Keep things SIMPLE!
After listening with intense interest and observing the glazed eyes and confusing looks of many of my classmates, I asked if I could share a simple approach to clearly understanding these terms and how to design them. The classmates loved it!
I shared:
Vision: is what you see for your future. It’s usually 3-5 years out (YOUR EYES)
Mission: is what you do (YOUR HANDS)
Purpose: is why you do it (YOUR HEART)
See if this helps you design these strategic planning tools for your work and personal life. I’d love to hear from you about how you design and execute yours!
Create Systems to Simplify Overload
- frequently doing things at the last minute;
- wasting time looking for things;
- forgetting how things were previously done;
- ever feeling overwhelmed or disorganized.
Then, creating systems will help you increase your personal and professional success. Systems provide a foundation that helps you have a regular method or order of doing things. This alone can save an incredible about of time and energy!
An example of a system is your bill paying system. I write the due date on the outside of the envelope of each bill as it arrives and then put them in a organizer in sequential order by my kitchen phone. Twice per month, I go through these and process bill payment. To be sure I don’t forget to record bills set-up on an auto-pay cycle, I write them in my checkbook at the beginning of each month. Others use similar systems that are automated but I’ve found this system works well for me! Design and follow a system that works for you for each process you have, especially those that recur monthly.
To ease the burden of losing things, have a place for everything and consistently return items to their rightful place.
To save yourself from forgetting things, write them down. Keep organized lists of the things you want to be sure to remember and easily recall. Getting things out of your mind helps to keep your mind clear. The key here is to be diligent and consistent rather than writing things on scrap papers, back of the napkin, or other quick places to jot things down. If you have a smart phone, you can leave yourself notes here. If not, carrying a small notebook where all of your reminders are placed, might also prove helpful.
The good news is that anything you do on a regular basis can be turned into a system that will save loads of time!! Begin by just writing down the areas where you can systematize. Next, pick one area to start with and then implement more as time allows. You will be amazed at how much more flow and focus you will have in your day.
The Multitasking Temptation Revisited
Multiitasking has been proven to kill your productivity. Yet, for some it’s a lifestyle and others an expectation. Others see it as a strength.
People are terrible at doing more than one thing at a time, even though many of us are fooled to believe that we are actually good at it. When we multitask, two things occur:
1. We get less done.
2. The quality of what we do is lower.
There’s a recommencement cost of at least several seconds every time you get back to a task that got interrupted. Each time you switch to some other task you risk getting hit with more resumption costs. This loss time adds up and multiplies as you continue getting distracted with interruptions throughout the day.
It is almost inevitable that each individual task will be slower and of lower quality when you are using multitasking as a methodology to try to accomplish more. Likewise, it is acutally faster to do one thing at a time instead of trying to multitask.
Another problem with multitasking is that we are more inclined to make more mistakes while doing multiple tasks simultaneously, especially those that require your full attention or those that are unrelated. As a result, the quality of our work declines.
In a 2004 study at MIT, researchers found (by doing MRI scans on brains of test subjects) that it’s impossible for the brain to think about more than one thing at a time.
Multitasking is an incredible temptation. As a business owner, I struggle with it myself from time-to-time. When I am not fully engaged in what I am doing I often check email frequently and begin responding to incoming messages without completing articles I am writing or blog entries. Fortunately, when I am on the phone with a coaching client, I am not multitasking! However, often when I am participating in a teleconference call or meeting I will see (or sense) others checking their email or messages.
Get Into Focus
To help stay more focused, have clearly defined (written) goals and align your work with your goals.
- Start with a clear vision.
- Write your goals in actionable statements.
- Align your daily actions/behaviors specifically to your goals.
- Execute based on your priorities.
Make Romance a Priority
Romance, in these superbusy(tm) times may need to be a planned event rather than a spontaneous happening. Either planned or spontaneous, here are some simple romantic ideas for little or no money:
1. Write a love note by email, on the mirror, on the kitchen table, etc.
2. Send a greeting card (email or regular mail).
3. Give a warm embracing hug.
4. Give a passionate affectionate kiss.
5. Meet for lunch.
6. Picnic on your living room floor.
7. Kiss hello, kiss goodbye.
8. Take a bubble bath or shower together.
9. Make focused time for each other.
10. And, talk to each other…communicate regularly!
Self-Discovery Questions
Yesterday in my e-newsletter and Blog I provided some practical principles and strategies for self renewal. Here are some questions to help you get started. Working with a professional coach will also help you create the structure and accountability to transform yourself and align with your top priorities. Contact Coach Natalie to discuss how coaching can help you.
Life Renewal strategies
Today in my bi-weekly e-newsletter I provided 6 tips and some additional resources for helping you renew your life. Here are some additional principles and strategies that may guide you in your quest to effectively transform your life.
1. Live a balanced life while you pursue your transformational goals. Allow time out for other interests and pleasures. Insure your personal foundation is strong and can persevere.
2. Avoid energy draining people who do not support your transformational goals. These people will convey their doubt and lack of support almost every chance they get. They will cause you to doubt yourself. Instead, surround yourself with like-minded people and people who support you wholeheartedly.
3. Investigate other’s successes. Explore how others have done what you’d like to do. Interview 3-5 very successful people who have achieved a similar transformation in their life. Discover how they did it, what was critical for their success and what suggestions they are willing to offer you. List the qualities that contributed to their success. Select a quality you know you need to develop and look for practical ways to develop that quality every day.
4. Practice daily habits that support your transformation. Determine your top priorities and specific actions you need to take. Eliminate distractions that may cause you to get off track. Create mental, physical, spiritual, and emotional well-being practices you can do regularly that support your desired being. For instance, it you say you want to lose weight, eat sensibly and do physical exercise as part of your regular lifestyle. Take some actions every day toward your desired outcome.
5. Detach from the outcome. Although your personal transformation may be important to you, want it but don’t need it. Find other ways to get your needs met. Realize that regardless of the outcome, you will still be in a different place for having gone through the process. There are valuable learning opportunities inherent in the process of transformation. Transformation is a spiritual experience that cannot often be intellectualized. It is a feeling that cannot be forgotten or captured in words but is with you for the rest of your life.
6. Stay in the present. Enjoy your life today and don’t wait for the transformation to finish before you are happy. No one can predict the future, so, delaying your happiness and personal fulfillment to a future state will not be effective. Bring joy and gratitude into each day. If you aren’t happy with where you are today, you’ll need to learn the lessons involved before you will be able to move on. Acknowledge and reward yourself along the path of your transformation. Celebrate who you are becoming.
Stay tuned tomorrow for some empowering self-discovery questions! Come back often for more tips and strategies!
Music at Work
Studies show that it’s pretty easy for us to keep music in the background when we focus on something else. Some agree with this statement while others strongly disagree.
In an article I read in the Star Ledger this past Sunday in the Job Finder section, “Tune in, Tune Out: The Emerging Etiquette of Earbuds and Music at Work” they mentioned a 2006 Harris Interactive Poll that found nearly 90% if workers age 18 to 39 say music improves their job satisfaction and productivity. About one third of employees were plugged into person music devices in 2006.
I believe that if plugging in a set of headphones and listening to music helps increase productivity, then go for it! Unfortunately, sometimes people sing out loud, have music loud enough others could here it, dance in their chair or do other actions that are distracting to others around them. So, if policy in your workplace allows music, be mindful of others around you and respectful of their needs to work in a non-distracting environment. A little bit of etiquette and common courtesy could make this a non-issue all the way around!
Fighting the Impulse of Distractions
While researching about the impact of distractions on the younger generation, I also found this interesting thought….
You need to be able to control your impulses in order to stay better focused at work. Saying no to distractions depends, in part, on being able to control your impulses — something that’s not fully developed in a teenager’s brain, but is more developed as you mature.
An Article about a Natural Approach to Gaining Better Focus
This article was forwarded to me from a friend. It is written by Dr. Rob for MSN Health & Fitness. This advice offers a method for improving your concentration that’s not far different than what I’ve been sharing as an expert in helping people increase performance, productivity and satisfaction by decreasing distractions. To view the original article, links and find out more about the author, please follow this link.
Q: I am having difficulty staying focused on my job. I work at a high school and my environment is not library quiet and is often either too hot or too cold. I have many interruptions and can’t seem to complete a task. Is there something natural to take that helps to stay focused?
A: Sounds like you are working in a very open, spontaneous and interactive environment. Needless to say, it would be hard for anybody to focus on a specific task while dealing with frequent interruptions.
That said, the most natural solution would be to enlist your administrator’s help in relocating to a more worker-friendly area of the office. Or you might rearrange your workday in a manner that schedules in specific times for student visits and phone conversations, plus do-not-disturb times dedicated to completing assigned tasks. Taking a pill, natural or otherwise, would not protect you from a highly distracting workplace environment.
When referring to a person’s ability to focus or concentrate, we imply that their thoughts are narrowly channeled toward what they are:
- Currently doing (playing, watching a movie, working on a job assignment).
- Intending to do (gathering information needed for a presentation).
- Wanting to complete (homework, project, others).
If thoughts, feelings or one’s environment disrupt the ability to complete tasks in a timely or mistake-free manner, there may be a problem with focus or concentration. More often than not, distractions are the main reasons for this concern. These can be grouped into two categories: Internal and External.
Internal distractions are driven by your own thoughts, emotions and physical well-being. For instance, have you ever tried to do homework on an empty stomach or when you were very tired? If so, you know it can be hard to concentrate. Other internal distractions include but aren’t limited to:
- Poor organizational ability.
- Impaired ability to read or understand (eye or hearing problem, dyslexia).
- Worry, anxiety or depression.
- Job dissatisfaction.
- Time of day (too early or too late).
- Medications or supplements (stimulants, fatigue-causing drugs, others).
- And lack of exercise.
Even though attention deficit disorder (with or without hyperactivity) can be a significant cause of internal distraction, I do not think that is contributing to your lack of focus. I say this because you did not mention having ADD/ADHD as a child, nor did you express problems with impulsivity (speaking before thinking, gambling problem, others), distractibility (cannot follow conversations, easily bored, others), or hyperactivity (constant talking, trouble sitting still, others).
External distractions are related to the environment. In regard to your workplace, there are lots of reasons for your inability to fully concentrate. These include:
- Noise.
- Constant interruption (telephone, student needs, co-workers).
- E-mail, inter-office mail, public address system announcements.
- Uncomfortable office air temperatures.
It is important to know that each and every one of us has a different temperament, coping mechanism for working in a busy environment and the ability to maintain focus amid a storm of chaos. We can only do our best while adapting to the situation at hand.
Robert Danoff’s Top 10 strategies for helping you stay focused at work include:
- Prioritize tasks into what is important and urgent. Accomplish these first, then complete others in a timely manner.
- Ask for help. If you are constantly interrupted by phone calls or impromptu student visits, meet with your supervisor in order to provide a more organized structure.
- De-clutter your workspace, leaving only one project to be completed at a time.
- Noise cancellation devices, such as earplugs, may help improve your focus on the task at hand.
- Privacy. See if you can relocate to another area when your assignment requires attention without interruption.
- Temperature control. Ask the maintenance department to provide better regulation of the heating and cooling system in your office.
- Create solutions that will provide for a better work environment.
- Nurture yourself, and provide positive feedback with your accomplishments.
- Stop fighting the tide. Learn to accept and expect interruptions. Instead of getting frustrated, just go with the flow.
- Don’t look too far ahead. Step back, take a deep breath, smile and exhale. Now you’re ready for the task at hand!
Robert Danoff, D.O., M.S., is a family physician and program director of The Family Practice Residency, as well as the combined Family Practice/Emergency Medicine Residency programs at Frankford Hospitals, Jefferson Health System, Philadelphia, Pa. He is the medical correspondent for CN8, The Comcast Network, a regular contributor to Discovery Health Online and a contributing writer to The New York Times Special Features. (Read his full bio.)
© 2008 Microsoft
