Scott Shapiro, MD

Organizational and Executive Coach
Specializing in Workplace Performance and Productivity

Time Management

7 Tips to Energize Your Life

Executive Coach NYC Productivity Goals
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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.

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.

Achieve Success Now with these 7 Productivity Strategies

Credit:iStock – Olga
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.