“When you understand what motivates people at the deepest level, you don’t need to control them—you can inspire them.” – Scott Shapiro, MD
Performance Coach, Scott Shapiro, MD for Professional Athletes – Photo Credit – iStock Ostill
Case Study: Coach Ramesh’sTurning Point
When Coach Rameshfirst walked into my office, he was frustrated and depleted. A seasoned college basketball coach with a talented team and strong institutional support, he was expected to deliver a winning season. But six weeks into the schedule, his players were disengaged, his team lacked cohesion, and the pressure was mounting. He wanted help from a top performance coach.
“They don’t respond to me anymore,” he said. “I’m pushing harder, but the more I push, the worse we get.”
He wasn’t short on knowledge or effort—he was short on insight into what truly drives human performance. That’s where I introduced him to a powerful tool: the SCARF model developed by David Rock.
What Is the SCARF Model?
The SCARF model is a brain-based framework that identifies five core domains that influence human motivation and behavior: Status, Certainty, Autonomy, Relatedness, and Fairness. It was developed by David Rock, a pioneer in the field of neuroleadership, to help leaders improve collaboration, engagement, and performance.
What the SCARF Model Provides
The SCARF model provides more than just a checklist—it provides a mindset. It allows leaders to move from reactive management to strategic leadership by understanding the social threats and rewards that activate the brain in high-stakes environments. This insight helps create psychological safety and trust, the foundation for peak performance.
S – Status
Definition:Status is our sense of relative importance. When people feel diminished, overlooked, or criticized—especially in public—it triggers a threat response in the brain.
Application:Coach Ramesh was calling out mistakes in front of the team in an effort to motivate. In reality, this was creating shame and withdrawal. We shifted to one-on-one feedback for critiques and reserved public moments for recognition. He also created a weekly “leadership board” that celebrated players’ effort, teamwork, and communication—not just stats.
C – Certainty
Definition:Certainty is our brain’s need to predict the future. When roles, expectations, or outcomes are unclear, it can create anxiety and hesitation.
Application:Coach Ramesh had introduced a new offense mid-season without clear explanations. Players felt unsure of their roles and began second-guessing themselves. We implemented short pre-practice briefings outlining key objectives and ended each session with a debrief. This small routine gave the team a greater sense of stability and confidence.
A – Autonomy
Definition:Autonomy is the feeling of control over decisions. When autonomy is stripped away, motivation declines—even in highly skilled performers.
Application:His players were being micromanaged on everything from drills to game-day routines. We created structured choice points—letting players vote on warm-up drills or choose among recovery options. These moments increased buy-in and accountability. The tone in the locker room changed almost immediately.
R – Relatedness
Definition:Relatedness is about connection and belonging. When people don’t feel seen or trusted, they disengage.
Application:Coach Ramesh was focused entirely on strategy—there were no emotional check-ins, no personal rapport. We introduced quick “player circles,” 5-minute group check-ins that created space for players to speak and be heard. He also made it a point to show up early to practice—not to coach, but to connect. These gestures helped him earn trust and strengthened team cohesion.
F – Fairness
Definition:Fairness is our sense of justice. When decisions seem biased or inconsistent, people shut down or become combative.
Application:Several players believed that favoritism influenced playing time. Whether true or not, the perception eroded trust. We introduced a transparent metrics system that tracked performance across multiple domains, including effort and communication. This reframed fairness and gave everyone a clear path to improvement.
Coaching the Coach to Improve Performance
Coaching Coach Rameshwasn’t just about teaching the SCARF model. It was about helping him evolve into a more effective leader—strategic, emotionally intelligent, and grounded in neuroscience.
We:
Rehearsed difficult conversations before team meetings
Role-played moments of feedback and pressure
Identified hisSCARF triggers—especially around Status and Certainty
Practiced the mindset of creating environments for others to succeed
Over the next eight weeks, Coach Ramesh transformed from a frustrated authority figure into a respected, empowered leader.
SCARF in Action: Real-World Adjustments
Here’s how we put the SCARF model into practice:
Pre-briefs and debriefsclarified expectations and reinforced structure (Certainty)
Player-led warmups and drillscreated buy-in and confidence (Autonomy + Status)
Recognition ritualsincreased team connection and mutual respect (Relatedness)
Most leaders settle for compliance—doing just enough to avoid consequences. But SCARF drives commitment. When psychological needs are met, people wantto contribute. Coach Ramesh’s players began reviewing film together voluntarily, mentoring younger teammates, and showing up early—not because they had to, but because they were invested.
That’s what neuroscience-informed leadership does—it fosters engagement from the inside out.
Beyond the Locker Room
While this example comes from sports, I use the SCARF model in my executive coaching work with:
Across industries, leaders face the same challenge: understanding and managing human behavior under stress. The SCARF model is one of the most effective frameworks I’ve used to help them do just that.
Results: A Championship Season and a Top Performance Coach
By the end of the season, Coach Ramesh’s team found their rhythm. They became cohesive, disciplined, and inspired. They moved from underdogs to champions, winning their first title in over a decade. More importantly, they became a team that trusted their coach—and each other.
It wasn’t because of a new strategy. It was because of a new mindset.
Final Thought: Lead Like a Neuroscientist
Peak performance isn’t just about metrics. It’s about emotion, motivation, and mindset—especially under pressure. And, a performance coach can help.
The SCARF model helps leaders stop reacting and start leading. It shifts the focus from “How do I fix them?” to “How do I create an environment where they perform at their best?”
That shift is what separates average coaches from transformational leaders.
*Disclaimer: The story presented above is a composite case. Details have been changed to protect confidentiality. This example does not describe any specific individual, but rather illustrates common scenarios drawn from my coaching practice.
Performance Coach, performance coach Scott Shapiro, MD for Professional Athletes – Photo Credit – iStock Ostill
Performance Coach for Professional Athletes: 10 Proven Strategies for Unlocking Peak Performance
Testimonial from Rich Fernando, Former Director of Coaching Administration, Philadelphia 76ers – Worked with Performance Coach, Scott Shapiro, MD
“I met with Scott during my first month with the 76ers. I had been tasked by our head coach to develop a more efficient meeting and learning for both players and coaches. Scott was able to give me simple yet effective insights as well as benchmarks to maintain and enhance standards. It was a very productive and eye-opening meeting. I recommended him to people within my network as well.”
Performance Coach
Case Example
When Jamal*, a professional football player, was referred to me to be his performance coach, he was struggling with performance anxiety, difficulty sleeping, and inconsistent focus during games. In addition, he was traveling often with his team and juggling a demanding training and media schedule. We worked together remotely, which allowed him to fit sessions into his routine with ease. Moreover, through our work, Jamal began to feel more centered and in control. His pre-game anxiety decreased, he reported better sleep and reaction time, and most importantly, he found himself playing with more presence and confidence. The strategies we used—some of which are detailed below—helped him unlock his potential and extend his impact on the field.
This is the type of transformation I strive for with every athlete I work with.
Leading Performance Coach – Scott Shapiro, MD
As a peak performance coach, psychiatrist, and former competitive athlete, I help professional athletes achieve their goals and perform at their highest level—consistently. My work is grounded in neuroscience, psychology, and behavioral science, combined with two decades of clinical experience and my own athletic background. I rowed for the University of Pennsylvania, ran the Marine Corps Marathon, and continue to compete in tennis. I understand the complex relationship between mindset, emotions, motivation, and cognitive performance—not just from theory, but from lived experience.
Over the years, I’ve worked with athletes who struggle with injuries, burnout, performance anxiety, fear of failure, or difficulty maintaining motivation. Many are already at the top of their game, but they want to break through to the next level. They seek an edge—not only physically, but mentally and emotionally. That’s where I come in.
Approach
Using a comprehensive, individualized approach that integrates neuroscience, cognitive-behavioral therapy (CBT), schema therapy, executive coaching, mindfulness, and sports psychology, I help athletes train their minds with the same discipline and intentionality they use to train their bodies.
Here are ten core strategies I often incorporate in my work with professional athletes.
Visualization and Mental Imagery Training from a Performance Coach
Visualization activates the brain similarly to actual performance. By mentally rehearsing specific plays or routines, athletes strengthen the neural pathways needed for peak execution. In addition, mental imagery is a proven strategy that also reduces anxiety and boosts confidence.
Because of this science, we use vivid, multisensory exercises where athletes imagine successful performance from a first-person perspective. This may include visualizing the environment, bodily sensations, and even the emotions involved in competition.
Why It Matters:
Why it matters: Visualization can improve muscle memory, enhance motivation, and increase motor control. It is used across sports by elite performers to solidify technique and build psychological resilience (Di Fronso & Budnik-Przybylska, 2022).
Managing Anxiety and Arousal with Breathwork and Mindfulness
Anxiety and arousal are natural responses to high-stakes situations. However, excess adrenaline or tension can lead to decreased focus, shaky hands, and impaired decision-making. Breathwork helps regulate the autonomic nervous system and reduce overactivation.
I teach athletes how to activate the parasympathetic nervous system—the body’s rest-and-digest mode—through techniques like resonance breathing and mindfulness-based stress reduction (MBSR). These help bring heart rate and breathing into sync, which increases vagal tone.
What is vagal tone? It refers to the activity of the vagus nerve, which helps regulate heart rate, digestion, and emotional state. High vagal tone is associated with better emotional regulation, focus, and resilience.
Mindfulness practices such as mindful yoga, body scanning, and sitting meditation have been shown to improve performance and reduce perceived stress in athletes (Di Fronso et al., 2022; Tebourski et al., 2022; Wang et al., 2022).
Schema Therapy for Uncovering Hidden Roadblocks by Your Performance Coach
Many athletes carry unconscious beliefs about themselves, shaped by early life experiences. Schema therapy helps identify and transform these deep-rooted patterns. For example, a belief like “I must be perfect to be valued” can lead to crippling pressure and burnout.
We use guided imagery and cognitive restructuring to challenge and reframe these beliefs.
Ravi*, a pro tennis player, believed he was only worthy if he won. We uncovered this belief and worked through it using schema techniques. Over time, he was able to play with more freedom and less self-judgment.
Athletes often interpret mistakes as proof of inadequacy. I teach clients to view failure as feedback. This involves replacing all-or-nothing thinking with more realistic assessments.
We use review protocols (like post-game analysis forms) to identify what worked and what needs improvement. This reframing builds a growth mindset—seeing challenges as opportunities to grow rather than signs of failure (Deci & Ryan, 2000).
Precision Goal-Setting and Weekly Accountability Systems
Performance coaching isn’t just about inspiration—it’s about implementation. We set weekly SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound) and use WOOP (Wish, Outcome, Obstacle, Plan) to anticipate barriers.
Tracking progress through shared digital platforms gives athletes immediate feedback. This creates momentum and builds trust in their own ability to grow.
Enhancing Executive Function for Strategic Thinking with Your Performance Coach
Executive functions are the brain’s command center—responsible for focus, planning, flexibility, and self-control. These are crucial for athletes who need to make split-second decisions or pivot under pressure.
We work on strategies like dual-task training (performing a cognitive and physical task simultaneously), emotional regulation exercises, and mental simulations of competitive situations.
Darius*, a team captain in pro hockey, learned to stay calm when his team fell behind. Using breath control and self-talk strategies, he maintained focus and helped lead a comeback.
Mindfulness for Performance (MFP) and In-the-Moment Focus
MFP teaches athletes to focus on the present, rather than obsess over past mistakes or future outcomes. This includes mindfulness drills that anchor attention to the body or breath.
As a performance coach, I help my clients be in the moment. This improves reaction time, decision-making, and emotional regulation. It also builds self-awareness, so athletes can redirect their focus when distracted (Tebourski et al., 2022).
Wearable Technology and Biometric Feedback for Recovery and Readiness
Wearables like WHOOP, Oura Ring, and Garmin collect real-time data on:
HRV (Heart Rate Variability): A key marker of stress and recovery
Sleep efficiency: The percentage of time in bed actually spent asleep
Recovery Score: A composite score based on physiological readiness
I help clients use this data to improve training timing, manage sleep hygiene, and optimize performance. For example, reducing screen time or caffeine after 6 p.m. can improve deep sleep and HRV.
Jordan, a pro football player*, used wearable data to fine-tune his sleep schedule. We saw a 20% improvement in his recovery scores and fewer energy crashes on game day.
Biofeedback and HRV Training for Stress Resilience
Biofeedback helps athletes learn to control internal physiological states. Devices like HeartMath’s emWave and Inner Balance monitor heart rate rhythms and teach users how to shift into a calm, focused state.
Why it matters: Higher HRV is linked to faster recovery, better focus, and improved emotional control. We also use the DAVID Delight Pro to help with sleep onset and mental clarity (MindAlive, n.d.).
Neurofeedback and Focus Training Using Wearable Tech
Neurofeedback uses EEG or light/sound stimulation to train the brain to produce desired states. For example, I recommend DAVID Delight Pro helps athletes enter deep focus or relaxation states by modulating brainwave activity.
This is particularly helpful for athletes who experience “overthinking” during competition or struggle to wind down after intense training.
Conclusion about a Performance Coach
Helping athletes reach peak performance as a performance coach is both an art and a science. By aligning the athlete’s mind, emotions, physiology, and behavior with their performance goals, we unlock their full potential—not just for a season, but for a career.
If you’re a professional athlete ready to elevate your performance—or a coach seeking support for your team—I invite you to reach out. Together, we can train your most important muscle: your mind.
Bibliography
Deci, E. L., & Ryan, R. M. (2000). The ‘what’ and ‘why’ of goal pursuits: Human needs and the self-determination of behavior. Psychological Inquiry, 11(4), 227–268.
Di Fronso, S., & Budnik-Przybylska, D. (2022). Sport psychology interventions for athletes’ performance and well-being. International Journal of Environmental Research and Public Health, 19(3), 1024. https://doi.org/10.3390/ijerph19031024
Li, Y., Liu, C., Zhang, Y., & Huang, X. (2022). External versus internal attentional focus in sprint performance: A meta-analysis. International Journal of Environmental Research and Public Health, 19(3), 2319. https://doi.org/10.3390/ijerph19032319
Lochbaum, M., et al. (2022). Self-confidence and athletic performance: A systematic review with meta-analysis. International Journal of Environmental Research and Public Health, 19(3), 1832. https://doi.org/10.3390/ijerph19031832
MindAlive. (n.d.). DAVID Delight Pro. https://mindalive.com
HeartMath. (n.d.). Inner Balance and emWave devices. https://www.heartmath.com
Oura Ring. (n.d.). Oura Ring Gen3. https://ouraring.com
Ruiz, M. C., Raglin, J. S., & Hanin, Y. L. (2022). Psychobiosocial states as mediators in the relationship between perceived stress and performance. International Journal of Environmental Research and Public Health, 19(3), 812. https://doi.org/10.3390/ijerph19030812
Tebourski, T., Martinent, G., & Latinjak, A. T. (2022). Effects of mindfulness for performance training on athletes’ mindfulness and free-throw performance. International Journal of Environmental Research and Public Health, 19(3), 1315. https://doi.org/10.3390/ijerph19031315
Wang, X., Zhang, C., & Liu, J. (2022). Mindfulness training and shooting performance in basketball: A quasi-experimental study. International Journal of Environmental Research and Public Health, 19(3), 1210. https://doi.org/10.3390/ijerph19031210
*Disclaimer:All names and identifying details have been changed to protect client confidentiality. These case studies are illustrative in nature and are not intended to represent any specific individual.
Improve Productivity and Reach Your Goals – Productivity Coach, Scott Shapiro, MD – Executive Coach – Achieving Elite Performance Photo Credit-iStock AndreyPopov
In high-stakes finance, your edge isn’t just your intellect—it’s your ability to focus under pressure, make sharp decisions, and sustain performance over long hours and volatile conditions. Whether you’re on the buy-side analyzing a deal, in meetings from dawn until after the market closes, or managing a demanding client portfolio, the ability to direct your mental energy is what separates top performers from the rest.
As a psychiatrist and executive coach based in New York City, I work with investment bankers, private equity leaders, and hedge fund professionals to fine-tune their performance using strategies grounded in neuroscience, behavioral psychology, and real-world application. These seven strategies will help you cut through mental clutter, protect your cognitive bandwidth, and perform at your best—without burning out.
1. Win the First 90 Minutes of Your Day and Boost Your Performance
Start your day with intention, not reaction. Avoid diving into emails, Slack, or Bloomberg alerts the moment you wake up. Instead, use your first 90 minutes for high-leverage thinking—developing an investment thesis, planning a pitch, or outlining your talking points for a key meeting. During this time, block distractions, protect your calendar, and focus on value-generating work. This primes your brain for clarity and sets the tone for the rest of the day.
2. Apply the “One-In, One-Out” Rule to Your Mental Bandwidth
Your brain, like your portfolio, has limited capacity. If you’re juggling six priorities simultaneously, you’re not executing any of them optimally. High performers often overestimate how much they can take on without mental cost. Adopt a rule: for every major commitment or new deal that enters your pipeline, something must exit or be deprioritized. Protecting cognitive bandwidth improves accuracy and sharpens strategic thinking.
3. Use “Power Sprints” to Drive Deep Work
Work in targeted sprints—45 to 60 minutes of uninterrupted, distraction-free focus. Turn off notifications, close unused browser tabs, and keep only the materials relevant to the task in front of you. After the sprint, take a 5–10 minute break to reset. These focused bursts are ideal for financial modeling, analyzing data, or writing investment memos. Over time, this approach trains your brain for depth and precision.
4. Shift from Reactive to Proactive Communication
Constant communication can fracture focus. Slack messages, email chains, and meeting overload often make people feel productive without actually producing. To regain control, block specific times for communication and protect other windows for strategy and execution. Create a culture around intentional check-ins rather than defaulting to always-on responsiveness. You’ll be more focused—and more respected—for it.
5. Preload Decisions to Reduce Mental Fatigue
Decision fatigue is real, and in finance, the number of micro-decisions you make daily is staggering. Create routines and systems to offload low-impact decisions. This might mean setting a fixed morning routine, automating calendar priorities, or standardizing how you review new opportunities. By conserving your mental energy for high-value calls—like investment evaluations, hiring, or negotiation—you improve decision quality when it matters most.
6. Audit Your Calendar Like a Portfolio
Time is your scarcest resource. Every meeting should have a clear return on time (ROT). Review your calendar weekly and ask: which meetings are aligned with my priorities, and which are legacy obligations? Cut or consolidate anything that isn’t moving the needle. Just as you wouldn’t hold a non-performing asset, don’t allow time-sinks to accumulate. The highest performers are ruthless about protecting time for thinking, creating, and executing.
7. Recover as Intentionally as You Work
High performers often treat recovery as optional, but it’s non-negotiable for sustained performance. Chronic stress and sleep deprivation shrink the prefrontal cortex—the part of the brain responsible for focus, planning, and impulse control. Build recovery into your schedule the way you build in earnings calls or board meetings. Even 10 minutes of mindfulness, walking without your phone, or breathwork can reset your nervous system and boost clarity. Recovery isn’t a weakness—it’s a performance multiplier.
Final Thought
The intensity of banking, private equity, and hedge fund environments doesn’t just demand technical excellence—it demands mental agility, emotional control, and sustainable focus. You can’t afford to burn out, zone out, or get caught in a loop of busywork that doesn’t move your career or your firm forward.
These strategies aren’t about doing more—they’re about doing what matters with precision and consistency.
If you’re ready to operate at the next level—strategically, cognitively, and emotionally—visit www.scottshapiromd.com. I work with high-achieving professionals in finance to sharpen their edge, unlock performance gains, and sustain long-term success in the most competitive environments.
7 Productivity Strategies to Take Your Career to the Next Level
Tina*, a 27-year-old married financial analyst, reached out for help advancing her career. She was already successful but felt stuck—and wanted support from a productivity consultant to increase her energy, improve her work-life balance, and achieve a higher income.
During our first meeting, we explored her past achievements and identified her goals. Through our work together, we focused on practical tools that boosted her performance and helped her thrive both professionally and personally.
Here are seven strategies I used to help Tina—and that may help you, too.
1. Observe Rumination
Rumination is the habit of replaying the same thoughts over and over. It can drain your mental energy and leave you feeling stuck.
Trying to push the thoughts away often makes them more persistent. Instead, try simply observing and labeling them. You might say, “Oh, that’s a ruminating thought,” or “There’s my obsessive thinking.”
Research shows that naming your thoughts can reduce their intensity and help them pass more quickly.
2. Increase Structure
A structured routine creates a sense of stability and calm. Using a calendar to plan your day can improve your productivity, reduce decision fatigue, and help you stay organized.
Even adding a loose “game plan” for your day can improve your focus and energy.
3. Notice Your Self-Talk
High-achieving professionals often carry an inner voice that says they’re not doing enough. This “inner critic” may come from early experiences and can sound like:
“I’m always screwing things up.”
“This will never be good enough.”
“What if this fails?”
When you hear your inner critic, try labeling it: “Ah, there’s the inner critic.” Then, gently remind yourself: “I’m a work in progress.”
Decades of research show that how we speak to ourselves has a powerful impact on how we feel and act.
4. Improve Sleep
Restful sleep is essential for energy, emotional regulation, and mental clarity. If your sleep is suffering, consider these tips:
Limit screens three to four hours before bedtime
Stick to a consistent evening routine
Keep your sleep space calm, cool, and uncluttered
Use white noise or earplugs if needed
Exercise earlier in the day—ideally not within three hours of bedtime
Better sleep often translates to better focus and performance.
5. Make Time for Fun
Many ambitious professionals overlook fun—but doing things you enjoy is vital to mental health and motivation.
Fun doesn’t have to be elaborate. Watch a comedy special, play with your dog, spend time with friends, or revisit an artistic passion. When you regularly do something enjoyable, you’re more likely to feel balanced and energized.
6. Set Meaningful Goals
Think of your goals as a map. They guide your energy and create a sense of momentum.
Start by identifying both short-term goals (one month out) and long-term goals (within a year). The most effective goals are specific, measurable, and tied to a clear action plan. For example:
“Increase sales by $40,000 over three months.”
“Eat dinner with my family three times a week.”
Track your progress with checklists or charts to stay accountable and motivated.
Cardio isn’t just good for your body—it’s one of the most powerful tools for mental health and productivity.
Activities like running, biking, dancing, or swimming can boost dopamine (a key brain chemical linked to motivation) and release endorphins that improve your mood. Even 20–30 minutes a few times a week can make a noticeable difference in your energy and outlook.
Final Thoughts
Taking your career to the next level takes courage—and you’re already on the path by seeking out strategies like these. I hope these ideas help you stay energized, focused, and aligned with your goals.
Improve Productivity and Reach Your Goals – Productivity Coach, Scott Shapiro, MD – Executive Coach -Photo Credit-iStock AndreyPopov
Productivity doesn’t necessarily mean working longer hours or working faster. As an experienced productivity coach and consultant, I help people improve their focus, organization, and time management to reach their goals.
Scott Shapiro, MD, a leading productivity expert and executive coach, developed a program called POWER, designed to help individuals achieve peak productivity while reducing stress and improving work-life balance. He helps executives, leaders, entrepreneurs, professional athletes and entrepreneurs improve their productivity to reach their most important goas.
What Is the POWER Program?
The POWER program focuses on five key principles that simplify complex tasks, streamline daily workflows, and ensure that individuals make the most of their time. Each letter of POWER represents a strategy that Dr. Shapiro has found essential for helping his clients achieve lasting success.
Many people start their day spending a lot of time trying to figure out where to start, surfing the Internet, or chatting with colleagues. A great way to start your day with a bang is to write out a schedule the night before.
This is not your calendar but may include some of those items. Focus on your top priorities and anticipate any obstacles.
Dr. Shapiro emphasizes the importance of scheduling the next day’s activities before going to bed. By doing this, you wake up with a clear roadmap, saving mental energy that can be better used for executing tasks rather than deciding what to do.
O: Organize with Structure
Structure provides a strong foundation for productivity. Without structure, even the most motivated individuals can become distracted or overwhelmed. Dr. Shapiro’s program encourages setting up a daily and weekly structure that includes clear goals, deadlines, and priorities. This makes it easier to stay on track and accomplish more without feeling scattered.
W: Work in Micro-Tasks
Breaking down larger projects into smaller, manageable tasks is crucial. Dr. Shapiro advises his clients to reduce their tasks into micro-tasks—tiny steps that are easy to start and quick to finish. This method not only builds momentum but also helps avoid the feeling of being overwhelmed by large projects.
E: Execute with Verbs
Each task should start with an action verb. This is a surprisingly effective way to engage the brain and make tasks feel more actionable. Rather than a vague entry like “email client,” changing it to “draft email to client” provides clarity and encourages immediate action.
R: Reserve Time for Each Task
Assigning specific times to each task ensures that your day remains organized and efficient. Without clear time blocks, tasks can expand to fill available time, leading to inefficiency. The POWER program emphasizes time-blocking, ensuring that each micro-task has a dedicated slot to prevent procrastination and burnout.
Case Study: How POWER Transformed a Real Estate Investor’s Productivity
To understand how impactful the POWER program can be, let’s look at a client Dr. Shapiro helped—a 42-year-old real estate investor, Sam*, who struggled with productivity. Sam was hardworking and driven, but despite his best efforts, he often felt overwhelmed by the demands of his job.
He found himself regularly leaving the office at 9 PM, sacrificing family time and personal health, and still felt like he wasn’t accomplishing enough during the day.
Sam sought out Dr. Shapiro’s expertise to regain control of his workday. After an initial consultation, Dr. Shapiro introduced Sam to the POWER program. Together, they implemented each of the five strategies.
Planning the Night Before: Sam began setting aside 15 minutes each evening to map out his next day. This immediately created more structure and reduced the mental load of deciding what to focus on every morning.
Organizing with Structure: Dr. Shapiro helped Sam build a weekly schedule that prioritized his most important tasks. Instead of reacting to incoming requests and distractions, Sam now worked proactively with a clear structure.
Working in Micro-Tasks: Sam struggled with large, daunting projects. By breaking them down into smaller, specific micro-tasks, Sam was able to see progress each day and reduce his tendency to procrastinate.
Starting with Verbs: Instead of vague to-do items like “sales pitch,” Sam now wrote “prepare 3 slides for sales pitch” or “call prospective client X.” This small change increased his ability to act immediately and keep his tasks actionable.
Reserving Time for Each Task: Dr. Shapiro helped Sam assign time slots for each micro-task. Sam blocked specific hours of his day for critical activities, creating more focus and preventing distractions.
The results were transformative. Within six months, Sam’s sales increased by 25%, a direct result of his improved productivity. Even more impressively, Sam was able to leave the office by 6 PM instead of 9 PM, giving him more time with his family and improving his overall quality of life.
Conclusion: The POWER to Transform Your Productivity
The POWER program has been a game-changer for professionals like Sam who want to excel in their careers while maintaining a balanced lifestyle. With its five simple yet effective strategies, this approach can help you take control of your day, accomplish more, and create the structure you need to thrive.
Dr. Shapiro’s expertise in helping executives and leaders optimize their productivity has made him a sought-after coach in the field. Whether you’re an entrepreneur or a busy professional, applying the POWER principles can help you unlock new levels of efficiency and success.
If you’re ready to take your productivity to the next level, consider implementing Dr. Shapiro’s POWER program and see how these strategies can work for you.
**Disclaimer: Details of cases have been altered to protect the confidentiality of any and all individuals.
Are you drowning in emails? Learn step-by-step strategies for getting on top of your emails from the Productivity Coach – SCOTT SHAPIRO, MD. Credit:yuoak
Turbocharge Your Email Inbox for Outlook- A Step-By-Step Proven Strategy
In this article, we’ll delve into the exact step-by-step actions employed by successful business leaders to keep their emails organized using Outlook and to improve their productivity. Follow these instructions, and soon you’ll find yourself effortlessly managing your emails and staying on top of your professional correspondence.
Assess Your Current E-mail Landscape
Before diving into the organization process, take a moment to assess your current email situation. Identify pain points, common themes, and areas where you feel overwhelmed. This self-awareness will guide you in tailoring the strategies outlined in this guide to your specific needs to improve your productivity.
Create an Email Folder Hierarchy
Primary Folders for Emails:
Step 1 – Open Outlook and navigate to the “Home” tab.
Step 2 – Click on “New Items” and select “Folder.”
Step 3 – Name your primary folders (e.g., Work, Personal, Finance) and click “OK.”
Subfolders:
Step 1 – Right-click on a primary folder and choose “New Folder.”
Step 2 – Name your subfolders based on projects or categories (e.g., Project A, Project B).
Email Archive and Reference Folders:
Step 1 – Create additional folders for archiving and reference by repeating the steps above.
Create Automated Rules for Your Emails
Identify Email Rule Criteria:
Step 1 – Go to the “Home” tab and click on “Rules” in the “Move” group.
Step 3 – Choose “Apply rule on messages I receive” and click “Next.”
Create Rules:
Step 1 – Define your criteria (e.g., sender’s email address, specific keywords).
Step 2 – Choose “Move it to a specified folder” as the action.
Step 3 – Select the target folder and click “Finish.”
Test and Adjust:
Step 1 – Send test emails to ensure rules work as expected.
Step 2 – Modify rules by going to “Manage Rules & Alerts” and selecting the rule to edit.
Prioritize and Flag Emails
Define Email Priority Levels:
Step 1 – Use Outlook’s built-in priority feature by selecting an email and clicking on the “High Importance” or “Low Importance” buttons.
Utilize Flags and Stars:
Step 1 – Flag important emails by right-clicking on an email and choosing “Flag.”
Step 2 – Use the categorization feature to assign colors or categories to specific emails.
Consistent Maintenance
Regular Email Inbox Reviews:
Step 1 – Set aside regular time slots to review and categorize new emails promptly.
Step 2 – Archive and Delete:
Right-click on emails and choose “Archive” to move them to the archive folder.
Delete unnecessary emails to keep your inbox clutter-free.
Update Rules as Needed:
Step 1 – Periodically review and update rules based on changes in your work priorities.
Conclusion
By following these step-by-step instructions, you’ll transform your Outlook inbox into a well-organized and efficient tool for success. Consistent application of these techniques will help you stay on top of your emails, reduce stress, and enhance your overall productivity. So, implement these strategies in Outlook, adapt them to your unique needs, and watch as your inbox becomes a streamlined, efficient hub for professional communication.
Executive function plays a crucial role in our ability to succeed in various domains of life, especially in the corporate environment. In this article, we will explore the seven most common and challenging aspects of executive function in a professional context. These challenges include time management, project management, presentations, office politics and communication, task management, managing multiple projects, and leading a team. We will also delve into how a productivity coach can utilize highly effective strategies and specific step-by-step techniques to help executives, entrepreneurs and other professionals thrive in their professional lives.
Executive function challenges in individuals can manifest in various ways. For example, challenges with sustaining attention and managing distractions may hinder task completion and time management. Difficulties with impulse control and emotional regulation can disrupt interpersonal interactions and office dynamics. Moreover, poor organization skills and difficulty in prioritizing tasks may lead to missed deadlines and suboptimal project management (Willcutt et al., 2005; Kofler et al., 2019).
Scott Shapiro, MD – The Productivity Coach
Feeling Overwhelmed or Stuck at Work?
Credit:iStock-pixelheadphoto
1. Time Management
A productivity coach can help professionals improve their time management skills through:
Prioritization: Collaborating with clients to identify and prioritize tasks based on importance and urgency.
Goal Setting: Assisting clients in setting realistic and achievable goals to stay focused and motivated.
Calendars and Scheduling Tools: Introducing clients to digital calendars, paper calendars, and other time management tools for better organization and task allocation.
Breaking Down Projects: Teaching clients how to break down complex projects into manageable steps for improved efficiency (Solanto, 2011).
2. Project Management
By working closely with a productivity coach, people can develop effective project management techniques such as:
Project Planning: Creating comprehensive project plans with clear objectives, timelines, and milestones.
Task Delegation: Learning to delegate tasks and foster effective communication and collaboration within the team.
Progress Tracking: Implementing systems to monitor project progress, identify bottlenecks, and make necessary adjustments (Ramsay, 2010).
3. Presentations
A productivity coach can assist clients in enhancing their presentation skills through:
Content Structure: Helping clients structure their presentations effectively with clear introductions, main points, supporting evidence, and conclusions.
Visual Aids: Guiding clients in creating visually appealing and informative slides or visual aids.
Public Speaking Techniques: Utilizing CBT-based techniques to address anxiety and build confidence in public speaking (Solanto, 2011).
4. Office Politics and Communication
To navigate office politics and improve communication skills, a productivity coach can offer guidance in:
Understanding Workplace Dynamics: Educating clients about office politics, communication styles, and social cues within their organization.
Assertiveness and Conflict Resolution: Teaching clients assertiveness techniques and strategies for resolving conflicts constructively.
Non-Verbal Communication: Assisting individuals in improving non-verbal communication to align with their intended message (Ramsay, 2010).
5. Task Management
A productivity coach can help clients implement effective task management strategies, including:
Task Prioritization: Collaborating on setting priorities and utilizing techniques like the Eisenhower Matrix.
To-Do Lists and Digital Tools: Encouraging the use of comprehensive to-do lists and digital task management tools for organization.
Minimizing Distractions: Develop strategies to minimize distractions, such as setting boundaries and implementing time-blocking techniques (Solanto, 2011).
6. Managing Multiple Projects
To effectively manage multiple projects, clients can benefit from strategies like:
Prioritization and Time Allocation: Collaboratively creating schedules to allocate dedicated time blocks for each project.
Delegating and Collaboration: Learning effective delegation and coordination techniques to ensure efficient project management.
Focus and Attention Management: Implementing techniques like the Pomodoro Technique and minimizing multitasking to maintain focus (Solanto, 2011).
7. Leading a Team
A productivity coach can guide individuals in leadership roles to improve team management through:
Team Communication: Assisting leaders in fostering open and effective communication within their teams.
Decision-Making: Providing techniques for effective decision-making, considering different perspectives and analyzing data.
Delegation and Empowerment: Guiding leaders in delegating tasks and empowering team members to take ownership of their responsibilities (Ramsay, 2010).
Conclusion
With the support of a productivity coach, clients can improve their productivity and reach their most important goals. Through specific step-by-step strategies and personalized guidance, clients can enhance their executive function skills, effectively manage their time, projects, presentations, office dynamics, and team responsibilities.
Note: This article is for informational purposes only and should not substitute professional medical or therapeutic advice.
Diamond, A. (2013). Executive functions. Annual Review of Psychology, 64, 135-168.
Nigg, J. T. (2017). Annual Research Review: On the relations among self‐regulation, self‐control, executive functioning, effortful control, cognitive control, impulsivity, risk‐taking, and inhibition for developmental psychopathology. Journal of Child Psychology and Psychiatry, 58(4), 361-383.
Willcutt, E. G., Doyle, A. E., Nigg, J. T., Faraone, S. V., & Pennington, B. F. (2005). Validity of the executive function theory of attention-deficit/hyperactivity disorder: A meta-analytic review. Biological Psychiatry, 57(11), 1336-1346.
Kofler, M. J., Irwin, L. N., Soto, E. F., Groves, N. B., Harmon, S. L., Sarver, D. E., … & Rapport, M. D. (2019). Executive functioning heterogeneity in pediatric ADHD. Journal of Abnormal Child Psychology, 47(2), 273-286.
Solanto, M. V. (2011). Cognitive-behavioral therapy for adult ADHD: An integrative psychosocial and medical approach. Routledge.
Ramsay, J. R. (2010). Cognitive-behavioral therapy for adult ADHD: Targeting executive dysfunction. Guilford Press.
7 Productivity Strategies to Help You Reach Your Goals in 2024
Several years ago, Brenda*, a 37-year-old marketing executive, contacted me for productivity consulting. She had heard about me from one of her mentors. She was interested in taking her career to the next level. She felt several factors were blocking her from reaching her full potential.
She described worrying a lot and not having the zest she used to earlier in her career. This interfered with her productivity. We scheduled an hour to discuss her challenges as well as her thinking about the challenges. As a coach and consultant, I felt confident that Brenda had many of the answers and ideas about her current situation. However, perhaps, like a diamond in the rough, she just needed to polish her thinking.
During our initial conversation, after closely listening to her challenges and goals, we discussed working together regularly. We used seven productivity strategies that have been effective for many of my clients. Below, I would like to share these strategies with you.
1. OBSERVE RUMINATION
Rumination is thinking about the same thing over and over. It can sap your energy and take the “wind out of your sails.” This can interfere with your productivity. Attempting to stop the thoughts can often make them persist. Instead, label them as “ruminating thoughts” and turn your focus to another activity.
One technique that you may find helpful is saying, “Oh…there is obsessing” or “Oh…there is worry”. Just observe what happens when you name the thought. Research has shown that this can lower the intensity and duration. During corporate coaching, I help my clients observe their rumination patterns and clarify their thinking.
2. INCREASE STRUCTURE
Successful professionals struggle with time management, initiating tasks, organization, follow-through, and prioritizing. Chronically feeling overwhelmed can lead to worry and exhaustion.
Having a schedule or “game plan”, can help one feel calmer. Using a calendar, either paper or digital, can help structure tasks and time. This can help with productivity and organization.
3. SELF-TALK
Many professionals, despite past successes, often feel they will never catch up or achieve their goals. You may recognize some of the self-talk:
● “I am always screwing things up.”
● “I will never be good enough.”
● “This will never work for me.”
This type of self-talk is often called the inner critic and can sap energy like rumination. Often, I encourage my patients to do the following:
● Notice the inner critic.
● As above, label it. “Oh….There is the inner critic.”
● Remind yourself: “I am a work in progress”.
This may sound like positive talk or unrealistic, but thousands of studies for many decades have shown that how we talk to ourselves affects how we feel and behave and has been shown to improve our productivity.
This concept is the basis of cognitive behavioral therapy (CBT).
4. IMPROVE SLEEP
There has been more attention over the past decade on the connection between sleep deprivation and diminished productivity. Restorative and adequate sleep is essential not only for energy but also for cognitive functioning.
Some tips to improve intermittent sleeping difficulties include:
● Avoid electronic devices for three to four hours before bedtime.
● Establishing a consistent evening routine.
● Creating a calm, uncluttered sleeping environment.
● Use earplugs or a white noise machine if needed.
● Exercising during the day and not within three hours of bedtime.
Suppose you suffer from significantly low energy during the day or chronic insomnia. In that case, it may help your productivity to seek treatment from your doctor about potential underlying medical causes of fatigue.
5. FUN
Often, successful and highly productive people can feel overwhelmed or without enough time that fun or pleasurable activities are ignored. People may say, “I don’t have time to relax or have fun,” or “I don’t deserve to do that.”
However, the fun can energize you and help you have a better outlook and be more productive. Fun can involve watching a comedy, playing with your dog, visiting friends, or pursuing an artistic passion.
6. SET GOALS
Like a map, having specific goals can help you stay on track. As you progress in your goals, it can provide momentum and guidance on your journey.
As your corporate coach, I would recommend that you create both short-term (e.g. one month) and long-term (e.g. one year) goals. The research has shown that specific goals increase productivity.
Practical goals usually have specific outcomes (e.g., increased sales by $10,000 or eating meals with the family three times a week), a game plan or strategy, and, most importantly, a means to measure the outcome (e.g. a chart or checklist).
7. CARDIOVASCULAR EXERCISE
Cardiovascular exercises such as biking, running, dancing, swimming, and other activities benefit our overall health. In addition, cardiovascular exercise can improve our sense of well-being, energy, and productivity.
There are many hypotheses as to why cardiovascular exercise has this benefit, including releasing endorphins and increasing a “motivational transmitter” called dopamine.
SUMMARY
After Barbara and I worked together for over four months, Barbara clarified her thinking about her most important personal and professional goals as well as strategies for achieving them. Her productivity greatly improved.
In addition, with the collaborative consulting process that included clarifying her thinking, developing specific action steps and due dates, and exploring new strategies we discussed, Barbara felt re-energized and more engaged at work.
In addition, she was managing her team more effectively, and her colleagues acknowledged her. Interestingly, within a year, with her new energy and confidence, she secured a new job that was a significant step up in a leadership position with a much higher salary.
As you pursue success in your personal and professional life, there can be many challenges in sustaining your engagement, energy, and motivation. I hope these seven ideas help to provide you with the stamina and energy to achieve your highest potential.
If you want to learn more about productivity consulting, please visit my website at www.theproductivitycoachnyc.com.
*Disclaimer: Details of cases have been altered to protect the confidentiality of any individuals.
Credit:iStock – Olga – Time Management and Productivity Coach Scott Shapiro,
Would you like to improve your focus, organization, productivity, and success?
Are you looking to take your career to the next level?
Productivity doesn’t necessarily mean working longer hours or working faster. To me, it means working more efficiently and effectively with specific strategies that work.
As an experienced productivity coach and consultant, I help people improve their focus, organization, and time management to reach their goals and succeed.
For example, take Allison*, a 28-year-old professional who completed business school last year and works in accounting for a real estate firm. She contacted me because she was ambitious and had specific goals to take her career to the next level, and she knew that she needed some new productivity strategies. For people looking to achieve their goals more effectively, like Allison, here are seven strategies that may improve your performance and effectiveness, especially within the workplace.
Success Tip 1 – Create Your Schedule The Night Before Productivity
Many people start their day by spending a lot of time trying to figure out where to start, surfing the Internet, or chatting with colleagues. A great way to start your day with a bang is to write out a schedule the night before. This is not your calendar but may include some of those items. Focus on your top priorities and anticipate any obstacles.
Success Tip 2 – Under-promise and Over-Deliver
Many of us are overly optimistic about what we can accomplish in a day. Thus, we promise our managers, families, and ourselves that we will get “just one more thing” done. This can create constant pressure and take the “wind out of our sails” when we don’t deliver.
I recommend that people promise or commit less and then as they are working, over-deliver. This allows for more success and improved productivity.
Success Tip 3 – Cluster Tasks
Answering phone calls, checking emails, and surfing the Internet are huge time sinks in our days. Thus, cluster certain tasks to specific times of day. For example, you might decide to check your emails only once in the morning and once in the afternoon. This allows you to focus on your key priorities without constant interruptions.
Success Tip 4 – Reward Yourself
Research shows that rewarding yourself improves productivity and consistency. No matter how small the task is, say to yourself “Good Job” after you have started a business proposal, returned a phone call, or completed filing a pile. When it is a larger project or goal, you might reward yourself with a walk around the park, going out to lunch with a friend at a special restaurant, or going for a massage. It is more important to acknowledge your “wins” than the actual reward.
Tip 5 -Write Out the Steps
There are many tasks or projects we avoid because they seem daunting or confusing. An effective way to overcome this is to take out a sheet of paper and start writing out the steps. The exact order doesn’t matter. If you don’t know how to do a particular step, write out “find out how to….”. You might also work with a colleague or friend to discuss what the steps are.
REMEMBER: Write it out. Don’t just discuss the great ideas. Then, decide what the first steps are. After you have some momentum, you can organize the steps and add any additional items.
Tip 6 – Create Goals
Create goals for different time periods including the year, quarter, and month. The most effective goals are specific and have a deadline. Also, by writing them in the present tense, it sends the message to yourself that you are going to complete it. For example, “I am reaching my sales goal of $500,000 by December 31st.”
Tip 7 – Develop Protocols
For tasks or projects that are repeated, develop a protocol. If there are ten steps for a specific task, write out a protocol that includes each of these steps. This improves the motivation to do a certain task and also ensures that nothing slips through the cracks. It also allows the task to be accomplished more quickly.
By using some of these productivity strategies, many of my clients, like Allison, have successfully improved their professional and personal effectiveness. It has been extremely rewarding for me to be part of their journey. I wish you the best of success on your journey to achieving your goals.
