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Saturday, August 11, 2007

"Take a Break, Get More Done: 5 Reasons and 5 Ways"

by Steve O'Sullivan

Most of us who are self-employed have a hard time defining when it's time to work and when it's time to have a life. Especially those of us who work from home, telecommute or otherwise have an office in their house.

This also goes for commissioned sales people and employees who don't have a traditional 9 to 5 job. The structure that's present for 'real jobs' is missing from our lives, so it's easy to blur the lines between working too much and not working enough.

I don't know about you, but I often find myself working straight through the day, eating lunch at the computer, checking and returning emails late at night and the like. Some weeks, I don't take a day off, or even part of one.

On the one hand, I get lots done. On the other I sometimes find myself exhausted and grumpy, without much passion left for the work I love. I'm writing this article as much for me as I am for you. Take a BREAK!

I know that the quality of my work and my ability to plow through the piles of "to do's" diminishes when I skip time for myself. I need to take a day off every week and take a few breaks during my workday. I suspect you do too.

At one point in a previous career I went 5 years without taking a real vacation. What I mean by 'real' is actually leaving town, getting away from the temptation to work.

My coach at the time insisted the best thing for me was to get away. "But I have TOO MUCH TO DO" I cried in protest!

She was right. I was wrong.

Here are 5 Reasons to take a break or go on vacation.


  1. You'll Stay Healthier - Too much work results in too much stress. Too much stress results in too much cortisol. Cortisol is a naturally occurring hormone in the body, but high prolonged levels can cause loss of ability to reason, higher blood pressure, blood sugar imbalance and the dreaded mid-section bulge (pot belly!). There are about half a dozen other health issues related to too much cortisol, but suffice to say, too much is bad.

  2. Your body will Thank You - If you spend a lot of time at the computer, on your feet or on the telephone you may be inadvertently developing patterns of poor posture, neck ailments, carpal tunnel syndrome and other ergonomic nightmares. Several breaks during the day can call attention to your bad habits and allow you to make adjustments that relive your physical stress.

  3. You'll be more fun to be around - Ever notice people starting to avoid you when you work too much? It might be that you missed a shower, but more likely you're just surly. Working hard and being productive are great, but all work and no play make Steve a dull boy.

  4. You need a Attitude Adjustment - Your Brain absolutely needs rest and breaks from concentrating for long periods of time. I don't know the medical reason, but my version is that 'gunk' builds up in there blocking your ability to reason and process information. Stepping away from your desk for a few minutes is like a mental cleanse, clearing out that nasty gunk buildup.

  5. You'll have more energy - It's a fact that people who take short breaks at work and regular vacations from work are more vital and energetic. You are a walking electro-chemical power plant and you need certain kinds of fuel to operate properly. Food, sleep and some good old R & R are those fuels. Besides, just think how much more you get done right before you go on vacation!


Here are 5 Ways to Take a Break


  1. Stretch - Every couple of hours get up off your hiney and stretch your legs, arms, fingers and what ever else is feeling cramped or sore. Give yourself a neck rub and get the blood flowing through your shoulders.

  2. Take a Walk - Especially right after lunch when all your blood is rushing to your stomach to suck up the nutrients from that slice you had. On second thought, skip the Pizza altogether. Once around the block after your Turkey on Whole Wheat, hold the Mayo!

  3. Meditate - Just 5 minutes of closed eyes, connecting with your Higher Power or visualizing yourself on a beach in Maui can be as effective as an hour break. (Just as long as you don't fall asleep.)

  4. Eat a Snack - I'm not talking Snicker's Bar here. More like a Balance Bar. Choose a food with some protein, complex carbs and 'good' fat. This will help keep your blood sugar level and supply nutrition to both your body and your brain.

  5. Leave Town - As my buddy Guido used to say, "Steve, time to get out of Dodge!". That was my call for a weekend away in Sonora. A couple of days out of town with friends or alone will do wonders for you.


I'm not giving you permission to goof off and neglect your business, but sometimes the best remedy for fatigue and stress is to get away from it for a while. Focus and productivity are what I'm all about, but often the best approach is a balanced one. Reminds me of that old saying, "Here today, gone to Maui."


© 2007 Steve O'Sullivan

Business Productivity Coach, Speaker and Expert Author Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE productivity tips and tools now at http://www.sosimpact.com/

Tuesday, July 31, 2007

"Your Mission, should you decide to accept it ---Using a Mission Statement to Increase Business Productivity"




by Steve O'Sullivan

In the last few weeks or so I have been approached by a number of friends and associates asking me to participate in some great business projects with them. They all sounded like good opportunities. But were they?

This brings to mind the question "How do I decide what I should get involved with to make my business grow?" What's the difference between an opportunity and a distraction?
The decision can be simple if you have a 'Mission Statement'. Here's mine.
"My Mission is to help thousands of people improve their lives and businesses through coaching, training and education."

When I have to decide on what projects to participate in I just take a look at my Mission Statement. I ask myself, "Does this opportunity fit my Mission?" If the answer is yes, I ask myself "Do I have time for this?" Two simple yes or no questions and the decision is made.
You can apply this process to anything you want or need to do in your business. If it fits do it, if not, just say no!

You can have both a Business Mission Statement and a Personal Mission Statement. Both are effective for deciding what actions to take.

Why have a Mission? Here's a good reason. One of my mentors Earl Nightingale said "People with goals succeed because they know where they are going. It's as simple as that."
Missions Statements have broad goals within them and help direct the creation of more goals.

"OK, I get the point" sez you. "So how do I figure out what my Mission is, Coach Steve O? Help me out here!"

Here are 5 Tips to Help Build and use your Mission Statement

1. Keep it meaningful and specific - You have to be clear about what you want out of life or business in order to get it. If you aren't clear about it, take some time to ponder those thoughts or talk it over with a friend, partner or spouse until you have a firm handle on it. Make sure it is truly meaningful for YOU or it won't be an effective guide for your life or business.

2. Make it short and sweet - A great Mission Statement can be as brief as one sentence, but no longer that one paragraph. You want to be able to memorize it easily, incorporate it into your DNA and live or work by this statement. The words you use must "taste good" so you'll want to "eat it" everyday. (Kind of a weird metaphor, but you get the picture.)

3. Answer these questions - "Why am I building this company?" "What is the action or actions I will take?" "What is the desired result?" And these optional questions. "How much money will I make?" "When will I accomplish this by?"

4. Keep it in front of you - When you have your Mission completed, plaster it all over the place. On your bathroom mirror, on your computer, heck, make it a screen saver! The point is to look at your Mission everyday, taste it, savor it, digest it, let it be the sustenance that drives your business or life.

5. Use examples, generators and facilitators - If this is your first try at building a mission statement, I suggest taking a look at some examples for inspiration. Here are a few; "To be the preeminent publisher and provider of self-improvement resources that inspires and empowers individuals to lead the lives they most desire" - Nightingale-Conant Corporation, "To make people happy" - The Walt Disney Company, "To push the leading edge of aviation, taking huge challenges doing what others cannot do" -Boeing. There are some interesting and fun mission generators online. Nightingale-Conant has a handy and free mission statement tool you can use. Try it to create your mission or just to develop some inspiration. http://nightingale.com/mission_select.aspx. This next one is hilarious, and pokes a bit of fun at Mission Statements. http://www.netinsight.co.uk/portfolio/mission/missgen.asp. If you just can't get going on this, call an expert facilitator and get some help. I have several great referrals if you need one.

Just so you know, I balked at the suggestion of developing a Mission Statement when it was first suggested. I rejected the idea as being useless and a waste of time. Boy was I wrong! Eventually, I got some help, did the work and came up with what has proven to be the guiding light of SOS Impact Coaching and Training. As I like to say, "Just do it, Do it now!"

© 2007 Steve O'Sullivan

Business Productivity Coach, Speaker and Expert Author Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE productivity tips and tools now at http://www.sosimpact.com/

Saturday, July 14, 2007

"Setting up Systems to Boost Productivity: 7 Tips for making the most of your day"

Setting up Systems to Boost Productivity: 7 Tips for making the most of your day

by Steve O'Sullivan

One of the first things I learned about business is that if you have to do something more than once, you need to create a system for it. The reason is simple. You'll save a ton of time in the long run if you slow down enough in the short run to create a model that you can repeat over and over.

Let's take a look at McDonald's for a minute. They've created systems for every aspect of their business. That's why you can go to any McDonalds in the world and get the same exact (crappy) tasting hamburger, fries and milk shake. I'm not suggesting you sell a product or service that is sub par, but make available that same product or service in an efficient and consistent way.

If you go behind the counter of that fast food joint I mentioned above, you will see footprints on the floor leading from the freezer to the fryer, directions and pictures of how to place the frozen fries into the oil, what button to push to time the fries, how to salt those deep fried russets after they come out of the cooker, etc, etc, etc...Systems (You can read more about this in Michael Gerber's The E-Myth Revisited)

You don't need to go to this extreme. But you can see how creating these models has allowed Mickey D's to grow quickly and worldwide. So can you see that if you had some systems for dealing with your marketing, record keeping, product ordering and all the rest of the tasks you do over and over, you could stop pulling your hair out because you have too much to do?

So now you know why having systems can be a major benefit for you. But this begs the question, "What is a system?" Here's a couple of definitions from the dictionary.

sys·tem (sĭs'təm) n.
An organized set of interrelated ideas or principles.
A condition of harmonious, orderly interaction.
An organized and coordinated method; a procedure.


Check out these 7 Tips to boosting your productivity with systems.



  1. Do the Right Things - Set up systems for the most important aspects of your business. That is, the things that make you money. Typically that means marketing to clients and serving clients. So make a list of the most important tasks that occur the most often. Begin creating your system the next time you have to do one of those tasks.


  2. But I Don't have Time - Stop saying this! The reason you don't have time is you don't have your systems in place. It's a bit counter intuitive. Like taking a portion of you valuable time to plan what to do with your valuable time. It works, stop questioning it. Systems don't have to be complex, they can be as simple as a check list.


  3. Outsource - For example, unless you are an Accountant, don't do your own accounting and bookkeeping. They already have systems to do the work for you. All you need to do is set up a way of getting the information to your Accountant. Remember, If you don't have an assistant, you are one! Get help as soon as you can. Slowly hire others to do the things you don't enjoy or are not excellent at. You can apply this at home too, hire a "gofer" to pick up the dry cleaning, gas up your car, run to the post office, and such.


  4. Set Up New Systems as you Go - Each time you start a new project or introduce a new aspect of your company, create a system for it right away. For instance, create a new file (either physical and/or on your computer) for every new client you get. Each time you do any work for them, file the documents in the proper file right away! Or create a checklist for opening or closing your shop, i.e., 1. Unlock the door. 2. Turn off the alarm, etc.


  5. Don't' Worry if it's Not Perfect - Just get started, you can make your plan better as you go. Try it, analyze it, fix it, change it, dump it. Ask for advise on how to make it better, ask your friends, husband, wife or children what they think. If you have employees, get them involved in the process, you'll be amazed how a different perspective can revolutionize your process and your progress.


  6. Make it Teachable - Take the time to develop your systems in such a way that you could easily give the directions to a new employee and have her duplicate your efforts right away. When you are brand new in a business you may not think of this, but seasoned entrepreneurs know how painful it is to train a new person only to have them leave after a few months. Now you're stuck training someone new. If you had created clear directions that anyone could follow, that wouldn't be a problem. (Remember the McDonald's example? Follow the footsteps on the floor!)


  7. Make it Automatic - Once your systems are in place, your goal should be to make them happen automatically. Sort of a system for your systems. For instance, this ezine is set up through an "autoresponder". When someone want's to subscribe or unsubscribe to The LifeLine (and I can't imagine why anyone would want to unsubscribe ) my system adds or removes their name automatically. That way I don't have to go in manually and add or remove them from my e-mail list.


Finally, setting up systems will completely change your business. You will be able to get so much more done, and be so consistent with your efforts you will wonder why you waited so long. If you need some more help putting your business systems into place, give me a holler and I'll be happy to help.



P.S. Try putting some systems in place for your personal life, they work just as well there!

© 2007 Steve O'Sullivan


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Business Productivity Coach, Speaker and Expert Author Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE productivity tips and tools now at http://www.sosimpact.com/

Friday, June 29, 2007

"S(m)ell Your Way to the Top"

"S(m)ell Your Way to the Top: 3 Ways to Increase Productivity with your nose"

by Steve O'SullivanSmell Your Way to the Top



No, that's not a typo, you really can improve your productivity by properly using your nose! First I have to admit, I kinda borrowed the Title from

Zig Ziglar
's amazing Audio program, "Sell your way to the Top" and juxtaposed it with an audiobook I was "reading" on aromatherapy. There you go, "Smell Your Way to the Top"! Sorry, that's just the way my mind works.

Anyway, the point is that your nose is one of the fastest ways to change your mood. Certain fragrances or aromas create specific brainwaves. Those fragrances enter the nose and stimulate the olfactory senses, and in turn stimulate the limbic system.

Sorry, this isn't supposed to be a biology lesson and you can skip down to the "what to do part" if you aren't interested in the details. Otherwise, here's more about how it works.

The limbic system is involved in your emotions, motivation and memory, and is highly interconnected with the brains pleasure center. So when introducing certain smells, you can immediately cause relaxation, pleasure, stimulation, or fond memories. It's been reported that the use of fresh orange peels in dentists offices reduces stress in patients and can even reduce the experience of pain. Next time I go to my dentist I'm bringing a whole bag of oranges!

So, what does what? Here are a few examples; Lavender is known for it's relaxing qualities, peppermint for it's stimulating effects, and lemon for memory and concentration. For a more complete list of aromas and their effects go to http://www.aromaweb.com/essentialoils/emotional.asp

Guys, I know this may all seem sort of, well, Girly, but there is hard science behind it (cool, huh). Besides, by using the correct scents, you can be a hero in your wife's eyes. Perhaps even create some romance in the air?

I personally use various types of incense while meditating to help me achieve the desired state of mind. I also use (quality) scented candles to make my home feel more comfortable. I particularly like cinnamon and brown sugar 'flavor'. (I wish they made a Chocolate Chip Cookie candle!)

For bedtime, lavender and eucalyptus essential oils help me relax and aid in keeping my nasal passages open, especially during allergy season.

Now, here's a few tips for making the most of your old shnozola.

  1. Find scents that make sense - Select aromas or essential oils (or combinations) that are appropriate for the desired effect. Avoid the relaxing scents when you are trying to overcome fatigue, etc. Try different aromas and combinations and see how your productivity is
    effected by them. Do some research and learn the proper way to handle essential oils, or consult and aromatherapist.

  2. Keep it to yourself - Not everyone in your office wants to smell your magic productivity formula. Many people are sensitive or allergic to certain scents, they are irritants not therapeutics to these folks. One time at Christmas I over did it with the peppermint oil and my ex-girlfriend almost keeled over from the 'noxious gas cloud' I released. Always check first with your co-workers, family and guests.


  3. Quality Counts - Skip that cheap "Glade" type "aroma therapy" junk. I've heard nasty stories about what those 'air fresheners' do to your lungs. As with most things in life, you get what you pay for, so pay for the best you can get. Find a knowledgeable aroma therapist for guidance, or do your homework on the web. You know a better quality product will yield better results.


With all that in mind, how you dispense your oils and aromas is a whole other topic. There are various warmers, dispensers and diffusers. Some oils can burn your skin with direct application. Again, do your homework before you apply, heat, cook or spritz any of these essential oils.

So that's it. Break out the stinky stuff, and fire up your productivity in a most unconventional way. Your sound overall heath is an absolute essential for your business success and ability to produce your desired results.


Here's where I have to say, I'm not a Doctor or an Aromatherapist and you should consult both before you mess with stuff you might be allergic to, or your kids for that matter. This article is not intended to diagnose or cure any illnesses, yada, yada, yada. Seriously though, be smart with your
health, and anything you put on, in or around your body.



© 2007 Steve O'Sullivan

Business Productivity Coach, Speaker and Expert Author Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE productivity tips and tools now at www.SOSimpact.com

Monday, June 18, 2007

Are You on Overwhelm?

"Are You on Overwhelm?"
by Steve O'Sullivan

I can't tell you how many times I've heard the statement "I'm so overwhelmed!" So many of my clients have too much to do, and so little time to do it in. I used to say "I'm overwhelmed" myself, way too often. I don't anymore.

I imagine you are asking yourself "Why, Steve? Aren't you busy anymore?" Well, yes I'm as busy as I have ever been. The difference is I have changed my thinking and my actions around being overwhelmed by too many things to do.

When you constantly say 'I'm overwhelmed' you perpetuate the feeling and mindset of 'too much'. Typically what happens is you create so

much anxiety that you become frozen in your tracks and don't do anything. That's hardly a solution to the situation! But, don't worry, you're not alone.

Try changing what you say to 'I can handle everything that comes my way', or 'I have plenty of time to do what's most important'. Next you need to know that you will rarely get caught up. There really is too much to get done, so stop trying to do it all. The reality is most of what we do is a waste of time anyway. You also need to know that you will never finish everything. More is always coming your way, and it always will be that way. Just ask any retired person!

The next step is to take action in a purposeful way. Here are seven tips to help you do that.

1. Touch it Once - Don't even touch something unless you are going to take action. Do it, dump it, delegate it or schedule it. Skip checking your email first thing in the morning. You may never get to the important things!

2. Make Lists - When you think it, ink it. Get it out of your head and onto paper or in a Word or Excel document. When 'To Do's' are swirling around inside your head, they seem to be bigger and in greater volume than in reality.

3. Pick Six - Choose the Six most important things you need to get done or work on today. Allow about 5 to 6 hours for these tasks. Make sure to leave scheduled room for 'got-a-minutes', checking emails and putting out fires.

4. Time Your Tasks - Assign an amount of time to spend on each task, or a guesstimate of how long they will take you.

5. Prioritize Tasks - Assign priorities to your Six tasks such as A1, A2, etc in order of their importance. What's important? What makes you or your company money! Prospecting and marketing are usually the things that get put on the back burner. Move them to the front and Turn them up to a High Rolling Boil!

6. Plan Your Day - Now plug in your Top Six into your calendar, A1 first, etc, with room in between for return calls, email and the unexpected.

7. When in Doubt, Throw it Out - 80% of what you receive in the form of email, voice mail, and snail mail is junk. Toss it out right away. In fact, go through the stuff you have been saving 'to go over later' and pare it down to what's still relevant. Most of it isn't any more. Refer to Rule number 1 when you do this.

That's it. A simple change in mindset, and working on purpose can free you from having too much on your plate. You'll get more of the right things done and feel better about it!

© 2007 Steve O'Sullivan

Business Success Coach and Speaker Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE tips and tools now at www.SOSimpact.com.

Thursday, June 14, 2007

The Power of a Positive Mindset

To understand the power of a positive mindset, first you have to know what your mindset currently is and what a positive mindset looks like. If the fruits of your labor (your results) are less than satisfactory, then look first at the roots of your tree (your actions and environment).
When you get up first thing in the morning are you full of energy? Are you happy and ready to tackle the day? Or are you like Eeyore with a gloomy cloud hanging over your head? It's important to pay attention to your attitudes and actions and really know who you are if you are going make some real changes. So, think about what you say to yourself, what you say out loud to your friends and family. Notice if it has a positive ring to it or a dull thud. Wayne Dyer says "What you think about expands", and it doesn't matter if it's positive or negative, it's going to grow!
If you find that your attitude is less than what you want it to be, you may want to know where that negative thinking came from. Often times, we are inadvertently programmed by our parents, teachers, co-workers, bosses and peers. This may come in the form of harsh criticism, gossip, abuse or simply limiting thoughts and energy dispensed in our environment.
In order to overcome these negative environments, you have to be aware of them, remove yourself from them and nurture the roots of your "tree of life". There are many techniques for developing new growth, including affirmations, visualizations, prayer, meditation and much more. You can read more about this by downloading the workbook The Power of a Positive Mindset Workbook.pdf then going to http://sosimpact.com/ABWA.htm and investing in some of the resources show on that page.
OK, so where's the Power? This is the simple part! When your grow yourself in a positive manner you can much more easily rise above the problems and challenges in your life. They become small compared to you! (Yes, it really is all about you.) As Zig Ziglar says “Positive thinking will let you do everything better than negative thinking will.” Not only that, but you will enjoy life much more, the good things will come much easier and yes, the fruits on your tree of life will be much sweeter!

The 7 Day Challenge
1. Turn off the TV for 7 days, or just turn off the News, put down the newspapers, turn off talk radio, etc for a week. Skip the violent movies and video games.
2. Vow not to offer criticism (especially to yourself), do not gossip, whine, complain, and no victim talk!
3. Create your own Affirmations
4. Post your affirmations in prominent places throughout your home, and say them out loud, at least twice daily.
5. Make deposits in your “Bank Accounts” every day.
See The Power of a Positive Mindset Workbook.pdf for more information on The 7 Day Challenge and "Bank Accounts"

© 2007 Steve O'Sullivan

Business Success Coach and Speaker Steve O'Sullivan is the publisher of 'The LifeLine' bi-weekly small biz improvement ezine. If you're ready to make a serious impact on your business, make more money, and get more done in less time, get your FR*EE tips and tools now at http://www.sosimpact.com/