Maintaining focus and clarity is more challenging than ever before. The real problem often lies not in the rate of change we experience but in the mindset with which we approach it. That’s where productivity expert Penny Zenker comes in. With over two decades of experience in founding, running, and scaling multimillion-dollar organizations, Zenker has developed a proven method that ensures you never get “stuck” and unlocks new levels of performance. Her book, The Reset Mindset, is receiving admiration from experts nationwide for its groundbreaking, actionable framework designed to increase productivity, boost creativity, reduce conflict, and focus on what truly matters.
We had the honor of chatting with Zenker and diving into the core topics from her book, which offered insights that were both practical and transformative. She also introduced us to the idea of being a Focusologist and explained how this role differs from other productivity experts. Additionally, she she shared actionable advice on implementing the 80/20 rule to boost productivity and focus, offered examples of Reset Moments, and revealed one small daily habit that she believes can lead to significant positive change.
Check out our interview with Penny Zenker below!
What inspired you to write The Reset Mindset, and how does it draw from your experience in founding and scaling multimillion-dollar organizations?
Penny Zenker: The Reset Mindset, in part, draws from my experience in founding and scaling my IT business in a couple of different ways. But it has been something I have been learning about one way or another my whole life and growing in depth and breadth.
I was not trained formally as an application developer. I quickly realized that learning the theory doesn’t necessarily give you all you need to build your applications successfully. I often encountered situations where the code should work but didn’t. I learned to be a dynamic problem solver, find workarounds, and find alternative ways to test and ensure the applications worked across all platforms and configurations.
Another lesson in dynamic reassessment was the mistake with my first product called Show and Tell. It was a PowerPoint tool to save time finding and reusing slides across the organization. I knew this had huge potential because so much time was wasted finding and recreating existing slides. I had this problem myself, so I knew it would be valuable to others. I spent a year developing the functionality with a small team to get it ready to go to market. It was a big flop. So much time and money was wasted because I did not develop it together with a group of end users and get their feedback along the way.
Not only would rapid prototyping save us a huge amount of time in developing the right functionality, but if we worked with prospective clients, we would have a built-in customer base ready to use the product. Rapid prototyping is a form of dynamic reassessment.
Also, technology was changing, and the programming language we were using was an old technology. So, in order to grow and scale, we needed to stay ahead of the curve, learn new technologies, and be ready to develop these technologies as well.
It’s easy to get caught up in the work you are doing today and lose sight of the overall marketplace, client objectives, team care, and culture. As Wayne Gretzky’s father taught him, “Skate to where the buck is going.”
Can you explain the concept of a “Reset Mindset” and why it’s crucial for personal and professional growth?
Penny Zenker: It is crucial because we live in an age of change and advancement, yet according to BCG, 75% of change management projects fail. The way we handle and approach change is to resist it, and it pulls us along, kicking and screaming versus us embracing it.
A Reset Mindset is being ready and open for change instead of resisting it. It changes the way we think about change and, instead, sees it as a way to learn and grow. It teaches us to dance with it. That opens us up to more creativity, exploring our options and focusing on what matters most. With that comes a willingness to let go of a previous point of view that might be unproductive or no longer relevant or viable.
We saw a huge burst of creativity and adaptability from many companies and industries during COVID-19; some companies turned the constraint into a catalyst and found new ways to operate and improve their business processes and use of technology. They let go of old ways of working that would no longer work.
We are not going back; we need to continue this way of thinking without the catastrophe. Be present to how behaviors have changed and how they will change in the future with the introduction of new technologies, distributed workforces, and a greater focus on health and wellness.
How does your three-step Reset Practice work, and can you give an example of how someone might apply it in a real-life situation?
Penny Zenker: The 3-step Reset Practice is triggered by a Reset Moment. The Reset Moment is a check-in (or time out) to ensure you are in alignment with your goals, values, and intentions. When you label it as such, it intuitively triggers the 3-step Reset Practice to:
- Step Back.
- Get Perspective.
- Realign.
This can happen in an instant, or it can take more reflection or a longer period to work through a challenge or a difficult situation or to collect and analyze data.
A simple example might be at the start of a meeting. Typically, people are running from meeting to meeting, and their heads aren’t in this meeting yet. Why not start the meeting with a quick reset? Give them 2 minutes to review the agenda and clarify their contribution and whether they need to be present. Or, have them rate the meeting at the end of the meeting to keep meetings meaningful and on track.
Another example might be that you started your day with email, and you haven’t started on any of the priorities you are meant to get done. But your email adds another list of things to do. Take a 5-minute break, come back, and rank the priorities you have by their value to the project, client, or company. If you are still unsure, review your prioritization with your boss.
Synchrony has built-in 60-second Resets together with Thrive Global to reduce compounding stress for their call centers. They deal with complaints all day, and each call might be a disgruntled customer. This proactive 60-second breathing exercise is built into their process in between calls. It has been a huge success, showing faster call resolution, more empathy, and creativity from the operators, and they feel less stressed.
We also have these Resets built into some of our processes, like the feedback reviews I mentioned in rapid prototyping. If we see these as true Reset opportunities, we could also utilize them more effectively.
You call yourself “The Focusologist” – what does this term mean, and how did you come to adopt this title?
Penny Zenker: Many people think that because I am known as the Focusologist, I am super focused. I am just as distracted as everyone else. The fact is we live in a state of distraction any more – we are in a focus crisis.
A Focusolgist is a person who practices controlling and directing the energy of our thoughts, feelings, and actions to produce a positive, meaningful result.
Focus to me is about aligning our action with our goals values and intentions. Focus directs our attention.
I created the word to be more intentional in how we work, live, and lead. It can help us be more aware of where we are allowing our attention to stray from what matters most, so we can break the state of distractions and take back our focus.
I created it for my own success and well-being as well as for others. We have to be present to the problem and commit to it on a daily basis. That’s the what; the how is in the Reset Moments, which are events that allow us to recognize the signals. They could be things like exhaustion, making mistakes, not reaching our intended result, or a conflict, to name a few.
How does a Reset Mindset differ from a Growth Mindset, and can they complement each other?
Penny Zenker: The main difference is that a growth mindset is built on effort and persistence to learn, while the Reset Mindset is based on real-time feedback for learning
It’s a small nuance, but in today’s market, we see plenty of people with a growth mindset who are burning out. We need to shorten our learning cycles so that we can adapt more quickly.
Also, one of the main differences is that the Reset mindset allows us to let go of the past or the way we’ve always done things. Letting go is something we’re not very good at. It would benefit us to engage in a way of thinking that allows us to freely let go of what isn’t serving us, the way that we’ve done things, how we used to look at things, and what we think we know. It is easy but an important skillset.
Can you elaborate on the 80/20 rule and provide some practical tips on how people can apply it to boost their productivity?
Penny Zenker: The 80/20 rule, also known as the Pareto Principle, describes the cause-and-effect relationship discovered in economics but can be applied across multiple fields, including productivity. It states that 20% of the inputs and activities will generate 80% of the results or outputs. To be more productive, identifying and focusing on the 20% of activities that generate 80% of the desired results keeps you focused on what matters most.
The 80/20 rule is an example of a Reset Practice. When you review your priorities using this method, you will:
- Step back and reconnect with the goal, even challenge if this is really the goal.
- You will review your tasks and options based on impact/value in relation to the goal so you can find the 20% activities.
- You will realign around the 20% first that matters most.
Practical Tips to Boost Productivity with the 80/20 Rule
- Daily Planning/Prioritization: Spend the first 10-15 minutes of your day identifying your top 20% tasks. Prioritize these tasks and plan your day around them.
- Time Blocking: Dedicate specific time blocks for high-priority tasks. Protect these time slots from interruptions and distractions. Do them first!
- Delegate: Review tasks in the 80% list and see what you can delegate. I like to delegate first thing in the morning.
- Communicate: Send an email at the beginning of the week or have a priority dashboard to let others know your current priorities.
- Minimize Distractions: Reduce the biggest distractions that keep you from your 20%.
Create a distraction-free environment for focused work. Turn off notifications, close unnecessary tabs, and use noise-canceling headphones if needed. - Automate Routine Tasks: Use automation tools for repetitive tasks. This saves time and ensures consistency.
- Review and Reflect: At the end of each week, review your accomplishments and identify the high-impact tasks, tools, and strategies that contributed most to your success. Plan for the following week accordingly.
What are some common signs that indicate a person might be “stuck” and need a Reset?
Penny Zenker: We often know when we need to Reset because it’s when we think we need to push through, but it’s actually a time we need to step back.
Perhaps we are reading the same email for the third time or are emotionally triggered by someone who’s upset, frustrated, and annoyed when having to wait in line at the supermarket. Or if you hear yourself saying things like, “I don’t have the time,” “I can’t do that,” “That’s not fair,” or any other self-deprecating or limiting language.
How can leaders implement the Reset Mindset in their organizations to improve team performance?
Penny Zenker: The first and simplest way is to introduce the concept of creating a common language, helping each other be responsible and own their energy and how it affects the team, as well as responsibility for others when they see that one is needed.
Creating a heightened awareness of where Reset Moments already exist in the organization and how to make the most of them can already make huge gains by being more intentional and structured in how you do performance reviews, conduct meetings, project reports, customer and employee satisfaction surveys, and so much more.
What role does adaptability play in the Reset Mindset, and how can people develop this skill?
Penny Zenker: The Reset Mindset is all about being adaptable, responding to feedback in your environment or circumstances, and making adjustments along the way. People develop this skill by taking more opportunities to test, question, reflect, rethink, and evaluate… especially in today’s environment.
I think it was Bill Gates who said, “Busy is the new stupid.” Because when we’re busy, we go on auto pilot to get things done. We don’t think them through, we’re less intentional less present to the outcomes that were working towards.
Ways to build the skill:
Become a Professional Noticer:
- You can listen to your language, emotional reactions, heighten awareness, and then call yourself out to make a better choice if you find it unproductive
- Journal and go back and circle unproductive language cues
Explore new options
- Take a different route to work or when you walk the dog
- Write down five options before making a decision on something
Feeback
- Notice people’s reactions and how you might influence a different reaction
- Ask what is working and what is not working
- At the end of every meeting- Rate it on a scale of 1-10
- After giving feedback, ask them to rate the quality of the feedback on a scale of 1-10
How can the Reset Practice help in improving relationships, both personal and professional?
Penny Zenker: Listening to one another’s perspectives can foster more empathy and understanding. It can also make you more present to listen to new views and perspectives (versus talking). Asking and realigning can also make people feel more included.
What are some examples of “Reset Moments,” and how can people learn to recognize and capitalize on them?
Penny Zenker: Reset Moments can be everyday moments. They occur when you are tired, feel unmotivated or uninspired, feel irritable or frustrated, or are overwhelmed.
It can also be moments like you just had a big success—look for the success factors to repeat it. You got a great review—save it as an attaboy / or attagirl for later, reflect on it, and build from it. Or you received a client testimonial—share it with the team and social media and reinforce the value to the client.
These moments help us to recharge, rethink, respond, celebrate, and be intentional.
What’s one small daily habit that you believe can lead to significant positive change, and why?
Penny Zenker: Expressing gratitude (journaling it, giving three compliments per day, doing a gratitude meditation, etc.) is an instant perspective shifter. When we shift perspective, it changes our attitude, expectations, and priorities.
Lastly, is there a specific mantra, quote, or affirmation that you hold close to your heart
Penny Zenker: I love mantras- because they really stick with you. Some of my favorites are:
- Every day is game day. How we show up every day matters to us and to those around us. We have to be more intentional about it.
- Never Regret Just learn Regret is wasted energy and I choose to see what I can learn from something so I can let go of regret, shame or guilt.
- Nothing tastes as good as thin feels – this was from Tony Robbins. I remind myself To stay intentional when choosing what to eat when craving things that are not good for me. It keeps me more disciplined.
- Assume positive intent. I mention this in the book as one of the beliefs or principles that comes with a Reset Mindset. It helps to regulate emotion and not take things personally or catastrophize things.
- Reason season lifetime… There is a poem about people as they come and go in your life. This mantra or statement helps me let go when things change.
- What’s the 20% that makes 80% of the impact? Constantly realign with what gets the best result.
Be sure to check out Penny Zenker’s book on Amazon here!
Emily Sprinkle, also known as Emma Loggins, is a designer, marketer, blogger, and speaker. She is the Editor-In-Chief for Women's Business Daily where she pulls from her experience as the CEO and Director of Strategy for Excite Creative Studios, where she specializes in web development, UI/UX design, social media marketing, and overall strategy for her clients.
Emily has also written for CNN, Autotrader, The Guardian, and is also the Editor-In-Chief for the geek lifestyle site FanBolt.com
