Career Advice

Leave the Office Earlier

Laura Stack

Laura Stack is the author of "Leave the Office Earlier" (HarperCollins), and is known internationally as "The Productivity Pro."® She is one of few professional speakers whose business focuses solely on time management and productivity topics. Laura helps people leave the office earlier -- with less stress -- and more to show for it!

To learn more about Laura, visit here.

The transcript follows below.

Editor's Note: Washingtonpost.com moderators retain editorial control over Live Online discussions and choose the most relevant questions for guests and hosts; guests and hosts can decline to answer questions.

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Laura Stack: Greetings! This is Laura Stack, the Productivity Pro. Thanks so much for joining me to chat about improving your personal productivity! I'm happy to answer as many questions as I can. If we run out of time, please feel free to e-mail me at Laura@TheProductivityPro.com.

What are your main challenges with productivity? What prevents you from being at your best each day?

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Washington, D.C.: I have just started a new job after more than a year of un- and underemployment and I find myself in the "desperate to please" position. twice in the five months I have been here, I have been stopped at the door by the project director and asked, "did you finish X?" Also, because we are on deadline constantly, if I haven't completed that particular item, I am expected to turn around and see that it is done or in some shape to be done at the top of the next day. This is both frustrating and nerve-racking, and when I am scheduled to take a day off, I end up coming in for part of it ... we are wildly busy all the time.
How can I relax and get myself and my schedule and my workload under control?

Laura Stack: Hi, it sounds like there needs to be a LOT more communication between you and the project manager. If you're constantly hiding from him/her and dreading contact, it's breaking down the effective process that must occur to be productive. Initiate a meeting, discuss your critical path and confirm your schedule requirements. You may have to work like crazy for two weeks to "catch up," but then you should be able to leave without having to worry about being "caught."

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Rockville, Md. (driven to distraction): Like many workplaces, mine is filled with distractions (made even more frequent by the expectation of an e-mail sender that responses taking more than 30 minutes are "late"). How do you shut out distractions without being unapproachable? Barring that, how do you re-immerse into what you were doing when the distraction is gone?

Laura Stack: You may be creating your own problem with the constant e-mail checking. If I send someone an e-mail, and that person replies in 2 minutes, I know they are constantly tethered to their e-mail and that's a good way to get them. If I send another person an e-mail, and they reply back in a reasonable period of time, say two hours, then if I need that person right away, what would I do? CALL! Challenge the underlying cultural assumptions you're working with and have honest conversations about what the true expectations are for what is a reasonable length of time to respond. Then discipline yourself...turn off the chime, pop-up box, what have you and make yourself not touch e-mail for at least an hour. Hang up a sign on your door or use some other agreed-upon signal like a red flag to indicate you'd prefer not to be interrupted.

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Pentagon City, Va.: I am a programmer who would be a freelance writer if it didn't pay so badly. I continually read and answer e-mails from editors while at the office. Since I can't charge my job for this time, I stay late. Sometimes the editors want responses right away that never pan out. I think my conundrum is that writing is a hobby I like and want to continue, but it eats into my day and time. I don't want to give up seeing my name in print though. I could be drinking beer and watching sports -- so there are worse hobbies.

Laura Stack: Nothing wrong with pursuing "hobbies" during the day, as long as you aren't shirking your work responsibilities, which is what you're getting paid for. Perhaps you could have a frank discussion with your boss about your "moonlighting" and passion for writing. Instead of working an 8-hour day (or whatever) that really is only 6 hours of actual work, spread it out to 10, so that you can freely work your personal/fun things without feeling guilty.

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Washington, D.C.: I am losing time at work due to a very stressful environment. It has become harder to focus on tasks and set goals because of the stress. Any suggestions?

Laura Stack: You're in cerebral burnout: a real physiological state of the brain that doesn't operate very well when extremely overloaded or stressed. If you want to get your mind back, and assuming your workplace environment is unchangeable or uncontrollable (that person is just going to leave), you're going to HAVE to take care of yourself much better if you don't want to get sick. Make sure you're getting the proper amount of sleep. Watch "flour and sugar" types of food, which will only serve to increase your cortisol levels even more. Get outside once a day if you can to move the body and get some fresh air. Take yoga. Go on a three-day weekend break. Just know that when you're stressed, you tend not to take care of yourself, and you'll need to do MORE during this time.

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Washington, D.C.: Hi Laura -- Thanks for the chat! I'm working a 9-6 job in PR. I have been in this field for about six years, like my job most of the time, and am also getting a graduate degree in communications. I think ahead to a few years from now when I will most likely be married and want to start having kids. I can't imagine working 9-6 and leaving my kids in daycare, especially during the summer. For this reason I am considering going back to school to become a teacher. I don't know if teaching is the right career for me, but it seems to offer the best family-friendly hours. Do you think this makes sense as a career path to switch to teaching? What else could I consider, and how do I figure out what will be the best job for a working mother?

Laura Stack: Hi! As a working mother of three, with one child in fourth grade, I see how hard and LONG teachers can work. The hours aren't only the school hours; there is planning time, grading, decorating classrooms, etc. I'd recommend chatting with a few teachers, because the ones I know are working 60-hour weeks. I'd recommend finding a position that allows you to get the kids off to school, work out of the house, and be at home when they arrive at the end of the day.

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Kansas City, Missouri: Laura, your website says that you give over 100 presentations a year, many to Fortune 500 companies. How many employees do you have to help you manage your own business and your extensive travel? How do you juggle the activities of your 3 kids with your travel demands?

Laura Stack: Good question! I knew travel was going to be a problem because of the volume of my speaking engagements, so I did the best thing...I hired my husband! :) He is now the VP/General Manager of my training company, and our office is in our home. So he has COMPLETE flexibility on getting kids out the door to school, picking them up, etc., and it's part of his regular job duties, so he gets notice and recognition for those important tasks. I also have an assistant who works 20 hours a week helping me with odd tasks and errands. I have five employees total. PLUS a mother-in-law who lives a half-mile away. We also have a housekeeper, yard man, bookkeeper, and laundress. YES, money really does buy time. Spend your money buying a quality of life, rather than purchasing more "stuff."

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Rockville, Md.: What would be your advice to a single woman who works hard, but leaves the office at 5 p.m. every day since her work is done while everyone else stays until the boss leaves so they look good?

Laura Stack: 1. Speak up. If you have a conflict that forces you to leave earlier than most people each day, talk to your supervisor. Have an open conversation, explaining how important it is for you to be productive and do a good job, and why you must leave on time each day. Point out that you're the first one to arrive each day and how much you get done without people interrupting you. One hour of uninterrupted work can equate to three hours with intermittent interruptions.

2. Use e-mail as proof of performance. Send an e-mail to your boss about a business issue as soon as you arrive at the office. The time displayed on the message is proof you were working early. Similarly, e-mail will also document the late night or evening hours you worked yesterday from home.

3. Think inside the box. Drop completed work in her in-box by 8:00 a.m. with a message and the time written on a sticky note.

4. Just say Joe. Start the office coffee pot before others show up. They slyly ask your boss if she enjoyed the special Kona coffee you brewed. After all, you are the first one in to the office each day, so you have to get the Joe going.

5. Track your time. Use a time log consistently, so you can prove how much you're getting done in the early-morning hours. Track your accomplishments as you go, so that you have good material for your performance review.

6. Become indispensable. Just because someone works longer hours than you doesn't mean that person is more productive. The truth is the more indispensable you are, the more you can distinguish yourself, and the more likely it is you can gain some flexibility and still move ahead.

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Washington, D.C.: Laura,

I consider myself to be pretty productive and efficient and so I leave my office at a reasonable hour. However, one of my colleagues is less so (often spending more time on personal calls/matters than work) and has to stay at work until 7 or 8 to get his work done. But he is viewed by the boss as being more dedicated and committed than I.

How do you suggest dealing with such a situation?

Laura Stack: A discussion with the boss to ensure she/he understands that productivity is not about quantity. Someone who works an 8-hour day can be a lot more productive than someone who works 12. Make sure you are creating a weekly activity report (WAR) of all your completions and suggest everyone in the department do the same. State that you want to be evaluated by your results, output, value, etc., rather than the number of hours your bottom is in the chair.

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Philadelphia, Penn.: I am newly self-employed and work by myself from a home office. It sounds like you were once there yourself. How did you keep yourself motivated amid the isolation? How did you keep yourself focused on the need to generate revenue -- the cold calls, etc.? Sometimes the structure of corporate life seems appealing again, but I want to persevere in this new solo life. Thanks.

Laura Stack: Hi, congrats on being self-employed! I am still self-employed after 13 years and still work out of my home office! I love the isolation, because you can get a LOT more work done than in a busy office where people are always interrupting you. The key is to treat your day like a job: regular hours, lunch, leave on time, etc., so you don't have excuses because no one's looking over your shoulder. I'm in the office every day at 8:00 when I'm not presenting and leave at 5:00, no questions. It motivates me to crank during the day, because I don't want to buy myself a late night. I want to get "home" to my kids and husband. Believe me, it's MUCH easier to have the PAIN OF DISCIPLINE rather than the PAIN OF REGRET!!! Good luck.

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Silver Spring, Maryland: Dear Laura,
I desperately ache to leave to office that I've been confined to for the last 5 years. I believe that becoming a writer (or even a chef) would be an avenue that I would like to try, however I don't know where to start. Do you have any suggestions?

Laura Stack: Yes, go to the Maui Writers Conference in September (google it). You will quickly know if you're cut out to be a writer. :)

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Washington, D.C.: Do you have any ideas for tuning out noise when one works in an open cubicle? I am often distracted by meetings in the office and phone conversations of other co-workers while I'm trying to do my work. I often have trouble concentrating because of this. I've tried using headphones and listening to the radio, but then I can't hear them if they're talking to me.

Laura Stack: Normal headphones don't work. Try the noise-canceling headsets, which tune out the background noise but still allow you to hear people when they enter your office. Bose sells one, but they're quite expensive. I have a Sony pair that was less than $50. You can also try to "entrain" your mind to a nature machine with a noise like ocean waves or rain, to focus on that instead of the chatter. As a last resort, HIDE! :) If you truly need some time to focus, can you take your laptop and go to an empty conference room? I'm writing my second book right now on personal productivity at home, and when I need to write with no distractions, I check into a hotel for two days!

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Bethesda, Md.: Hi Laura! My husband and I (mid-30s) both have well-paying 9 to 5 jobs that require graduate degrees. We are thinking of throwing in the towel, mainly b/c we are uninspired, and opening up a coffee house, or bakery, maybe a franchise. Something we can call our own. Of course, we are VERY nervous that we are giving up decent livings for such uncertainty. Any advice to help us decide and/or allay our fears? Thanks!

Laura Stack: Check with your local SCORE (Service Core of Retired Entrepreneurs) at the local Small Business Admin (SBA) office. They have CHEAP seminars to get you started in how to go about setting up your own company. "Moonlight" by taking these courses in the evening, while still working, until you have all the legwork done. DON'T let your frustration make you quit your day job until you have all the necessary pieces in place and are organized enough to make money. Then, go for it!

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Washington, D.C.: Hi Laura
How does one manage to leave the office earlier when one's boss routinely stays late and insists on late (5-5:30-6 p.m.) meetings. This is a boss who believes if you're not in the office, you're not working, and doesn't care if all the work is already done. The idea is you must still be there. Other than get a new boss, which I'd like to, how to cope with someone who refuses to be reasoned with?

Laura Stack: THAT KIND OF BOSS MAKES ME NUTS!!! When are managers going to enter the real world and get out of the days of the dinosaurs? Sounds like a cro-magnon boss. Set boundaries. If a late meeting is scheduled, come in later that morning. Go back to school or have a kid, so you have a "deadline" that's non-negotiable each day. :) HA! Then you just say, "So sorry, I have a commitment." If nothing else, find a new boss who "gets" it.

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Designer in D.C.: I'm a graphic designer. Most artists are run ragged with projects during the week. What steps could I take throughout the day so as not to burn out and have "artists" block?

Laura Stack: Get a pair of 8-10 lb. dumbbells from a fitness store. Whenever I'm feeling brain-dead during the day, I grab these, stand up next to my chair, and do two sets of 20 straight overhead presses. You'll be amazed how this gives you a burst of energy!!! Stay away from processed foods and sugar. Drink lots of water. Have a protein shake right around 2:00 in the afternoon to make it through the final stretch.

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Philadelphia, Penn.: Laura -- I have worked in my present position for almost 3 years. In that time, management has continuously diminished my resources while increasing their demands and my workload. when I try to address these matters, I am dismissed and left with the impression that my opinion and input do not matter. I try to explain what I can reasonably do given my time, abilities and resources, but those explanations are ignored and I am expected to perform at the level management wants. This continual lack of disrespect compounded with the stress of increased demands has pushed me to my breaking point. I dread getting out of bed and driving to work. Is it time for me to look elsewhere?

Laura Stack: You talked me into it! What are you waiting for? If you can't put your feet on the floor and say to yourself, "YES! I can't wait for this day to start!" keep looking. Hey, if we have to spend so much of our lives working, we may as well enjoy it. Don't settle.

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Northern Virginia: I am self-employed and work full-time from my home office -- no Northern Virginia commute! I love my work, but I try to restrict my hours to the period from breakfast to supper, with a lunch break. I rarely work weekends or evenings, although I occasionally use them to catch up.

When I was unexpectedly out for a week with the flu this January -- it took me several weeks to really get back on top of my deadlines. In fact, in some ways I still feel behind the curve. There seems to be no "give" to my situation as there are no co-workers to cover for me, no boss to assign some of my work away, etc. If I don't do it, it doesn't get done.

How can I have a little more of my own time, or plan better, so that one illness does not set me back so far, and so that I have flexibility for non-work activities like seeing a family member?

Laura Stack: Sounds like you're responding to the most immediate need, rather than looking ahead a few weeks and seeing what must be done before it's due. Reactive-ness is understandable in true emergencies or crisis situations. But there's a difference when something becomes a crisis due to our own action (or lack thereof). Don't work to deadlines. Try to work ahead of them. Just like having a term paper due in May, and it's March now, don't wait until the night before. Being proactive and chunking at things a little bit at a time will prevent everything from slipping when you miss a milestone. Even 30 minutes more a day doing things that aren't necessarily "due" yet will give you some slippage if you get sick again.

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Germantown, Maryland: Dear Laura,

I am 39-year-old African American male. I have a master's degree in biotechnology, and have worked as a biologist or research assistant in both the academic and government research institution for 5-6 years. Now, I am considering a career change because the pay has not been satisfactory. The maximum salary I have ever been able to earned was $32,000. I want to make more money. Do you have any advice for me?

Thanks, Sam

Laura Stack: Consider calling a recruiter who works in your field. This person is hired by organizations to find people to fill key positions. What associations represent your specialty area? Make sure you join those, keep up with the journals, study alternative job choices, network with people who are doing what you want to do. You'll need to first define, specifically, which job you want, then set out a plan to achieve it. List all the steps involved in your research, deadlines, resources needed, etc. Network at local chapters whose members are in your field. Rub elbows. Ask people about their work. Just get busy!!!

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Anonymous: I am an executive assistant at a company that has quite a few unproductive assistants. I have become known as someone who is reliable and gets things done in a timely and accurate manner. It's great during review/raise time, but it's becoming a problem because people who I don't report to have been asking me to take on projects. Today, for the first time, I said no to someone. This person does work in my department but I am not her assistant. I told her that I don't have time right now and to ask "Mary", the person who works for her. Mary is actually a very good assistant. This woman is new and hasn't quite figured out who works where. But I feel guilty and worried that it will get back to my boss that I turned her down (she's on vacation). I usually do everything I'm asked. I know it's ok to say no, but is it ok for someone in a support position to turn down work? It would have been a huge, annoying project. I'm happy to help people out, but I don't want to be taken advantage of, either.

Laura Stack: STOP BEING SO NICE! It's fine to help people out once in a while as a favor, or be a good resource to help point people in the right direction. But if you don't open your mouth, silence implies consent, and people are going to continue to take advantage of you. Don't get in the middle of it. If someone tasks you with a project that you don't even support, tell them all work must be delivered through your "chain of command." Have a conversation with your boss about what you're going to say in these instances, so he/she isn't surprised when approached. Or tell people, "You know, I'd be happy to act in an advisory capacity on that committee, but I regret my schedule won't allow me to be an active member at this point."

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Anonymous: Laura,
(Out of the workforce) I would like to get your opinion on something that, honestly, is a little off topic--but is still work related. I am in a career making decent (but not great) money. I am very unhappy though and the field is a dead end. I am seriously considering going to law school full-time next year. I am getting married and my husband-to-be really supports my idea. It has always been a dream of mine but in my 20's as a single woman -- I could not get it done. I am in my early thirties and am really considering doing this. Is it nuts to lose 3 years of salary and resume building to be a full time student again?

Laura Stack: NO! Holy cow, in three years, you're still going to be without a degree and miserable. If you have the money, a supportive fiance, NOW is the only time you can do it. Once you have children, it will almost be impossible to go back to school until they're older. Go for it! Reach for the gold at the end of the rainbow! Life's too short to be miserable.

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Seattle, Wash.: Do you address procrastination in your book? I am an extreme procrastinator, and seem unable to do any serious work until a deadline looms. I'm a fast writer and work well under pressure, but I don't seem to be able to work at all without pressure.

I did great when I was working in a high-adrenaline, deadline-driven environment but I'm now working somewhere with very few deadlines and few clear measures of productivity. I feel like I'm operating at about 10 % of my capacity, and I spend many, many hours in the office doing little or nothing.

Thanks!

Laura Stack: It's human nature to avoid pain. When you put off a task, it rewards you twice: first when you get to do something else more fun, and second when you don't have to do the undesirable chore. When the task comes back to haunt you, though, it only punishes you once. So it's easy to see why procrastination wins out! Unfortunately, in the end, the cost of putting things off far outweighs the reward. The pain is ultimately worse than the pleasure you derived from procrastinating. You end up operating in perpetual crisis mode, a consistent state of drama.

Find yourself a "ruthless friend" (a person who likes you, but not too much). This could be a colleague, friend, coach, or your mother. Say what you're going to do, by when. Ask that person to remind you at set intervals and bug you about your progress. Sometimes going public creates self-imposed pressure to perform.

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Alexandria, Va.: Good afternoon Laura,

I need advice on leaving my current position as a manager in a nonprofit association. I have been working for my current employer for about 3 1/2 months and even though I have tried to be positive about my job I cannot handle it anymore (too many issues to list) and I decided to begin looking for a new job with another association/non-profit.

My wife and I have been debating if I should update my resume. I think I should list my current employer (especially if someone does a background check) and she thinks I shouldn't since I have only been here 3 1/2 months. What do you think? Should I should put my current employer on my resume or leave them off since I have been here for such a short time? Do you also have any suggestions on what I should say for my leaving when I begin to go on new interviews?

Thank you!

Laura Stack: Not being employed at all and having "holes" in your resume often creates more questions in the mind rather than being a short-timer. Savvy people know that many, many people end up in jobs that, for whatever reason, are not the right fit. Be honest, but not critical or nasty, about some of the issues you're having in your job, and use that as a springboard to describe the "perfect" job for you and what environment will allow you to be your productive best.

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D.C. (K Street): I am in a miserable job situation as a partner in a small company. I desperately want to go back to a corporate environment and am struggling with whether I am better off to search while remaining in this business or pulling the plug on the business to search full time. I feel I am neither serving my current clients nor myself very well at this point and my partner is driving me absolutely insane.

Laura Stack: Begin by talking with your partner. You have already stated to me you're not going to stay there. So it's not IF, it's WHEN and HOW. You don't have to tell the person he's driving you crazy, but you can say you have made a decision, and what is the best way for this transition to occur? Perhaps you can negotiate for some odd hours, so that you have key times during the day for your search. Perhaps you could "sell out" now to your partner but agree to do a set number of hours of contract work from your home, so you don't have to be around him/her. But I do know that if you're dreading your day and your work, it will show through to your clients, and it's not fair to you or your partner to continue. Something must change, quickly ... so get to chatting!

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Arlington, Va.: Do people stay at work all hours of the night because they need to or because they have no life? It seems those people are trying to make up for at night what they don't do during the day. I'm amazed at the number of federal employees who are like unicorns -- never seen in the office at all.

Laura Stack: It could be bad work habits. It could be workaholism. Some people literally feel a sense of "self" and worth from their work...even if they don't like their jobs! They can't separate WHO they are from WHAT they do. In other words, they are now living to work instead of working to live. But it could be procrastination or wasting excessive time during the day. It could be lack of prioritization. If you come in at 7:00 a.m. with 2 really important tasks on your plate, but say to yourself, "Well, I'm going to be here until 7:00 p.m. anyway," you create a self-fulfilling prophecy where at 5:00 p.m. you're actually starting the important tasks. Versus getting in at a reasonable hour, starting on the most important task FIRST, then if 5:00 comes, and you still have some lower-priority items on your list, you bail! It's not how many things you get done, but the value of that output. Then of course there are the truly understaffed who have insane schedules because they will get fired if they don't produce. A fearful employee is a productive employee, no?

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Washington, D.C.: I am an attorney with 2 years of experience and hate my job. Any suggestions where to start looking to start over? The only thing I know is litigation ... surely there is more out there!

Laura Stack: Start by listing the things that give you joy. What jobs do you see people doing that interest you? Then list all the skills you have as an attorney...research, communication, conflict management, etc. Go to a job fair in your city and explore different job opportunities. Don't "interview," just have conversations to gain insight into different jobs. Find the linkages between your desired career possibilities and your skills. Then start the search. But plan for it just as you would a case.

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Washington, D.C.: Laura,

After much searching, I have finally landed in my dream job and have been here for 2 years. I love, love, love it and that is reflected in the quality of work I do -- I've been given raises and a promotion in the time I've been here. Unfortunately, my husband has to transfer out of state. Obviously my choice is to go with him! How can I approach my boss about still working for the organization but from another state? These are NOT out of the box people here, and this has never been done before. But I love this, and am good at it, and I'd love a solid way to approach him with a plan. Thank you!

Laura Stack: There are many people who have been in this same situation and have successfully negotiated a telecommuting arrangement. Write up a detailed proposal on what you're suggesting. What personality traits do you have that would allow you to work from home? What aspects of the job can easily be accomplished with a computer, DSL line, phone, fax, etc? Demonstrate how you plan to complete your work. If you do a lot of your homework up front, the better your odds of getting a positive response. There are a lot of good books on telecommuting and great websites with lots of resources. Google "telecommuting resources," and you'll find lots of juicy tidbits on how to create this document. Good luck!

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Denver, Colorado: Hi Laura,

I have your book and refer to it all the time.

I have an unusual situation (if reading the chat is any indication). My work is very project oriented and we have a really cool boss who told us very pointedly -- if you don't need to be at work to get the work done, or if a project is DONE and you're between projects, there is NO NEED to come in. He doesn't require "face time" and could not care less how much we are in the office so long as the work gets done. This is ideal for me and one of my co-workers. We love the flexibility and the trust.

Our problem is a third co-worker who is still stuck in that "face time" trap and is very passive aggressive toward the two of us who take advantage of not coming in unless we need to. She is always complaining about how much time she "has" to work, working weekends, etc. I know for a fact there isn't enough work to justify the long days and weekends. I would not normally care, but she openly badmouths us (which my boss finds amusing and just rolls his eyes at her). It's getting old--this martyr stuff. I don't know if it matters, but she is paid less than we are, due to her lack of education and frankly, maturity (though she is 15-20 years older). The boss has told me in confidence that she isn't as "sharp" as the rest of us and he limits what projects she can work on (i.e., no client visits, no contact with outside folks, etc.). Occasionally she will subtly sabotage something (forget to give phone messages, not handle a minor part of a project which is an issue later ... etc.) Yet she always whines about how busy she is and how "much" she has to do. That level of workload is simply not there, so we know she is staying at the office for other reasons. How can we get her to stop complaining and sabotaging our work?

Laura Stack: YOU CAN'T! You cannot change people unless they want to change themselves. She sounds like a "victim" of her circumstance and doesn't want to take responsibility for her actions but feels better blaming other people. Unless the "mistakes" are affecting YOUR performance, just consider her a normal stressor and don't stew about her behavior. She's always been a whiner, she is a whiner now, and she will always BE a whiner. So don't react, just smile and be polite. If she IS affecting your work, then it's a performance issue that you should take up with your boss, demonstrating examples of how her actions (not her personality) have created problems. The boss can approach her in a corrective measures discussion, to get these actions changed, or conduct disciplinary procedures. But that needs to come from your boss, so keep doing your good work.

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Laura Stack: Thank you so much for tuning in! You can find my book at any bookstore or at www.TheProductivityPro.com.

If you want to participate in my free monthly productivity coaching program, sign up on my Web site. You will get an installment every month in your e-mail box.

Make it a productive day!

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