The Dangers And Delights Of The Drafts Folder

November 27, 2015

Productivity Ninja

Have you ever composed an email but failed to send it? And then had an unpleasant surprise when you found that same email languishing in your Drafts folder days later?  

Here we share a few time management tips to help you make the best of your Drafts folder – an under-appreciated productivity tool in Outlook, Gmail and Apple Mail.

Why is it Useful?

At any given time, I might find a dozen items sitting in Drafts. For me, it’s a parking lot for those emails needing a little extra thought.  And, on occasion, it’s a home for neglected emails that I failed to complete.  Productivity Ninjas are human too, after all!

But your Drafts folder can be more than just a place to gather dust. If you’re stuck for ideas, you might find those half-formed thoughts can be lifesavers in preparing for a new project or meeting at short notice. You will be reminded of those ‘notes to self’ which slipped your mind, or even actionable items jotted down during meetings.

It’s also a great place to store templates for commonly shared responses such as; directions to your office, a welcome letter to new staff, response to position inquiries or your favourite out of office alerts. Of course you could use Outlook Quick Parts or Google Canned responses, but Drafts can be far easier to set-up, edit and manage.

Organization – A Vital Tool for Your Drafts Folder:

Step one is to remember to use it! Dive into Drafts at least once or twice per week to see what’s ready for the trash and what can be taken to the next step. Keep reviewing the contents and process the Drafts folder as though it were your inbox. Make it part of your Weekly Review process to ensure its not forgotten.

A golden rule of email is to lead with a strong subject line. This is equally important in managing your Drafts folder. A good subject line should tell you a little story about that email and as well as improving email etiquette, it can help you make quick decisions about whether to send, edit, or toss.

Consider organizing emails in Drafts using colour categories (in Outlook) or symbols (in Gmail). You may decide to colour code emails according to a particular area of your job, such as green for ‘Marketing’ and purple for ‘Personal’ emails. For visual folks in particular, an organized folder allows you to see things ‘at a glance’.

Draft Email Management

Warning! Where Drafts Can Go Wrong

The Drafts folder is a useful place to accumulate ideas and actions, but be wary of storing too many emails in there as it can become yet another unwieldy place to track information.  A great rule of thumb is to keep the volume to less than one screen so that all content is visible with a quick scan.

Get out of the mind-set that everything in your Drafts folder is useful. After a browse, you may be shocked to find some ideas -which at the moment of capture seemed brilliant – now seem kind of irrelevant.

Take a quick peek in your Drafts right now and see what’s gone stale and what pearls of wisdom are sitting quietly waiting to be rediscovered.

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Second Brain Of A Working Parent

November 9, 2015

Productivity Ninja

Productivity Tips Think Productive Hayley WattsOver the summer I delivered a Public Workshop to an eager group, almost all were highly enthusiastic despite the small room, the heat, and the fact that it was a Friday afternoon. Right at the end of the session, as people were packing up their things and heading off for the weekend a delegate said: ‘I’ve got a great productivity tip for you’. This was from someone who had made loads of good contributions already. He was well liked, and had shared some great insights. We all wanted to know what he wanted to add.

You want to know what he said, right? Well, I’ll get to that in a moment. But be warned, it’s not an easy option. Still up for it?

‘Have kids. Then you’ll realise how much time you used to have to get stuff done!’ This was met with a moment of silence. This is what we call drastic. It could have been one of Graham Allcott’s 2013 extreme productivity experiments, but I think not. It got a few laughs. As a non-parent, it’s a tad annoying to suggest that you have more time than others. I remember the feeling. But now as a parent I can see what he’s getting at.

So, I asked around. I asked some friends and colleagues about their experiences as a working parent. The overriding thing that people say makes it hard is not being able to give something more time.

In some cases not even a few more minutes as you have to get that train to pick up from the childminder/ nursery etc. Staying later is no longer an option. And at Think Productive that’s what we coach anyway: that just throwing more time at something isn’t the answer (and in case you are wondering, that’s because the work never ends). But there are exceptions and this option is no longer open to many working parents.

A great to-do lis becomes like a second brain (1)

So how can a second brain help the working parent? Is it any different to non-working parents and people who don’t have any childcare to think about? (Although I am sure my parents would argue I still need looking after!)

Firstly for those of you not in the know, what is a second brain? Well, it’s a system to record everything that you need to get done. It’s more sophisticated than a list, and you can search your tasks by due date, projects that they relate to, or what people and resources you need to have to hand to complete them (referred to as context). If you don’t have one, I would highly recommend getting one.

Using a second brain frees up your mind to think about things rather than spending your time remembering what you should have done, or planning what you will do.

As a parent, using a second brain helps me to enjoy the time I spend with my son because I’m not constantly thinking about all of the other things my mind tells me I could or should be doing.

It also means when I am working I can get right to it. I’m not distracted by remembering things I haven’t done yet. I can get some flow and crack on with what I need to do, confident in the knowledge that this is the thing that I should be giving my focus and attention to.

It makes me better at my work, but more importantly, gives me a sense of calm, in my roles as mum and in my paid work.

Yes, there are times that I have to drop what I’m doing to scoot off and get to nursery in time for pick up. I recently bought a scooter to keep up with my 2 year old, and he’s still faster, but that’s another story!

But I can then give him my undivided attention, which I think gives us both a better end to the day. Those things that I have to stop doing are never the things that needed to be done already, or the things that will cause a problem. And that’s thanks to my second brain.

So, what am I getting at? What’s the point? Well, there are two I suppose.

The first is that using a second brain, using it often, and interacting with it daily can make the juggling act of life easier, less stressful and to help you really be present in the moment with whatever you are doing.

And secondly, while it may seem that everyone else out there has it sussed, all the parents I’ve spoken to feel the pressure to get more done, and having to stop is a challenge for almost all of us. It’s normal. And there are tools out there to make it feel a bit easier.

This post was written by one of our London-based Productivity Ninjas, Hayley Watts. For more advice on how to find zen-like calm as a working parent and to find out when her next Public Workshop is, get in touch with her on twitter @NinjaWatts. 

about_usFind out more about how you can improve your Personal Productivity by reading the posts below.

How Being A Comedy Improviser Helps Me At Work

5 Essential Apps For A Zen-Like Calm Lifestyle

Why We Meditate For 10 Minutes A Day

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3 Tips to Promote Teamwork (One Involves Cake!)

October 21, 2015

Productivity Ninja

In line with this month’s theme of teamwork, we’re sharing 3 ideas to promote Ninja preparedness, mindfulness and tech savvy when it comes communication and collaboration among teams.

1- Knock over a few silos


In a busy workplace people often hunker down in their own little world churning out work to meet demanding deadlines. In the process, an awareness of what others are up to (or up against) can fall by the wayside. Consider these tips to stay connected:

  1. Try this uniquely British activity coined by one of our UK staff – “Cake and Irate” (you may notice that cake is featured in many blogs from our UK co-workers). This is where cake is served and everyone around the table gets to voice a complaint about something that annoys them (outside of work). A few examples to get you started… “I am annoyed by Calgary drivers who don’t know the difference between a merge and a yield, or “I get aggravated by that grocery cart with a sticky wheel!”. It’s always good for a laugh and some office bonding. And of course, enjoying cake.
  2. Try a twist on the “power hour” known as the “guilt hour.” A team gathering where each person confesses to an incomplete task, followed by a one-hour work session and subsequent celebration as you all move those guilty tasks forward, or perhaps even complete them! Accountability is a very powerful motivator.
  3. Host a 10 min mindfulness session. It’s a simple way to regain a sense of calm and cohesiveness together, and it doesn’t require cake or any complicated technology.


2- Where are you?

On a given business day, it’s estimated that professionals invest over an hour attempting to contact one another. So why not create an agreement at the team level to let everyone know each others where-abouts? Try these tips:

  1. Use a simple ‘out of office’ email alert telling staff where you are.
  2. Use pop up messages when someone tries to connect via IM.
  3. Allow key staff to view your calendar to check on your availability.

Leverage the Tech!

One of the biggest challenges around team collaboration is choosing the right technology. Applications like OneNote, Evernote, Yammer or Nozbe promote effective team collaboration and (when used optimally) reduce team member’s dependence on email.

Looking for more?

Here are some more great ideas on the teamwork theme from Ninja Katy Bateson in the UK.

Learn more about how we can help with teamwork through our Making Meetings Magic workshop.

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The Daily Huddle

October 16, 2015

Productivity Ninja

The “Daily Huddle” is a crucial part of our morning office routine, here at the Think Productive UK headquarters. It is, for all intents and purposes, a short team meeting – typically no more than fifteen minutes long. Staff members “huddle” together in a simple and repetitive format, checking in on one another and outlining their own plans for the day, before getting further into their work schedules.


During the huddle, we run through each of these five questions. A simple “How are you feeling? What’s your good news today?” gives colleagues a chance to make each other aware of anything that might be affecting their workflow that day, be it positive or negative. Good news could be anywhere on the spectrum between “I had a really lovely walk to work this morning”, and “I won the lottery!” Encouraging yourself and your colleagues to look for something good in the day is a great way to boost spirits, and set the day up to be as productive as possible.

“What are you working on today?” is beneficial in multiple respects. Firstly, it forces each person to turn a vague idea of what they are going to do into something communicable, making their daily to-do lists appear clearer and better defined. Plus, telling somebody what you’re going to get done can be motivating, if you feel as though you have to “stick to your word”. It can also be helpful for colleagues to be aware of what each person is working on, to gain a better sense of the “bigger picture” in the workplace.

Similarly, daily updates on the company’s targets and progress can be a great way to keep everybody on track, and aware of what they are ultimately working towards.

The last two questions are usually faster to run through. Whoever is chairing the huddle (we like to have a different person chair each day) asks if anyone has any “stucks” – problems, difficulties, or things they are waiting on, and then checks who will be available to huddle the same time the next day. Any issues that require longer discussions and resolutions can be dealt with separately to the huddle itself, to keep the meeting short and sweet.

Why “Daily Huddle”?

Taking just fifteen minutes at the start of each day for a casual team meeting should decrease the need for longer, formalised meetings – or at the very least, make them less frequent. These meetings help to establish daily routine, giving colleagues the opportunity to listen to and motivate each other at the beginning of the day, and get off to the best possible start.

Why not trial-run a “daily huddle” in your own office? Tweet us @thinkproductive, and let us know how it goes!


Like this post? Learn more about The Daily Huddle and other productivity tips in Graham Allcott’s How to be a Productivity Ninja!


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How I Stay Productive: Dawn O’Connor

September 21, 2015

Productivity Ninja

The Think Productive blog offers different ideas on how you can increase your productivity on a daily basis, but we thought it would help to show you how our favourite productivity ninjas apply these tips to their daily lives.

Think Productive Canada Director

Dawn O’Connor

Occupation:  Director

Company: TP Canada

Location: Calgary Ab

Other job titles in life: WPO Chapter Chair, Master Productivity Ninja, Mom

What’s important about your workspace?

It needs to be warm, clutter free and bright.

Which ninja characteristic have you got nailed the most? 

Weapon Savvy – I am a master of Outlook and do pretty well with my other tools such as Nozbe.

Which ninja characteristic are you still working on the most? 

Ruthlessness.  I am working on saying ‘No’ to lower value projects and meetings that look exciting, but end-up being a time-suck, or energy drain.

Which five apps could you not live without?

Blue Mail (for Android), TextSecure (for texing), Nozbe, Twitter on ipad and White Noise (for sleeping in hotel rooms).

What’s your favourite piece of stationary? 

My daytimer book.  Even though I use an online calendar I still love a dated agenda book for writing daily tasks and weekly goals.

When in the day do you have the most proactive attention? 

Morning between 7:00 – 10:00, then sometimes a second wind around 4:00.

What’s your trick for when you’re tired or struggling with attention in the day? 

Do easy tasks (little jobs) to gain some momentum. Or take a complete break and have tea with my son and cuddle with the dog.

What’s your best advice for reducing stress?

Be realistic with expectations of yourself.

What’s your email regime?

True confessions:  I’m on it most of the day when I am in my office.  So many days are spent out and about in sales meetings, workshop delivery and travel, so when I get full days in the office I typically have a fair bit of catch up to do.  I do ensure I schedule a few hours off email to draft proposals etc. but really a great deal of my work is email based – talking to my remote Ninjas, communications with TPHQ + other Licencees, client correspondence and much more.

I also look at email very early in the morning because of the time difference between here and the UK.  I am often looking for responses to emails so that I can make progress on a project.

What’s your favourite way to take a break in the middle of the day? 

If it’s warm enough (i.e. warmer than -20), I like to walk the dogs.  Food is also a favourite distraction.

What’s the secret to your productivity?

Keep it simple.  Use the @processing folders to keep on top of client follow-ups, actions and commitments.

Try not to get distracted by apps.

Delegate the stuff I don’t like or do well:  hire cleaners for the house and hire an assistant to book travel and do your admin.


For more ideas on how to incorporate productivity techniques into your daily routine, see our entire ‘How I Stay Productive’ series here. 

Or read the most popular posts from the series…

Graham Allcott, CEO of Think Productive

Katy Bateson, Productivity Ninja at Think Productive

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How I Stay Productive: Tracy Parks

September 17, 2015


The Think Productive blog offers different ideas on how you can increase your productivity on a daily basis, but we thought it would help to show you how our productivity ninjas apply these tips to their daily lives.

Tracy@Simplicated-040_rt_LargeWebAbout Tracy Parks

Occupation:  Director & Productivity Ninja

Company: Think Productive, USA

Location: Portland, Oregon, USA

Other job titles in life: Wife, daughter, mom, sister, aunt, grand-mother, volunteer and lover of a 12 year old cat, Lilly and 3 grand-dogs; Quinn, Barron and Charm (the smallest, likely the smartest, definitely the most precocious).

What’s important about your workspace?  That it has lots of natural light, it’s quiet and fairly minimalistic with dual monitors and a place for TP Sheepie to keep me company.  When I’m seated at my desk, my cat Lilly often sits in my lap. My favorite piece of furniture is my IKEA Bekant stand/sit desk that allows me to stand up and work whenever by back tells me it’s a good idea.

Which ninja characteristic have you got nailed the most?  I’d have to choose “preparedness” which is fortunately something that has always come pretty naturally to me, next to that would be tech-savvy as I do have trusted tools and tend to perfect their use although I can find myself distracted by them at times…

Which ninja characteristic are you still working on the most?   It’s a tie between ruthlessness as I’m very much a “pleaser” and  have to work pretty hard at saying “no” to the various things that vie for my attention as well as mindfulness as I often am so focused on getting “it” done that I’ll lose sight of why and how I’m doing it.

Which five apps could you not live without?  Nozbe, Nozbe, Nozbe, Nozbe and Nozbe.  Okay, you get the idea.  Lets go with Nozbe, Say It and Mail It, Headspace, the airline apps that replace my hard-copy boarding passes and Tile which allows me to find my keys when I occasionally misplace them; even in the recesses of Costco; true story!

What’s your favorite piece of stationary?  Post-it notes in all colors and sizes and my Swiftfile; a tickler file system I’ve been using for well over a decade; love it, love it love it!

When in the day do you have the most proactive attention?  I’m absolutely a morning person, out of bed by 6:00 and working by 7:00 -7:30. My most proactive attention begins to wane at around 11:00; just in time for a walk and lunch.

What’s your trick for when you’re tired or struggling with attention in the day?  I’m very fortunate to live on a large piece of acreage which is fairly remote, so a tall glass of water and a walk outside does the trick.  My other choice is to do anything tactile, even its reorganizing a drawer or shelf somewhere in the house; something that disconnects my brain and activates movement.

What’s your best advice for reducing stress? I fully admit it includes talking aloud and asking myself “If I get panicked or frustrated or stressed about this situation will it change anything”?  That helps. also stretching,  playing great music and a few “power poses” is a great tactic for me as well.

What’s your email regime? I’m currently juggling two separate business email accounts, so it’s not easy.  I’ve finally mastered the discipline to resist opening Outlook until 90 minutes into my work day.  At that time it’s about processing to zero and doing my very best not to get distracted and take rabbit trails.  I usually execute 2 minute actions, delete ruthlessly and forward any action items to Nozbe using the hashtag options to assign a due date and attach it to a project list or category.

What’s your favorite way to take a break in the middle of the day?  Exercise! A walk outside if the weather cooperates; it’s Oregon after all.  Otherwise, I’m quite addicted to my StairMaster; been using one for nearly 30 years!  Yikes!

What’s the secret to your productivity?  I’m not all that big on  secrets; the truth is it’s hard work. I’d have to describe it as tenacity; I don’t give up easily and tend to keep pushing ahead.  A great quality when it comes to productivity; not so great during my teenage years, at least that’s what my parents recall and my husband, at times, laments.
TPSheepie & QB  about_us3dogs about_usi (53) about_us

For more ideas on how to incorporate productivity techniques into your daily routine, see our entire ‘How I Stay Productive’ series here. 

Or read the most popular posts from the series…

Graham Allcott, CEO of Think Productive

Katy Bateson, Productivity Ninja at Think Productive


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How I Stay Productive: Pippa Moyle

September 14, 2015

Productivity Ninja

This regular feature shares the secrets of the most highly efficient Productivity Ninjas. In this post, our Head of Outreach, Pippa Moyle, shares her secrets behind monotasking in a multitasking job and how hiding herself away brings out her inner ninja.

pippaAbout Pippa

Occupation: Head of Outreach

Company: Think Productive

Location: Brighton

Other job titles in life: Blogger, Writer and Photographer

What’s important about your workspace?

My desk has to be organised, but surrounded by creative inspiration. At TP, we have ‘desk pets’ disguised as stress balls. Mine’s a penguin that I’ve named Pingu.

Which ninja characteristic have you got nailed the most?

I’ve totally nailed Stealth And Camouflage. I have a day out of the office once a week when I lock myself away and conquer a whole load of really big rocks.

Which ninja characteristic are you still working on the most?

I’m still working on Zen-Like Calm. The nature of my job means that a lot of what I have to do is actioned quickly – for instance, getting materials over to journalists and responding to requests on social media and any sales enquiries or productivity questions that come through the website. Achieving these with zen-like calm can be a real challenge sometimes. Daily yoga and meditation is helping though.

Which five apps could you not live without?

I really can’t live without Evernote, Pocket, Twitter, Pinterest and Headspace.

What’s your favourite piece of stationary?

I’m a big lover of Post-it notes! I love covering my cork board at home with them.

When in the day do you have the most proactive attention?

I’m an early bird girl – I’m on fire between 9am and midday. But then I can be a bit of a night owl too and get a lot done between 8pm and 10pm.

What’s your trick for when you’re tired or struggling with attention in the day?

The Pomodoro Technique saves me from a productivity slum every time! Work for 25 minutes, rest for 5 minutes – repeat.

What’s your best advice for reducing stress?

I have a lot to be thankful for with my Weekly Checklist. When my work feels overwhelming, it’s really useful to see where my projects actually are – I usually find it’s a lot more manageable than I think!

What’s your email regime?

I tend to check my emails every other hour, and when I do, I process them right away.

What’s your favourite way to take a break in the middle of the day?

I love going out for lunch with my colleagues, it really helps to break up the day. If everyone’s busy though, I wander down to the beach, or get lost on pinterest if it’s a rainy day.

What’s the secret to your productivity?

Keep track of where your projects are, always process your emails when you see them and finish your day by writing a to do list for the next day.


For more ideas on how to incorporate productivity techniques into your daily routine, see our entire ‘How I Stay Productive’ series here. 

Or read the most popular posts from the series…

Graham Allcott, CEO of Think Productive

Katy Bateson, Productivity Ninja at Think Productive

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Banish Meeting Boredom [Infographic]

September 9, 2015

Productivity Ninja



This infographic was created by Citrix, makers of GoTo Meeting, who we use regularly for both our local and global meetings, as well as our webinars.

At Think Productive, we run a workshop called ‘Making Meetings Magic’, teaching various different teams how to make their meetings more efficient and less, well, dull. Find out more here or get in touch with your local branch.

making meetings magicEnjoy this post? Here are some more you might like.

How To Run Meetings Like A Productivity Ninja

How Expensive Are Your Meetings

How  To Use To, CC and BCC

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Practice Email Ruthlessness: Unsubscribe From Newsletters

September 8, 2015

Productivity Ninja

Getting your inbox to zero is one thing – keeping it there is another.

It’s the start of the work day. You open your inbox to begin processing anything that’s come in since you last checked, just as email training has taught you. You put a check next to anything that’s showed up because of that one email subscription a year or more ago – newsletters that you don’t even bother opening anymore – for a quick mass delete.

And only then – then – can you start working your way through the important stuff. That’s assuming that you don’t go through them more thoroughly, allowing this distraction to waver your attention for maybe ten or twenty minutes more before you can finally refocus on the day’s tasks.


What’s needed here, of course, is a bit of Ninja Ruthlessness. Be ruthless with your inbox, and ruthless with yourself. When was the last time you actually opened up any of those newsletters? Is the newsletter as relevant to your life now as it was when you initially subscribed to it?

You could continue to delete the clutter from your inbox every morning, or you could do your future self a favour, engage with your inner Productivity Ninja, and tackle the cause of the problem: the subscription itself.

The unsubscribing process is usually fairly simple. Most subscription service emails have an “unsubscribe” option (usually at the bottom), but for a quick way to manage all of your email subscriptions (even the ones that you forgot still had your details!), sites such as are extremely helpful. You can see a complete list of your subscriptions, and manage them accordingly.

That’s it – a few clicks later, and you’re saving yourself some unnecessary email processing every morning! You don’t just get a say in what stays in your inbox – you have a bit of control over what’s allowed to land there in the first place, too.

Want to learn the techniques being ruthless email hacking to consistently achieve inbox zero every day – in your working hours? Take part in the Inbox Zero One-Day Challenge on 29th September. Tickets are half price (£49 + VAT) until 15th September.

The Inbox Zero One-Day Challenge is a live virtual workshop run by Productivity Ninja Grace Marshall (tickets available here) starting at 9:30am. She will spend the first 90 minutes sharing the techniques for achieving inbox zero, then leave it to you to get to that magic zero by 4pm. She’ll be available all day for any additional advice you may need!

EmailEnjoy this post? Here are a few more email training posts to help you on your mission.

Nine Email Pet Peeves

How To Create Clear, Concise And Actionable Emails

How  To Use To, CC and BCC

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How Being A Comedy Improviser Helps Me At Work

August 28, 2015

Productivity Ninja

Ninja Productivity TipsI’ve been improvising since I was 8 and I love it. I quite often get asked how being an improviser impacts on my job as a Productivity Ninja. So here is a blog about the top 3 things you can take from the world of improvisation and use at work.

Yes And…

Improvisation is based on the concept of “Yes and…”, meaning that when someone gives you an idea you say yes to it, you accept it whole heartedly and then add something of your own to it.

Yes Anding works really well when it comes to your own ideas and the ideas of your colleagues. It’s so easy to have an idea and then to think of 100 reasons why that idea won’t work. Or for a colleague to make a suggestion only to be bombarded with every reason why it wouldn’t work and not one reason why it could.

So try saying Yes And to your ideas and those of the people around you. It is so easy to jump to the negative and by letting no be our go to answer, we’re risking destroying so many potential awesome ideas.

Saying Yes and is fun and we all need fun at work. And somewhere amongst the fun the answer you are searching for might be hiding! 

Make your colleagues look good

In improvisation we always work as a team. When you are building a story together from nothing except an audience suggestion you can’t afford to have one member of the team being a lime light hogger.

Being a team player is so important in all areas of life and it’s incredibly important at work. Try to remember at all times to make your colleagues look good.

Help them, give them credit where credit is due, point people in the right direction, introduce people who will be able to help each other, spread your knowledge and wisdom.

Don’t be the one person trying to hog the lime light when everyone else is working together as a team. No one likes that guy (or girl).

It’s good to fail

As well as improvising myself I go and watch a lot of improvisation especially at festivals. All of the best shows I have seen were built around failure, when one of the improvisers made a mistake e.g. called someone the wrong name and all the improvisers on stage grabbed the failure and ran with it.

Great improvisers love to fail and audiences love to watch improvisers fail, laugh it off and use it to their advantage.

Unfortunately in some schools and workplaces failure is seen as something to be ashamed of and something that you will be jumped on for. Obviously we don’t want people failing at work because they’re being lazy and incompetent but failing genuinely can give us so much information.

It can tell us what isn’t working, where we need to improve, how we can do things better.

We can also make massive discoveries through mistakes, did you know that Penicillin, X-rays and Pacemakers were all made my mistake?

Try and create an environment where people aren’t blamed for their mistakes and instead the mistakes are seen as opportunities.


Want to see Katy’s comedy skills in the flesh – and learn to be more productive? She’s hosting a public workshop in Manchester for ‘How to be a Productivity Ninja’ on 13th November. Book now before spaces run out!

Read more posts by Katy on her Productivity blog: We love her post on the Magical Ideas Jar!


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