Scott Shapiro, MD

Organizational and Executive Coach
Specializing in Workplace Performance and Productivity

executive coaching

7 Tips to Energize Your Life

Executive Coach NYC Productivity Goals
source: michaelpuche
 

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.

Want more tips on setting goals that stick? Visit this article on setting goals with ADHD.

7. Prioritize Cardiovascular Exercise

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.

For more success strategies, coaching resources, and performance tools, visit www.theproductivitycoachnyc.com and www.scottshapiromd.com.

*Disclaimer: Names and details have been changed to protect confidentiality.

Turbocharge Your Email Inbox for Outlook- A Step-By-Step Proven Strategy

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
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 2 – Select “Manage Rules & Alerts” and click “New Rule.”
  • 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.

7 Highly Effective Strategies to Boost Executive Function and Productivity Coaching

Scott Shapiro, MD The Productivity Coach

Credit: iStock PeopleImages

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
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:

  1. Prioritization: Collaborating with clients to identify and prioritize tasks based on importance and urgency.
  2. Goal Setting: Assisting clients in setting realistic and achievable goals to stay focused and motivated.
  3. Calendars and Scheduling Tools: Introducing clients to digital calendars, paper calendars, and other time management tools for better organization and task allocation.
  4. 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:

  1. Project Planning: Creating comprehensive project plans with clear objectives, timelines, and milestones.
  2. Task Delegation: Learning to delegate tasks and foster effective communication and collaboration within the team.
  3. 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:

  1. Content Structure: Helping clients structure their presentations effectively with clear introductions, main points, supporting evidence, and conclusions.
  2. Visual Aids: Guiding clients in creating visually appealing and informative slides or visual aids.
  3. 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:

  1. Understanding Workplace Dynamics: Educating clients about office politics, communication styles, and social cues within their organization.
  2. Assertiveness and Conflict Resolution: Teaching clients assertiveness techniques and strategies for resolving conflicts constructively.
  3. 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:

  1. Task Prioritization: Collaborating on setting priorities and utilizing techniques like the Eisenhower Matrix.
  2. To-Do Lists and Digital Tools: Encouraging the use of comprehensive to-do lists and digital task management tools for organization.
  3. 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:

  1. Prioritization and Time Allocation: Collaboratively creating schedules to allocate dedicated time blocks for each project.
  2. Delegating and Collaboration: Learning effective delegation and coordination techniques to ensure efficient project management.
  3. 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:

  1. Team Communication: Assisting leaders in fostering open and effective communication within their teams.
  2. Decision-Making: Providing techniques for effective decision-making, considering different perspectives and analyzing data.
  3. 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.

 

Bibliography:

Barkley, R. A. (2012). Executive functions: What they are, how they work, and why they evolved. Guilford Press.

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 Proven Ways to Reach Your Goals in 2024

Executive Coaching in NYC to help you reach your goals
Scott Shapiro, MD – The Productivity Consultant

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.