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8 Things You Can Do To Perform Really Well Even At The Last Minute

8 Things You Can Do To Perform Really Well Even At The Last Minute

Opportunity doesn’t always give you ample warning … or sometimes, any warning. That doesn’t mean you should let it pass you by. Instead, follow these simple but powerful tips for performing well even when you don’t have time to prepare.

1. Stop and Look Around

Take a few deep breaths to calm your heart rate and your brain. When things come at us suddenly, even positive things, our brains might interpret them as threats. You need to take a moment to breathe, take in your environment, and interpret for your brain what the opportunity is.

For example, if you’ve just found out that your boss expects a report from you during the meeting that starts in five minutes, duck into the bathroom for a moment, lock yourself in the stall, and get centered. Tell your brain that it’s an opportunity, not a threat.

2. Picture the Positive

Fight off panic at being put on the spot by picturing things playing out in the most positive way possible. This helps you to look for positive responses instead of negative ones. We tend to focus on the negative, and when we see it, it can throw us in a tailspin that simply produces more negative reactions. Instead, cue your brain to find the positive in what is happening.

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Before you leave the bathroom and head out into that meeting, picture the meeting room itself. Picture your boss smiling. Picture yourself, confident, smiling, and calm, giving a report. Then go and match that picture in your head.

3. Assess and Triage

When you have little or no preparation time, you simply cannot do it all, no matter how much you would like to. If a client throws an urgent, last-minute project your way, you know immediately that you cannot cover all the details as you normally would. So you assess and triage.

Assess by looking over the project and determining what the needs and potential solutions are.

Then triage by quickly assigning each need, and corresponding solution, a priority level from one to five, with one being the highest priority and five being the lowest. Then start on the first-level priority needs. Once you finish those, hit the second-level priority needs, then the third-level, and so on. Keep going until your time is up, and though you may not have finished everything, you will know you have finished what is most important.

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4. Fall Back on Your Strengths

When Joe found out he was sitting next to two of the high-level executives at dinner during the annual sales conference, he panicked a little. He would have liked to have time to mentally prepare, maybe do a little research on their roles, think through some intelligent questions.

Instead he found himself in conversation with no prep time, so he fell back on what he knew he could do: ask questions and find common ground. The conversation went better than he could have planned because he didn’t focus on what he was missing but on what he had.

Your natural strengths are always there for you, even without the preparation you would like to have. We use advance warning to shore up on our weaknesses; so when you don’t have the warning, depend on your strengths.

5. Ask for Help

Asking for help is a good idea any time, but especially when you’re facing a tighter-than-usual time frame. When you find yourself suddenly planning your sister’s wedding, or the company picnic, or manning the booth at the tech conference, use those networking skills to your advantage.

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Call in help: friends, family members, coworkers. You’ll get the best response by asking them to take on specific roles or duties. People tend to shy away from open-ended requests for help, either because they don’t know quite how to respond or because they’re afraid it will become an all-consuming commitment. So be specific: Will you find a local florist? Will you get the cost on catering for X number of people? Will you man the booth for an hour so I can go get lunch and read through these notes?

6. Don’t Over-Explain

It’s easy, when you feel nervous about a situation, to try to explain what is going on, why you aren’t as prepared as you would like to be, so on. But over-explaining and endlessly apologizing will only make you look worse.

If you must, issue a brief apology or explanation: “I’m sorry I don’t have the hand-outs I normally would,” or “Since I don’t have my portfolio with me, here’s my website address where you can view it anytime.”

7. Proceed with Confidence

Have you ever been in the audience when a visibly nervous performer took the stage? It makes you nervous, doesn’t it? You just start holding your breath, waiting for the performer to mess up.

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Your nervousness creates nervousness and discomfort in others. That makes it difficult for them to be mentally cheering you on, since instead they’re mentally cringing at the display of nerves.

The answer is to act confident even if you feel nervous. Take a deep breath, swallow that lump in your throat, and stride forward with your head up. If your hands are shaking, put them in your pockets, or link them behind your back. Smile, big and wide, and look people straight in the eye. Act like you would if you were completely prepared. The confidence you portray will make people feel at ease with you, which will help make you to feel more comfortable and do a better job.

8. Find Connection Points

So you sent a pitch to the big-shot editor at the big-shot magazine weeks ago and you heard nothing back. In your mind, it’s not happening, until you answer an unknown caller and find yourself talking to the editor. The big-shot editor. Of the big-shot magazine. About your pitch, which she likes.

Don’t freak out. Breathe deep, listen, and remember that as intimidating as her position, background, or role might be, she’s a human. Like you. Find the things you have in common. Find connection points. Ask and answer questions. Remember that you’re conversing with another human who has intimidations and goals and awkward moments just like you do. Focus on the common ground instead of the perceived divide, and you’ll find more connection points that you might have imagined.

Featured photo credit: Mister Wilson via flickr.com

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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