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.

Fresh Start for the New Year

Do you make New Year's resolutions? How long do they last?

New Year's resolutions are a great way of cementing our ideals and goals. But we can be open to disappointment by demanding and expecting too much of ourselves and others on the basis of our resolutions.

Wishes are just that - an expression of hope. Nothing wrong with that - but hopes are not plans, and will not necessarily be realised.

What if we changed our intentions? Instead of making resolutions set in concrete that become too hard to keep once reality sets in and our busy lives help us to lose our focus, what if we could actually hold our space and live our plans?

Choose one or two things that you did last year that you would like do differently this year. It could be anything that inspires or challenges you, such as developing healthier lifestyles or strengthening your commitment to live with integrity and focus in your relationships and work.

Now acknowledge what it is you DO that you KNOW undermine your dreams. How could you do this differently? Would you want to? Could you achieve this yourself? Do you need the skills or assistance of others? And do you know the people you need to help you at this stage?

Finding the REAL answers to these questions will help you to create the environment for REAL change to occur, regardless of the details of your resolutions.

So - good luck with upholding YOUR plans!!!!

Make 2008 the year you learn to Keep your intention strong!

Happy New Year

Hope you had a safe and wonderful festive season.

Are you back in the swing of things yet?

It seems hard to get back into the full routine of the year with sales in the stores, children on holidays and summer in the southern hemisphere. It is easier to go slow - ease back into the year and decide on some arbitrary date to gets things to happen.

One of the things I have noticed over the last ten years or so is that the Christmas-New Year break has got shorter in Australia. Factories and many services used to close for most of December and January. In fact, when I was working in industries and making on-site appointments there was very little to do until the end of January. Not any more.

The world is busy. All nations are competing for the same markets and customers. We have a global economy so our individual trends and behaviours are merging with the dominant (or most profitable) work styles.

So, how do you maintain your individuality? Remember what is important to you, and what it is that you truly enjoy doing. Find out where your skills lie and develop them further. And then, just for the mental stimulation, learn something new. This keeps the mind young and maintains interest in life.