A monkey called procrastination

Sunday, I watched a TED Talk on procrastination by a young entrepreneur and psychology student, Vik Nithy. He explains why our brains lead us to procrastinate and how to avoid it:

Though I can be very efficient, I sometimes find myself procrastinating. I thought for a long time it was because I work better under pressure or the fear of not being able to do what I'm asked, but this video made me realize it was not the core of the problem. My number one reason for procrastinating is the fear of having nothing to do.

When workload is a bit low, I'd rather let an email sit in my inbox and process it just in time to meet the deadline than working on it as soon as I receive it - I'll find a bunch of less important tasks to do instead. At home, I'll push back ironing until 11 pm on Sunday and will watch TED talks for hours during the day instead.

I know I can work fast and without interruption to make sure I'm not late while still producing quality work. But having nothing to do, even if it's the week end and I just want to rest is actually a source of anxiety. 

That's why I postpone washing doors and baseboards this week end. We're renting so we won't do any renovation and furniture can't really be moved around as everything is in the perfect spot. So when I'm done with all those extra cleaning tasks, when I'm fully done decorating, what will be left to do around the house? What will satisfy my need for change? I should know that when I'm done, the first tasks I accomplished will need to be done again. That dust will come back and will occupy me again. That I'll find new spots to clean. That I can always do some yard work instead.

Last week at work was great: I had data to analyze, a plan to get ready to present to my subject matter expert and a clear deadline. This week, I'm almost done with my analysis and only have a few meetings planned. So how do I avoid procrastination?

1. I define my goals: I always start by defining what I want to accomplish during the week (or the week end!). The plan may change, but at least I have my mind set on accomplishing something. I tend to book time on my calendar to make sure I work on a specific task instead of other that can be less important.
2. I plan ahead by cutting tasks into sub-tasks: So now I have a goal. But instead of procrastinating more because I don't know where to start, I break down big tasks into smaller tasks. I make list of tests, graphs and equations to perform. I define what's the scope of my cleaning spree and in what order I want to proceed.
3. I prep well: If I have to stop mid-task to do research, print a document or call someone to get information, chances are I'll be tempted to go back to procrastination. I apply the same rule as for baking: clean your work station, prep tools and ingredients before you start the actual baking.
4. I don't stop until I'm done: If I stop mid sub-task, procrastination will be more tempting that going back to what I was doing. I always make sure I'm done with my sub-task before I take a break, or that I'm at a point where I'll know exactly where to pick up and what to do.
5. I do my best to be active when I have energy: Post meal, my energy level drops (especially if I have the opportunity to nap on my couch) so I try to do as much as I can either before meals or 30 minutes after. I used to do my homework and clean my room at 10 pm as a teen: late evenings I'm energetic enough to accomplish a lot.
6. I reward myself: Sunday, after being done with my bathroom, I enjoyed some down time napping with my cat. And after all my chores were done, the husband and I went outside to enjoy an iced coffee. I've rewarded myself with shopping (I call it self gifts), resting, food, watching a TV show I like, taking a quick break from work to clear my head...
7. Fill next day's calendar: If my calendar for the following days is a bit empty, I'll spend time listing the tasks I need to do for my different projects. I'll book time (alone or with team members) for the following days to get what I need to get my projects moving.

This process works perfectly most of the time. When it's not enough, I think about time I missed a deadline because of procrastination (being late, not being ready enough for a test / meeting, forgetting to do something). And when neither work, I end up working under pressure to accomplish the task on time.

Of makeup and confidence

My goal is not to judge nor to criticize anyone who enjoy makeup. I love it too. I just wanted to share my thoughts and concerns about makeup and its influence on my image and my confidence.

I started using makeup every day when I started working every day. Somehow, it’s seemed a lot more important than when I was in class. I implemented a morning routine that included makeup. When I discovered YouTube make up tutorials, I felt the need to start using foundation when I didn’t really need it. Even the makeup artist at MAC told me so. Then it was filling my brows that became a necessity.

Little by little, my routine got longer, more complicated and less natural. I’d wear makeup every day and wouldn’t feel good going out without it. I felt slightly envious of the women who didn’t care and skipped most of the steps I forced myself to follow.

One Sunday, I went to my best friend’s and realized in the car you could clearly see I was wearing (lots of) foundation to a summer BBQ. It was not natural and seemed foolish when I knew it was a casual event. I started wear less makeup from that day on.

I took advantage of my coming holidays to stop wearing makeup altogether for a few weeks. Back to the office, I started to apply less foundation, layer less, fill my brows less and skip smoky eyes… I was back to natural, lighter makeup that suits me a lot more. Moving abroad also helped this process as most of my makeup stash spent almost two months travelling.

Today, I skip makeup altogether during weekends (or do my eyes only).  Same goes during holidays: if I’m not doing anything fancy and/or if I’m not feeling it, I’ll let my face bare. I traveled with my colleagues not so long ago and sported a bare face (which I wouldn’t have dared a few years ago).

Those breaks help me remember what my face looks like “au naturel” and to limit the amounts of makeup I apply on week days. They also let my skin breathe, which reduces my need for foundation. I discovered in this process that my “bad” skin was actually due to a bad foundation (a high end one, mind you). But most of all, it boosts my confidence. I’m not less beautiful without makeup, not less feminine. I still get compliments from my husband. My skin tone is even enough, my dark circles only reflect my energy level, my cheekbones are defined enough, and so are my brows.

I am worried for young girls when I see more and more people using drag queen techniques as their daily makeup (mostly heavy contouring). Not because I have anything against drag queens (because I don’t, I believe in freedom and happiness), but because those techniques are not used to be natural but to change the shape of your face. They are on purpose over the board. They are made for partying and having fun, not for every day.

How can you love your face when you’re distorting it every day by applying layer after layer of contouring bronzer and highlighter? How can you like your eyes when your changing their shape with liner and false lashes? How can you have healthy self-esteem when every ad, every magazine is modified to reflect a so called perfection?

Don't let the media, the fashion and makeup industries dictate how you should look. Just love yourself as you are, strengths and flaws.

Edit: I just watched a powerful TED Talk on image, self confidence and makeup. You should take a few minutes to watch it too:

MS OneNote, my new favorite tool

Ages after everyone else, I finally discovered MS OneNote a few months ago. During a meeting, one of my colleague used it to store meeting minutes, project details, charts and graphs... I thought it was brilliant and used it every day since then.

Here are the main sections I currently use:

1. Projects: I create one tab per project. For each project, I have a status page (DMAIC phase, deliverable list, next steps) but also a meeting notes. After each meeting, I add my notes and the date, which means I have a unique spot for all information relative to one project. I also like to add a "data play" tab where I put key information, summary of findings, tests to performs, questions to ask... 
2. Mentoring: I have one tab per mentee with meeting notes and action items. I often send the page to my mentee so he/she has it as a reminder of his/her progress and next deliverable. You can clearly see the progress made and it's very encouraging for them to review.
3. Liaison:  Each member of the team acts as a Liaison to a number of SLT members. We review results, key projects, resources. It's a good way to make sure I don't forget any of my Liaison.
4. Personal items: It goes from a work to-do-list to a daily recording of my water intake and meetings and includes random lists and links. I even created a Kaizen packing list that should be useful for the year to come.
5. Archived projects: I don't want to delete any old project, so I group them under an archived tab.

I love that it's stored on the cloud and can be used with my phone or from home. I find information a lot quicker and find analytics a lot easier this way (I use it as some would use a whiteboard I guess). I've also stopped taking notes in my notebook (except for face to face meetings).

To make it easier, I've created a "cancelled" tag (for cancelled meetings, specialty of some mentees of mine) and a project status template. I try to use reminders as much as possible, as they are linked to Outlook. It's not rocket science or super fancy, it's just a matter of opening OneNote first thing in the morning and keeping it updated as long as you work on a specific topic.

When you work on half a dozen project, mentor as many people and act as a Liaison for a few SLT members, you really need to know where you're at, what you've done and what you have to do. I feel a lot more organized and I don't forget as many action items as I used to. I empty my daily and to-do list on Fridays, add items on Monday mornings.

16 packing tips for a Lean / Kaizen Event

I've been working as a Project Manager for over four years now, but next week will only be the second time I'll have to travel for a Lean Event. After under packing last time to Raleigh (where we got a 20 miles radius power outage and snow), I've decided to make a list and not repeat my errors.

Here are a few tips for packing for a Lean / Kaizen Event:

• Adjust dress code accordingly: This is not your usual conference trip, you'll probably not be comfy wearing a suit and dress shoes (or a dress and heels) when following the production from step to step. Depending on your industry, you may get dirty (dusty in my case) or have to respect some standards (closed / safety shoes...). 

• Review dress code with other participants beforehand: Everyone doesn't have the same definition of casual... I shown up in jeans, polo and Converse shoes to my last Lean Event when my colleague was in dress pants and shoes and a shirt. This time I've double checked that we'll be on the same page. Also, having a dress code similar to the on-site team you'll be working with will help you blend in and create a sense of team.

• Keep temperature in mind: And not only outside temp, but also the facility's! Warehouses full of paper tend to be cooler than outside, except in the middle of summer when they're warmer than outside. If your industry involve strict temp control, cooking, cooling, etc. you want to be ready.

• Make a list: It doesn't need to be fancy (or written), but having a list of what you want to travel with prevents you from forgetting things. Also, going over it a few time will help you spot the items you missed in that list. If you put your list in your suitcase before closing it, you'll be able to make sure you didn't forget anything when packing to go back home.

• Choose the right luggage size: Obviously, if you plan on a carry on only, your suitcase size must fit requirements. I know I'll check in a bag, so I'll have to make sure my belongings are not crushed neither lost in a suitcase of the wrong size. I'll put everything I need on my bed and then decide with suitcase I need. 

• Pack extras: If you're a Lean aficionado like me, you'll probably try to pack as efficiently as possible. But after a day walking the ground, you'll be happy to find a clean, dry pair of socks and a change of shoes.

• Pack day and night outfits: Chances are you'll meet with your colleagues after hours, either to continue working or to relax. And even if you don't, you'll be happy to find clean and comfy clothes for the evening. 

• Plan for the unplanned: I always have on me the basic meds in small quantity (pain and stomach meds, but also asthma and allergy meds), some band aids, gums, hair ties, tissues, lip balm, lint roller... 

• Choose your method: Some like to fold, some to roll. I've tried packing cubes: very efficient but not wrinkle free. I've also tried to fold my clothes and putting them in a vacuum bag (obviously keeping air inside) and though it takes space in your bag, it was very effective. I'll try to roll this time (jeans mainly) and using the cubes for tops.

• Prevent spills: I've bought some travel size products (tooth paste, dry shampoo) and some travel containers (to bring my own shampoo, conditioner, etc.). I also travel with some of my routine items (hair brush, make up...). I'll make sure they are closed tightly and will use a waterproof and spill-proof bag. That way, there shouldn't be any accident. 

• Be strategic with make up: I usually use a lot of brushes and different products when I put make up on every day. When I travel, I like to bring a fluid foundation, an eye brow gel, a cream eye shadow, a mascara, a blusher and a brush. If I'm fancy, I'll add an eye liner pencil or an eye shadow palette and a couple of brushes. Usually, the team I'm working with is essentially made of men who don't care about my make up so I aim for the bare minimum amount to feel confident.

• Working out or not working out, that is the question: I'll be working on routing, sitting in a room all day next week. Because I want to give myself an opportunity to stretch my legs and burn some energy in the evening, I'll bring yoga pants, a few shirts and runners. I'll wear my runners to travel and during evenings, the rest won't take much space.

• Think about laundry: Add a big plastic bag to collect laundry during your stay and sorting your clothes coming back home easy. You can also steal the hotel laundry bag and turn it inside out so there's no confusion. 

• Don't forget work essentials: Power cords and plug adapter are too often forgotten. Try to put them in your suitcase (unless it's too heavy and your carry on bag is half empty). Also, copy on your computer files you know you'll need and print time stamp / waste walk templates if needed. 

• Print travel documents: I always have a printed version of my plane ticket, hotel reservation, car rental and any other key document (address of location, agenda if training...). I also have pictures of my passport and ID on my phone in case I loose anything.

• Pack the right way: Shoes on the bottom of the suitcase, clothes on top, making full use of the pockets. If you gather / prep first and pack last, you should't need to add any last minute item that'll ruin your whole organization. 

When I arrive to my hotel, I like to unpack right away (including toiletries), because it make the generic hotel room feel more homey. It also help preventing wrinkle in your clothes. Just make sure you limit the number of places you spread your belongings in so you'll repack quickly and easily.

And finally, I like to leave my house clean before I travel, even though I can be in a laundry frenzy beforehand. That way, coming back feels much better!

Five first learnings from my amazing new boss

I've been told that you don't change job, but change boss. I quite like the saying. Part of the decision about taking this new job abroad was linked to my new boss. He was one of the teachers for my Green Belt and Black Belt and I knew we got along and that he is a great guy with values I adhere to. I knew I'd gain a great boss and that I'd learn a lot, and he didn't disappoint!

I've only been there for two months, but here are my learnings so far:

• He's the first boss I've had who asks me what he can do to help me. Every single day. By removing some road blocks or answering some questions, he is making sure I'm performing at my best. And this is not only about work, as I moved abroad he is always happy to help with personal questions too!

• Get ready for meetings. Like 100% prepared. His expression is "let's review the agenda". It made me smile at first, but when said meeting was starting, I found out I was really confident about what needed to be achieved and how. I feel a lot of meetings could use more prep, in not only the slides but knowing what you are going to say, how you want to react if anything happen, what is your timing for each item on your agenda, who's talking, who's taking notes... Now I feel like I need to go over the agenda and the flow a few times before each meeting, and it feels good!

• One big Excel book per project. Use tabs and put pain points, solutions, FMEA, B&E, parking lot, etc. in the same book. As long as you rename your tabs, it will make things a lot easier to find back and share with your team. It really shows how organized you are and how much work, time and effort you put into the project.

• Learn from your team. Even with years of experience and skills way above mine, my boss is willing to learn from me if I know something he doesn't. Usually, it's a MS Office/IT question, but still, it takes humility to have that attitude.

• Praise when owned. I don't know if it is a cultural difference, but I have received and witnessed a lot more recognition in here that I'm used to. Nothing boosts me better than a thank you and it sure is much nicer to work in that kind of mood.

I'm sure I'll be adding on to that list over time, but these few simple facts have a great impact on both the quality of my work environment and my performances. I'm never one to slack, but I'll give more, be more loyal and supportive when there is that big of a trust and respect between my boss and I.

Dan, if you read this, don't change anything!

I have a dream...

I have struggled writing today’s post. I am passionate about this subject though, but writing is making it true. I haven’t realized yet what is happening to us. I need to document it though, to remember and to be able to smile, in some time, when reading about our struggles.

On January, 26th, I’ll join the North American branch of the company I work for. I’ll be based in Atlanta. My job description stays pretty much similar, but everything else is about to change: colleagues, language, culture, life style, my husband’s career…

As of today, I have fulfilled at least two very detailed forms, had the chance to take pretty pictures of myself and the hubby and visited the American Embassy in Paris. This process enabled us to get granted our L1 / L2 visas without major difficulty.

This week, we need to settle on which company will move our belongings by boat. We have put on the market cars and electronics. We still have so many cartons to prepare before we leave for Atlanta early December to find a place to leave.

We dreamt of this big change. It is now time to jump into this new life, feeling happy, sad, scared, frustrated, all at the same time…

The influence on language on life - Part 1/4

As of today, I speak two languages fluently (French and English), one poorly but enough to understand and be understood (Spanish) and I try to learn a new one (Arabic). French is my native language. I’ve learnt English and Spanish at school (I have a BA in English) and my husband teaches me some Arabic. Though I am no expert, I’d like to share some of my experience with language.

And as I don’t have as much time for blogging as I’d like, I’ve decided to post my thoughts on language in four parts.

Language sets the way you see the world

English is centered on the action and its consequences, whereas French focuses on the subject that does the action. Therefore, the way you see and describe a situation will vary accordingly. Spanish has two words for “there”, one being closer from the subject than the other. French has a very rich cooking vocabulary, borrowed by English speakers.

All these examples and many more, show that the world we see is influenced by our language. Language is what stands between the intangible idea in our brains and the outside world. Depending on the words and rules in your language, the idea you’ll convey will appear differently. Obviously, it also applies from one person to another in the same language (think of the telephone game) but is amplified when different cultures and idioms are involved.

So next time you speak with someone whose first language is different than yours and feel frustrated, keep in mind that the feeling is most probably mutual and due to incomprehension.

A smile can make a big difference

Today, one of my colleagues, who sit at the desk in front of mine, decided to have a bad day. She got really upset about her chair being misplaced as someone borrowed it last afternoon. I understand that having your belongings (though own by the company) used when you are not here is not pleasant.

Then it was her computer. Then it was the noise. Then it was the people around her who are not nice enough. Then it was the work load. Then it was not going to eat outside of the company enough (when we go outside often she complains about her weight). It is only mid day, but she already found about a dozen reasons to complain loudly to everyone and have a bad day. Including about facts that happened weeks ago and belong to the past.

Shit days happen to everyone and for a variety of reasons. You have the right to be upset by events and thus have a bad day. Consciously turning your day in a shitty one is completely different though.

I am rarely in a bad mood (usually when I didn’t sleep enough the night before). Even those days, I’d rather isolate myself from my colleagues (meaning I have my headphones on and won’t talk much to people) rather than have them suffer my bad mood. I also try to smile more than I’m inclined to on one of those days. Thus, my colleagues tend to smile back at me and be nicer. My mood usually improves after a few hours (and coffees), and I go back to having a better day. 

I also tell people I am a bit grumpy that day, so they can stay away from me or won’t be offended if I’m not my usual self. If I'm at home, I'll spend some time alone and rest, or do things that make me happy for a while before I'm a social being again.

Besides, your day won’t be better/easier/shorter if you spend it complaining and looking cross… So don’t forget to smile! It won’t fix all your issues but will improve your mood!

Surviving the open space

In the 6 years I've been working, I've experienced different office configurations: small open space (4 desk hubs), large open space (15 people), office alone and 2 people office. Today, I’m back in a large open space, and feel very tired at the end of the day from the noise and interruptions.

Here are a few strategies I use to survive my days in the open space:

• Be at home at your desk: make sure you have everything around you to keep organized and to take small notes quickly. Also, looking at a picture you like for a few minutes can help you clear your head from the noise and activity going on around you.
• Isolate yourself from the noise: practice your ability to tune out everything around you. Don’t worry about people around you wanting to talk to you: they’ll find a way if it’s important. If you can, put headphones on, without music if you just want others to stop talking to you, or with music to block the noise.
• Say “no”: you don’t have to help everyone and do everything you’re asked to. If you don’t have time, don’t know how to fix your neighbor’s IT issue or are not the right person to do the job, say it! 
• Work from home or another work space once in a while: book a meeting room or a quieter space to perform tasks that require all your attention. If you can, work from home once in a while. Your productivity will increase and it will make the open space more bearable.
• Recharge during lunch: do something you like during your lunch: read a book, eat alone or with someone you get along with, eat in a fairly private spot or outside, whichever recharges more your batteries. 
• Use your commute time wisely: when going to work, brace yourself for the noise and activity that will take place in your day. When going back home, clear your head from your day and get ready to spend time with your family. Use mood specific playlists to get in the right mindset.

But obviously, the best way to survive the open space is to get a desk in a less crowded space!

The introvert trainer

As a Lean Six Sigma BlackBelt, one of my roles is to train my neophyte colleagues to the methodology. The group I work for has developed an initiation training that every employee has to go through. This is how I ended having 15 sessions of training planned in six weeks.

For three hours, I speak to 10 people about wastes, bottlenecks and root cause analysis. I know my material thoroughly as I translated it into French and that I have a deep understanding of the topics I speak about. During each session, we use a simulation to teach the concepts, as we often do in the group for Lean Six Sigma training.

Surprisingly enough, I love to train people. I love to pass on my knowledge, and even though speaking to a fairly large group of colleagues is something I’m not entirely comfortable with, the sessions have been going pretty well so far.

Being so caught up into training makes introspection easier. I've been asking for feedback and looking back on how have done during my first few sessions. Here are some of the tips that work for me:

Before the training:

• Get to know your material thoroughly: the more you know your material, the easier it will be to deliver it. Rehearse the training in your head a few days before and try to figure out the best way to deliver the message according to your audience and the message you want to deliver. 

• Prepare a few examples to illustrate your words: examples are always hard to find on the spot. If you have enough ready, you can use them first and then either come with new ones linked to your audience or ask trainees for some of their own.

• Make sure the logistics are flawless: if the room, time, breaks, food… need action from you when starting the training, you can’t relax and focus on the matter at hand. Make sure everyone, starting by you, is comfortable with the logistics. 

• Choose your outfit wisely: your outfit, but most likely how comfortable you are in it will determine trainees’ first impression. Your outfit should reflect the topics you are teaching but also the kind of audience you have. 

During the training:

• Use your stress to be energetic and don’t forget to smile: your stress can make your trainees uncomfortable but your smile will most likely make them smile back at you. Standing may help you focus on your speech and look more energetic.

• Don't forget introductions: introduce yourself first to set the expectations and give participants a minute or two to prepare their introductions. If the training is long enough, you may want to use an icebreaker game.

• State your agenda: give your participants an idea of what to expect during the training. Reassure them about their breaks and the time allowed to check on emails or make a call.

• Listen to your audience (or watch their reactions): tell your trainees when they should ask questions and how much you want them to participate. Pay attention to their body language to see how they are doing and look at their faces to make sure they understand what you are saying. 

• Try to include every participant, but never force someone to speak up: if you can, talk about projects related to your trainees, say their names when you talk to / about them. Make sure everyone has the opportunity to speak their minds, but don't insist if a participant doesn't want to speak.

• Use examples related to your job but also to your personal experience / life: if your trainees come from different department / product lines of the company, make sure to use examples that all can understand. Use other companies to demonstrate your point. If you teach Lean Six Sigma, talk about your personal experience or life: many concepts can be used at home too.

• Be patient with questions and praise the trainees who speak up: some participants will need more time to understand the concepts you are teaching. Remember that asking for an explanation can be a huge effort for them. When a trainee gives an example, try to say something positive and build on their example.

After the training:

• Get feedback from trainees you trust to be honest or managers: if you have a clear understanding of what was well perceived and what can be improved, you can only get better. Also, seeking feedback should earn you respect from your peers.

• Send an email to trainees to thank them for participating: follow up is key to leave a good impression. Besides, you may have documents, complementary information or pictures to send to the participants.

•  Make sure participants will keep something from your training: it can be material, pictures, a small (corporate) gift, but also knowledge to apply at work and in their personal life.

Don't forget to have a good time! If the training is painful for you, it will be even worse for the participants... Good luck !

B