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.

Yes, but who can read it?

While surfing the net I found two interesting articles...

The first is that Israeli scientists have developed amazing new technology that can store huge quantities of data in a very small area. The example used was the full text of the Jewish Bible (300,000 words) into a dot (0.5 sq mm) - the size of less than half a grain of sugar - click here for more information.

The second article was forwarded to me in a newsletter. This is an interesting "game" to try to determine how your brain works. Do you use your right or left side of your brain more? Check this site to see... I had fun trying to get the dancer to turn clockwise and anti-clockwise. With practice, you might be able to get her to turn in both directions!

Have fun....

Christmas - blessing or curse?

Do you love or hate Christmas? It is such a strange time of year.

On one hand it is a time of joy, happiness, forgiveness and sharing - along with gift giving and shopping, planning, anticipation and STRESS!!

There is so much pressure on people to be filled with love and joy, with heart felt happiness and family and community spirit that it is often hard to find what this time means to each of us, personally.

And it should be a personal experience.

Finding time for our own sense of peace and fulfilment, to reflect on our challenges and triumphs through the year can be bittersweet. So much depends on how we view our successes, and whether we can find the positive in any seemingly negative experiences.

So, some tips for getting the most out of this season: Try this -
Note down the major experiences in your life over the last year.

• What have you gained from each, what have you learned from each?
• Who are the outstanding people you have met, worked with, loved or shared time with over the year?
• How would your life be different if these experiences had not occurred?
• Is there anything you would dearly love to have different? Is there some way you can safely (and legally) bring some of this into existence for you?
• Is there something you could do to help someone else? It is often the simple things that mean the most.

On a practical note - it is a season of indulgence, for those of us lucky to have the opportunities. Take care not to over-indulge! Some tips to help you through...

• Eat smaller amounts - tasting each item of food means you can enjoy variety in your diet without eating too much.
• Drink alcohol and sweet beverages in moderation - make sure that the only drink you drink a lot of is water.
• Get some regular exercise - even if it is only walking up and down stairs or escalators in shops.
• Take time to smile and appreciate the beautiful things around you - it might be something in nature, it might be a floral arrangement in a shop, the way a Christmas tree is decorated or the way some families arrange their Christmas lights in their homes.
• Get enough rest - if this means having a catnap in the afternoon - then do so. Your mood and ability to cope with stressful situations improves when you are rested and refreshed.

To all my readers, I wish you a joyful, peaceful Christmas and festive season, and a wonderful, prosperous and healthy 2008.

Productivity and Efficiency in the Workplace

Ideas for the design of effective procedures so that people will use standardized work practices and improve efficiency.

Possible Procedures....

Sometimes businesses can things just right. Staff follow their procedures to the letter, and customers are not only satisfied, but are impressed.

I recently visited a boutique pub in which staff obviously had extensive training to pour beers in a specific manner. The total procedure consisted of at least 10 steps performed in front of the customer. This was part of the selling point, entertainment and branding for the beer.

It was consistent from repetition to repetition (so if a customer missed a step and wanted to see it again, all they needed to do was order another drink, or wait for someone else to order the same brand of beer). Each brand had slightly different procedures - glasses and place mats used etc. This was an extremely impressive development and delivery of procedures!
Have you ever wondered - "How can I write procedures that people will use?"

Put simply:

• Be clear about what the procedure is for...
• Consult with the users - so you can get it right.
• Define who will use the procedure.
• How much time will they have to use it?
• How frequently will they use it?
• Will staff need supervision?
• Will supervision/assistance be available when required?
• Have all legal requirements been addressed?
• What is the next step and how does it happen?

Think outside the box

Only use procedures when they are important or vital - having too many procedures means that people become overwhelmed and non-compliant.

So, when designing effective procedures that staff WILL use think - Talk, Time, Location, Stuff and Knowledge

• Talk - Consult with the staff that are doing the job
• Time - When staff will use the procedure?
• Location - Where will staff will use the procedure?
• Stuff - Do staff have everything required (all resources) to easily complete the task?
• Knowledge - Provide appropriate training and retraining so staff can easily use the procedures.

If they are still not getting it, the procedure should be reviewed.

Go With The Flow

Have you ever had one of THOSE days? You know - the arsenic day when everything goes wrong? No plan can be realised, no task completed and you end up feeling like a wrung out rag?

I think it is probably more of the norm at this busy time of the year, rather than the exception.

I recently had a whole weekend like that - major time conflicts as I juggled supporting relatives through bereavement, a dear friend's daughter's car accident, family responsibilities, Christmas cheer, entertaining and work. My much anticipated and eagerly awaited dinner party for close friends went from being for a group of 9 on Friday to a nice small gathering with 3 guests three hours ahead of the starting time.

I had plans (and I am an EXPERT planner - have been for years). I imagined a time frame for each item, how it was all going to happen, what obstacles could arise, and I had my wonderful strategies to deal with each potential problem.

Nothing went according to plan, and you know what? It all happened anyway - fairly calmly and smoothly, just not in the way I anticipated.

A number of my friends commented on my ability to stay calm when it is so easy to get lost in the chaos.

I realised that my ability to "go with the flow" was because I have learned not to be completely or totally attached to the outcome of any one thing. I don't really mind how anything occurs as long as the result is to my satisfaction. I know I cannot control everyone and everything - in fact, I'm not so sure that I can control myself 100%. But that's the fun of being human.

So while we are well into the "silly season" and madness reigns during December and January think about what is truly important to you. Do you want to spend time frazzled and tired or having time out for smiles and cheer?

If you want to be able to go with the flow, let go of your expected ideas. Don't hold onto a specific outcome, but focus on the big picture.

Think of the result you want, what is acceptable for you and what moral and ethical boundaries exist for you, and then just "go with the flow."

To all my readers - have a wonderful, safe, healthy and happy Festive Season and a fantastic 2008. Enjoy your moments as they arise they truly are gifts....

How to Improve Productivity and Efficiency in the Workplace

Wondering how to get everyone to do the same thing and have it at the right standard?

Some will, some won't but it is easier to improve efficiency and productivity if you have some flexible, standardised procedures.

Having clear guidelines makes it easier for people to do the right thing. People work differently. So, manage - don't micromanage.

Standardized procedures make things easier and more efficient. Without them, things happen ad hoc, but make the procedures too detailed and specific and it is likely that someone, somewhere will try to take a shortcut and quality control could suffer.

To develop appropriate and easy to use procedures and policies, decide what the essential elements of the task and desired outcome are, then develop systems to assist this.

Quick tips
Base your system on what needs to be done (and why).
Learn how the tasks are done - understanding how people do tasks means that you can make sure that people have all the things they need to get the job done.

Provide feedback loops - checking in on task performance and completion means that you can adjust and/or change any procedure and system quickly - so that it stays practical and efficient.

Allow variation and flexibility - everyone works in his or her own way. Letting people do things as they like (within reasonable limits) means they are more likely to enjoy their work and work more efficiently.

Think BIG picture - it is more important that things get done in the right way, rather than they are done in the right way.

Don't try to control EVERY aspect of work.

A Better Life ...

Dedicated to the memory of LSK.

This blog is to honour someone I don't remember meeting, and to raise a challenge - what more can each of us add to the relationships and meetings we have each day?

I have just been to a friend's father's funeral. I might have met him briefly, but I was probably too busy doing my "stuff" to have used the opportunity to meet such a remarkable, loving and generous man.

People eulogise about the best memories. By all accounts this man lived a remarkable life. He started in a new country with nothing, took lowly and menial jobs at first, building quite a remarkable business life.

But what stood out in the eulogies was his love of his family - he felt he was rich beyond measure because of the love of his family - he was happily married to the same woman for 53 years. They walked around the park holding hands every day until 3 months before he died. He had seven grandchildren - as he said, one for each day of the week. He lined his front steps with flowers to celebrate the birth of each child and grandchild, and every person he met with interest, respect and genuine care and affection. He was known by his employees as the best boss they could ever have, and his word was as good as any binding legal contract.

He did what he said he would do.

Think how much more joyful our lives would be if we could all be a little more like this man.

How to Get Things Done

The age old problem...

Why don't things get done?

There are obviously many reasons why things don't get done. But what about when things that you thought would run smoothly don't? Quite simply this is often because the systems being used are no longer appropriate for the task, and therefore the systems are not used and the task is not completed. There are a number of common reasons why people do not use their systems, and therefore think they are useless.

If you think your systems are useless, ask:

• Are they needed? Systems are sometimes developed for the sake of it, rather than because they are needed.
• Do they serve a specific purpose? There must be a clear purpose for a system to be developed in the first place.
• Are they well designed? Sometimes systems just seem to grow – one person develops a way of doing something (a system) then other people have to use it. This might make it too difficult to use easily.
• Is it easy to use? If a system is straightforward and easy to use, people will use it!
• Who designed it? People are more likely to use a system if they have helped design it.
• Is it still relevant? Review your systems regularly. Things change all the time, and systems should be changed to reflect this – keep them relevant.
• Is it do-able? Make sure all equipment, tools and time are available so that people can use they systems you want them to.
• Is it obvious? It might seem obvious to you, but others might not see it that way. You might need to train others to use the system efficiently.

Non-compliance is sometimes not about people not doing the "right" thing. It might be that it is not the right thing to do.

Whenever you or other people complain that the systems are hopeless - think about the questions listed above.

Remember, systems are there to serve you, not the other way around.

Take control of your systems!

It's Not Only Cows That Get Confused...

It's that time of the year again, and farmers used to complain that cows get confused with milking times.

Daylight savings is starting or finishing in many countries, and businesses and systems that are time dependent are often thrown into confusion.

First there is remembering that clocks are either advanced (start of daylight saving) or turned back (end of it) - and that means all clocks from watches to alarm clocks, electronic devices, mobile (cell) phones etc have to be reset. Many are automatically adjusted, but it is still necessary to check.

It might be disappointing that you cannot tape your favourite television program, but what of other more serious consequences if automated clock changing does not occur?

This was the case at Gatwick Airport in England, when the computerised time change did not occur (as reported in the Daily Telegraph). The scheduled rewind of the computer clocks did not occur, and passengers were inconvenienced and staff stressed when trying to cope with the turmoil. Fixing the problem was more complicated than it should have been, given that we have been living with the notion of daylight saving for over 20 years.

What safe guards and checks do you have in place for your simple, expected changes?

How to Get People to Use Your Existing Systems

Many managers complain that their staff do not use their existing systems - compliance is always a problem.


So, how do we get people to use the systems we have in place?

Put simply:
If we want people to use our systems make sure that they are easy to use. The systems should be appropriate for the task and have some degree of flexibility so that people can enjoy using them (at least in some way). The flexibility might be the order in which things are done, or it might be the manner in which people complete the task. Allow people's individual personalities and preferences to come through.

Why do we need flexibility in systems?
There are three very clear reasons why people don't use existing systems.
1. Not everyone is the same;
2. People don’t do the same thing the same way every time; and
3. It is unlikely that the system CAN be used all the time.

You see, poorly designed, irrelevant, overly complicated and/or rigid systems are likely to be difficult to use and will not reflect the needs of the users.

In designing systems that people are likely to use, is the system
1. Necessary - don't burden them with unnecessary stuff
2. Obvious - to the user not just the designer
3. Appropriate - make it easy to use
4. Relevant - it must serve a sensible purpose
5. Flexible - allow them to enjoy using the system
6. Understood - the purpose, use and application of the system
7. Agreed - design it with the user in mind, talk to them

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