 |
 |
 |
| |
Thursday, April 8th, 2010
It almost sounds counter intuitive, doesn’t it? The thought of increasing productivity by actually doing less just doesn’t seem possible, but it is.
In last week’s eCARD, I talked about the value of simplifying life so we can zero in on those few things, personally or professionally, that matter most. Several of you got back with me advising that (1) you were already in the process of simplifying and enjoying its rewards or (2) were very interested in the concept, wanted to simplify your life and wanted a few more examples.
To that end, let me share a few more ideas on how you might increase productivity by actually doing less.
Three Ways to Get More by Doing Less
1. Plan More in Order to Do Less
We all know the adage: “failure to plan is planning to fail,” and there’s certainly truth in that. Stephen Covey, in two of his books, 7 Habits of Highly Effective People and First Things First, speaks to the importance of what he calls “measuring twice, cutting once”, when it comes to the importance of planning.
I have found as little as fifteen minutes of planning, in either the morning or the evening, helps me focus on making sure I schedule those things that will move a project or a program forward. Fifteen minutes of planning is really quite easy to do but herein lies the rub. Because it’s easy to do, it’s also easy not to do. Unfortunately, that saw cuts both ways.
Because most of our daily actions and activities are governed by habits, we need to exercise a little self-discipline and actually plan for a productive day. We also have to develop the habit of narrowing our focus in order to maximize productivity. For most folk,s this will mean changing their focus from activities to projects.
2. Focus on Projects, Not Activities
One of the keys to getting more done by doing less is to narrow our focus to completing important projects, instead of checking off a task list. Studies show a common characteristic of successful people is the ability to stay with a project to completion. It’s not starting a project that’s important, it’s finishing what we start that really counts.
The key to finishing a project is to break it into manageable activities and then make those activities a daily priority. But here’s another key: Don’t schedule too many project-focused activities into your daily schedule. Why? Because too many priorities means having no priorities at all. Keep it simple and limit yourself to no more than three project-focused activities a day.
3. Don’t Prioritize Your Schedule – Schedule Your Priorities.
This isn’t a play on words – it’s great advice! Simply ordering our daily schedule will do little to move our projects forward. In most cases, a daily plan is nothing more than capturing the times for scheduled meetings or important phone calls. If that’s the case, why not schedule a meeting with yourself for the sole purpose of working on a piece of an important project?
A meaningful project can seldom be accomplished in one fell swoop. The project has to be broken down into specific pieces and those pieces usually require completion in a specific order. This fact in itself speaks to the need for “project time.”
In order to get more done by doing less, take a look at your daily calendar and schedule 60 -90 minutes of “me” time in order to focus on – and if possible complete – project-focused activities. You’ll be surprised to see how quickly the project comes together and, at the same time, you’ll be developing the habit of intentionally carving out small but important sections of your day to do those (few) things that matter most.
Gettting more done by doing less is a numbers game. Doing just a couple of project-related activities a day – every day – will multiply your performance and productivity exponentially. You’ll be amazed at how it works!
Tags: business, daily, doing, goals, organize, plan, prioritize, priority, productivity, professional, projects, schedule, simplify
Posted in 2010 | 2 Comments »
|
|
 |
|
 |
|
|
|
| |
Wednesday, March 31st, 2010
 I’m not sure what I’m going through right now, it can’t be midlife crisis unless I’m going to live well past 120. So I’ve started to take a real hard look at the virtues of simplifying my life.
The more chaotic the world becomes, the more interested I am in slowing things down and gaining a little more control over my day-to-day existence. As a result, I’ve started to look at areas of my life where I can simplify. I’ve discovered two things so far: In order to simplify my life, I need to identify those things which are most important to me, and second, to start minimizing time and effort I spend on all the rest. If you’re with me so far, let me share with you the Cliff Notes version of my plan.
Step 1. Limit the Number of Goals
I have a tendency to get a little carried away with the number of things I think I can accomplish in a calendar year. What I’ve decided to do for the remainder of this year is to pick no more than five goals I can accomplish which will make a significant improvement in my personal and professional life.
This isn’t as easy as it sounds. I’ve put a lot of time into thinking this through. I started with a brain-dump. I just listed all the things I wanted to accomplish this year. After I completed the list, I forced myself to consider the five things that would have the greatest positive impact on my personal life and my career.
There are lots of things I’d like to do in the year ahead. But the more important question is: What are the three or four most important things I need to do to benefit my life, my family and my career? Talk about a reality check! I’d highly recommend you give this little exercise a try.
Step 2. Stay Focused
I know from personal experience, and from four decades of studying performance improvement, that the primary reason we don’t enjoy more accomplishments and achieve truly important goals is due to lack of focus.
We live in the Information Age. In fact, we live in the too much information age. In a world of instant everything, it’s all too easy to get caught up in “the I’ve got to stay stay current on…well everything” trap. The key is to accept the fact that you really don’t have to know everything – about everything.
But what you do need to stay focused on are the most important things, and there aren’t very many of those. Our long-term success will depend on our daily focus. My strategy is not to prioritize my schedule but to schedule my priorities. Just as I minimized the number of goals I intend to accomplish this year, I want to minimize the number of tasks I intend to accomplish each day. I want to limit my focus to no more than three specific activities which, when completed, will move me toward the accomplishment of my primary goals. Anything beyond that is icing on the cake.
Step 3. Establish Routines
I think the most effective way to stay focused is to establish routines. Airline pilots do this before every flight. Notice I said EVERY flight, not just some flights or on those flights where it’s convenient. Pilots do a pre-flight checklist before each and every flight. This routine alone is probably the single greatest factor in airline safety.
To that point, I intend to establish morning and evening routines in order to keep myself focused on those daily activities which will lead to accomplishing my annual goals.
In the evening, I’ll review each day’s plan and each day’s level of success and achievement. I’ll adjust what needs to be adjusted and eliminate what needs to be eliminated. I’ll also develop my plan for tomorrow.
My morning routine will focus on getting the day off to a good start. I’ll awake knowing my day has a plan and a purpose. That alone should motivate me to get up and get after it. I’ll include a good breakfast and some productive reading before I check my email – which can become a black hole for productivity. I also intend to knock off one of my daily goals before I check any email.
GETTING MORE WITH LES means simplifying and staying focused. I’ll keep you posted on my progress. I’d love to hear from you if you decide to simplify your life as well. We’ll take this little journey together and see if we can’t make the simple – sustainable.
Tags: business, focus, focused, goals, planning, routine, simplify
Posted in 2010 | No Comments »
|
|
|
|
|
|
|
|
| |
Tuesday, March 23rd, 2010
 Are leadership and management the same thing? Are leaders managers? Are managers supposed to be leaders?
In the course of conducting my business of helping individuals and organizations improve performance and productivity, I find lots of confusion regarding the difference between management and leadership. It’s not just my clients or workshop attendees who are confused. If you walk into your favorite bookstore and ask for a book on leadership, they’ll probably send you to the management shelves.
Dr. Warren Bennis, in his classic book, “On Becoming a Leader,” draws some interesting comparisons between the roles of managers and leaders. He’s not comparing the value of either; his point is simply that their respective roles are different.
Here a few of the contrasts:
| Managers Administer |
Leaders Innovate |
| Managers Focus on Systems and Structures |
Leaders Focus on People |
| Managers Maintain |
Leaders Develop |
| Managers Ask “How & When?” |
Leaders Ask “What & Why?” |
| Managers Initiate |
Leaders Originate |
| Managers Watch the Bottom Line |
Leaders Watch the Horizon |
| Managers Accept the Status Quo |
Leaders Challenge the Status Quo |
The contrasts are clear. Managers and leaders have different roles and they do different things. Each contributes to the organization’s success in unique and interesting ways. Leaders want managers to manage and (smart) managers want leaders to lead.
But, you’re asking; “Isn’t there some overlap between the two?” The answer is …sometimes. Some managers are leaders and some leaders have the ability to manage, but not always.
The important thing is to understand the difference. Leaders cast the vision for what needs to get done and inspire followers to help them bring that vision to reality. Managers organize the work and measure the results.
Each role is critical to an organization’s success and every organization needs great leaders and great managers. If leadership and management work together to fulfill their respective roles, everybody wins. The organization stays competitive because its leaders are forward thinking. The organization is both efficient and effective because of good management systems.
The leadership – management partnership make for a very powerful team.
Tags: business, followers, inspire, leader, leadership, management, manager, role, success, vision
Posted in 2010 | No Comments »
|
|
|
|
|
|
|
|
| |
Thursday, March 18th, 2010
 People at the top of every profession and those in important management positions in any organization have at least one thing in common – they have developed the ability to get things done early and often.
This ability is actually a highly developed habit that has little to do with brilliance, having tons of talent or being connected. It has everything to do with a highly developed habit for getting results.
Here’s the definition of habit: a pattern of behavior acquired through frequent repetition. This is the perfect descriptor of the men or women who have developed the ability to things done. It’s a behavior they engage in frequently.
7 Ways to Grow the Habit of Getting Things Done
1. Abandon Perfectionism
Waiting for the perfect time to start a project almost always results in delays. In the real world, there is no perfect time, no perfect condition, no perfect person. Start now, regardless of the circumstance.
2. Don’t be a thinker, be a doer.
Here’s a fact of life: the longer you think about doing something, the greater the chance it won’t get done. Break the habit of thinking something to death. Do it!
3. Trump fear with action
It’s widely known that the greatest fear for most people is the fear of being asked to speak in public. Oddly, my greatest fear is that I won’t be asked to speak in public, but I digress. Action is the best cure for fear. Do whatever you’re afraid of doing, and do it now! Action builds confidence and confidence conquers fear.
4. Live in the now
Don’t worry about what you should have done, or what could have been, just focus on what you can do now. Yesterday is history and tomorrow has yet to come. What you do have is today, this moment, this opportunity, so take advantage and do what you can do today.
5. Commit to action – For everything!
Success and achievement are about doing, not about dreaming. Develop the habit of getting down to “it” right now. Not after the third cup of coffee, not after you read your email, get down to “it” now. The coffee can wait and so can yesterday’s news.
6. Develop the habit of initiative
People at the top of every profession or at the top of their field have a rare quality called initiative. The good news is that initiative is a developed behavior (habit), not a natural talent. You too can develop the habit of getting things done, when they need to be done, by developing the habit of initiative.
7. Take a lesson from Larry the Cable Guy
“Get ‘er done!”
Tags: action, business, do, done, fear, habit, initiative, now, organize, productive, results
Posted in 2010 | No Comments »
|
|
|
|
|
|
|
|
| |
Monday, March 8th, 2010
We could probably have an interesting discussion on the definition of success. The one I favor was authored by Earl Nightingale, more than fifty years ago: “Success is the progressive realization of a worthy ideal.”
I really like that definition because it takes money out of the equation, unless it’s your specific ideal. It says the stay-at-home Mom is a success if she’s staying home because she wants to. It says that a teacher, or a carpenter, or a Starbucks barista is a success if they’re doing what they want to do, instead of what they have to do.
Regardless of the field in which one is successful, there are criteria or keys for success that apply to every endeavor. Here are five of those keys:
Success Seeds
1. Persistence
A common definition of persistence would be to stick with something until it’s finished. While I certainly support this important success principle, I think it’s important to make sure we’re persisting at being productive, innovative and creative. Continuing to persist doing unproductive work or striving to maintain the status quo doesn’t make a whole lot of sense. Success and achievement require the virtue of persistence to counter the vice of mediocrity.
2. Use Wisdom to Your Advantage
Acquiring knowledge in and of itself won’t do much for you. The knowledge you gain and the information you accumulate must be applied in order for it to be effective. It’s not what you know that matters, it’s what you do with what you know that really counts.
3. Learn From Your Mistakes
This too is an aspect of wisdom. We all make mistakes; that’s not the issue. The question is, what’s the lesson to be learned from a mistake? The successful people learn from their mistakes, don’t repeat them and share the lessons learned with those they care about.
4. Self-Discipline
Without exception, the most successful people in life are self-disciplined. The late Jim Rohn once said: “Failure is the result of a few errors in judgment, repeated every day. Success, on the other hand, is the result of a few simple disciplines practiced every day.”
It would be worth your time to identify a few self- disciplines which, when practiced, would make significant contributions to your health, to your relationships and to your career. Don’t make a laundry list; it will only take a few to change everything.
5. A “Can Do” Attitude
Success experts like Napoleon Hill, Earl Nightingale, Brian Tracy and many others agree that a positive, “can do” attitude is one of the keys to real accomplishment. Remember the old line: whether you believe you can, or you can’t, you’re right. Successful men and women believe in themselves and in their ability to accomplish what they set out to do.
Tags: accomplish, business, discipline, improvement, knowledge, managers, mistake, organize, performance, persistence, self-discipline, success, successful, wisdom
Posted in 2010 | No Comments »
|
|
|
|
|
|
|
|
| |
Wednesday, February 24th, 2010
 Getting things done through people is the classic definition of management. While I would argue with that definition, working with people is clearly one of the most important responsibilities of any manager – in any organization. Peter Drucker identifies the primary responsibilities of management as: setting objectives, organizing, motivating and communicating, measuring, and lastly, developing people.
Based on this list of responsibilities, a significant percent of your job as a manager is the development of people. Managers are in the people development business.
People Management 101 – Mistakes Happen
I believe most of the people you work with really want to do a good job. They want to be as successful in doing what they do as much as you want to be successful as a good manager. But what happens when mistakes occur? What’s your response to a subordinate’s mistake or failure?
The issue isn’t will mistakes happen and will failures occur, the issue is how will you handle those mistakes or failures when they do occur.
Here are a few suggestions on how to correct mistakes without demotivating your people or demoralizing your staff.
“Just the Facts, Ma’am”
Before you meet with an employee, take the time and determine what exactly happened. Keep assumptions to a minimum. Bad things happen in spite of good intentions. Get the facts before jumping to conclusions. This way you’ll help maintain the employee’s self-esteem and set the stage for constructive criticism.
Treat the mistake/failure as an event
If at all possible, don’t make the failure personal. Start the corrective conversation with something positive. Put the employee at ease by letting him/her know you realize mistakes happen. Show your appreciation for what the employee does for the company. Focus on the problem, not on the person.
Don’t Jump to Conclusions
There’s nothing more frustrating than trying to explain something to a person who’s already made a decision about what has happened. Here’s a good approach to take: instead of asking “why” questions, ask the person to help you understand the thinking that led to the problem.
Focus on the Problem, not the Person
Focus on the behavior that led to the problem at hand. Avoid terms like “you were wrong!” Instead, approach the issue from the standpoint of asking how a better decision could be made the next time the employee is faced with these or similar circumstances.
Encourage and Restore
Take the approach that great lessons can be learned from mistakes. Good judgment often comes from bad experiences. We can tolerate the occasional mistake and failure. What we can’t allow is the same mistake being made over and over again. Your objective is to teach the employee to take a negative event and turn it into an opportunity for learning.
Tags: business, employee, employer, improvement, management, manager, managers, results, solution, solve, starategies, success
Posted in 2010, manager's minute | No Comments »
|
|
|
|
|
|
|
|
| |
Tuesday, February 2nd, 2010
Successful people all have two things in common: they work with a sense of urgency and they understand the power of efficiency.
 Working with a sense of urgency doesn’t always mean working in a panic mode. It’s not about cranking out massive amounts of work. A sense of urgency stems from the desire to deliver value to those who are looking to you for results – your boss – your coworkers – your customers – your friends and, of course, your family.
Urgency is usually coupled with a sense of pride: pride in being able to provide good information, pride in being able to deliver on time, and pride in getting it right – the first time. Interestingly, working with this kind of urgency is actually energizing to those you work with. I don’t know about you, but I like working with people who want to get the job done quickly and correctly.
In addition to having a keen sense of urgency, being able to work efficiently is critical to success and achievement. The urgent is seldom important, it’s just urgent. To the extent you can, focus on those important things that move you or your organization forward. Make the important your highest priority and…do the important things first.
Urgency and efficiency go hand in hand. Here a few suggestions on how you can be more efficient and effective:
1. ORGANIZE…
Keep your desk and your files organized so you don’t have to waste time shuffling through files of paper.
2. WORK FROM A LIST…
Always work from a list. It doesn’t matter whether you call it a “to do” list or a “get it done list,” the important thing is that you have a list of those things that must be done today, this week and this month.
3. FINISH ONE TASK…
Finish one task before you go on to the next. Nothing destroys productivity more that jumping from one task to the next – and usually finishing neither.
4. COMMUNICATE EFFECTIVELY.
Let those you work for and those you work with know your schedule for the day. Let your boss know the priority of your projects and the time you’ll need to get them accomplished.
5. TAKE BREAKS.
Study after study shows the value of taking a break every couple of hours just to clear your head and re-focus on your priorities. Just a short walk around the office or stepping outside to get a little fresh air will do wonders for improving performance and productivity.
Getting Better, at whatever we do, isn’t particularly difficult, but it will require doing certain things, certain ways on a consistent basis. Learning to develop a sense of urgency, coupled with efficient work habits, is a good place to start.
Tags: accomplish, business, done, effective, efficiency, efficient, fast, finish, focus, focused, important, now, successful, urgency, urgent, work
Posted in 2010 | No Comments »
|
|
|
|
|
|
|
|
| |
Wednesday, January 13th, 2010
Here’s one thing you can count on in 2010: you’re going to be faced with – and have to solve – problems. It’s not a matter of if, but simply a matter of when. So with that exciting challenge in mind, it’s fair to ask, “Is there a process already developed that will improve my ability to be a problem solver?”
I think there is. I’m a big fan of our military, for a number of reasons. One of the things I appreciate most, however, is the approach the military takes to problem solving. Just as they do with management and leadership development, they make it happen, as opposed to letting it happen. The military uses a seven-step model for problem solving. Over the years, I’ve modified this process to six steps, but I still maintained the core concept. Follow my process and you’ll start to become a master at problem solving.
Step # 1 Define the Problem
Don’t generalize. Define the problem specifically. A problem well defined is a problem half solved.
Step #2 Gather Facts and Make Assumptions
There is a difference between facts and assumptions. Facts are those things known to be true. Assumptions are what we believe to be true but are not supported by facts.
Step #3 Define the Desired End Result
Describe the end game. What would the best possible outcome be? Again, be as clear and specific as possible.
Step #4 Develop Possible Solutions
Brainstorm, Mindmap, use whatever method works for you to identify possible solutions to the problem at hand. A word of advice: get one or two colleagues or friends to help with developing possible solutions. Remember Ken Blanchard’s words of wisdom: “None of us is as smart as all of us.”
Step #5 Select the Best Solution
Make a choice. Based on the information at hand, what would be the best possible solution in this circumstance? Is the solution acceptable, feasible and suitable?
Step #6 Evaluate Progress
Once you’ve made the decision on a solution or decided to take a particular course of action, establish some method for evaluating the effectiveness of the solution. Remember the adage: if you can’t measure it, you can’t manage it.
Becoming a master problem solver is a developed skill. The definition of skill is an ability developed from knowledge, practice and aptitude. The skill of problem solving is best developed by following a time-tested process. In light of the fact that we have the best military in the world, it might make sense to follow its lead in using a process for problem solving.
Tags: accomplish, business, goal, plan, problem, problem solver, questions, solution, solve, starategies, steps, strategy, success
Posted in 2010, Uncategorized | No Comments »
|
|
|
|
|
|
|
