Effectiveness: Week 11

Read more about improving certain traits over 13 weeks.

Let's talk about Effectiveness!

What does it mean to be truly effective? (Read related post.)

Yes, it means getting things done, but not just any things. Many people could say over the course of a week that they were productive or efficient, but upon reflection, how effective were they? Did they make progress on the things that truly matter to them? My journey this week is to focus on what really matters.

It's worth noting here, that "progress" doesn't have to be tied to specific measurable goals, although for me personally and professionally that is how I prefer to do things. For many, it's more of an intention - spend more time with the kids, have a date night with my spouse, clean out the garage, enjoy some time to relax and reflect...all these count as "progress" as well as those tasks and goals we normally associate with goal-achieving progress.

Knowing all this, I am focusing on the following areas:

1. Right Things, Right Order: requires a bit of strategic thinking to determine what is the best use of my time today that moves me in the direction of my goals. I frequently caution clients to not select more than 6 things on this "critical" list. This can be difficult when we are used to having a working list of hundreds of tasks we'd like to get done. (How the heck can I pick 6 or less?) These are the important, realistic things I feel I MUST get done before I lay my head on my pillow. The rest of it is regular daily stuff, can actually wait until tomorrow, or doesn't really need to be done at all. I determine the right things, then do them in the right order. All things equal, it's best to start with the most important first. What will have the most positive impact?

Ah, it feels good!

2. 80/20 Rule: there are many interpretations of this rule, and the ones I like best for this week are A) do 80% of an important task, instead of a full 100% and evaluate if this is enough. I like to think of it as a "final draft" - the value of this approach is saving time. Instead of messing around trying to make it 20% better ("perfect"), which always takes longer than I think and is hardly ever a good use of my time, evaluate if it's enough. B) Realize that for business people on average, about 20% of time is spent on key activities that produce 80% of the revenue. I want to determine which key activities these are for my business and hone in.

3. Follow-Through: On those imporant tasks and activities from above, how to ensure good follow-through when busy days spiral out of control? For me, this means being organized and since I am visual, I need things right in front of my face. I reviewed options and downloaded some apps onto my smartphone so that I can enter tasks and display items/progress in plain view on the main screen. Every time I look at my phone's main display, I see them!

One last thought for this week's topic: for me, being truly effective is essential for really enjoying life. It may seem ironic, since many would feel the required focus and tracking to be less than enjoyable, yet I feel that by creating this structure to support me, I can work better and live more life, enjoying my new personal motto, "no unused minutes!"

Are You Truly Effective?

You get your work done, right? Sure, you could probably work a little harder. but you already put in so many hours. What if you could get more done in less time? How do you know if you are truly effective?

Everyone is busy these days. Every modern working person feels pressure to get things done in less time than is available. And for many, work includes constant deadlines, shifting priorities, and travel, along with a feeling that real progress remains elusive. So how many busy professionals out there are truly effective?

Being personally effective doesn't necessarily mean just working hard, or even getting things done. The "full" version of effectiveness is knowing exactly what to work on and when, and utilizing focus as needed until completion. And--it is also knowing when NOT to work on certain things. So how do you know if you truly effective? And if not, how do you improve?

JUST DO IT?
Know what needs to get done before starting work. What is the most important project or goal you could be working on right now? Consider the bigger picture. Is your current work (or activity) supporting the accomplishment of goals?

MEASURE IT
Set measurable targets. How can you know if you're effective if you can't measure how far you've progressed? Spend a minute or two determining the best way to measure if the work is getting the expected results. It doesn't have to be time- or money-related, as long as it's specific and measurable, it will work.

Track to completion. Hardly anyone enjoys tracking their work. Also, don't add work to your day by keeping detailed logs or spending hours showing off your wizardry in Excel. It can be as simple as pencil and scratch paper; the key is to do what works for you. Small tasks may be "tracked" with a check-mark or cross-out; bigger goals should be broken down into smaller tasks. Spend a little bit of time planning these out, and reap the rewards.

FOCUS
Ah-ha, this is the missing link for so many professionals out there (you know who you are). It doesn't have to be hard to focus on the task at hand. Take some control and work WITH your environment, or tailor your environment to fit your working style. (Stay tuned for post on "Your 9 Environments.") Look around and identify some simple changes that will help you focus.

Realize that you are wired for survival, so when you are constantly looking in the other room, or overhearing comments in the hall, or fidgeting and needing to use the bathroom, you are just being human. If your brain is racing with thoughts of a hundred things you need to get done, that's more likely habit than ADHD, and perhaps some caffeine. Grab a notepad and dump all that stuff out of your head onto paper (or type into the computer). Then focus. Try just 20 minutes at first. Pick the most important thing on your list, turn off the phone, set a timer and GO! You will be surprised at how much you can accomplish in a short time when you set your mind to it.

Frankly, a lot of busy people are not very effective. For all the hard work, hours, and stress put into their work, wouldn't it be better to improve results? It's important to note here that some socializing with coworkers is good, as is taking time out for lunch or physical activity during the work-day. The point is to be effective with actual work time, getting more done in less time so you can enjoy all the rest.

Remember that Effectiveness=Success, and to celebrate your good work!


ACTIONS:
Today, at least once, when interrupted in your work, ask yourself, "Is this the most important thing I could be doing right now? Am I being effective or just busy?"
Over the next week, ask yourself the same question a couple times daily until it's a habit. Make notes as needed. Watch your results improve. Enjoy.

Read a related post here.

Peacefulness: Week 10

Peace, Tranquility, and Relaxation.
Aaaaaahhhhh.

(Read about the 13 traits)

Yeah, there is some irony that I am writing this on a Sunday at about 9pm and I am committed to getting up at 5am for the gym. But well, since I own my business I also completely own my schedule and I can work whenever I like. And I can relax whenever I like.

My strategy this week is to incorporate some relaxing moments and/or tranquil thoughts daily, as well as try daily meditation Monday through Friday. This is the part where I tell you that I am a bit A-type and most of my life did not know how to truly relax, and clearing my mind is pretty much impossible.

Since becoming a coach, I have learned the power of the mind and have tackled many things I once thought impossible. Therefore, I am giving meditation a real honest-to-goodness shot this time. I have also learned the power of relaxation (even if I still have to set the timer to truly let myself relax- freakish, I know!), and of visualizing events and images for things I would really like to see happen. So I am excited to embrace this right now, plus it fits oh-so-nicely with one of the books I am currently reading: Eat Pray Love, and she is in India at the Ashram...

I still have a bit of a mental hurdle regarding the meditation, but I discovered that there are many forms of meditation and that pretty much everyone struggles initially - so it just takes practice. I also am thoroughly sold on the benefits.

So- here goes: I, Heather Legge, of Envision Success Inc, commit to posting my progress on this little relaxation and meditation journey of mine this week (and to catching up on past posts soon). Stay tuned!

Monday update: I recited several times "Om Namah Shivaya" aka "I honor the divinity that resides within me." It was definitely peaceful. Although I am honestly not feeling the mantra as just saying it, I know there is value in simply concentrating ones thoughts and voice in one direction.

Tuesday update: WOW, a VERY productive last few days. That's the good news. The bad news is that I've been staying up late and getting pretty caught up in " Get Er Done" mode, and I skipped the gym this morning in favor of sleep, didn't eat well, nor did I experience any tranquil thoughts since Monday update above. OK, wait - YET. I will make some time before bed to breathe, think calming thoughts, and do a 20-minute guided relaxation before sleep. Aaaaahhhhh, I feel better already.

Later update: I turned it around over the next few days and was able to embrace Peacefulness more fully. I found myself much more aware of my ability to be more relaxed, peaceful, or tranquil in just about any situation. Next round, I would like to sign up for a meditation class and force a bit more growth in this area.

Rebranding!

Note: This post is a bit different than my others. Coaches and personal services businesses may really benefit, and all are welcome to read on. I hope you gain some insight or at least validated your current branding strategy and efforts.

Rebranding! Wow, where to start? While branding one's business is complex enough, these days we now need to worry about all the web resources to fully engage our branding targets.

My company, for example, is business coaching and related services. After 3 years I just changed my logo and well, my entire branding strategy and methods. I realized that while I am the business and the business is me, I don't want that to continue infinitely. I am ready to consider growing and having a team of coaches working under the Envision Success brand. And yet, especially over the past year or so, MANY people have suggested that I brand the business as me, under my personal brand. In other words, they thought I should be similar to a realtor with headshot and name recognition, etc... I resisted this for quite a while. But a few months ago I received multiple questions merely upon viewing my business card about whether I bought a franchise. (NO, I did not, this biz is mine.)

Needless to say, that was a defining moment. I sought help from multiple marketing experts and had a logo professionally done (maybe you noticed the change to the blog design?) (thank you to Steve Van Buren, Firespring!) and I engaged myself into the world of social media and the fantastic opportunities on the web.

Just today, I claimed my name via Google; I created a personal profile, and then I even tweeted about it. :-)

Like many, I resisted this approach due to fears about how much time it will take (read: I may disappear into the black hole of web 2.0 for days on end, a worse fate than a weekend marathon of CSI Miami even if I love it!). Ah, but it's productive. OK, it can be. And since I am a business coach after all, I have to practice what I preach and utilize time management techniques to keep myself on track. So far, so good. I spend only a few hours a week thus far and although I have a lot more web presence to build, I am satisfied with the trade off at this stage.

Back to branding of the business. I learned that we service professionals that are also owners/entrepreneurs definitely need to consider whether people are buying the person as much as the business. In my case, they feel they are buying into me, the person but the professional company image is also necessary to lend credibility and helps when working with corporate clients particularly. I've realized I need the critical blend of both, and well frankly I am still learning. Feel free to check out my updated web presence and give me feedback; I appreciate it!

So -- Is it time for you to more intentionally brand yourself or your business? What about your personal brand? Are you sending messages that appeal to your target markets? If you're not sure, ask your clients. Look to your testimonials, and determine what traits appeal to your ideal market. Find ways to emphasize these (match the communication channels to your targets), and rock on!

Spontaneity: Week 9

"Be More Spontaneous." This is something I had been telling myself for years...
Read about Ben Franklin and the 13 traits.

I admit that I used to be kind of controlling and too "A-type" to enjoy ever really being spontaneous. I would try new things pretty easily and I actually like change, but when it comes to leaping right in on the spur-of-the-moment, I didn't used to be capable. I improved over the past few years, but it's still something I would like to get better at.

It may be surprising that a business coach would want to be more spontaneous. But here's the thing: I am so goal-oriented and always thinking of achieving more, that my tendency is never to do anything without analyzing it first. No doubt this has its place, and may even be considered a strength in some context, but we can't really live without some balance. I acknowledged this and allowed my inner wild-child to lead me into things I wouldn't have considered before.

I realized that spontaneity is still purposeful decision-making, but now it goes a lot faster and I've learned to rely on my gut. So maybe on some level, this is really about strengthening my intuition and embracing what comes as a result. Oh, and that includes releasing anxiety about the decision that was made, or worrying about whatever else I could be doing.

It was perfect timing for me this week because I was traveling. My cousin got married and several of us stayed with family instead of at a hotel. True to my old form, I was a little worried this might mean we were completely at their mercy (yes, I wanted to reconnect with family and spend good times with them, but hey, you know), so I rented a car for some flexibility. However, contrary to my usual approach of scheduling everything down to the hour with some contingency planning for good measure, I did NOT check out all the options before going on the trip.

I checked the weather forecast online, installed a GPS/navigation app on my phone, and decided to be fully spontaneous and roll with whatever happened. It was great! We had fun as a family and everything worked out well. We had some good adventures, as well as some nice time for catching up and relaxation. I couldn't have planned it any better. I learned to go with the flow and have a great time, and I am a richer person for the experience.

Organizing: Week 8

Organizing is this week's focus.
Read about the 13 weeks.

It's no surprise that Organizing would show up on a list of traits for personal and professional improvement. Most every person I know feels they would like to improve in this area. While there is probably such a thing as being too organized, it's pretty hard to imagine. Thus, I determined that some focus in this area would be of value for me too!

I listed 4 areas I wanted to address this week:

Processes- I looked at daily, weekly, monthly, quarterly, and annual processes for getting things done, mostly for my business, but I included some personal too. I am one of these people who can get really wrapped up in the details. If time was unlimited, I would enjoy detailed, complex planning and designing of processes. However, obviously I still have a business to run so I had to reign myself in and stick to what was really needed. It's worth noting here that we all need to work with our environments, finding ways to support our natural tendencies wherever possible, so that we can go with the flow. In other words, good processes should provide a supportive structure that allows greater productivity and creativity, using less energy.

Files- I organized my files, straightening some things up, putting some loose papers into folders, etc... I also organized the file and folder structure on my computer. This was mostly the kind of administrative work that office managers and assistants are so good at that makes offices run more smoothly. I also made some back-up files.

Financial- I not only installed and implemented new accounting software which was great(!), I also took a little time to determine what financial-related processes would work best.

Household- I identified several things I wanted to organize in our home, but beyond the basics, this category will wait for the next round of 13 weeks...

I feel that I accomplished some really good things in support of being more organized this week...now it's just a matter of maintaining it!