Scott Shapiro, MD

Organizational and Executive Coach
Specializing in Workplace Performance and Productivity

life coaching

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?
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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.

5 Tips to Increase Your Income

5 Tips to Increase Your Income – Executive Coaching in NYC

As a psychiatrist and executive coach, I have helped many of my clients get that promotion, ask for the raise, increase their sales, or find a better job.

Here are 5 tips that have helped them and may help you!

1 – Overcoming Limiting Beliefs

Often, you may not be aware of some of your limiting beliefs such as “I will never get a raise”, “More money just causes problems”, “I didn’t go to an Ivy League School.”

Increase your awareness of your inner dialogue and assess whether any beliefs may be limiting you. When the thought arises, label it as “Oh….THAT story”. Increased awareness can often diminish its power over you. Executive coaching can help you overcome your limiting beliefs.

2 – Write Your Goal

It is amazing the benefit of writing your goal on paper. It commits you and your brain to make it a reality. Make sure the goal is specific, written in the present tense, and has a due date. For example, “I am earning $150,000 by March 1st, 2020”. This may seem simplistic. However, the research shows that the most successful people write out specific goals.

3 – Don’t Tell Anyone

When we tell someone about our financial goals, we can often feel pressure and that our ego is at stake. This can interfere with our natural creativity and motivation.

4 – Recruit an Activity Partner

Increasing your income often requires strategy, productivity, and successes. We often know what we need to do to increase our income, but procrastination or anxiety may bet in the way.

Working with an “activity partner” can help. An activity partner is working with a colleague, friend or assistant collaboratively to complete a task or project. This can often help you work more effectively and strategically.

This isn’t a universal truth, this doesn’t help everyone. But if it works for you, maximize its power. Schedule a time to meet with your activity partner once a week or ask your activity partner to collaborate with you on a task that you may be avoiding.

5 – Use a Calendar

Schedule specific tasks that are going to get you closer to your goals that are going to lead to a higher income. When the tasks are on your calendar, the chances of success are much higher.

Here are some of the comments that my executive coaching clients in NYC have made:

“I have doubled my income over the past three years of our work. I never saw myself as a leader and you helped me get there”. Kelly F.*, Real Estate Developer

“When you were talking about an accountability partner, I thought you meant to delegate to my administrative assistant. Last month, I started meeting with him every morning to discuss the tasks for the day. My sales have increased by twenty percent.” Adam I*., Entrepreneur

“You know, I didn’t realize that I had some many ingrained beliefs about my options. I went to community college and then finished at a four-year college. It was just never on my radar to aim higher. We did it!” Valentina R*

Think about which tips may help you this year. I would love to hear about your thoughts and successes!

Executive coaching can help you reach your goals and increase your income. Contact me at scott@theproductivitycoachnyc.com to learn more.

*Disclaimer: Details of cases and comments have been completely altered to protect the confidentiality of any and all individuals. Any resemblance to actual people is a coincidence.

Productivity Consulting and 5 Exciting Game-Changing Strategies for Productivity

By Scott Shapiro, MD – The Productivity Consultant

Productivity Consulting: 5 Game-Changing Tips

Introduction:

In the realm of productivity consulting, excelling hinges on your ability to harness your mental prowess—much like the intense focus, concentration, and confidence required in a game of tennis. In both arenas, getting your mind out of your own way is the key to unlocking your full potential.

Discover five transformative Life Coaching Tips to empower you to achieve peak performance in both your professional and personal life, all while benefiting from expert productivity consulting insights.

Productivity Consulting Tip 1: Harness the Power of Mantras

To sharpen your focus and establish a rhythmic flow, adopt a simple mantra like “bounce-hit, bounce-hit” when a tennis ball approaches the net. In the workplace, a similar mantra can keep you on the right track, leveraging the expertise of productivity consulting.

Productivity Consulting Tip 2: Find Inspiration in Music

Tap into the invigorating force of music to prevent overthinking. Just as tennis requires a delicate balance between focus and release, having a motivating or favorite song in mind can be particularly helpful when confronting challenging projects at work, in alignment with productivity consulting principles.

Productivity Consulting Tip 3: Release Critical Self-Talk

During the warm-up phase, practice letting go of critical thoughts by reassuring yourself that “this is practice.” This mental habit can enhance your performance, both on the court and in your professional endeavors, as recommended by productivity consulting experts.

Productivity Consulting Tip 4: Anticipate Your Next Move

Preparation is the key to success. Ensure that you stay one step ahead by thinking about your next move in advance. Whether it’s positioning your racket before your opponent’s shot or being proactive at work, staying ahead of the game can set you apart, guided by productivity consulting strategies.

Productivity Consulting Tip 5: Sustain Your Momentum

Similar to the principles of martial arts, tennis draws its power from the momentum of your body rather than raw muscular strength. Likewise, at work, maintaining a continuous flow can prevent procrastination and the “mind games” that breed doubts and worries, as advocated by productivity consulting professionals. A steady rhythm is your ally in both endeavors.

Conclusion:

Remember that life is a game, and the key is to strike a balance between honing your skills and enjoying the process. While most people perceive tennis as a game and work as a serious endeavor, shifting your perspective can lead to greater productivity and more fun. As you embark on this journey of self-improvement, we wish you the best of luck in “getting your mind out of your own way” both on the court and in your professional life. For any questions or comments, feel free to reach out to us at scott@theproductivitycoach.com, where you can access top-tier productivity consulting solutions.