Get Work Done People: Emily Guerra - Productivity Life Coach

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Emily Guerra

What is your company name and/or your job title?

The Productivity Flow; Productivity Life Coach

How do you prioritise and manage your tasks to ensure maximum productivity and efficiency in your work?

To effectively prioritize my tasks, I work backwards like this: first, I created a vision for 1 year from now that describes what I want my life to be like. Then I ask myself what quarterly goals I need to hit to make my vision a reality. Once I create those quarterly goals, I then focus only on the current quarter and ask myself what monthly goals I have to hit to achieve my vision. Once I have my monthly goals outlined, I break down what tasks I have to do to hit those goals. And each week I break a handful of those tasks down even more, outlining small action steps I need to take. That way each week I'm positive I'm moving forward towards my vision.

I do it this way because it's how you can maximize the 20% of your efforts that lead you to 80% of your success - a concept known as the 80/20 Principle. When you understand which tasks genuinely push you closer to your goals, your time management and productivity will soar since your actions are aligned with your intent.

But, of course, we always get those projects and deadlines that creep up or aren't apart of the larger plan. So to handle whatever is incoming effectively, I reflect on the urgency and importance of the tasks by doing an Eisenhower's Matrix chart. Sometimes I'll actually create a chart in my journal, and sometimes I'll make one in my head. Obviously tasks with close deadlines get pushed to the forefront, but I always set aside time in my day to work on those tasks that push me closer to my vision. For me, that's a non-negotiable.

Can you share an example of a time when you faced a significant productivity challenge as a founder and how you overcame it?

A huge reason why we can find it hard to be productive is because of the stories that we have going on in our heads. Self-limiting beliefs and negative thinking patterns can have a real hold on your growth, stopping you from actually moving forward and doing the d*mn thing. I've experienced this on many levels, but the toughest for me was when I first started to record my online course.

I had a goal of launching my course within 6 months. But every time the camera turned on, I got so in my head. I was so scared of failing that the only thoughts I had were ones like, "What if I'm not good on camera?", "What if nobody buys it?", and "What if my content sucks?" My self-doubt was all-consuming, and all of these negative what-ifs kept leading me to the worst possible outcome. There were several times when I just stopped recording for the day because I convinced myself that I wasn't cut out for it.

Here's the irony: I was recording a course about getting unstuck, but wasn't practicing what I was preaching. I had already missed my launch date goal, but this epiphany helped me become more committed than before. So instead of creating a new goal, I held the intention that I was the kind of person who can do this. I flipped those negative what if's on their head and turned them into positive questions like, "What if I get more sales than I expect?", "What if I'm amazing on camera and feel like a natural?" and "What if my content empowers people?" Focusing on the best case scenario instead is a fabulous way to let go those worst case scenarios go, plus it gets you excited again for what you're working towards.

Whenever I got into a negative headspace, I'd catch myself, pause, and then ask a question. What's so cool about our brain is that no matter what kind of headspace you're in, if you can ask a question your brain naturally wants to answer it which takes you out of that negativity and helps you act. So I asked myself questions like, "How can I do xyz?", "What can I learn?" and "What's the next step?"

I also tapped into my vision of the future whenever I needed motivation. I reminded myself of why I wanted to create the course to begin with and what kind of business that would lead to. Reconnecting with your why when you're full of dread or are procrastinating is a wonderful, fun way to reinvigorate that internal drive again.

Overall, I stay really committed to practicing the strategies to get unstuck that I was teaching in my course. I was no longer focusing on the goal of launching, but on becoming the type of person who follows through. I enabled myself to launch my course within 3 months - half of the time I thought it would take - which goes to show that once you get your mindset right, your productivity explodes.

What strategies or tools do you use to maintain focus and minimise distractions in your work environment?

There are so many digital apps and tools out there that can help you focus and minimize distractions - but here's the thing: if you have to use your phone or computer, you'll probably still get distracted! There's so much going on on our screens - from notifications and communication to scrolling through content - that our brain can't help but get distracted with it.

Which is why I always turn my phone on Do Not Disturb mode the entire workday. I have dedicated time slots throughout my day to check on my notifications, reply to emails, and even scroll through social media. But beyond those short periods, my phone is away.

I also turn off all notifications on my computer. The last thing you want when you're in the flow is to get side-tracked by a random notification, so eliminate them altogether. The only alerts I allow on my desktop is calendar reminders so I'm never late to calls.

Another secret that particularly boosts your focus is to use timers when you're working. I always recommend getting a physical timer - like a cube timer that you can just flip over - to avoid those digital distractions. When you're about to start a task, decide how long you want to focus for then put the timer on. Commit to no distractions for that duration, and you'll notice you get into the flow a lot faster which helps you be ten times more productive.

How do you approach delegation and outsourcing tasks to optimise your productivity?

As a solopreneur, there's dozens of tasks that I have to get done that aren't in my zone of genius. When I first started my business, I took the time to learn everything and create SOPs (systems of procedures, aka workflows) that outlined my step-by-step approach. These SOPs kept me on track, helped me not forget anything, and served as training tools once I hired my virtual assistant.

I gave my virtual assistant (VA) tasks that I simply did not want to do, took up a lot of my time that could be better spent on activities that actually move my business forward, and/or I just was not good at. Some examples: updating my website plugins, scheduling social media content, editing videos, and repurposing blog content.

And at first, I wasn't the best delegator. I kind of expected my VA to read my mind and produce the quality I'd produce, so I'd get frustrated when things didn't turn out the way I hoped. But then I realized the problem wasn't my VA - it was me. So I got really, really clear on my expectations for each and every task, but then also let my perfectionism and need to control go. I hired my VA because he is better at and actually enjoys the work I give him, so I need to let him do it in his own way. Otherwise he won't be able to tap into his zone of genius.

Ever since I loosened my reigns a bit and improved my communication, my expectations have been exceeded.

In what ways do you measure and track your personal and professional productivity goals, and how do you hold yourself accountable to them?

Studies have proven that one of the best ways to track your progress is to journal about it, which is exactly what I do. Writing down your thoughts and experiences on paper gets it out of your head and helps you process what's really happening. If we keep our thoughts and realizations in our head, we take up a lot of energy, could forget big ideas, and may not even notice the hurdles.

That's why at the end of every workday I journal about my wins and lessons. At the end of the month, I'll read my journal entries and take some notes about what worked, what didn't work, and how I could improve for next month. I then create a monthly goal that captures the improvements I want to make, and outline how I can hit that goal in my journal.

Now there's a few ways I stay accountable to my progress. Firstly, I tell my boyfriend what my goals are so he can check in on me and help hold me accountable. I also find that journaling about it serves as fantastic accountability reminders, too. Additionally, I'll write some reminders on post-its and stick them on my computer or monitor to serve as a visual reminder, and I'll read my vision for the future every day. Doing so helps me remember why I want to be accountable in the first place and gets me excited about the progress I could make.

I'm going to be honest: staying accountable - especially if you work for yourself - can be such a challenge. There's an endless amount of reasons why, and that's probably why my accountability coaching program is my most popular one! So if you're struggling to stay accountable to your goals, then stop worrying about the goal/result. Instead, focus on embodying the characteristics of that person who would hit that goal. Focus on becoming that future version of yourself that is accountable, and act like that person.

What is your website and social media handles you would like to share?

https://theproductivityflow.com/
https://www.pinterest.com/theproductivityflow/
https://www.instagram.com/theproductivityflow
https://www.tiktok.com/@theproductivityflow
https://www.linkedin.com/in/emily-guerra-the-productivity-flow/