navigating through distractions - chicago
TRANSCRIPT
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Session I
Navigate Through Distractions
Pam Vaccaro, MA, CSPPam Vaccaro, MA, CSP
2013 Spring Series: Kinetic Breakthroughs for Transformational Leaders
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This handout is a reduced version of the full PowerPoint used during the 3-hour program.
Activities we will complete during the program are displayed with this icon.
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.
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The Focused Leader
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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
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The Focused Leader
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“I was so busy all day, but….”
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The Focused Leader
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Time
Attention
FocusINTENTION
MOTIVATION
Behavior Retention Habits Productivity
Copyright 2009 Designs on Time Pamela J Vaccaro
Multi-tasking
PROCESS
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PROCESS
Time
Attention
Focus
MOTIVATION
Interference
FDD
Interventions Accountability Course Correction
INTENTION TM
“Focus Deficit Disorder”
Behavior Retention Habits Productivity
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For the Focused Leader
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1. Choose to focus.2. Reconsider multi-tasking.3. Remember 1= 4 1/2.4. Take recess.5. Use your chronobiology.
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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.
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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?
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What is multi-tasking?
When is it ok?
When is it not ok?
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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.
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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?
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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.
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For the Focused Leader
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The Focused Leader
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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
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Long-Term Plan based on Mission-Vision-Values
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Mind Mapping
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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
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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
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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.
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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.
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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%?”
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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.
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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%
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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%
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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.”
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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
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For the Focused Leader
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The Focused Leader
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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.
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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.”
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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.
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E-mails I/we don’t mind receiving:
E-mails I/we really dread getting:
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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?
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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?
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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.
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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.
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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.
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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.”
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Meetings we don’t mind attending:
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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.
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Happiest People
• Aware of their____________.
• Get to _____ them.
• Have a sense that they ______________.
Happier by Tal Ben-Shahar, Ph. D.
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Question
“How will I feel if I don’t (fill in the blank)?”
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• 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
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• 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