolling them up.

Once the firefighters hang out the recently used hose, they restock the rig with the clean and dry ones. Immediately upon returning back from a call, they also restock the rig with supplies, their turnout gear, safety precautions, and medical equipment. And imagine an ambulance, right? Same deal.

So if you called 911 and need an ambulance or a firetruck, do you want to imagine that they are standing in the bay of the firehouse, restocking the rig after you call?

No. You want them to be already on their way when you call, right?! They need to have all the things, but not too many things. They need to have everything they need and not much more because that would be a very full rig. But you, as the caller, want to know that it’s restocked and ready and waiting. And honestly, that next call could come in 2 minutes, or it could come in 2 hours, but it doesn’t matter because whenever it happens, they’re ready to go.

Back to ready. Right? Right. whatever that looks like for you.

So the idea is to prepare to leave again, as soon as you arrive home.

What I am NOT suggesting is that we need to live in this heightened state of panic, anxiety, emergency. I never want us to feel that way. And actually, what I’m suggesting – Getting into the practice of getting ready to leave – would help you to feel a lot less stressed. More prepared, less stressed, more ready for whatever the day may bring.

What I also like about this strategy, too, is that it can be personalized. You know for yourself and for your family or your office, your work, whatever what ready looks like. I think that that’s a big piece of it, is, knowing what ready looks like.

I was on a retreat in February of 2020. At one of the presentations I attended, the presenter talked about your core.

She didn’t say getting back to normal, she talked about getting back to your core, your baseline? What is your core? What is your starting point on any given day or week? What is that for you? My return to ready.

I spoke last week about helping with transitions by having a physical location to drop all the things out of our pockets and a habit around cleaning things out.

So you’re ready to repack and put things away and whatever that would be. So again, what is that for you? What is ready?

Certainly when I get home, there are things that I do. I put my bag in the same place every day when I arrive home. I unpack my water bottles and put them in the sink. I make sure that my keys are clipped onto my handbag (it’s a backpack).

And if I’ve used up anything in my backpack that needs to be replaced (gum, tissues, a pen, cash), I replace that immediately, because I am going to remember that I used something up much more clearly the moment I get home versus a day or a week or a month later when it comes time for me to leave. If I wait to check everything over again and maybe refill then I’m going to forget something. My go-to is to make sure that I have restocked immediately upon arriving home, as opposed to waiting until it’s time to leave to do the restock.

Do you see the difference? It is a big difference. It’s a different way of thinking of things. But it really does matter when we shift to being ready, no matter what, versus having to prepare when it’s time to go.

Now, if my husband’s listening to this, he also knows that sometimes when I’m getting ready to go, lately, occasionally, I have forgotten my phone. (In my defense, that “forgetting” means I walk out the back door and get in the car before going back for it, so is that really forgetting?)

The most likely reason that I have forgotten my phone is because I am distracted, often by people. The second most likely reason is because it wasn’t where it belonged, which, if it’s not on my person, is supposed to be my desk, unless I’m in bed and then it’s on the table next to me. So I have habits around those things. That’s what ready means to me. Ready to go. This is truly the opposite of, an emergency.

I mean, it’s still an emergency if somebody calls 911 and needs a fire truck or an ambulance. My other example is from when my kids were little. And if you ever had to take a child to the ER, you don’t want to have to stop and pack the diaper bag. If you want to go, you need to go, right?

You also need to have an idea of what stocked looks like, right? So, again, it’s not that I packed a million outfits or whatever, but, for example, a stocked diaper bag for the babysitter’s house was six clean diapers. The wipes were wipe container was full. There were two sleepers, two outfits, two pairs of socks, let’s say two blankets, let’s say five burp cloths, whatever that standard level of packed or ready was.

And I knew what that was, and as soon as we would get home from going places or the sitter, I would make sure that it was restocked and ready to go. I would replace what had been used and make sure we were back to ready. I didn’t pack a million things. I just made sure the essentials were covered, bag was packed, we were ready for whatever whenever!

If we needed to just up and go, we absolutely could. And that was so freeing. We could go in an emergency but we could also just head out the door and go to the park or go to the library or whatever, and I didn’t have to fumble and repack because that was already done. And we didn’t get stuck anywhere without the essentials. We could set it aside and forget it, which is great. That is what Ready meant for us.

So how do we translate that into our everyday? Where is it in your life? What goes with you? What is it that needs to, be easier? Where would this idea help you? Let me know what you think, I’d love to hear from you!

Body Double: Prepositions and Productivity

Let’s talk Prepositions.

And Productivity.

Prepositions and Productivity.

Last night, I had an epiphany: I realized I should think of this week’s topic as a podcast first and THEN an article, and not the other way around, which would be my usual approach. However, sometimes things are just easier to say than they are to write.

For example, what I want to talk about this week is something called Body Doubling. Body Doubling is… well, it’s many things. It’s an awareness. It is a strategy. It is a tool to use for greater productivity, if and when you need it. And isn’t that the best sort of tool or strategy, the one you can use as needed? And it all starts with awareness.

Another term for Body Doubling is “Parallel Work”, and I really like that term as well. Let’s face it, the term “Body Doubling” sometimes sounds like we’re talking about space aliens in some b movie from the 80s.

Body Doubling is the phenomenon? idea? awareness? that sometimes we work better with others. We may work better with others even if we aren’t working on the same work. With others, among others, around others, beside others, by and near other people, and any other prepositions we can use!

We can be motivated, inspired, accountable and anchored to our work simply by the presence of another person or persons. We can model the productivity to others, or be modeled to, to get the work done. We don’t necessarily have to work with people on the the same project. We can each work independently on what we need to complete. But just being in the midst of other people working can help us to stay more focused on our own work.

I’ve noticed an increase lately of conversations and articles about body doubling, probably from a similar increase in remote working and more generally accepted conversations about neurodiversity, since body doubling is a strategy that can work for all people, and also people with ADHD and other neuro-diversities.

My youngest son is away at college. While he was home for break, I mentioned that I had to hop on a zoom call, that a group of us were working on our own projects but together so we’re more committed to getting things done.  He said, “Oh, body doubling”.  Like it was obvious. I love that this idea is readily discussed and is accessible to him.  Body doubling is not news. Obviously, people have been working together for better productivity for EVER. But the idea that this is actually a strategy that can be used as necessary might be news to you.

Let’s look at different instances when Body Doubling shows up.

  • Before I had a name for it, I recognized that sometimes my sons needed to work at the dining room table together with me or with each other to get their homework done. And sometimes they needed to work alone. And it was helpful to know we had a choice.
  • Just yesterday, body doubling occurred when my husband asked me if I wanted to take a walk. Did it occur to me to take a walk on my own? Maybe. But since we agreed to walk and discussed when and where to go, we were more likely to make it happen (and we did!).
  • Years ago, a client and friend said it would be enough for me to just come and sit and read in her living room while she organized, because having someone there with her helped her to focus on the projects.
  • A bookkeeper friend shares office space with a friend during tax season because she knows she is less likely to get distracted when she is working side by side with someone else working on taxes.
  • A friend struggled early in lockdown when his office went fully remote. He had been unaware of the boost to productivity he experienced working side by side with coworkers until that was gone and he struggled to stay motivated and get things done.
  • A friend realized that a partner and friend along for the ride would make a dreaded errand less dreadful. So she enlisted a friend to join her for the errand and they made an afternoon of it. And the errand was completed.
  • As an organizer, I have known about body doubling for years because it is a strategy that comes from working with a professional organizer. Making an appointment to organize makes organizing happen. I am not doing the work for my clients but WITH them, anchoring them to the space and to the work.

Now that we know that body doubling works, let’s look at how to work it into our productivity practices.

  • The First Step Is Always Awareness:
    • Identify that body doubling is a strategy, and realize that you might be a person who benefits from it!
  • How To Use the Tool:
    • Ask yourself, How Do You Do Your Best Work? Identify what types of work benefits from body doubling.
      • For example, for me, intense brain work tasks and final edits are best done alone, silent and with no distraction. But most other types of my work benefit from working alongside others. So I plan accordingly.
    • Enlist Aid:
      • When looking for a body double, find someone who matches or improves your energy. If you’re struggling to get things done, reach out to someone who is motivated and positive!
      • “Phone a friend” but be choosy about the friend! Phone a friend, but make sure that friend will be someone who is supportive of your productivity!
      • Everyone Can Win: Set up an arrangement, like you will body double with your friend for her organizing project this week, and she can come over and be your body double for your closet project next week!
    • Join a Group!
      • A client (a college professor) has been part of Writing Groups for years. Fellow academics get together regularly, either in-person or virtually, and dedicate time just for goal setting and writing.
      • I joined Momentum Sessions (https://focus-sessions.momentumdash.com) so I can hop into a focus group to get work done. Seeing other folks on the screen in our zoom room helps me to stay on track!
      • Join me for Finish Line Friday every Friday morning!
      • For another way to feel like you have a body-double, try https://coffitivity.com/
    • Start Your Own Group:
      • A friend started a morning walking group in her neighborhood, to help her friends (for sure!) but also to help herself commit to walking!
      • Start a group at work!
        • Most office environments are geared to parallel work, but you may want to discuss how to avoid disruptions if you start a group.
        • Set up boundaries for group work, for example, quiet or silence for part of the time, expectations from the different group members, length of time per session, etc.
    • Check out your usual haunts – do you find that you can be more productive at your local coffee shop, library, college campus, etc? Make an appointment with yourself to work from there!

Now that you know more about body doubling and how it works, it’s time to step back and look at your tasks and work for this week and strategize how to make body doubling work for you!

take a breath and prepare

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Take a breath.

Take a breath to recover AND also to prepare.

September is National Preparedness Month, www.Ready.gov.

Daily, it seems, I encourage others (and remind myself) to take a breath. To recover from an upset, to make space for peace, or perhaps to ground or center ourselves. Maybe to simply take a moment to relax.

Just last evening, I walked a class of students through square breathing during a Stress Management class at the local community college. Deep breaths won’t eliminate our stressors, of course, but they can certainly help us manage better whatever the day may send our way.

Fun fact, in addition to professional organizing and coaching, I am also a professional liturgical musician as a cantor and a flutist.

A recent Sunday, I was reminded that, in addition to taking a breath to recover from an exhale, we also take a breath to prepare for what is coming.

In music, phrasing is important. A misplaced breath can cut short a note, make a sentence awkward or leave a whole phrase weak and unsupported. In liturgical music, the songs are often sloooooowwwww and the phrasing is looooonnnnnggggg. So the trick becomes finding opportunities to take extra breaths unnoticed to prepare for those long notes.

WE tend to be more impressed when someone can hold those big crescendos at the end of a song for a splashy and impressive finish. But I tend to listen for and appreciate the long and sustained and supported phrasing throughout the song.

Another fun fact, I sing at 8 am Mass. I need to warm up first thing in the morning to hit the high notes that early, sure, but the more important thing at 7 am is actually warming up my deep breathing and lung expansion to support and sustain my phrasing. That is less natural for me than hitting the high notes.

So, let’s bring this into organizing. We organize to clean up or recover from day-to-day life. But I would challenge us all to also look at what simple steps we can take this week and month to prepare for day-to-day life.

Using my own analogy, for example, I knew days ago that today was going to be a day with LONG PHRASING, so I did what I could to “take a breath to prepare” with planning my clothes and meals ahead of time and taking care of some work a day early. I am also making sure to provide a steady and firm breath (use of energy and focus) but NOT too strong so as to spend all the breath or energy or focus all at once.

So, take a breath with me and think about what we can do to better prepare for our days.

We all need a Plan B. Because life throws you curve balls (and snow balls, asteroids, hurricanes and a pandemic).

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Please, take a few deep breaths with me before you read this. I started writing this last week out of frustration, and while I’ve softened my language and my heart A LOT with edits, it still feels harsh. Probably because this is a tough time and topic. So, breathe with me and know I’m writing this from a place of love!

To say we always need a Plan B is an understatement. We need a plan C and D and E and more, until we run out of letters. And this need to plan existed long before our current situation, and will continue long after. I’m just using it as a shining example of why we need to plan.

Why do we need a Plan, and then a Plan B? To care for and protect those people and things that are important to us. And the only predictable thing that we can say about life is that life is unpredictable.

I chatted with a friend at Mass on Sunday. She is an educator and administrator and she mentioned that she flew past Plan B for this school year weeks ago and now is onto Plan P at this point. She also mentioned the very real possibility of moving into double letters soon. I feel you, sister.

A friend is a Marine Biologist, which means she always lives near an ocean. She has become proficient – well, amazing, really – at prepping for hurricanes. Supplies, generator, battened hatches, reading materials, non-perishable food, water. Some things just stay prepared, especially this time of year, and some steps are activated as soon as the weather reports start coming in. She’s got this.

And You Can, Too. So, let’s make a plan.

“A plan for what, Coll?” you say? A plan to care for what is important to you. If you have people or work or things (tangible and intangible) that matter, you need a Plan B to protect and care for them. And for yourself.

Look at the people and things and plans that are most important to you.

Imagine scenarios, and recognize what those scenarios all have in common.

Check your notes. Look back at the last 6 months and identify where life has fallen apart or had avoidable unnecessary stress.

Your favorite outfit or uniform? Identify it and a back-up.

You need a route to your regular destinations, and a few alternatives if the way is blocked (I live on the south side of Chicago – TRAINS anyone?!). Perhaps you download the app for public transportation, too, in case of car trouble.

Weak wi-fi? Call your provider and boost it now, for working and learning from home.

Uncomfortable work-and-learn-from-home spaces? Tweak them now.

I will be talking about prepping for cold and flu season next week because I want my comfort measures and OTC medicine in my house BEFORE one of us starts feeling poorly.

In this uncertain time, you need your Plan A and then Plans B, C, D to Infinity for child care and back-up schooling situations and flexible expectations. I know it is hard and I know this uncertainty feels uncomfortable and inconvenient, but unfortunately adulting (and parenting) often are.

Do you know what is on my list for later today? “Check out (insert University name here)’s current policy” – as in TODAY because things can change – for handling COVID on campus and what actions my son and I will need to take should someone at his school test positive.

Because… plans need to evolve, too. I’ve read somewhere that over 90% of flight plans are not completed exactly as filed. There’s the rub, right? That we can look at our current situation and plan for today and for contingencies, and then our situation changes again and we have to make a new plan – Ugh! But, yes. We have to do it again. We can rail against the injustice, or we can remember that we know how to plan because we have done it before and we can get to work.

So, my friends, it is time to get to work. Soften the blows of uncertainty later by planning now.

“In preparing for battle, I have always found that plans are useless, but planning is indispensable.” – General Dwight D. Eisenhower.

“By failing to prepare, you are preparing to fail.” – Benjamin Franklin

Taking National Preparedness Month to Work!

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Did you know?  September is National Preparedness Month!  The 4 steps, from www.Ready.gov, are:npm logo

  1. Be informed – Learn what protective measures to take before, during and after an emergency (from Ready.gov);
  2. Make a Plan – Prepare, plan and stay informed during an emergency (from ready.gov);
  3. Build a Kit – Build a Kit for disasters to be prepared (from ready.gov); and
  4. Get Involved – Find Opportunities to Support Community Preparedness.

We should have positive and useful conversations in our homes, families, workplaces and community to prepare for emergencies BEFORE the emergency actually occurs. In an ideal world, we wouldn’t need to plan for emergencies, but as wonderful as our world is, it is not Ideal.  And so, emergencies and disasters may happen.  But family and community members of every age benefit from having and knowing the plan to activate in the face of an emergency.

I have written about NPM in the past, click here for information:  National Preparedness Month: Get your Kit

This September, I want to talk about preparedness in the workplace.   We spend up to 60 hours a week (or more) at our work place, or more than ½ of our waking hours.  It makes sense to have a plan for emergencies at work.

I work from home, or in other people’s homes.  We have preparedness plans for home, but I have one for my travel and organizing time, too.  Examples of my preparedness plan for my “workplace” are habits like:

  1. Keeping my cell phone fully charged;
  2. Carrying an extra charging cord, first aid kit and non-perishable snacks in my car;
  3. Keeping my car keys and phone on me at all times; and
  4. Keeping my gas tank always above a quarter of a tank.

There are lots of options for office workers, too.  A client who works in a high-rise building in downtown Chicago has an emergency kit in his desk, supplied by his company and building management.  I researched other kits on-line, and they may contain items such as:

  • a bottle of water and non-perishable snack (management comes around and refreshes these every year);
  • a foil emergency blanket;
  • a signal whistle and crank flash light; and
  • a small first aid kit, face mask and a pair of latex gloves.
  • My downtown client’s kit is in a small soft sided cooler bag, and other kits I have seen are in string backpacks or fanny packs.

If you don’t have a kit provided by your employer, please consider creating your own kit or a kit for a loved one, and keeping it close at hand for emergencies.  You can include any of the items mentioned above, and add others based on your own situation, for example, one kit that I researched included a poncho.  You can also buy pre-assembled workplace preparedness kits on-line or at most office supply chain stores.

Let me encourage you and your family, workplace and community to get involved and get prepared.  Focus on Preparedness now so you can focus better on everything else later!

National Preparedness Month: Get Your Kit

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National Preparedness Month is a national campaign encouraging individuals, families and communities to prepare for natural and national disasters.  Established in 2003, National Preparedness Month grew out of our shared national experiences with the tragedy of 9/11/2001 and other large-scale natural disasters. 

     I am especially appreciative of the NPM campaign because it gives me language to use with my kids, so we can speak about preparedness without instilling fear or dread.  My older sons were very young when the tragedy of 9/11 occurred, the youngest not yet born.   They talked about 9/11 in school this year, but it is difficult to strike the right tone of respect, justice, forgiveness, strength, caution and courage.

     Using the steps suggested at Ready.gov, Our family is able to get and stay prepared for what life may throw our way, be calm and confident in that, and move on.  The three parts of the National Preparedness Month Kit are Get a Kit, Make A Plan, and Be Prepared.   Here we will talk about your Kit:

Create or purchase a Preparedness Kit, including a First Aid Kit (see below):

  1. Click here for Standard contents: (and keep the list hand for inventorying and re-stocking items).
  2. We purchased our Preparedness Kit from Costco a couple of years ago, so this month I just need to check and see that all the contents are stocked, and that the expiration dates are still a year away. 
  3. If you want to purchase a Kit, or just want more ideas or visuals on what to put in yours, Google search “Emergency Kit”.  I got a bunch of hits, including the one I bought from Costco.
  4. Make it your own:  Include items specific to your family, like pet foods or formula and baby supplies.
  5. Instead of packing all the camping stuff they recommend on the Ready.gov website, we store our Emergency Kit with our camping supplies in a convenient basement closet. 

My kids (actually my cub scouts next week) and I are putting together  A First Aid Kit.

  1. Click here for a list of Standard Contents (and keep the list hand for inventorying and re-stocking items).
  2. Make it your own:  use a standard list of contents, but also include items specific to your family, like infant or children’s strength pain relievers, inhalers, safety pins (we use a lot of safety pins), extra band-aids (we go through a lot of band aids), or diabetic supplies.
  3. For my Cub Scouts, we will put together a simple first aid kit they can take hiking or traveling.  We will brainstorm the contents and they can add stuff when they get home, but at our meeting I will supply individually packaged antibacterial wipes, tissues, band-aids, dental picks (my youngest always seems to need those), gauze and tape, q-tips, tweezers, ointment, checklists and clear, waterproof baggies (zip lock), and whatever else I dream up.  Perhaps a deck of cards, or a list of family phone numbers.
  4. We have first aid kits in multiple places: in the house, in my van, with our hiking / camping supplies, and a small one in my purse.  If you have kits already, too, use National Preparedness Month as your yearly reminder to check the level of your supplies, and the expiration dates on your perishable items like pain relievers and ointments. 

    For more information:

 Take some time this month to prepare yourself and your family for what life may throw your way.  Then be calm and competent and move on!

Quick – Where are your Keys? Your Cell Phone?

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I attended a National Preparedness Month tele-seminar a few weeks ago.  We talked about big, life-changing events like 9/11 and Hurricane Katrina, and insurance, preparation and recovery.  The class reminded me that even little events have the capacity for rocking our world if we are unprepared.

     We need to be prepared for big events and big-to-us events. 

     I remember late night ER visits for croup with my babies.  Not big events for other people, but big and critical and terrifying to us at 2 am.  The same strategies work for all emergencies, big or small. 

     Let’s bring National Preparedness month down to a convenient pocket size.  Know, at all times, where a few vital items are.  They may be:

  1. Cell Phone (with contacts and calendar up to date);
  2. Car and house keys (clipped to my purse at the door at all times);
  3. Wallet and Insurance card (we each carry one in our wallets);
  4. Emergency medications (Diabetics can carry insulin and a snack, asthmatics carry inhalers, people with allergies carry epi-pens);
  5. Bag or purse:  When my boys were babies, we re-stocked the diaper bag the moment we got home.  You never know when you have to run out the door, for your own emergency or someone else’s.  And
  6. Family members and pets?  This sounds odd, but you need to know where all of your family members are sleeping each night.  We insist the kids sleep in their own beds every night for lots of reasons, but also because we need to be able to find them in the dark if there was a fire or an emergency.

     So, What are your vital items?  

     Make it a point to choose a home for these items and commit to putting them in their home every day, and know that you are ready to conquer your own emergencies.