navigating through distractions - chicago

Session I

Navigate Through Distractions

Pam Vaccaro, MA, CSPPam Vaccaro, MA, CSP

2013 Spring Series: Kinetic Breakthroughs for Transformational Leaders

This handout is a reduced version of the full PowerPoint used during the 3-hour program.

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The full version of the program’s PowerPoint will be available after March 14.

Go to: “Womenetics Linked In” page. Request to join the “Academy” group. The PowerPoint will be there.

The Focused Leader

Adapted from Partners in Leadership, LLC Oz Principle

We live above the line when we take accountability for our actions, problems, and direction alone or as an organization.

DO ITDO ITSee It

OWN ITOWN IT SOLVE ITSOLVE IT

SEE ITSEE IT

?

The Focused Leader

“I was so busy all day, but….”

?

?

The Focused Leader

Time

Attention

FocusINTENTION

MOTIVATION

Behavior Retention Habits Productivity

Copyright 2009 Designs on Time Pamela J Vaccaro

Multi-tasking

PROCESS

PROCESS

Time

Attention

Focus

MOTIVATION

Interference

FDD

Interventions Accountability Course Correction

INTENTION TM

“Focus Deficit Disorder”

Behavior Retention Habits Productivity

For the Focused Leader

1. Choose to focus.2. Reconsider multi-tasking.3. Remember 1= 4 1/2.4. Take recess.5. Use your chronobiology.

Getting in FocusGetting in Focus

1.1.Know your “why” for Know your “why” for focus.focus.

2.2.Be intentional.Be intentional.3.3.Remove distractions.Remove distractions.4.4.Achieve success.Achieve success.

Getting in FocusGetting in Focus

Decide on the importance of the task at hand.

Check for accuracy if you are in a multi-tasking situation. Who?Who?

What?What? When?When? Where?Where? Why ?Why ? How?How?

What is multi-tasking?

When is it ok?

When is it not ok?

Getting in FocusGetting in Focus

One unit of focused time One unit of focused time equals 4.5 units of time equals 4.5 units of time if the focus is broken.if the focus is broken.

Consider this loss of Consider this loss of time when time when

changing your focus changing your focus or asking or asking

for a colleague’s for a colleague’s attention.attention.

Getting in FocusGetting in Focus

Short breaks refresh the Short breaks refresh the brain’s ability to focus brain’s ability to focus again more intensely and again more intensely and productively.productively.

Walk around your Walk around your house/the office.house/the office.Focus on a pleasant Focus on a pleasant visual.visual.Read for enjoyment.Read for enjoyment.Meditate.Meditate.Breathe.Breathe.Yours?Yours?

Getting in FocusGetting in Focus

Define you “best” Define you “best” time of day.time of day.

Define your “worst” Define your “worst” time of day.time of day.

Protect this time Protect this time from distractions.from distractions.

Collaborate with Collaborate with colleagues on colleagues on protecting each protecting each other’s best time of other’s best time of day.day.

For the Focused Leader

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The Focused Leader

Focus ManagementImplementing a process for focus

Practice effective planning strategies:

1. Be a planner.

2. Plan by the week.

Adjust by the day.

Discern hourly.

3. Apply the all important 80/20 rule in all planning decisions.

4. Use “snippets of time.”5. Apply the HLE principle.

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The Focused Leader

Long-Term Plan based on Mission-Vision-Values

Mind Mapping

Mind Mapping Mind Mapping is a form of

brainstorming, but much

more focused. Use Mind

Mapping before a “project”

to generate tasks for Excel

or PM software.Smartdraw.com

MindJet.com

Name of Project current week upcoming3/11/2013 3/18/2013 3/25/2013 4/1/2013 4/8/2013 4/15/2013

tasks for wk tasks for wk tasks for wk tasks for wktasks for wk tasks for wkTaxes x Copies to CEO Revise Finalize Send to Jane Yeah-done!Leadership Article Draft Final Copy E-mail Completed x Call writerWomentics Program 3/14 Chicago x Follow-up

Company Celebration Mind Map/Excel Contact site Order food Confirm Revise Celebrationattendees plan

Sample Use of Excel for Project Management

Excel is one of the best Excel is one of the best and simplest tools to and simplest tools to line item “projects” of line item “projects” of any kind. This activity any kind. This activity forms the basis for forms the basis for

planning by the week.planning by the week.

Implementing a Process for Focus Implementing a Process for Focus

Paper vs.“Plastic”? Paper vs.“Plastic”?

It does not matter It does not matter how how you do it, but you do it, but thatthat you you do it (planning).do it (planning).

A calendar is not a A calendar is not a planner.planner.

Planning involves Planning involves looking at all the steps looking at all the steps to complete the task and to complete the task and scheduling them for scheduling them for execution.execution.

Implementing a Process for Focus Implementing a Process for Focus

Plan by the week.Plan by the week. Adjust daily.Adjust daily. Discern hourly. Discern hourly. Ask the critical Ask the critical

question— “Am I in my question— “Am I in my 20%?”20%?”

Implementing a Process for Focus Implementing a Process for Focus

The 80/20 Theory of The 80/20 Theory of Vilfredo Pareto is the Vilfredo Pareto is the

premier guide for focus.premier guide for focus.““20% of what we choose 20% of what we choose to do produces 80% of the to do produces 80% of the results we desire.”results we desire.”Choose wisely and Choose wisely and intentionally to maintain intentionally to maintain focus.focus.

A A •Not urgentNot urgent•ImportantImportant•High level of gratificationHigh level of gratification•(Often postponed)(Often postponed)

DD•Not urgentNot urgent•Not importantNot important•Great fun/thoughtlessGreat fun/thoughtless•(Used for procrastination)(Used for procrastination)

BB•UrgentUrgent•ImportantImportant•Tension-buildingTension-building•(Gets most (Gets most attention)attention)

C. C. •UrgentUrgent•Not importantNot important•““Delusional”Delusional”•(Often unquestioned)(Often unquestioned)

20%

Implementing a Process for Focus

What if I don’t do it?What if I don’t do it? What if I just do it and don’t What if I just do it and don’t

whine?whine? What would change if I What would change if I

applied applied “Think/Question/Negotiate/D“Think/Question/Negotiate/Delegate?”elegate?”

20%20%

80%80%

The Three-Question The Three-Question Discerning Process for Discerning Process for Maintaining the 20% Maintaining the 20%

Implementing a Process for Focus

A A snippet of time snippet of time is a 7-is a 7-9 minute 9 minute

time period that occurs time period that occurs periodically during the periodically during the

day.day.

Keep a list of snippet Keep a list of snippet tasks.tasks.See them as “gold See them as “gold mine” opportunities.mine” opportunities.Do them during day Do them during day even at “recess.”even at “recess.”

Plan high priority activities Plan high priority activities during your best time of during your best time of day to achieve day to achieve

““HHighest ighest LLevel of evel of EEffectiveness.”ffectiveness.”

Implementing a Process for FocusImplementing a Process for Focus

Use Your Use Your Chronobiology Chronobiology

for HLEfor HLE

For the Focused Leader

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The Focused Leader

1.1. Re-define interruption.Re-define interruption.

2.2. Reduce “clutter.”Reduce “clutter.”

3.3. Remember the two things everyone wants Remember the two things everyone wants to know plus 1.to know plus 1.

4.4. Create focused e-mail habits and routines.Create focused e-mail habits and routines. Getting your e-mails more attention.Getting your e-mails more attention. Spending less attention on your e-mails.Spending less attention on your e-mails.

5. Create focused meetings.5. Create focused meetings.

A more accountable A more accountable way of defining an way of defining an

interruption and one interruption and one that puts you in control that puts you in control

would be:would be:““An opportunity to An opportunity to

question my current set question my current set of priorities.”of priorities.”

There are basically two things everyone wants to know plus one special addition.

What are you going to do for What are you going to do for me?me?When are you going to do it?When are you going to do it?Give an update to reduce Give an update to reduce stress and increase stress and increase credibility.credibility.

E-mails I/we don’t mind receiving:

E-mails I/we really dread getting:

Have I initiated Have I initiated something to get something to get my reader’s my reader’s attention?attention?

Have I made the e-Have I made the e-mail really easy mail really easy for my reader to read for my reader to read and understand?and understand?

Have I made it clear Have I made it clear what I want my what I want my reader to do using the reader to do using the “what and when” “what and when” rule?rule?

Have I tried to reduce Have I tried to reduce the time my reader the time my reader will spend on this e-will spend on this e-mail?mail?

Have I told my reader Have I told my reader how I want him/her to how I want him/her to respond to my e-respond to my e-mail?mail?

Have I remembered Have I remembered to use e-mails for a to use e-mails for a quick update?quick update?

Use bullet points to Use bullet points to line item ideas. line item ideas.

Use paragraphs. Use paragraphs. Avoid going under the Avoid going under the

line (having to scroll line (having to scroll down) if possible. down) if possible.

Use cc: very, very Use cc: very, very sparingly.sparingly.

Use salutation, Use salutation, closing, and signature closing, and signature on e-mails.on e-mails.

Use a verb or action Use a verb or action phrase on the subject phrase on the subject line.line.

Use EOM on the subject Use EOM on the subject line.line.

Use other acronyms — Use other acronyms — FYI etc.FYI etc.

Avoid the overuse of Avoid the overuse of re:re: on the on the subject line.subject line.

Consider turning off Consider turning off pop up!pop up!

Check e-mail Check e-mail frequently, frequently, but not constantly.but not constantly.

Do most important e-Do most important e-mails mails during your best time during your best time of day.of day.

Color-Code E-mailsColor-Code E-mailsMaintaining focus: controlling distractionsMaintaining focus: controlling distractions

2010 2007 Go to “tools.”Go to “tools.” Go to “Organize.”Go to “Organize.” Select “Using colors.”Select “Using colors.” Input e-mail sender/s.Input e-mail sender/s. Input selected color.Input selected color. Apply.Apply.

Open Outlook. Click “View Tab.” Click “View Settings.” Click “Conditional Formatting.” Add “Type in a name” font. Choose color – or font changes. Click “OK.”   Click “Condition “ in From field put in names you want to apply this color coding to and click “Okay.”

Meetings we don’t mind attending:

Maintaining focus: controlling distractions

Reverse the upside-down Reverse the upside-down agenda.agenda.

Address the 20% first.Address the 20% first. Have a focused line-item Have a focused line-item

agenda including a time agenda including a time limit and an expected limit and an expected outcome.outcome.

Use synthesizing Use synthesizing language to keep the language to keep the discussion focused.discussion focused.

Happiest People

• Aware of their____________.

• Get to _____ them.

• Have a sense that they ______________.

Happier by Tal Ben-Shahar, Ph. D.

Question

“How will I feel if I don’t (fill in the blank)?”

• Identify and eliminate the obstacles to innovation

• Understand the business growth cycle

• Incorporate the four types of innovation

• Establish success metrics for innovation

• Construct effective schemes to introduce new ideas to stakeholders

• Recognize individual innovation thinking patterns

• Create a business culture where innovation is a consistent practice

Presenter

Susan Reed, Founder and CEO of EdgeDweller, Inc

Session II: Build Your Innovation Net Worth:

April 19, 2013

For tickets visit: womenetics.eventbrite.com

Master the Art & Science of Innovation and Move Business Forward

• An Integrative, holistic approach to strengthening leadership skills through the mind, through meditation, food nutrition and physical activity.

• A simple lesson in how the brain is organized to help you optimize leadership functions.

• The cutting edge science behind how meditation can optimize executive function.

• Basic lifestyle tools, tips and techniques to strengthen brain function and stimulate new brain circuitry

Presenter

Dr. Pamela Peeke, MD, MPH, FACP

Session III: Lead from your Core to have Zenith Impact

May 10, 2013

Prepare Your Mind, Body and Spirit To Conquer Leadership’s Challenges