navigating through distractions
DESCRIPTION
A condensed version of the Navigating Through Distractions lesson from Pam Vaccaro for Womenetics Academy attendeesTRANSCRIPT
Session I
Navigate Through Distractions Pam Vaccaro, MA, CSP
2013 Spring Series: Kinetic Breakthroughs for Transformational Leaders
Increasing your ROI!
• 10 %• Listening
to the presenter.
• 20 %• Bringing
information back to colleagues.
• 70 %• Actually
applying the concepts.
?
The Focused Leader
Accountable
Pays Attention Is Focused“Shows Up”
Planner
SustainsAlignment
Value-Based
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 ITSee It
OWN IT SOLVE IT
SEE IT
Bonus APP
3 Qs
When speaking with someone, ask them three questions about what they have said before talking about yourself.
The Three Essentials forFocus Management
Maintaining Focus
Implementing aProcess for Focus
Getting in Focus
Getting in Focus
1. Know your “why” for focus.
2. Be intentional.3. Remove distractions.4. Achieve success.
Choose to Focus
The “Time-Attention-Focus” Perspective
Time
Attention
FocusINTENTION
MOTIVATION
Behavior Retention Habits Productivity
Copyright 2009 Designs on Time Pamela J Vaccaro
Multi-tasking
PROCESS
The “Time-Attention-Focus” Perspective
PROCESS
Time
Attention
Focus
MOTIVATION
Interference
FDD
Interventions Accountability Course Correction
INTENTION TM
“Focus Deficit Disorder”
Behavior Retention Habits Productivity
Getting in Focus
Decide on the importance of the task at hand.
Check for accuracy if you are in a multi-tasking situation.
Reconsider Multi-Tasking
Who? What? When? Where
? Why ? How?
Getting in Focus
One unit of focused time equals 4.5 units of time if the focus is broken.
Consider this loss of time when changing your focus or asking for a colleague’s attention.
Focus Equation: 1=4 ½
Getting in Focus
Short breaks refresh the brain’s ability to focus again more intensely and productively. Walk around your
house/the office. Focus on a pleasant visual. Read for enjoyment. Meditate. Breathe. Yours?
Take “Recess”
Use an odd number
of minutes and “cell phone time” to get participants back from a meeting break right on time.
Focused Meeting Breaks
Getting in Focus
Define you “best” time of day.
Define your “worst” time of day.
Protect this time from distractions.
Collaborate with colleagues on protecting each other’s best time of day.
Use Your Chronobiology
The Three Essentials forFocus Management
Maintaining Focus
Implementing aProcess for Focus
Getting in Focus
Implementing a Process for Focus
Paper vs.“Plastic”? It does not matter how
you do it, but that you do it (planning).
A calendar is not a planner.
Planning involves looking at all the steps to complete the task and scheduling them for execution.
Be a planner
Implementing a Process for Focus
Plan by the week. Adjust daily. As the critical
question—am I in my 20%?”
Setting the Direction for a Focused Week and Day
Implementing a Process for Focus
A snippet of time is a 7-9 minute
time period that occurs periodically during the
day.
Keep a list of snippet tasks.
See them as “gold mine” opportunities.
Do them during day even at “recess.”
Snippets of Time
Implementing a Process for Focus
The 80/20 Theory of Vilfredo Pareto is the
premier guide for focus.
“20% of what we choose to do produces 80% of the results we desire.”
Choose wisely and intentionally to maintain focus.
80/20 Theory
A • Not urgent• Important• High level of gratification• (Often postponed)
D• Not urgent• Not important• Great fun/thoughtless• (Used for procrastination)
B• Urgent• Important• Tension-building• (Gets most
attention)
C. • Urgent• Not important• “Delusional”• (Often unquestioned)
20%
Implementing a Process for Focus
What if I don’t do it?
What if I just do it and don’t whine?
What would change if I applied Think/Question/Negotiate/ Delegate?
20%
80%
The Three-Question Discerning Process for Maintaining the 20%
Plan high priority activities during your best time of day to achieve
“Highest Level of Effectiveness.”
Bonus APP
Use Your Chronobiology
for HLE
The Three Essentials forFocus Management
Maintaining Focus
Implementing aProcess for Focus
Getting in Focus
• Where we want to go.• Futuristic.Vision
• The means by which we intend to get there.• Not our strategic plan.• Now.Mission
• What behaviors we will demonstrate along the way.
• Always.
Core Values
Maintaining focus: controlling distractions
A more accountable way of defining an
interruption and one that puts you in control
would be:“An opportunity to
question my current set of priorities.”
Re-defining “Interruption”
Maintaining focus: controlling distractions
There are basically two things everyone wants
to know plus one special
addition.
What are you going to do for me?
When are you going to do it?
Communicating Priorities
Give an update to reduce stress and increase credibility.
Maintaining focus: controlling distractions
Intentional E-Mail Checklist Have I initiated
something to get my reader’s attention?
Have I made the e-mail really easy for my reader to read and understand?
Have I made it clear what I want my reader to do using the “what and when” rule?
Maintaining focus: controlling distractions
Intentional E-Mail Checklist(continued)
Have I tried to reduce the time my reader will spend on this e-mail?
Have I told my reader how I want him/her to respond to my e-mail?
Have I remembered to use e-mails for a quick update?
Maintaining focus: controlling distractions
E-mail Attention-Getters! Use bullet points to line
item ideas. Use paragraphs. Avoid going under the
line (having to scroll down) if possible.
Use cc: very, very sparingly.
Use salutation, closing, and signature on e-mails.
Maintaining focus: controlling distractions
E-mail Attention-Getters!
Use a verb or action phrase on the subject line.
Use EOM on the subject line.
Use other acronyms — FYI etc.
Avoid the overuse of re: on the subject line.
Maintaining focus: controlling distractions
Spending Less Attention on Your E-mails!
Consider turning off pop up!
Check e-mail frequently, but not constantly.
Do most important e-mails during your best time of day.
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”
Color-Code E-mailsOutlook 2010
Maintaining focus: controlling distractions
Color-Code E-MailsOutlook 2007
Go to “tools.” Go to “Organize.” Select “Using
colors.” Input e-mail
sender/s. Input selected
color. Apply.
Reverse the upside-down agenda.
Address the 20% first. Have a focused line-item
agenda including a time limit and an expected outcome.
Use synthesizing language to keep the discussion focused.
Three Best Quick-Fixes for a Focused Meeting
Focus ManagementMaintaining focus: controlling distractions
Happier Tal Ben-Shahar
Have a sense that they make a difference
Get to use their gifts
Aware of their gifts or strengths