Manage v/s Micromanage

Imagine a workplace with a number of staff being micromanaged.  In the extreme this would mean that the manager has to fix the photocopier EVERY time it jammed, or at the very least would have written the step-by-step procedures followed in minute detail.

We often complain about the difficulties in managing our staff, our work, our children, our partners - in fact, everything in our entire rich and chaotic lives.

But - do we have trouble managing or are we stuck trying to micromanage?

Micromanaging means that we are acutely aware of every change in the details of things - regardless of what those changes are, and we try to control every single one of them!

You know you are micromanaging if:

• You are always "on call"
  
• Your open door office is never closed
  
• You can't focus on your work because you are doing everyone else's
  
• You are the bottleneck in the productivity flow.
  

If you find that you are micromanaging - try these simple steps:

• Think BIG picture
  
• Remember what your true role (and worth) is
  
• Clarify and communicate how you best serve your organisation
  

Remember - by micromanaging your are stopping EVERYONE from shining.  You cannot do your best, and nor can they. 

Improve your memory and reduce stress by doodling

Have you ever watched someone doodling while they were in a meeting or on the phone and thought that they weren't paying attention?

I was reading Dr Dave Hnida's blog and came across his post about a study from the journal, Applied Cognitive Psychology, that found doodling may improve concentration.

He wrote, "People who daydreamed during boring meetings, classes and phone conversations, actually retained less of what was going on around them."

Doodling may also have an added benefit of being a stress-beater. It was also suggested that doodlers tend to be more organized than day-dreamers.

Some famous doodlers include US Presidents, John F. Kennedy and Barack Obama. The only downside might come from leaving one's doodles in a place where others can see them.

Dr Hnida concludes, "...doodles...offer insight into personalities; some of the most common doodles include circles which indicate self-protection; arrows show a strong personal drive; and boxes reveal the mind of a logical organized person."

So the next time you feel like doodling during a meeting or phone call, don't hold back! It may be just the thing to remember a key point and in turn help you regain Calm from Chaos.

Find doodle interpretations take a look at Dr. Dave Hnida's blog.

Taking Responsibility

President Barack Obama in his inaugural address said "What is required of us now is a new era of responsibility - a recognition, ... that we have duties to ourselves, our nation, and the world...."

Many people and organisations are talking about taking appropriate responsibility - particularly in light of the current number of corporate collapses. We are asking how did this happen, and who is responsible - the Government, the CEO, the Board of Directors? The list is long ...



It seems to me that many of us believe that we are taking responsibility, but we are kidding ourselves. We go through the motions of taking responsibility, but don't follow through.

For example, many of us know the consequences of over indulgence - but we continue to over indulge. We don't follow the exercise programs we know help to maintain our health, and live lifestyles that are potentially more damaging than supportive. If we seek medical attention when we are sick, but do not take the medicine as prescribed, or complete the exercise program, are we truly taking responsibility?

Our reasons for not taking full responsibility are varied:

• The task might seem too hard,
• We might lack the necessary resources,
• We might have other responsibilities,
• We might be distracted, or
• We might just want a break.

I believe that one of the differences between elite performers - whether they are athletes, business people or world leaders is their ability to take appropriate responsibility - they own their roles in life and do not shirk away from them. They do not fill their time with other peoples' responsibilities - they know how to delegate, and how to stay true. They focus on the big picture and remember that the details are important to achieve success.

This ability to accept full and appropriate responsibility is a true gift. If it doesn't come naturally to you it can be learned.

In Summary:
Next time you find yourself avoiding completing a task, ask:
Who is responsible? Do it or Delegate.
When is it due? Acknowledge and Agree.
What is required? Source and Resource.
How will you know when it is completed appropriately? Refine, Report and Record.

Remember to consider the appropriateness of every step.

PR: wait... I: wait... L: wait... LD: wait... I: wait... wait... Rank: wait... Traffic: wait... Price: wait... C: wait...

Thank You

I would like to thank ALL fire fighters (professionals, full-time, part time and volunteers) who put their lives at risk to protect the rest of us.

I would also like to thank ALL emergency service workers who do the most amazing work.

They are often our unsung heroes.

Bless you all.

TED@Palm Springs

Last week I had the honour of attending the TED 09 Conference in Palm Springs, California - a simulcast of the live event held for the first time at Long Beach California.   Exhausting and refreshing at the same time!

TED conferences have something for everyone - great minds, fantastic ideas and brilliant conversations in the friendliest of environments.  We could rub shoulders and share time with people from many different backgrounds, ideologies and countries.  Please go to the TED website and find some talks that interest you.  My favourites are those that push my boundaries - my understandings of technology, human endeavours and social responsibility.

One thing I found unsettling though, is that I didn't find out about the truly tragic massive bush fires in Victoria, Australia until my son told me over the phone the following day, and on my return Qantas flight to Sydney two days later.  It amazed me at how insular we can be despite modern technology and living virtually 24/7.

My goal for this year - stay in touch with the people and things  that matter to me, while being open to new experiences and new connections.

Time Versus Money

Have you heard the saying - if you have enough time you won't have enough money, and if you have enough money, you have the time?

Time and money are both forms of currency - and in this tough economic climate we will have to carefully consider both.

I have often said that if you throw enough money at a problem - at ANY problem - the problem will go away.  It will be solved.  

This is particularly true for problems that need a concrete, material solution.  Virtually all other problems will need either time or money spent on them to find the best solution.  We can find solutions quickly if we pay for them, but if we don't have the necessary funds we need to be creative to find effective solutions.

To help you find solutions without spending more money, consider:

What has worked in the past?

Will it work now?

What else could you do?

Where can you get new inspiration?

In Summary:

Thinking outside the box will help you find new solutions.

Learn the difference between being able to solve a problem, and learning to cope with it.

Productivity Tips No. 1

From time to time I will post some productivity tips - things to assist us to get more from our busy lives. Here is Tip No 1.

Enjoy what you do...
How many times have you dragged yourself painfully through tasks - struggling to finish, and begrudging every moment "wasted"?

I recently had a conversation with a colleague who mentioned breaking her golden rule of not working on weekends. She was happy to spend extra time on a project with a tight deadline because she thoroughly enjoyed what she was doing and was excited by the project. In fact, she had energy to burn and completed other tasks as well.

Do you enjoy your paid and unpaid work?
How can you make your work fun?

In Summary:
People go the extra mile when they enjoy the task.
Think of ways to make your work fun.
Mix it up and break it up.
Play music you enjoy - get up and dance for a change.
Reward yourself and your staff when they achieve a milestone.
Watch your productivity soar.

Tips to Help You Survive the Fesitve Season

Many of us find the festive season stressful and this can push us from being effective and productive to feeling dreadful.
We may have to spend time with people we don't like, fit in with someone else's idea of a good time, be out of our daily routine and familiar environments, and have increased financial burdens - all of which can add to the chaos.

If visiting your family drives you crazy - think of these things:

• They are remembering who you used to be. Your parents, older siblings and other relatives remember when you were a dependent, helpless baby. They may not see your current maturity and capabilities.
• We choose our friends, and sometimes just tolerate our relatives. To cope with this, think of some fun times in the past, something funny or find something helpful to do to get away from them - for example, cleaning the kitchen or tidying the garden.
• You have a choice about what you talk about and how you respond to others. Old patterns are just that - OLD.
• Your attitudes and beliefs may have evolved away from those of your family. Family traditions shape our personalities and memories. Stepping back into them can show us how far we have come, and we might miss them if they were no longer here.

Wishing you all a wonderful festive season and a fantastic 2009.

Keep It Simple

I hate jargon and legalese - I think it just confounds communication.

When preparing reports it is crucial that important information is conveyed in the best way for the audience to understand it. There are times when jargon is appropriate, but it should only be used when everyone involved in the conversation, in reading the report, or accessing the information can understand the jargon used.

The more important the information is the more important it is to say it right for your audience.
Make sure that your reports reflect their purpose and your audience. Include evidence and research when it is required. If you want people to take action make your points clear and simple so they will know what they need to do.

One of my clients recently received a report from their local Council following a fire safety inspection. In the report were phrases like:

"The premises has such pipes and miscellaneous services rising through the building which penetrate fire resistive building elements ...." And

"The rear ground floor final exit door and door in a path of travel to rear ground floor exit are not provided with a single handed downward action latching device, these omissions will negatively impact on the ease which persons evacuate the building in an emergency"

These points referred to an independent business in the same building, not to my clients' business. And the points were obviously important but were too confusing to understand.

If you have something to say, Keep It Simple.

In Summary

• Keep your language appropriate to your purpose.
• Sometimes it is necessary to use formal language.
• Consider using simple, clear points.
• Provide summaries to list Action and Focus points.
• Keep it simple for maximum clarity.

Do you keep losing things?

Some people are truly well organised - all of the time. Many of us are organised some of the time, but not at other times, and then there are the blessed group - those who are organised all of the time. We might have other less flattering terms for them, and I think they are a minority. However, there are definite benefits for being orgnanised - life will just flow, and we will be more efficient and can save a lot of time, and maintain our calm.

If you keep losing things - such as keys, notebooks or diaries, personal planners, cell phones etc. consider these quick tips:

• Decide a location for these items that makes sense to you
• Put these things in the same place - religiously.
• Make sure other people using these things follow the same pattern.

For example:

• Put keys in a dish, on a hook, on a lanyard and have coloured keys or key rings for identification
• Have extra copies of important keys - keep them in safe places and give a set of keys to a trusted friend or relative
• Engrave your mobile (cell) phone number onto your key ring and other items you might misplace
• Charge your mobile (cell) phone near your keys
• Keep your mobile (cell) phone in same part of your desk, office, house when not used
• Place car park tickets and access cards in the same place EVERYTIME (part of clothing, wallet, handbag)
• Park your car in or near the same part of a car park.
• Take note of your car park bay number and floor (level)

In Summary:
Put things in the same obvious place all the time
Small items are best placed close to where they are used
Have a coding system for different items (colour, size, style)
If you share items, discuss with the others and actively agree with them where to store the items.

Are You Technologically Challenged?

I admit it. It takes me a while to learn new technology, and I tend to learn it on a "needs to know" basis. What I mean is that only learn the features and functions that I need - not all that are offered. And even this can be a challenge... although I occasionally surprise myself by intuitively getting it right!

Much as women might read the manuals, maps and ask for directions and men tend to just get on with it - there are times that reading manuals is too hard. The add-ons, upgrades and special features are great if it is what you need, but confusing if you don't.

Here are some tips to assist you in choosing the next level of technology you buy, hire or desire...

Don't panic -

• Decide what you want technology to do, and what you want to continue to do.
• Think about what you really need. What is it for?
• How will you use it? Will you use it?
• Do you need the latest for your work or your image?
• Don't just buy new technology because it is the latest thing - unless it offers you something you would frequently use.
• Actively choose what technology you want to use - this makes it easier to learn to use it and you are less likely to buy unwanted or unnecessary "fads".
  

Remember:
Everyone has to learn how to use new things
Few people really understand All the intricacies of rapidly changing technology, but most manage what they need.
Decide if you REALLY need anything new.
Over time your needs and expertise change, and you might learn to use some of those pesky extra features!

Hey - Do You Use Lists to Help You Get Organized?

Whether you are organizing a BIG event - like your Wedding or something smaller like an office get together or a kids party Writing Lists can help to stay on top of everything - guests, ornaments, flowers, venues, entertainment, catering, decorations, clothing etc.

Do you use the lists you write?
If you do, keep writing lists. This can help you cement your thoughts.
Everyone is different. How you use your lists is as individual as you....

So consider these points:

• Choose how you write them - they are an expression of your individuality.
• Some people use lists just by writing them - they never look at them again.
• Decide how frequently you want to write a list - it might vary depending on the purpose (daily, weekly, monthly, even annually or task related. )
• Lists can clarify your thoughts around meetings, projects etc.hey can help other people stay on track.
• Make sure the lists are easy for others to use if necessary.
  
• Keep copies of important lists.

Here are some tips for writing lists:

• Keep them simple, focused and in one place.
• Make sure you use every list you write.
• Ticking items off a list is not mandatory.
• Lists without actions are a waste of time and energy!

Where do you get your inspiration?

Inspiration can come from anywhere. Often it is from the most unexpected sources.

I believe that if we follow a series of songs by the same band, or watch a series or some episodes from a television show we can see the bigger picture of their offering. For bands, it might reveal a constant theme through their work - such as The Beatles writing songs about love - looking for love, finding love and losing love. Other bands have themes of empowerment, freedom or identity (such as Green Day). The main theme becomes clearer when listening to their music "in saturation" - such as an anthology, or a series of albums one after the other.

Similarly, watching television series on DVDs - so that we can see a complete season without advertisements can make the central theme clearer and stronger - more so if we watch a few seasons of the same show after each other. It might seem a bit excessive, but great writing and acting can be inspirational.

I really enjoyed watching "The West Wing" on DVDs - pity the show ended. In the early episodes many characters would walk into each other's offices and be met with the line "What can I do for you?" or "What do you need me for?" This was a way of streamlining office discussions and building efficiency into busy schedules.

It might be simplistic but I believe that good writing, great expressions can build clarity and direction into how we might view the world and how we exist in it. Maybe we can learn a lot from television shows...

What is Integrity?

The word integrity is used a lot these days. It is almost bandied about. But what is it? What happens when a major corporation collapses, when governments make decisions that we don't like, or even when friends and partners act in a way that hurts us, that we could consider to be of low moral value or integrity?

Integrity obviously differs from one person to the next. We talk about someone being "of integrity", meaning that they hold similar (or the same) values as we do. But each of us has our own individual understanding of this. We are working from our perceptions and experience of our world and everyone and everything around us, as well as our own sense of self. And so are they.

Yes, everyone is in their own integrity, all the time.

When someone makes a decision that is not what we like - that does not match our beliefs and values, or when they act in some way that is counter to what we would do, we get hurt, disappointed or annoyed and angry depending on our relationship with them. It becomes easy to fall into the blame game.

What is really happening is that they are still behaving according to their views at the time - they are within their integrity in the moment, and it might just be that their integrity is different to our own.

So perhaps we could check whether their integrity is aligned to ours when we consider going into an important relationship or agreement with someone else.

Celebrate the World

Feel like some really stimulating web material and brain food?- visit TED

Have you heard of Pangea Day - where and when short films link the world? - visit www.pangeaday.org

Are You Too Distracted to Pay Attention?

We all do it. Rush around madly trying to finish something in a hurry.

I have a home office, so for me, it is often the last minute tidying before an important meeting with a client, or before visitors arrive. In this haste, I often just throw things into a room, to get them out of public view. It doesn't matter how important these items are - I am in a hurry and just do the "dump and run."

Nothing wrong with that - it gets the job done, but, because I am distracted - thinking about what is happening next, I do not focus or pay attention to what I am doing, where I am putting things. Then, I have trouble finding what I moved in haste. What was obvious is now hidden and no amount of retracing my steps will assist me to find the missing items...

And so it goes on....

Does this happen to you? Does distraction prevent you from paying attention to essential details and information?

Try to be present with each task as you complete it. Try giving your undivided attention to what you are doing in the moment...

This will increase your feeling of being organised, in control and on top of things, as well as giving greater calmness and order to everything you do, allowing you to savour every moment.

Tips to Help You Improve Your Concentration

We all have difficulty concentrating at times. Sometimes it is because what we are doing is boring, tedious or too repetitive - other times it might be because we are tired. Think about when you were really interested in something. Did you have trouble concentrating on that?

If your life depending on something, would you manage to concentrate?
So the challenge really is to maintain our focus and concentration when we have to, but don't want to. Think of a time you could concentrate easily. What did you do, and how did you do it? What could you do now that would help you use the techniques you used then?

Here are some more tips to aid concentration:
Set up a routine helps - just as students get into a study routine to help them concentrate and complete their assignments and study.
Some people like to do exercise - either team or individual sports. Make it something you enjoy.
Get enough sleep and take some time out for relaxation.
Consider a personal trainer or joining a gym.
Try yoga, meditation or even a martial arts discipline.
Try reading a book, doing crossword puzzles, sudoku, playing bridge, chess etc.
Enjoy what you are doing - IN THE MOMENT. This helps you to concentrate.
Match your goals to your values - this helps you to concentrate and achieve your dreams.
Try to make what you are doing fun.
Enjoy what you are doing - this helps concentration!

In Summary:
Set goals - be committed to what you are doing.
Maintain a healthy life style - eat wisely, avoid stimulants (drugs, alcohol, caffeine, chocolate). Get adequate sleep.
Keep the same routine to get into the habit of concentrating.

Developing Useful Systems

Using appropriate systems assists efficiency and order and can create calmness and productivity.

The difficulty is getting people to use systems consistently. If the system is sensible, practical and obvious - it is more likely to be used.

We are all familiar with systems that DON'T work! One of my favourites is a sign to designate a "no-go" zone for off-leash dogs in the middle of a huge off-leash area in a public park. There is a small metal plaque set into the ground that indicates this "no-go zone". Do they think that dogs can read and change their play based on a picture?

So the question is: How can I get staff to take my systems seriously?

If people understand why a system exists they are more likely to use it.
Make sure all systems are necessary
Ensure the systems are reasonable for the users
Keep them simple
If the systems are mandatory clarify their purpose to the users
Systems exist to bring efficiencies - not to control people
Are the systems current or "just there from before"?
Are there easier or better ways to guide staff?
Are they relevant?
Do they reflect staffs' actions?

In Summary:
Understanding brings acceptance.
Use the KISS principle (Keep it simple, straightforward)
Clarify the purpose of the system
Review and revise systems NOW!
Systems should be relevant and appropriate

Following these steps will help you develop systems that people will value and use.

Winning Friends

How we do everything we do counts. Our past beliefs and behaviours can shape our current work and relationships.

I recently heard an interview discussing why one politician (Dr Brendan Nelson) became leader of the Liberal Party in Australia after the recent elections rather than another politician (Malcolm Turnball).

The comment was that Dr Nelson (who trained and worked as a medical practitioner) was collaborative, took issues to the party room and discussed these issues with members of the party. Mr Turnball on the other hand tended to make his own decisions - and he was a very successful businessman prior to pursuing a political life.

It struck me that these men continued with the styles of management and interaction that best suited their previous work experiences. A medical practitioner HAS to tread carefully, collect information (knowledge and training) and research (test results, reading) so that they can make the correct diagnoses and provide the best treatment for their patients - a wrong decision can affect life and limb. A businessman has to make decisions quickly, act on them immediately and repair the problems once they become apparent - and a wrong decision can cost dearly.

Both used a personal and management style that reflected their past work experiences and preferences, and both add greatly to their worlds. In different contexts their individual styles and preferences can be varyingly successful.

What is your style and approach? Does it serve your current goals and purpose, or does it hinder your outcomes?

Fresh Start for the New Year

Listen to this post HERE.