Managing Your Environment

Does the environment you work in create heaps of chaos? Is it all cluttered, and you're confused about what you need to get done? Does it create crippling overwhelm, leaving you wondering, "How could I possibly get all this done in the way it is right now?"

Well, stick with me because this week, we will look at how you can shift things around and change the environment you're working in.

Hi, this is Grant Herbert, leadership and sustainable performance coach, and today we're continuing our conversation on the shift of productivity, moving from chaos to control, by helping you to manage your environment.

I've seen a meme that says, "An untidy desk is the sign of genius," and that couldn't be further from the truth. It's simply a sign of disorganisation. When you've got a desk with stuff all over it—or even an office or home where you can't find things—that creates problems that stop you from getting enough done. The fact that you might have piles of work and things scattered all over the place also creates overwhelm because it shows you, in one picture, all the things you haven't yet done.

So, what I want to do is help you to do things that I've had to learn so you can get rid of that environment and make your surroundings more conducive to being productive.

When we talk about the environment, we're not just talking about your desk. We're talking about what goes on in your whole workplace environment. So, your desk, office, or whatever part of it you have—that's one aspect—making sure everything is in its place. But also, what you allow to go on in that environment is important as well. It's going to make a lot more sense as we continue with today's video.

As I said, the environment that most people work in is overwhelming. When you're overwhelmed, your brain and body aren't in the state to get things done. In fact, it holds you back from being as productive as you could be. What I want to do is help you to create an environment of calm, where it's as though you're sitting on the edge of a lake, focused and enjoying nature and everything happening around you. You're able to tune in to what needs to be done in that moment. The physical space is tidy, and everything is in its place, but just as importantly, the emotional and communication environment is clean as well.

You also need an environment of clarity, where you know exactly what needs to be done, step by step. Rather than feeling overwhelmed by chaos and uncertainty, you can focus on one task at a time. This clarity will enable you to achieve maximum output without depleting all your energy, allowing you to be your best self, outside of work too.

So, to do this, there are 5 key things I want you to focus on.

The first one is to control your environment.

I like to think of an air traffic controller. They've got a role where they're sitting in an environment with a screen in front of them, a microphone, and headsets, and they need to be able to focus.

I once heard someone ask an air traffic controller what they do. They said, "Well, basically, we’ve got this big screen, and there are dots all over it. My job is to make sure two dots don’t collide." That would be a very stressful environment. I’m not sure it's something I would choose to do or have the demeanour to be able to do. However, I look at that as a great example of the importance of maintaining control over your environment. Similarly, in your workspace, you want to prevent tasks from "colliding" by managing your day and environment carefully.

To do this, you need to look at both your physical environment and your calendar.

Your calendar often dictates what you're doing, as does that amazing thing we all have called the inbox. Your inbox is often a to-do list that other people get to put things into. So, you need to control that environment as well.

How do you do that?

Well, first, you get clear on who you need to be and when.

One thing I love to do in my calendar is block out my 10 half-days each week, and I make sure I’m doing like-minded activities in those particular half-days. That way, it’s a matter of who I need to be in that block of time rather than what I need to do. When you’re doing like-minded activities over that period of time, you’re not switching in and out of different hats that you’re wearing, so you’re going to be more productive and get more done.

The second thing to do is eliminate the noise.

I loved a show many years ago called Get Smart. If you've ever seen it, Maxwell Smart was the secret agent, and whenever he needed to talk to someone, especially the Chief, he’d call for the "cone of silence." The cone of silence was this perspex dome that came down over both of them. If you've ever seen the show, you’ll remember that it created a communication problem. But the idea was good. The point was that they wanted to focus on their conversation and eliminate other noise—so no one else could hear them or (in the context of what I’m talking about) eliminate distractions.

There’s the physical noise, but the noise I’m referring to is the noise of interruptions.

For example, having an open-door policy, which old-school thinking says is great for morale and a collaborative workplace environment. In my experience, though, it can be one of the most detrimental things to productivity. By controlling that and eliminating the noise, you can set particular times during the day when everyone knows they can come and interact with you. That way, both you and they are going to be more productive.

Eliminate the noise of conflict, confusion, or getting involved in things you don’t really need to be involved in as a leader. All these things are part of your environment, and they can stop you from getting things done.

The third thing is to clear out the clutter.

If it’s as simple as cleaning off your desk, do it. If you’re someone who works with paper files, make sure only the file you’re working on now is on your desk, and the rest are stored away. When you finish one, then you can grab another. I’ve had clients who had their secretary give them one file at a time. Whatever you need to do, make sure your environment only contains what you need to focus on. Switching between tasks won’t work, and having other tasks in your line of sight will create brain-switching and overwhelm because you’ll think, “I’ve got to get this done because I’ve got to get to that one next.”

So, make sure that you’re doing everything that you can to clean out the clutter.

The next thing is to install inspiration...

READ THE FULL ARTICLE HERE: https://www.grantherbert.com/blog/managing-your-environment

Grant Herbert (aka The People Builder) describes himself as an ordinary guy, with an outstanding wife and 5 amazing kids, who has a passion to help people escape the performance trap and regain their authenticity in every area of life. He is a VUCA Leadership Mentor, Sustainable Performance Coach, Master Coach Trainer in Social and Emotional Intelligence,?and the founder of People Builders.

Visit www.grantherbert.com to find out how you can connect.