doing things quicker

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Doing things quicker.... ...unblocking yourself from procrastination Don Garford

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Page 2: Doing Things Quicker

Doing things quicker Unblocking yourself from procrastination

Programme

• What is procrastination?• Some common causes of

procrastination• The “side effects” on performance• Some practical techniques for making

the breakthrough

Page 3: Doing Things Quicker

Procrastination

To defer action – be dilatory

A credit card

The thief of time

Page 4: Doing Things Quicker

Procrastination

Solomon and Rothblum, Journal of Counselling Psychology, 1984

....the intentional delay ......

.....to the point of discomfort.

.... in the initiation or completion of important tasks...........

Page 5: Doing Things Quicker

Types of procrastination

• Decisional – not taking the decisions• Behavioural – not doing what

you’ve decided to do• Completion – not “handing in”

even though it’s finished

Functional

Page 6: Doing Things Quicker

A “two minute” conversation – take “1”

When and why?

Turn to the person next to youOutline a recent time when you procrastinated

and what caused you to procrastinate

Page 7: Doing Things Quicker

Common causes of procrastination

I can do it anytime

I’m scared to fail

I don’t like doing it

It’s not urgent

I’m too busy

It’s just so big

Page 8: Doing Things Quicker

Conflict as something “productive”?

none some a lot

Page 10: Doing Things Quicker

The side effects on performance

Low urgencyhigh urgency

Lowimportance

Highimportance

Necessity Productivity

Deception Thoughtlessness

Page 11: Doing Things Quicker

The “urgent” thingWhat the Deming has found about the

quadrantsLow urgencyhigh urgency

Lowimportance

Highimportance

24%

58% 2%

16% 25%

14%

60%

1%

Average organisation

Excellent organisation

Page 12: Doing Things Quicker

What sort of work occupies each zone?

Productive Strategy

ReflectionRelationships

Thoughtlessness Trivia

timewasters

Deception Interruptions

E-mail

Necessity Crises

Deadlines“surprises”

Page 13: Doing Things Quicker

Turn to the person next to you -tell them which box you tend to operate

and how you feel about your work when in that “box”

A “two minute” conversation – take “2”

Which box are you?

Page 14: Doing Things Quicker

What effect does working in each zone have?

Productive In controlMeasured Content

Thoughtlessness Bored

Peripheral“What shall I do today”

Deception Frustrated

Can’t to see the point“Chasing tail”

Necessity Excited/edgy

Scared Burnt out

Page 15: Doing Things Quicker

“Losers tend to escape from their fears and drudgery with activities that are (temporarily) tension relieving.

Winners are motivated by their desires toward activities that are goal-achieving”

Denis Waitley

The side effects on performance

Page 18: Doing Things Quicker

12 ideas for unblocking yourself

3 ideas about things you can do

3 ideas about “performance management”

3 ideas about the way you think

3 ideas aboutplanning

Page 19: Doing Things Quicker

3 ideas about the way you think

• Imagine you are yourself tomorrow• Replace “fear of failure” with

learning• Recognise the task may take you

somewhere new

Page 22: Doing Things Quicker

Recognise the task may take you somewhere new

Anxiety zone

Learning zone

Comfort zone

Page 23: Doing Things Quicker

3 ideas about planning

• Decide what really matters• Decide what you can actually do• Decide when to do it

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Decide what really matters

“Things that matter most must never be at the mercy of things that matter least”

Page 27: Doing Things Quicker

3 ideas about “performance management”

• Appoint an accountability officer• Have a “reward” or

“consequences” ready• Make a commitment to someone

else

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Consequences or reward

Page 31: Doing Things Quicker

3 ideas about things you can “physically” do

• Think on paper• Gather all your ingredients• Give it 5 minutes

Page 33: Doing Things Quicker

Gather all your ingredients

Page 34: Doing Things Quicker

Give it 5 minutes

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And don’t forget your own attitudes

The “response factor” model

Capacity for change

Comfort with

change

Page 36: Doing Things Quicker

Response factor model The “types”

Overwhelmed

BSer Learner

Entrenched

Comfort with

change

Capacity for change

Page 37: Doing Things Quicker

Response factor model Their fears

Overwhelmed

BSer Learner

Entrenched

Being left behind

Not learningRevelation

of truth

Uncertainty of the future

Page 38: Doing Things Quicker

Response factor model Behaviour in transition

Overwhelmed

BSer Learner

Entrenched

Withdraw

Active engagementAggression

Clinging to past

Page 39: Doing Things Quicker

Response factor model Motivating each type

Overwhelmed

BSer Learner

Entrenched

Close supervisionSafe workForced

self-awareness

Latitude“Air time”

Strong assignments

Help and supportProvision of a

safe environmentMini-challenges

UnderstandingCoaching and straight talk

Phased in work

Page 40: Doing Things Quicker

Turn to the person next to youDiscuss what we’ve covered

Tell them what your taking away and why?

A “two minute” conversation – take “3”

What does it all mean for me?

Page 41: Doing Things Quicker

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