"The Productivity PRO!"(R) news"E"letter

 Number 57,
February 2004

By Laura M. Stack, MBA, CSP, (Certified Speaking Professional)

"The Productivity PRO!"(R) news"E"letter is a monthly
electronic newsletter distributed to our clients, human
resource personnel, and colleagues to help them leave the
office earlier, with less stress, and more to show for it!

If you enjoy this newsletter, please forward it to
interested associates so they may subscribe.

To subscribe or unsubscribe, go to www.theproductivitypro.com/r_subscribe.htm.

___________________________________________________
In This Issue:

* Message from Laura
* Feature Article: "How to Read More Productively (Better
Known as, Help, I've Been Swallowed By My Reading
Pile!)"
* Upcoming Teleseminars
* Time Tips and Traps
* Hot Links: NEW!
* Words of Wisdom
* Ask the Expert
* Featured Seminar: "Concentration: Maintaining Focus
and Finish” and special offer
* Where in the World is Laura?
* Contact and Subscription Information

___________________________________________________
Message from Laura

Many people have emailed me recently and asked why I
stopped writing and sending them this newsletter. Please
know that I have not removed anyone from my list! My
ezine is published mid-month every month, just as it has
since its inception in 1999. However, as organization spam
filters grow more sophisticated, my legitimate email (a
learning resource which is ALWAYS opt-in) is filtered out
by literally hundreds of servers. You may want to take a
proactive measure and contact your IT department to ask
that my domain or email address be added to your list of
approved names.

My publisher has pushed the sale date of my new book,
"Leave the Office Earlier," to May 4, 2004. If you've
ordered a copy, I regret that you'll have to wait another
month. :-( Strangely enough, Amazon.com has already
put it on sale, so you can order it for about ten bucks right
now! Go to
http://theproductivitypro.com/r_resources.htm to
be taken directly to my book on Amazon.

Lastly, several readers have asked for an HTML version of
this newsletter, so I've posted it at
http://www.theproductivitypro.com/Feb 2004 ezine.htm

__________________________________________________
Feature Article: "How to Read More Productively (Better
Known as, Help, I've Been Swallowed By My Reading
Pile!)"

Workers have unlimited information available right at
their fingertips, thanks to the Internet. If you tried to read
every web page, reports, magazine article, business book,
or email that came across your desk, you could spend
your entire career reading. If you simply have too much to
read and too little time, you can benefit from new reading
techniques to boost your productivity. Getting through
your reading tasks more quickly will free up time for other
priorities.

I’ve chatted with a few people who have attended
traditional speed-reading classes, curious about the result.
Most people tell me they never really got any good at it, or
that the technique itself was stressful. The old method of
speed-reading is basically regular reading on steroids.
Traditional speed-reading requires intense, conscious
focus with few interruptions, something hard to come by
in today’s workplaces. Studies have also shown that
retention decreases as speed increases. If you try to read
too quickly, you end up rereading the same paragraph
over again, hardly an improvement.

Just as you wouldn’t give an important presentation
without ample preparation, don’t just pick up a magazine
and start reading without the slightest thought. You need
to prepare for the reading activity. Apply this five-step
process to help you be a more productive reader:

Step one: Prepare your materials. Try to batch your
reading and put larger documents aside to read during a
single sitting. Schedule an appointment with yourself to
get through them (I like to use the time on airplanes to get
through my reading pile). When you reach the appointed
time, gather your documents. Grab a pen, a highlighter,
and some sticky notes.

Step two: Prepare your mind. If you can, retreat to an
empty office or conference room so that you are
interrupted as little as possible. Make the mental decision
that you are going to attentively read your materials.
Don’t think how terrible it’s going to be or groan inwardly.
Think positively and set goals around what you plan to
accomplish or learn by the end of your reading session.

Step three: Situate your body. Sit down with a straight
spine and your feet comfortably on the floor. Don’t hunch
your shoulders, and take a few deep breaths to get oxygen
to your brain. Try to relax your facial muscles, even
turning up the corners of your mouth to match your
positive attitude. Rest your book and your hands on the
table, or prop it up on a reading stand. Hold your reading
square in front of your eyes at a 45-60 degree angle.

Step four: Scan. When you begin, preview the text quickly
to get a basic understanding of how the material is laid out
and the main points are organized. For magazine articles,
I like to read the title, headings, sidebars, and the first and
last paragraphs. By noticing the writing pattern and
sections, you’ll help your brain quickly organize the
material.

Step five: Read. My favorite reading technique is called
rhythmic perusal, developed by J. Michael Bennett, a
reading expert and professor emeritus at the University of
Minnesota. You glide your eyes over the upper half of the
letters; read each line in a single, smooth movement. The
technique enhances your concentration and, with practice,
allows you to increase speed and focus. Mark key
passages and make notes in the margins as you go. If you
don't, you will forget the important pieces and actions the
next time you look at the item.

If you apply these five simple reading techniques, you
will greatly improve your concentration, speed, and
retention. You will also have the upper hand from staying
on top of important information in today’s highly
competitive work environment.

Make it a productive day!


(C) Copyright 2004 Laura Stack, MBA, CSP. All rights
reserved. Portions of this newsletter may be reprinted in
your organization or association newsletter, provided the
following credit line is present:

"Laura M. Stack, MBA, CSP, is "The Productivity PRO," (R)
helping people leave the office earlier, with less stress, and
more to show for it. She presents keynotes and seminars
on time management, information overload, and personal
productivity. Contact her at 303-471-7401 or
Laura@TheProductivityPro.com."

___________________________________________________
Upcoming teleseminars: Each teleseminar corresponds
with a chapter in "Leave the Office Earlier" and comes
complete with a self-study workbook!

For detailed outlines and to register, go to
http://www.theproductivitypro.com/webinar_series.htm

Upcoming Program: “Time Mastery: Managing Activities
and Yourself”
Date: February 24, 2004
Time: 4:00 Eastern, 3:00 Central, 2:00 Mountain, 1:00 Pacific
Duration: One hour
Investment: $29

Description: Time Mastery refers to how well you manage
your activities throughout the day. Some people spend
more time planning vacations or finances than they do
their lives. Time is like money, because it's a limited
commodity and requires thoughtful analysis and
planning.

Without good time management, you can experience
negative consequences such as missed deadlines, late
nights, stress, crisis, and overload. Good time management
brings the rewards of results, recognition, free time, clarity,
and focus. It gives you a purpose in life, structure to your
day, direction, and reduced frustration. Time mastery
brings you to the end of the day with a sense of
accomplishment. In addition, it reduces stress and illness
because it gives you much more control over your day,
people, and life. Time mastery allows you to run your life
and keeps life from running you.

Teleseminar objectives:
· Control and manage your reading pile.
· Create systems for repetitive tasks, so you don't do the
same thing twice.
· Know and avoid your biggest timewasters.
· Know when and how to work productively from home.
· Recognize and understand different work process and
time styles.
· Discover how much your time is worth and eliminate
things waste your time.
· Save time in bits and pieces: little things add up!
· Make effective use of down time.
· Avoid departmental and organizational speed bumps.
· Make decisions quickly, once you have the appropriate
information.

For detailed outlines and to register, go to
http://www.theproductivitypro.com/webinar_series.htm


___________________________________________________
Time Tips and Traps

* The National Sleep Foundation reported that drowsy
workers cost U.S. employers an estimated $18 billion
annually in lost productivity. Too little sleep also
suppresses your immune function, which leads to
increased infection and illnesses, creating more
absenteeism. If you add errors, damage, and health
consequences, the costs are even higher. Overall, the
quality of work, the amount of work, and your
concentration EACH decline by 30% when you’re sleepy.
Sleepiness also impairs memory, reaction time, and
alertness. Talk about a productivity loss!

* If your doctor told you she had a new drug that would
prolong your life, reduce your chance of death from all
causes by 50 to 70 percent, improve your quality of sleep,
and improve your ability to manage stress, would you
take it? The only catch is it takes about 15-30 minutes a
day to “swallow.” You may be tired of hearing how
important exercise is for your energy level, but most
people need to hear it again, because over 60 percent of us
don’t exercise regularly. No other factors influence your
productivity at work and the quality of your life at home
more than your mental and physical health.

* One of my clients, VISA DPS, offers one of the best little
employee perks I’ve seen: fresh fruit in every break room.
Oranges, apples, and bananas are available for the taking.
Steer clear of “sleepy foods” that have refined flour and
sugar. That translates to bagels, muffins, cookies, pasta,
donuts and bread items, which are common items on the
catered breakfast meeting menu. Sleepy foods will “drop”
you an hour later. So keep food on hand that contains
healthy ingredients. Purchase the following items to keep
in your desk drawer: snack boxes of raisins, dried fruit,
low-fat granola bars, power bars, cans of juice, snack cans
of fruit, nuts, and whole wheat bite-sized cereal pieces.


__________________________________________________
Hot Links: NEW!

FEELING a little run down? Fort Wayne News Sentinel,
IN. If you’re looking for ways to increase your energy
level, here are some suggestions from experts in the fields
of nutrition, exercise, sleep and time management.
http://www.fortwayne.com/mld/newssentinel/7662794.
htm

CNN/USA Today/Gallup poll of 2004 shows consumer
optimism continuing to increase. Consumers are not only
even more optimistic about the future but also give
improved ratings to current conditions despite the jobless
nature of the current economic recovery. Although a
significant minority of Americans continue to fear they will
lose their jobs or be unable to maintain their standard of
living, these fears are outweighed, at least as far as
consumer optimism is concerned, by the optimism of the
majority as 2004 gets underway.
http://www.gallup.com/poll/releases/pr040112.asp

GOOD corporate times haven't trickled down to employee
paychecks. Boston Globe, MA. A single word explains
much of the profit explosion: productivity. 2004 may be
another year in which it is better to be a shareholder than
an employee.
http://www.boston.com/business/globe/articles/2004/
01/11/good_corporate_times_havent_trickled_down_to_e
mployee_paychecks


__________________________________________________
Words of Wisdom

The surest way to be late is to have plenty of time. -- Leo
Kennedy

All great achievements require time. --David Schwartz

Whether it's the best of times or the worst of times, it's the
only time we've got. --Art Buchwald

Never leave 'till tomorrow that which you can do today. --
Benjamin Franklin

___________________________________________________
Ask the Expert

Q: Laura, of the many managers I support in my
purchasing position, there are two in particular that
greatly decrease my efficiencies by very slow, and
sometimes, inadaquate reponses or actions. I have
complained to my manager, and her answer is to just bug
them often, because they are so busy, they just need to be
reminded constantly that I am waiting on them before I can
proceed. But, I personally, feel this is a form of
babysitting, and I would rather be productive at my desk,
than sitting at their desks waiting and nagging. What do
you think?

A: Which is worse: the punishment of having to
continually follow-up with them, or the punishment of not
having the responses you need to proceed? Sometimes a
solution isn't always the most efficient, but it's the most
optimal given the situation. No matter how productive we
are personally, there will always be incompetent people in
this world who will frustrate us to no end. I'm personally
driven to distraction by "idiots," but you simply cannot
force people to change. You can communicate directly,
express your desires, try to set limits, get upset, model
desired behaviors, and on and on. But ultimately, if
someone refuses to play with you, do what you have to do
to take care of yourself and maintain your deadlines.
Don't let someone else's lack of professionalism impact
your outcomes and results. Put everything you ask of
them in writing, state the deadline, make a copy, and file it
in your tickler (suspense) file a few days prior to the actual
due date. When it comes up, a voice mail or email
reminding them of the deadline in (x) days may be
motivating enough to get them moving. Appeal to their
sense of honor with a positive affirmation by saying, "I
really appreciate you completing this on time for me; I can
always count on you." Then make sure to show true
appreciation and thank them when you receive a timely
response.

__________________________________________________
Featured Seminar: "CONCENTRATION: Maintaining
Focus and Finish”

* Set your office up for maximum productivity and
minimum distractions
* Remain patient and calm when interrupted.
* Improve your memory and absentmindedness.
* Focus on a priority project without getting distracted.
* Don’t “multi-task” or attempt to do too many things at
once.
* Make lists and track everything you need to do.
* Read quickly and maintain concentration.
* Recognize signs of brain overload and know how to get
your mind focused again.
* Get absorbed in a task and achieve a state of “flow."
* Concentrate on a task that bores or doesn’t really interest
you.

Schedule Laura by March 31, 2004, to present this seminar
at your organization (for any time in the future) and
receive a 10% discount when mentioning this offer.

__________________________________________________
Where in the World is Laura?

Feb 16, 2004 Denver, CO 02:00 PM
Feb 18, 2004 Denver, CO 08:30 AM
Feb 20, 2004 Wichita, KS 01:00 PM
Feb 23, 2004 Denver, CO 02:00 PM
Feb 24, 2004 Denver, CO 08:00 AM
Mar 1, 2004 Denver, CO 02:00 PM
Mar 3, 2004 St. Lake City, UT 09:00 AM
Mar 4, 2004 Denver, CO 08:00 AM
Mar 8, 2004 Denver, CO 02:00 PM
Mar 13, 2004 San Marcos, TX TBA
Mar 15, 2004 Denver, CO 02:00 PM
Mar 16, 2004 Denver, CO 08:00 AM
Mar 16, 2004 Denver, CO TBA
Mar 17, 2004 Denver, CO 08:00 AM
Mar 18, 2004 Park Ridge, IL 08:30 AM
Mar 24, 2004 Cheyenne, WY 09:00 AM
Mar 26, 2004 Denver, CO 08:00 AM
Apr 6, 2004 Denver, CO 08:00 AM
Apr 8, 2004 Denver, CO TBA
Apr 13, 2004 Denver, CO 12:30 PM
Apr 15, 2004 Denver, CO 09:00 AM
Apr 21, 2004 Denver, CO 09:00 AM
Apr 23, 2004 Austin, TX 12:00 PM
Apr 27, 2004 Denver, CO 08:00 AM
May 3, 2004 Denver, CO 08:30 AM
May 7, 2004 TBA, MI 09:00 AM
May 10, 2004 Denver, CO 08:30 AM
May 11, 2004 Denver, CO 12:00 PM
May 12, 2004 Denver, CO 08:00 AM
May 13, 2004 Chicago, IL 08:00 AM
May 18, 2004 Denver, CO 08:00 AM
May 19, 2004 Denver, CO 01:00 PM
May 27, 2004 Nashville, TN 12:00 PM
Jun 3, 2004 Denver, CO 09:00 AM
Jun 8, 2004 Denver, CO 08:00 AM
Jun 12, 2004 Phoenix, AZ 08:00 AM
Jun 29, 2004 New Orleans, LA 02:15 PM
Jul 1, 2004 Denver, CO 08:00 AM
Jul 7, 2004 Denver, CO 09:00 AM
Jul 14, 2004 Atlanta, GA 08:00 AM
Jul 26 - 27, 2004 Denver, CO 09:00 AM
Aug 1, 2004 Orlando, FL 08:00 AM
Aug 24, 2004 Denver, CO 09:00 AM

___________________________________________________
Contact and Subscription Information

(C) 2004 Laura Stack, MBA, CSP. All rights reserved.
Portions of this newsletter may be reprinted in your
organization or association newsletter, provided the
following credit line is present:

"Laura M. Stack, MBA, CSP, is "The Productivity PRO," (R)
a personal productivity expert who helps people leave the
office earlier, with less stress, and more to show for it. She
presents keynotes and seminars on time management,
information overload, and personal productivity."

Phone: 303-471-7401
Email: Laura@TheProductivityPro.com
Website: www.TheProductivityPro.com
Address: 9948 S. Cottoncreek Drive
Highlands Ranch, Colorado 80130

To subscribe or unsubscribe, go to
www.theproductivitypro.com/r_subscribe.htm.

If you enjoyed this newsletter, please forward it to
interested associates so they may subscribe.