A manager can have a lot on their plate which makes it hard to focus on your work. A steady stream of emails, phone calls, employees and tasks all demanding your attention. Will all this how do you focus on your work to reach your goals?
The first key to staying focused at work is planning ahead. With any task or goal success is determined not by what you have to do, it is how you do it.
I can relate to a scene from the movie “The Social Network” [1] is being “wired in.” This is when you are completely focused and concentrating on the task at hand. You won’t get away with headphones, but you need to eliminate as many distractions as possible.
“When you perform multiple tasks that each require some of the same channels of processing, conflicts will arise between the tasks, and you’re going to have to pick and choose which task you’re going to focus on and devote a channel of processing to it,”(2)
The key to developing a routine is repetition. You need to train your brain to enjoy working this way.
Reference:
[1] The Social Network. Columbia Pictures, 2009, DVD, Ben Mezrich The Accidental Billionaires: The Founding of Facebook: A Tale of Sex, Money, Genius and Betrayal
[2] Joe, Robinson. “The Truth About Multitasking: How Your Brain Processes Information.” Entrepreneur, November 20, 2012. http://www.entrepreneur.com/article/224943.
Photo credit: Conway, Neil. “Research.” April 16, 2011. Online image. Flickr. March 15, 2014. http://www.flickr.com/photos/neilconway/5625707813/
]]>Humans are visual creatures so it is not surprising that we use so many visual tools to communicate with. One of the best visual tools in your office is a dry erase whiteboard. Since it is large and visual it makes a great place to put your to-do list.
If you are often overwhelmed by the amount of tasks, objectives and goals you have to complete, deadlines or other important items that you need to remember a to-do list can help you put it all together. If you do not use one learn how to get started using to-do lists to prioritize your management tasks, objectives and goals.
Every Monday you can get your week off to a good start by writing every task, objective and goal for the week on your whiteboard. I use a column taking up one-third of my whiteboard for this purpose. The top third is for goals since they are usually smaller and the bottom two-thirds are for task and objectives.
To help you better visualize and prioritize use different colors for emphasis. For instance use red for high priority and blue for everything else. You can also use numbers or symbols to prioritize.
During the week check off each task, objective or goal as they are completed. You can use a pocket list to add any new additions during the day. All through the week you will find your eyes drifting to the board which makes it such a great tool. It is large and hard to ignore.
If you do not have a whiteboard ask for one or buy it yourself. It is one of the best investments you can make for your office. A standard office size is four-foot by three-foot. Six foot by four-foot is nice. Eight foot by four-foot is even better! I like them big so I have more room for other uses.
Other good uses for your whiteboard include:
Regardless of what media you use you can learn how to get things done with smarter to-do lists so they are more usable and efficient.
It’s Friday, the end of a hard week and your mind is already drifting into the weekend. Before you drift away take a few minutes to check your whiteboard and write down anything you need to remember next week.
I always leave a section blank for quick use. On Friday I use this section to write down all the things I want to remember the next week.
On Monday I clear off my completed goals, objectives and tasks and start my new list adding in anything I wrote on Friday that is a task, objective or goal for the new week. If you have an important email you need to follow-up on Monday learn how to convert an email into an Outlook task so you don’t forget.
If you are a busy manager with a lot of tasks, objectives and goals to keep track of a to-do list will help keep them organized. A great way to start of your week is to write all of your tasks, objectives and goals you need to prioritize and complete for the week on your whiteboard every Monday. It is a large visual reminder that is impossible to ignore.
During the week check off items as they are completed and add new ones. Since it is large and visual you will find your eyes drifting towards it many times during the day. This is why a whiteboard works so well at keeping your tasks, objectives and goals on your mind.
]]>If you are not a Monday morning person learn 10 ways to motivate your mind on Monday.
Amazon has a collection of free eBooks for their Kindle reader so be sure and check their site. You don’t have to buy a Kindle to read them. They have applications you can download for your computer, iPhone and certain smart phones that are free.
Many eBooks are standard PDF files so all you need is a PDF reader on your computer or port them to your Kindle or iPad and many other devices.
You can also check out a list of free eBook sites by visiting this XMarks link for free ebooks.
Disclaimer: Free does not always mean the eBooks were written and intended for free distribution. Some of these sites traffic in books, magazines and other documents that are copyrighted and not intended for free download.
]]> Project meetings, staff meetings, vendor meetings. Think of all the meetings you go to and all the paperwork that you have that deal with a specific topic. Do you ever find yourself scrambling to find notes from a meeting? Wouldn’t it be nice to pull out one folder pocket containing all the information on a topic before you make an important phone call?
This is where a good information management system comes in. While some of our data is electronic and there are many ways to easily organize it, there are drawbacks. For one electronic data is not always portable so you can’t easily carry it with you to meetings. Regardless of how much we try to be green and go paperless, we still end up with a lot of information on paper we must deal with.
A folder based information management system works well for managers who deal with a number of projects and tasks. It allows you to combine all the information you have about a particular subject in a set of folders which is then placed in one expanding file pocket.
A file pocket is expandable so it can hold all of your file folders and loose pieces of paper about a single subject. You can store it in your regular file cabinet and grab it on the way to a meeting or when you need to quickly access all of your information on that subject.
Think of all the information you have about different projects and tasks.
For example let’s use a vendor selection process to replace your current router. You will create different folders that will hold different types of information.
All of these folders are placed in a folder pocket named “Replacement Router Project”. Now when you go to a meeting, take or make a phone call, create an email or need any documents related to this project you have all of your information in one place.
A green note here. This is a system that is paper based. You should only print out documents you need to be portable. Whenever possible use the electronic version if one is available. Any important documents that do not have electronic versions should be scanned so they can be archived.
A folder pocket based information management system has many benefits.
This is a very simple solution to an often frustrating problem. You may already have folders with such documents in your filing system. Using a folder pocket both consolidates and makes it portable.
]]>Learning to manage your time, set your priorities and set limits on what you take on can help you get back to a reasonable work-life balance. Working long hours and overloading yourself with tasks is a path to stress and burn out. It will derail your career and your health.
The following three steps will help you streamline your work life and give back more time for your family and yourself. You will find you can get the work that needs to be done if far less time than you are spending now.
” The strength of a person is not measured in their ability to carry the weight of the world, but their ability to wait on the strength to carry them through.” – Samantha Storsberg
The key to reclaiming your life from your work is to reclaim your time. Time is your most valuable asset and if you are overloaded at work you will have little time for anything else. Start with these three simple steps to set limits on how long you will work, look at how you spend your time and what your tasks are.
To be able to manage your time you must know what you do and how much time you spend doing it.
Look at your tasks list and decide which ones are the most important. These are the task you should focus most of your time and energy on. Set aside time on your calendar to take care of these tasks. Look at your A-list tasks and think again, do they really belong there?
Now that you have taken care of your A-list tasks it is time to look for tasks you can eliminate from your list or divide them up to fit into your work schedule.
Slash and burn through your tasks eliminating anything that is not required. If there are items you really want to do then schedule time for them, but do not add time to your schedule to do them. Outside of your primary job your other tasks should be ones that improve yourself or others. Prioritizes these and stick to your time limits.
The easiest way to reclaim your time is to push back when people try to push tasks on to you. Let’s face it, there are people who are more than happy to let you do their work for them. Don’t allow this to happen. “Sorry Joe, I just don’t have time to do that”.
I am a big advocate of one company, one team. This does not mean you should take on work from others just because they know you will do it for the overall good. Push back and reclaim that time.
The hardest part will be to stick to the limits you have set. Drive and ambition are one thing, stressed out with no time to do anything but work is another. You must set aside time for your family and for yourself. A lot of research shows that in fact you are less productive the more time you spend doing work.
Set up time rules and stick to them.
Time is the most valuable asset you have and how you manage will keep your work from taking over your life. First set a limit on how many hours per week you will devote to work and stick to it. Then log what you do for a week and how much time you spend doing it. Then create a tasks list breaking them down by clear priorities.
Once you have these three elements to time management be ruthless with cutting your tasks. Your time and energy should be focused on the tasks that are part of your primary job. Delegate other tasks, cut tasks that are not going to hurt to eliminate, and push back when people try to add more tasks to you.
We all are ambitious and want to do our jobs well. However we can not let it consume most of our time, nor should it require most of our time. Odds are when you look at how you spend your time at work and cut tasks you will find more time to focus on your primary job, your family and yourself.
Want to read more on time management? Improve Your Time Management in Easy Three Steps
]]> Gina Trapani author and founding editor of Lifehacker wrote an excellent article for Fast Company. Work Smart: How to Write a To-Do List first shows you the differences between a project, goal, and a task. Next she explains how to break lists down into manageable bites. Finally she shows you how to manage your lists so they are actually useful.
A project is a big undertaking that involves several tasks. A goal is something you want to achieve through both tasks and repetitive actions. “Clean out the garage,” “Save $5,000,” “Learn how to speak French”–these are projects and goals, and they don’t belong on your to-do list. They’d just sit there and haunt you, because it wouldn’t be clear where to start. Reserve your to-do list for the next steps that move a project along.
Since we all use lists it makes sense to improve on our list creation and utilization skills. Personally I always carry a pocket list with me to jot notes during the day. Read “Management Tools – Time and Problem Management Simplified” for great tips on using a pocket list.
One of my recent tools is using a modified Cornell method sheet for note-taking and lists. Read “Develop Your Own Note-Taking Best Practices” for tips on note-taking and to download my modified Cornell method template.
To-do lists are great tools when you are overwhelmed with information and tasks. If you do not use to-do lists and want to start read “To-Do Lists – Getting Started” for tips on different media and methods to use for creating to-do lists
Back to Gina Trapani’s great article. Below is a video where she explains all the basic concepts of creating and managing to-do lists.
]]>The Weekend Reading List is a collection of posts, articles and videos from around the Internet posted each Saturday. Feel free to submit your own recommended weekend reading in the comments section.
iPad Keyboard Dock or Bluetooth Keyboard?
Even though the IPad has a nice touch screen keyboard when you are doing extended typing session you may want to use an external keyboard with your IPad. This article explores all of your options. Use the dock or a stand? Wireless keyboard with the dock or a Bluetooth keyboard?
Are you having problems with your mojo? Read this post on the Leading Blog to find out why leadership mojo is important and the common mistakes that can kill your mojo.
Common mistakes include: Over-committing, waiting for the facts to change, looking for logic in all of the wrong places, bashing the boss (big one), refusing to change because of “sunk costs”, and confusing the mode you’re in.
10 Fatal Mistakes Managers Make in Email
Email has become the standard form of communications for managers. Making mistakes in email can reflect on you as a manager. From the Wall Street Journal via BNET learn the 10 fatal mistakes managers make in email.
Top 10 Ways to Declutter Your Digital Life, 2010 Edition
The weekend is a good time to clear out and clean up your digital life. Read this Lifehacker article for ten ways you can declutter your digital life at home and at work. When is the last time you cleaned up your contacts? I use the binder clips solution for cable management at work. It keeps me from crawling under the desk to find cables that dropped down.
When are dealing with vendors, your boss, leadership or reports you can end up in some for of negotiations. It is important to know the basics of negotiations, what the different tactics are and how to use them.
This link is to an anchor page of 12 different articles on negotiations for different scenarios.
]]>In an article to follow I will layout an information management system that will show you an efficient and effective way to manage your notes and other forms of information that are topic related.
You only need to look around a meeting to see the different media used for taking notes. Some people use a portfolio, some a legal pad, some a day planner and others a variety of different notebooks. The media you use should be what works best for you.
What I will show you here is how to take better notes. How to use cues to quickly classify notes for later review. I will also share what I use and how it fits into an overall information management system.
If you are a busy and on the move manager like me read “Management Tools – Time and Problem Management Simplified” for tips on using a pocket list to supplement your note-taking when paper is not always handy.
One of the challenges I faced with using a notebook for note-taking is I go to a variety of meetings on a variety of topics where I need to take notes. What I ended up with was a notebook of very good notes that I then had to review and often transfer to electronic or other media so I could categorize them.
You don’t want your notes from a IT Operations meeting in the same notebook with your notes from a root cause analysis meeting. So I found myself searching through notebooks and other media for the notes I needed before making a phone call or to take to a topic specific meeting. My solution has been to use a modified single sheet version of the Cornell note-taking method.
I still carry my notebook, but now I have several printed sheets of my modified Cornell notes that have become my primary media for taking notes. The main reason is when I leave a meeting I have a single sheet that is specific to that meeting and that topic that I can then go back and file in my information management system.
No more searching through notes or other media to find what I am looking for. All of my notes and related information for a particular topic are all placed in a specific folder for that topic. Easy to find in a hurry and I can take all of my notes to a topic specific meeting.
While this method is mainly used by college students it works well for me. The standard Cornell method is based on three areas. The example below is based on 8.5” x 11” paper.
My modified template using the Cornell method can be downloaded here MEETING NOTES.DOC. It is in Microsoft .doc format so you can easily modify it to meet your needs.
The only deviations from the standard Cornell note-taking method I use are:
Here are links to several other templates that use the Cornell method.
Cornell Notes B&W – Microsoft Word
How to create a Cornell notes template – Microsoft Word
Cornell note-taking lined paper PDF generator – customize your own PDF
Cues are helpful to add when taking notes or when reviewing them. Cues allow you to classify your notes for easier review and follow-up. If your note-taking media is not already formatted for cues, such as the Cornell method simply draw a line about 2.5 inches from the left side of your paper or write your notes 2.5 inches to the right. This leaves room for cues on the left side.
Your cues can be symbols or words. Here are some common cues.
Many skip the most important reason to take notes by not reviewing them. Regardless of how you take notes or what media you use review is the most important part of the note-taking process. It is where you take action, follow-up, send an email, delegate, create a task or any other action that your note-taking has produced.
You should set aside time each day to review your notes. The best time is immediately after the meeting while it is still fresh in your mind. One of the things I like about using a specific sheet for each meeting is it greatly reduces the amount of time I spend reviewing notes. I have no need to transfer them to another media. I just file them in the folder for that topic in my information management system after review.
Here are some reasons and actions that come from reviewing your notes.
For managers note-taking has become and essential skill that needs to be mastered. Note-taking keeps you engaged in a meeting, shows your boss and others you have an interest in what is being said, and records important information you may need later to reference or take action on.
You should create your own best practice for note-taking since no one method fits all needs or circumstances. The Cornell note-taking method is a good format to use to create your own template for note-taking media. For me using a single sheet or multiple sheets for those detailed meetings is preferable to writing everything in one notebook. The main reasons are all of my notes are not lumped together in one notebook, it saves review time and can be filed in an information management system for quick and easy access.
Reviewing notes is the most important part of note-taking. Regardless of what method or media you use, if you do not review your notes you will end up with a notebook full of notes that nothing productive ever comes out of. Review your notes as soon as possible after a meeting and take actions while the meeting is still fresh in your mind.
You can download my modified Cornell note template MEETING NOTES.DOC as an example. Feel free to modify it to meet your needs. Share with us some of your note-taking best practices in the comments.
]]>This productivity tip will show you how to easily covert a Microsoft Outlook email into a task with a reminder so you will never need to worry about a follow-up or an action item email.
When you receive an email that has an action item related to it such as you need to follow-up on it or that it requires a task to be done you can easily create a reminder in Microsoft Outlook by converting the email into a task.
It is easy to create a task from an email in Microsoft Outlook.
Learn more ways to take control of your email by reading “Use a 5S System For Your Email”.
We do not always have the time to follow-up or take action when we receive an email. The action may be required in the future making it difficult to remember. By converting the email into an Outlook task with a reminder you will be alerted that you have to perform a follow-up or action.
This works with most versions of Microsoft Outlook and is very easy to do. Below is a video that shows you how to do this task.
Come back after the game for a full lineup of the best of the 2010 Super Bowl ad’s.
If you want to know when to look for your favorite Super Bowl commercial USA Today has a list of ads and when they will play during the game. According to USA Today’s ad meter the Doritos snow globe ad was the best of best from the 2009 Super Bowl.
Doritos Snow Globe 2009 Super Bowl
CareerBuilder.com Casual Friday Super Bowl 2010 Commercial
Hyundai Brett Farve Super Bowl 2010 Commercial
Audi Green Police Super Bowl 2010 Commercial
Bridgestone Scream Super Bowl Ad
E-Trade Baby Super Bowl Commercial
Reebok Terry Tate Super Bowl Commercial
EDS Cat Herders Super Bowl Commercial
Ameriquest Super Bowl Commercial
Budweiser Donkey Dream Super Bowl Commercial
Hulu An Evil Plot to Destroy The World Super Bowl Commercial
Budweiser Talking Frogs Super Bowl 1995 Commercial
Visa Yao Super Bowl Ad
Nationwide Insurance K-Fed Super Bowl Commercial
GoDaddy Super Bowl 2010 Commercial Lola
CareerBuilder.com Worst Seat Super Bowl 2010
Doritos Super Bowl 2010 Commercial
KGB In The Hole Super Bowl 2010 Commercial
Budweiser 2007 Super Bowl
Come back. As 2010 Super Bowl ads are released this post will be updated.
]]>