1. Clarity is the key

The first step in creating a strategic performance advantage is to clarify what you want to accomplish. Start with a S.M.A.R.T. vision. For a vision to be powerful, it must be specific. It must be measurable, achievable, realistic and time-bound.

A vague vision produces vague results. It’s one thing to say: “Someday I want to make a living being a consultant.” It’s quite another thing to say: “By December 31, 2010, I’ll have created XYZ and Associates, a $250,000 a year, Dallas-based consulting practice, specializing in change management for small to medium-sized companies in the medical services industry.”

In this particular example, the vision captures revenue expectations, clarifies the target market and the geographic scope of the business. Specificity is the key. Vague vision statements simply don’t have the power to move an individual or an organization forward.

2. Focus

The primary difference between vision and focus is scope. While a S.M.A.R.T. vision clarifies the big picture for improved performance and productivity, focus narrows the scope of the work to be done. As Jim Collins says in his business classic, Good to Great: “The real path to greatness, it turns out, requires simplicity and diligence. It requires clarity, not just illumination. It demands each of us to focus on what is vital – and to eliminate all of the extraneous distractions.”

We clarify our focus by setting meaningful and measurable objectives, and you won’t need many of them. The objectives would be linked directly to your vision statement. In the example of the vision above, we would want to set objectives for monthly revenue, for sales, and marketing, among others.

3. Focused Activity

Achievement is about doing, not dreaming. To that end, we want each day to count when it comes to making our vision a reality. Once our vision is clear, and meaningful objectives have been set, the next obvious step is to take actions every day that will complete stated objectives. Make sure you’re carving out roughly 90 minutes a day to work only on those activities that will accomplish your goals.

With all the information available to us today and with increasing educational levels, you would think we’d connect the dots between knowledge and application. Ah, but such is not the case. Why the disconnect? Because we’ve come to believe that learning and collecting information are one and the same. The reality, however, is we must take what we’ve learned and translate it into meaningful actions. It’s not what you know, it’s what you do with what you know that matters.

Doris Lessing, a novelist and playwright of the last century, once said:” What matters most is what we learn from living.” Life is a great teacher, if we do something with what we learn.

If you’re familiar with my six-step process for improving performance and productivity, you know that the last of the six steps is ACTION, or what I refer to as STRATEGIC DECISIONS.

While taking action is critical to being a person of success and achievement, I’m not talking about just doing something for the sake of doing it. I’m talking about doing those things that matter most – and doing them first! Here are some thoughts on taking action you might find helpful:

1. Develop the habit of being action oriented. Don’t think about finishing the project or getting the degree, finish the project and get the degree!

2. Get creative in figuring out fun or interesting ways to take on an important project. Make a game out of it or offer yourself a nice reward when the project’s finished.

3. Make a habit of breaking down projects into tasks that can be completed in a relatively short time. Our attention spans aren’t very long – sad but true, so deal with it and break the task down into doable 15-20 minute segments.

4. Use worst case scenario thinking to stimulate action. You’ll end up there anyway if you don’t get the project finished or earn the degree.

5. Do the hard stuff first. Once you get that out of the way, you’re on the downhill slide.

6. Use momentum to your advantage. Once you get going on a task, stick with it until it’s finished.

Remember, it’s not what you know that matters, it’s what you DO with what you know that really counts. Success and achievement are about DOING, not DREAMING.

When conflict raises its ugly head, step back, take a deep breath and ask the following questions:

Do I fully understand the situation? Do I have all the facts or just one side of the story? Always get as many sides of a story as possible before taking action, or taking sides.

Am I sure I know what the other person is saying? Experts say that fifty percent of communication is listening. Active listening means you’re engaged in the conversation and you fully understand what’s being said.

Is the person angry at me, or simply worried, anxious or confused? We all handle stress differently. Make sure you understand the thinking behind the emotions.

Have I missed something important? Ask clarifying questions. A question like: “Help me understand what you mean by…” Clarifying who, what, when, why and how is almost always critical to making a good decision.

What’s the real issue here? Asking good questions and probing a little deeper into a situation is critical to conflict resolution. There’s always just a little more information below the surface.

How do I want to react to this situation? Not every conflict will need your direct intervention. Teaching these reframing techniques can go a long way in helping your team learn to resolve conflict themselves.

How would I want to be treated if the situation were reversed? A little empathy can go a long way. Take a little time to put yourself in the other person’s shoes. There is some ancient wisdom that goes something like: ” Do unto others as you would have others do unto you.”

By “reframing” a contentious situation, you force yourself to more effectively and constructively deal with conflict within the workplace.

Action Items:

Here are a few actions to take when you’re faced with conflict or a contentious situation:

1. Remember the value of not letting emotions control your actions.

2. Utilize the formula E + R = O which stands for Event + Response = Outcome. You may not be able to control the event, but you can control your response to the event.

3. Get the facts! Don’t let assumptions or innuendo drive your behavior.

4. Mix in a large portion of empathy when looking for a recipe to resolve conflict. Assume the concerns surrounding the conflict may be genuine.

5. Work cooperatively to resolve contentious issues. Make conflict resolution a team effort.

Mind mapping is a nonlinear, visual way of thinking, that allows one to develop an idea or put together a series of interrelated thoughts in a unique format. Instead of creating the usual linear outline, with roman numerals, letters and numbers, mind mapping helps create a thought diagram. Whether you’re faced with a complex project or a simple errands list, mind mapping helps you get all your thoughts on one piece of paper and each piece of the diagram is linked to the main thought. You can use a mind map to visually connect ideas and information to help you save time, solve real business problems, improve business processes, and drive innovation. Here’s how it works:

1. Begin with the end in mind.

Start your mind map with a primary objective or intended outcome written inside a box or circle in the middle of a page of paper. Then start thinking “ideal outcome.” If everything came together in just the right sequence, what would the end result be? (like this)

The most effective way I know of to actually see the big picture is to think visually. Mind mapping allows you to create a visual outline of what you want to accomplish, instead of making a list. It’s fun, it’s creative and it’s a very effective way of getting thoughts on paper.

2. Create a Mindmap instead of creating a list.

As an experiment, take a blank piece of paper, draw a small circle in the middle of the page. Think of this circle as the hub of a wheel. Write your key thought or idea in the middle of the circle. Now start drawing spokes for the wheel. At the end of each spoke, write an idea or key thought associated with the main idea in the center of the page.

Once you get a few spokes on the wheel, go back and repeat the process with each of the ideas on each of the spokes. Sound tedious? Read on.

3. Better yet, use your computer!

Instead of hand-drawing a mind map, why not create a map using your computer? Here’s a web site where you can find an example of a mind map and a 30-day free trial version as well.

Mind mapping can be used for creative problem solving, decision making, brainstorming, as well as improving your organizational skills.

Mind mapping provides a creative way to organize your ideas and your thoughts, as well as help you see that all-important big picture. Visual thinking is the key to creative thinking. Millions are joining the ranks of mind mappers in order to stimulate their thinking and improve their planning skills. Why not join them?

As you know, I love to focus on fundamentals. I place a high value on doing those few things that give a high return on the investment. Whether it’s time, talent or treasure, doing a few simple things on a regular basis will almost always separate you from the crowd.

My favorite section of the IBD is “Leaders & Success.” In that section of the paper, the focus is on men and women who have attained success and often remarkable achievements through – guess what – clarity, focus and hard work. I know, that last part is a drag, isn’t it?

The Leaders & Success section also presents IBD’s 10 Secrets of Success. The 10 secrets come from years of analyzing leaders and successful people from every walk of life. This extensive study revealed ten traits which, when combined, turned dreams into reality and into fantastic levels of achievement.

This week I’ll share five of the secrets and finish the list in the next edition of “Getting More With Les.” Ready? Here are the first five:

1. How You Think Is Everything:

Always think positive. Think success, not failure. Beware of a negative environment. Rate yourself on a scale of 1-10. What can you do to improve?

2. Decide Upon Your True Dreams and Goals.

Write down your specific goals and develop a plan to reach them. Rate yourself on a scale of 1-10. What can you do to improve?

3. Take Action:

Goals are nothing without action. Don’t be afraid to get started. Just do it. Rate yourself on a scale of 1-10. What can you do to improve?

4. Never Stop Learning:

Go back to school or read books. Get training and acquire skills. Rate yourself on a scale of 1-10. What can you do to improve?

5. Be Persistent And Work Hard:

Success is a marathon, not a sprint. Never give up. Rate yourself on a scale of 1-10. What can you do to improve?

That’s enough to think about this week. Do yourself a favor though, give these five success secrets some deeper thought. Remember, knowledge itself isn’t power. Knowledge APPLIED is where the real power comes from.

People think they get the most work done when they’re under the pressure of a deadline. Not so. A deadline will force action, and we will finish a task – because we have to – but the chances are the outcome will not be our best work, or even the most important work we need to do.

Here’s a methodology you might consider using to determine where you focus your time and attention. It involves asking four important questions.

1. What tasks or assignments on my “To Do” list bring the highest value to me or my company?

Take a look at the one or two items which, when finished, bring the greatest rewards. Everything on our list can’t be an “A” priority. If they are – we need to talk.

2. What am I being paid to do?

It’s all too easy to get caught up in trivial matters that really don’t bring value to ourselves – or our company. Create a list of what you believe your three to five highest payoff activities are. Ask your boss to do the same. Then compare the two lists. My bet is the lists might be very different. If so, refocus.

3. What’s the one task on my list that, if done effectively, will have the highest payoff?

Hint: It’s probably something you’ve been putting off for a while. It’s important but it’s not urgent, so it ends up on the back burner. Roll up your sleeves and take on the important task or project. Break it up into small doable pieces and get after it!

4. What the best use of my time, right now?

Focus on the present. Focus on today. Don’t look back at what you should have done. Don’t look ahead at what you could do if… . Just focus on the highest payoff activity you can do today.

Carnegie spent his entire life seeking ways to help individuals and organizations improve their performance and productivity. Not only is Dale Carnegie a legend, but his classic “How To Win Friends and Influence People,” is one of the best selling books of all time in the field of performance improvement.

One of Carnegie’s fundamental beliefs, and a theme we see in virtually all of his writings, is the value of treating everyone we meet with dignity and respect. When he talked about the link between influence and leadership, he offered advice such as:

Avoid Arguments.

Respect differing viewpoints.

When you’re wrong, admit it and move on.

Let the other person talk more than you do.

To get the best out of your people, create competition in the spirit of a desire to excel.

When you want people to do things the way you suggest, point out the benefits.

Talk about your fallibility before pointing out someone else’s.

Harnessing the power of relationships is one of the greatest skills you’ll ever develop, personally or professionally. Individual and corporate accomplishment will be measured by how effectively we manage the relationships with our family, friends, colleagues and coworkers.

Does this sound too simple to be true? Carnegie’s critics referred to his thoughts on relationship building as “simplistic hyperbole.” Too simple to be effective, said some of his scholarly detractors.

Too simple? Truth is always simple. I didn’t say easy, but fundamental truth doesn’t require a Ph.D to figure out. And, sometimes Ph.Ds don’t like that.

Here’s a short list of mistakes managers can make that will derail their efforts to move their organizations forward.

Mistake #1: Not getting the right people involved in decisions

In my opinion, this is the number one mistake managers make. Those of us who’ve been around management for a while know that the best decisions are made with the input of those folks actually doing the job. They know what works and what doesn’t. Get their opinion on operational decisions before moving forward. You may save a lot of time and money.

Mistake #2: Not creating a stable work environment

We live in a chaotic world, a time of tremendous change on almost every front. One of the smartest things you can do as a manager is to create a stable work environment. Don’t constantly change direction. Develop a plan for getting from where you are now to where you want to be, and stay with the plan. Make necessary course adjustments but don’t create a new plan every time you have a new idea, or jump into a new management fad.

Mistake #3: Not taking time to explain “why”

The days of “just do it because I told you to” are over. Two of the four generations in the workplace today were raised in the Information Age and have a burning desire to know why. It takes very little effort to give some background or context to a particular decision and will go a long way in gaining the support needed for successful completion of a project.

Mistake #4: Ignoring the value of training

Just because employees are a great workers, show up every day – on time, and have great attitudes, doesn’t mean they’ll be successful managers. It just means they’re good people! Add to their value by training to the position they are now in. Also require that they, in turn, pass that training along to the people they’re are working with. Create a culture of training and reward those who respond.

Mistake #5: Not having or utilizing clerical support

Managers need to focus time and attention on management. The primary role of a manager is to move important projects forward – not to spend a significant part of the day copying and collating. Good managers make very expensive copy machine operators.

Mistake #6: Underestimating the importance of work areas

Work areas are important to people. The more comfortable and aesthetically pleasing an employee’s work area can be, the more productive that person will be. Providing staff with clean, comfortable work areas only increases performance and productivity.

Mistake #7: Not promoting teamwork, collaboration and cooperation

Ken Blanchard, author of the business classic, The One Minute Manager, often reminds his audiences that: “None of us is as smart as all of us.” Pitting one work group against another is a recipe for failure. Successful companies understand the value of collaboration and, in fact, insist upon it.

The same holds true for being effective and being efficient. Doing something unimportant well does not make us effective. Requiring a lot of time to finish a project or complete a task doesn’t make the task more important.

Here’s the key question to ask yourself: Am I being productive or am I just being active?

Being Selective Is the Key to Productivity

The two characteristics of high performers are: the ability to separate the urgent from the important, and second, the ability to focus their time and attention on those tasks that will complete important projects or produce the greatest results.

One of the best ways I know of to separate the important from the urgent is to apply the Pareto Principle. Also known as the law of the vital few or the 80/20 Rule, Pareto says the majority of productivity will come from a few select actions or activities.

The stark reality is most of what we do on a daily basis has little impact one way or the other in moving our most important projects forward. Unless we’re very selective in how we structure our day, the important will fall victim to the urgent. We’ll end up majoring on the minors, and what would otherwise be a productive day will be lost.

Being selective and doing less is the path to productivity. Identify those few critical tasks that contribute most to moving your career or your company forward. Schedule time during the day to work on those vital few tasks and don’t allow that time to be affected by trivial things. Hint: most email is trivial and meaningless. So are most phone calls and most office visits.

You have more control of your time than you give yourself credit for. Schedule your priorities. Ask yourself, if I could only accomplish one important thing today, what would it be? Once you make that important decision, schedule time to make it happen. The key to being more productive is doing less.

You and I live in the Information Age. There’s more information around today than there has ever been on any topic you can imagine. Not only is information available, it’s at our fingertips on the Internet. The Web contains tons of information you can use for improving every aspect of your life.

With all this information at our fingertips, you’d think we would have it made. Ah, but such is not the case. Why? Because we’ve come to believe that learning and collecting information are one and the same. The reality, however, is that we must take what we’ve learned or what we know and translate it into meaningful actions. You see, it’s not what you know, it’s what you do with what you know that translates into power.

Doris Lessing, a novelist and playwright of the last century, once said: ” What matters most is what we learn from living.” Life is a great teacher, if we do something with what we learn.

If you’re familiar with my six-step process for improving performance and productivity, you know that the last of the six steps is ACTION.

Taking action on the information or knowledge we have is critical to success and achievement. Here are some thoughts on converting knowledge to action you can start doing immediately.

1. Develop the habit of being action oriented. Don’t think about finishing the project or getting the degree, finish the project and get the degree! Don’t focus on the obstacles, focus on actions.

2. Get creative! Find fun or interesting ways to achieve an important objective. Make a game out of it or offer yourself a nice reward when the project’s finished.

3. Break projects down into tasks that can be completed in a relatively short period of time. You’ll be amazed at what can be done in fifteen to thirty minutes of focused activity.

4. Use worst case scenario thinking to stimulate action. You’ll end up there anyway if you don’t get that important project finished.

5. Do the hard stuff first. Once you get that out of the way, it’s all downhill from there.

6. Use momentum to your advantage. Once you get going on a task, stick with it until it’s finished.

Remember, it’s not what you know that matters, it’s what you DO with what you know that really counts. Success and achievement are about DOING, not DREAMING.