Month: August 2007

  • My strategy for dealing with email back-log

    AtSo – as I blogged about yesterday, emails have been piling up in my inbox to the tune of 200 unanswered emails, some of them – I kid you not – from way back in Februrary.

    I really wanted to get down to an empty inbox, but lately when I sat down at my computer to get it done… I didn’t. I looked at that mountain of mail, many of which I really should’ve responded to long ago and felt really bad about, and kinda gave up in advance.

    And this is where I could choose between two approaches. There’s the “Just get it done” approach. This means ignoring how much it sucks and just doing it anyway. Knuckling under, putting my nose to the grindstone and my shoulder to the wheel and some other body part to some other part of machinery and answer those darn emails.

    Or I could ask myself the following question: How can I make it fun? How can I answer those emails in a way that feels effortless and makes me happy?

    Being the Chief Happiness Officer, I couldn’t really go for the former option so I was forced to try to make it fun. I asked for advice on the blog yesterday and got some really good input.

    After thinking about it I designed a strategy – and got all of my emails answered in less than a day. That also includes the 50 or so emails that came in during the day.

    So without further ado, here’s the strategy that worked for me:
    1: Accept myself
    First of all, I stopped wasting time berating myself for getting into this situation. If there’s one thing experience has taught me it’s that I’m the kinda person who lets a mess build and then cleans it all up at once.

    I know that other people ar way more organized and get stuff done as they go (the bastards!) – but I’m just not one of them and I’m not going to waste time beating myself up over it.

    I’m a lazy person – and this is not a problem, it’s a huge advantage.

    2: Track and publish the number of unanswered emails
    I published the number of unanswered emails and kept updating it during the day. This meant that I could see progress all the time. Your inbox looks pretty much the same with 100 emails in it as with 200. Keeping track of the number meant I knew I was getting results.

    Also publishing the number kept me going a few times when I felt like quitting because I reminded myself how cool it would be to end the day with 0 unanswered emails – AND brag about it here :o)

    3: Move tasks to my todo-list
    But possibly the single most important thing I did was use my todo-list. If answering an email required me to perform a more serious task, I’d put the task on my todo-list and answer the email saying when I would get back with the actual information.

    This allowed me to stay in the flow of answering emails, without getting sidetracked by writing documents etc.

    4: Get out of the house

    Laundromat Café

    And of course I went to my favorite café. But I always do that when I need to get work done.

    5: Use snippets
    I also used a tip from Michiel Trimpe who suggested using email snippets that can easily be inserted into an email. Specifically, I used the following text a lot:

    I apologize for taking so long to reply to your mail – I’ve been drowning in email lately :o)

    6: Don’t be afraid to say no (Updated)
    I almost forgot this one: Making sure to say no, when no is the answer. I get a lot of invitations, links, ideas, proposals, etc. Most of them are very good, but some are just not suitable for me.

    I’ve been training myself to “just say no”. In a polite way, of course :o)

    One tactic I considered, but didn’t use
    I did think about declaring email bankruptcy as George suggested but I decided that would be cheating :o)

    The upshot

    The result of all of this was that I spent a nice, fun, productive day doing a task that I’d been dreading. A lot. For a long time.

    The key, for me at least, is that I didn’t ask myself how I could get the job done the fastest or the most efficiently – my focus was on making it fun and pleasant. If I can do that, I know I can get the job done and I think that aspect is missing from most of the productivity systems and advice out there, which is focused entirely too much on the mechanics of productivity.

    Make a task fun four yourself and you will be productive.

    Your take

    What about you? How do you take tasks you’ve been putting of for way too long and make them fun? I’m not talking about how you get them done – but how you do it so that you enjoy yourself? Got any great ideas? Please write a comment!

    Related:

  • The Ultimate Job Hunt Guide

    SigningConsultant and author Rowan Manahan has gathered together the ultimate list of resources for job hunters everywhere.

    Every aspect is covered, from deciding to look for a new job, to interviewing, to negotiating and actually starting in a new company. I contributed a post of my own on how to make sure you find a job that makes you happy.

    If you’re at all considering switching jobs – and according to studies 60% of us are thinking about it at any given time – go check out The Definitive Job-Hunt Guide.

  • E-mailing – not blogging

    AtI’m taking a short break from blogging until I’ve done something about the staggering amount of unanswered emails in my inbox :o) I’m telling ya, it is totally getting out of hand…

    In the meantime I could really use your ideas: How can I make answering all those emails fun? How can I do it in a way that will make me happy? Any and all ideas are welcome- just write a comment.

    I’ve already thought of one thing I’ll do: I’ll post the current number of unanswered emails right here. Right now the count stands at:
    202 unanswered mails (10:30 PM, Aug. 14)
    214 unanswered mails (8:15 AM, Aug. 15) – Yikes, that’s what I get for going to bed :o)
    172 unanswered mails (10:01 AM, Aug. 15)
    100 unanswered mails (11:10 AM, Aug. 15) (WOO-HOO!)
    67 unanswered mails (11:57 AM, Aug. 15)
    43 unanswered mails (2:22 PM, Aug. 15)
    17 unanswered mails (3:23 PM, Aug. 15)
    5 unanswered mails (3:34 PM, Aug. 15)
    0 unanswered mails (3:50 PM, Aug. 15) WOOOO-HOOOOOOOOO!!!

    Phew, I made it. Tomorrow I’ll be posting on my strategy and on what tips I used or didn’t use.

    And please don’t let this post hold you back from sending me email – I would LOVE to hear from you. And my inbox suddenly looks so… barren :o)

  • Ask the CHO: Who has a right to complain

    Ask the Chief Happiness OfficerJill read my post about why constant complaining is so toxic in the workplace and then experienced a moment of synchronicity:

    I broadly agree with your post, except that, well, right after reading it, my feed reader served up a post from another blogger I enjoy reading called “The Right to Complain“. She and I are both academics, and there’s certainly a culture among many academics to complain about the system we’re in. I’ve found your blog, among others, helpful in trying to figure out what it is that I’m not happy about in my job, and what I am happy about, and which things, if any, I want to change.

    Anyway, coming just after each other like that, two posts on complaining that argue very differently. Dr. Crazy argues that academic jobs are extremely difficult, because of the large investment in time and money you’ve put into getting there (thank you Norway for better funding), the large amount of “invisible” work that goes into research, publishing, administration etc, and your lack of choice in where you live, among other things (I’m lucky, I work where I want to live). Yet people tend to think it’s a cushy job, “you only work 12 hours a week”! (that’s the classroom hours).

    If you have time, I’d love to hear your opinion after reading her post. Could there be a kind of complaining that’s not directed to someone like the boss, but – well, with an idea that perhaps one should complain to the people who can change things, and those people are sometimes yourself and your colleagues?

    Thanks for the link, Jill. That is indeed two very different views on complaining – at least at first glance.

    I agree with Dr. Crazy that we all have the right to complain. It’s not like I can tell anyone else that their problems are not worthy of complaining about because what seems a molehill to me might well be a mountain to them – and vice versa.

    In fact, if you want to increase workplace complaining, all you need to do is to tell people not to complain because their problems are so trivial they have no right to complain. That‘ll get them complaining for sure :o)

    So it’s not really about whether or not we have a right to complain (if somethings’s wrong, you have the right) it’s about how we choose to complain. As I wrote in my post, I believe that there are two fundamentally ways to go about expressing your dissatisfaction: Constructive and destructive.

    Broadly speaking, constructive complaining leads to change and destructive complaining leads to more complaining (more here).

    I also disagree with her assertion that “if nobody complained, then nothing would ever change, then none of those sucky things would ever be eradicated. ”

    Dissatisfaction and complaining is one way to go about changing things – a deep appreciation of what is and a positive desire for the future is another, and in my experience, more effective way of bringing about change. I often refer to this quote by Patch Adams which points to this dilemma:

    Change that is deeply effective and positive presents a paradoxical challenge.

    On the one hand, there needs to be an appreciation and acceptance of how things are in the here and now. On the other hand, there needs to be an active intention to make things better.

    Nothing needs to change, and everything can improve. This is the way to avoid the two extremist traps of activist’s frustration or pessimistic complacency.

    – Patch Adams

    However I agree totally with Dr. Crazy’s final statement that “if one can’t bitch on a blog, where exactly can one bitch?” :o) It’s like blogs were made for it.

  • Ask the CHO: What if you suddenly stopped being happy?

    Ask the Chief Happiness OfficerRussell Quinn asks a very interesting question in a comment:

    I’ve been reading your blog for a while and your career in “being happy” got me thinking.

    Can an occupation in promoting an emotion like your own happiness be compared to something like an athlete? and what happens when it’s over?

    For example, you can train yourself to be happier and work at improving your own happiness, in the same way as you can train your muscles to be a better runner. You can eventually become known as a “happiness officer” or an “athlete”.

    But, in the same way that something unforeseen and out of your control, like a broken leg, can happen end your athletic career, a major trauma could send you into a spiral of depression and end your career in happiness.

    I guess my point of this.. is that i was considering these two statements and how the public would react to them:

    “I used to be an athlete, but a broken leg meant I had to give it up 5 years ago”, and

    “I used to promote happiness, but a period of depression meant i gave it up”

    They are both really the same thing after all.

    Sorry for going off at a tangent ;)

    That’s a great tangent! And I really like the mental image of the Chief Happiness Officer who’s sprained his happy muscle and is now depressed :o)

    To me, happiness is not a fixed state – it’s a constantly fluctuating emotion. It’s not like I can make myself happy, and then be happy every moment of every day for the rest of my life.

    No matter how happy a person is right this second, something could happen to make that person desperately unhappy. Depression is a great example – as it is a chemical imbalance in the brain resulting in a severely bad mood that may not have been triggered by any external events in your life.

    But here’s the crucial point: As Russell writes, you can train happiness. This won’t mean that you’ll always be happy – but that you’ll be as happy as you can be, given your circumstances. And when something bad happens you will be unhappy, but you will be less unhappy and be so for a shorter time.

    Martin Seligman, the founder of positive psychology admits that he is not a particularly happy person and that his efforts have taken him from depressive to moderately happy. Which kinda explains why the planet’s foremost proponent of happiness always looks so grumpy :o)

    So it could absolutely happen: I could lose my happiness because something bad happened to me – or for no reason at all. And I probably would be forced to quit as the Chief Happiness Officer if that happened because there’s no way you can make other people happy if you’re unhappy yourself.

    A large part of what I present in my presentations and workshops is me being happy and full of energy and customers constantly remark on this. They like what I say – and they like the way I say it just as much.

    Another important point is that happiness is no less nice, desirable or beautiful for being fragile. Yes, you can build up amazing levels of happiness and lose it all in a moment when some terrifying, unstoppable event takes it all away. But that’s no reason not to be as happy as you can.

    Does that make sense at all?

  • Front page material

    Yesterday one of Denmark’s leading newspapers had me on the front page:

    Front page material

    No, not the article about how ankle monitors keep convicts from falling back into crime – the one about how some people waste a lot of time at work complaining :o)

    I had a great time last week talking to journalist Susanne Svendsen about happiness at work and how to take responsibility for your own work life. Susanne wrote a great article based on our conversation – .you can read the whole thing here (in Danish).

    After the article came out, I was invited onto several TV and radio shows, including the national “Good Morning Denmark” where I appeared this morning together with Alfred Josefsen, the CEO of supermarket chain Irma which is Denmark’s happiest large workplace.

    You can see the entire segment here (also in Danish). Click on Tuesday August 7th, then click on the segment marked “Arbejdsglæde”.

  • Top 10 reasons why constant complaining is so toxic in the workplace

    Workplace complainers
    Back when I was still working in the tech industry (I was a software developer for a small consulting company in my second job out of university) I had a boss that was… shall we say unpopular. My co-workers and I hated his guts and we complained ceaselessly about him.

    It got to the point where we couldn’t start a meeting, have lunch in the cafeteria, or even go out for a beer without spending half an hour complaining about him.

    We whined about his attitude, his stupidity, his meddling, his spinelessness … hell, even his dress sense came under fire. But then again, he is the only manager who has ever interviewed me wearing a narrow 80s-style purple, fake-leather tie.

    But did we ever tell him? Nooooooo! While we were bitching and moaning to ourselves, he blithely went on as usual because no one ever complained to him. Which might’ve made sense when you think about it…

    Looking back, I’m not sure that complaining to him would have worked – I think he was incorrigible – but one thing is for damn sure: Out bitching about it, fun though it may have been, did not improve things one little bit.

    Because that kind of chronic complaining, justified or not, in the workplace leads to no good. In fact, in can be downright toxic and can make a department or even a whole company a terrible place to work.

    Here’s why constant complaining is so bad:

    1: It makes things look worse than they are
    When people complain, they focus only on what’s wrong. Things may be mostly fine in the company, but complainers only talk about the problems, annoyances and peeves they perceive.

    If things in a company are 80% good and 20% bad and you spend most of your time thinking and talking about the bad 20% – the situation will look a lot worse than it really is.

    2: It becomes a habit
    The more you complain, the easier it gets. In the end, everything is bad, every situation is a problem, every co-worker is a jerk and nothing is good.

    The more you focus on the negative, the harder it gets to switch into a positive mindset.

    3: You get what you focus on
    According to Wikipedia, Confirmation bias is:

    …a tendency to search for or interpret new information in a way that confirms one’s preconceptions and avoid information and interpretations which contradict prior beliefs.

    In other words, what you already believe influences your perception of everything around you. That’s why constant complaining makes you see everything in a negative light, because your subconscious mind tries to make new observation fit with what you already know.

    4: It leads to onedownmanship
    A complaining session might go something like this:

    The other day, my boss came in 5 minutes before I was leaving and asked me to finish two huge projects for him. I had to stay two hours and missed my football game.

    Yeah, well my boss told me to work this weekend AND the next.

    Hah, that’s nothing! My boss…

    This type of interaction rewards the person with the worst story who can complain the loudest. Not healthy!

    5: It makes people despondent
    Not only does constant complaining make you see the workplace as worse than it really is, but because you’re constantly hearing stories of how bad things are and how they’re constantly getting worse it also destroys all hope that things can get better.

    This of course makes people less likely to take action to improve their situation, because everybody knows it’s doomed to fail anyway.

    6: It kills innovation
    Because the situations looks so hopeless, people become less creative and innovative. What’s the point of coming up with ideas and implementing them – it’s never going to work anyway.

    Also, chronic complainers are the first to shoot down any new idea.

    7: It favors negative people
    The way to get status among complainers is to be the most negative. To be the one who sees everything in the most negative light.

    Any attempt to be positive or cheerful will be shot down and optimists will be accused of being Pollyanna, naive and unrealistic.

    8: It promotes bad relationships
    People who complain together unite against the world and can create strong internal relationships based on this. But these relationships are based mostly on negative experiences. That’s not healthy.

    It also means that you can only continue to be a part of the group if you can continue to complain, miring you even deeper in a complaint mindset.

    9: It creates cliques
    Being positive, optimistic and appreciative makes you more open towards other people – no matter who they are. It becomes easy to connect to co-workers in other departments, projects or divisions.

    Complaining, on the other hand, makes people gather in cliques with their fellow complainers where they can be critical and suspicious of everybody else.

    10: Pessimism is bad for you
    Research in positive psychology has shown that people who see the world in a positive light have a long list of advantages, including:

    • They live longer
    • They’re healthier
    • They have more friends and better social lives
    • They enjoy life more
    • They’re more successful at work

    We sometimes think that pessimists and complainers have the edge because they see problems sooner but the truth is that optimists not only lead better lives, they’re also more successful because they believe that what they’re doing is going to work.

    The upshot

    Constant complaining in the workplace is toxic. It can drain the happiness, motivation, creativity and fun from a whole company. Wherever it’s going on it must be addressed and handled properly.

    I’m NOT saying that we should never complain at work – quite the contrary. If you see a problem in your workplace, complain to whoever can do something about it.

    What we should avoid at all costs, is constant bitching and moaning, where we’re always complaining about the same things, to the same people, in the same way, day in and day out.

    So what can we do about it? Well first of all, each of us can learn to complain constructively. This means learning to complain in a way that leads to the problem being fixed – rather than to more complaining. Here’s my post on how you can How to complain constructively.

    Secondly, we can learn to deal with the chronic complainers we meet at work. Unfortunately, our traditional strategies like trying to cheer them up or suggesting solutions for their problems don’t work because complainers aren’t looking for encouragement or solutions. Here’s my post on how to deal with chronic complainers.

    Finally, you can train your own ability to be positive. Just like complaining can become a habit, so can being appreciative, optimistic and grateful. You could declare today a positive day, you could take a few minutes at the end of every work day to write down five good experiences from that day or you could praise a co-worker.

    Try it and let me know how it goes!

    Your take

    But what do you think? Do you know any chronic complainers at work? What is their impact? How do you complain, when you see a problem?

    Please write a comment, I’d really like to know!

    Related

    Here are some related posts about workplace complaining:

  • The Ultimate Job Hunt Guide

    Choose a happy job

    Rowan Manahan has launched a group writing project to create the Definitive Guide to Clearing Job-Hunt Hurdles and has asked me to contribute.

    I think that’s a fantastic idea. Looking for a new job is one of the most important, life-shaping activities we undertake and it really pays to go into this process armed and ready with some good input.

    I looked back through my archives, and while most of what I write is about being happy in the job you DO have, four of my previous posts are particularly relevant for job seekers:

    Never stay in a bad job. Fix it or leave!
    We all know the cost of leaving a bad job. But sometimes we forget the cost of staying. And that cost can be much too high.

    Find your quitting point
    How to know when it’s time to quit and move on.

    Some killer questions to ask in your next job interview
    All companies will tell you that they’re great, friendly, open, happy workplaces. How do you know that they’re telling the truth and that a workplace is right for you? Here are some great questions to ask in your next job interview.

    How to find a job you’ll love
    How to find a job you’ll love. Not like – love!

    I would love to hear more people’s opinion on this, so I’m inviting these people to contribute:

    And you! What’s your best job hunting tip ever?

  • Tagged: 8 random things about me

    Alexander KjerulfI was tagged by Peggy Andrews at The Career Encouragement Blog to tell the world 8 random things about me.

    I am more than happy to oblige. Here are 8 random things few people know (and even fewer want to know) about me :o)

    1. I loooooove sci-fi in books, movies and TV. Firefly, Dune, Neuromancer, The Matrix, Cryptonomicon, Heroes, The Stainless Steel Rat, Lost, the Vorkosigan books, The Dresden Files (the books, NOT the TV show), Blade Runner, the Alien movies … you name it.
    2. I go to the movies 1-2 times a week on average. Last movie I saw: Planet Terror (Grindhouse Vol. 2). It’s utterly disgusting and it rocks :o)
    3. I love design. In many ways, how a thing looks is more important to me than how well it works. I bought my motorcycle not for its performance or durability – but because it’s pretty.
    4. 2-3 times a week, I teach aerobics in Scandinavia’s largest fitness chain. That’s right – I get paid to exercise :o)
    5. I’m half Greek, half Danish; was born in Tunisia; lived in Spain as a small child; grew up in Denmark.
    6. I’m a certified laughter instructor. I took a course in laughter yoga with the Indian doctor who invented them, which means I know how to get groups of people to laugh at absolutely nothing.
    7. I read. A lot. At any given time, I’m reading 3-5 different books. I can’t go to sleep at night without something to read.
    8. I recently took up a new hobby. Wakeboarding. MAN, that’s a lot of fun. If the weather wasn’t so bad in Copenhagen these days, I’d be there every day :o) See below!

    My new hobby: Wakeboarding at the Copenhagen Cable Park. Watch the end of the video for my grand finale:

    I’m supposed to pass this on to 8 people, but I’ll limit myself and pass the tag on to: