The Basics of Anything

Tips on Conquering Procrastination – Think Positively

admin — Sun, 05 Feb 2012 05:52:13 +0000

To get work done you need to have a positive attitude to it. If you approach any task with the attitude that you don’t want to do it, or you think it is boring or you hate it, you will not do it well and it will take a lot longer to do. You will constantly be thinking of ways not to do it rather than getting on with it.

Having a positive attitude can affect all aspects of your work. Angela, one of a pool of secretaries to middle managers in a large retail company, considered her job boring and disliked the environment she worked in. Her work was satisfactory but she always handed it in just before any deadline because she kept putting it off. Her bosses found her attitude irritating and disliked having to phone her constantly to make sure the work reached them in time.

A friend pointed out to Angela that her attitude was doing her no favours – her chances of promotion were slim and her colleagues disliked her moaning. Angela took a look at the way she worked and decided to change it. She tidied up her work space and added personal touches to inspire her. She tried to react to each piece of work she was given as if it was a new and exciting project, treating each job as a personal challenge. Even with the most mundane of tasks she set herself a deadline, envisaged a positive outcome and tried to complete it to the highest standard she could. Her work was presented earlier and her general attitude became more positive. She even started to volunteer to complete extra tasks because she had made time by reorganizing her way of working. Angela’s colleagues found her easier to get on with, and she found that she was beginning to enjoy her work more because she approached it positively and her bosses, noticing the changes, began to consider her for a PA job.

This is an extreme example, of course, but the same thing applies to you. If you take a positive attitude to even the most unwelcome or – unpleasant of tasks then you will reap the benefits. Not least of these will be the completion of the task in good time and to an acceptable standard. Do not underestimate the satisfaction of work well done.

Conquer Procrastination – Get it Right First Time

admin — Sun, 05 Feb 2012 05:48:53 +0000

Aim to complete the work correctly the first time. Obviously, you will not always manage this and a final check is sensible, but at least try. Not only does it make each task a personal challenge, thus making even dull tasks more interesting, but it speeds the whole process up.

You can improve your chances of doing things right by preparing beforehand. Make sure that you have allowed yourself enough time to tackle the part of the job that you are going to do. Read through any information and instructions beforehand. Gather together all the information, components and tools to do the job properly. Arrange these in the best order to complete the work. Make enough notes to guide you. Start now.

Try to work steadily through the steps needed to complete the task. At the same time try to complete each piece of work to the highest standard you can. This will not eliminate the need for a revision or check afterwards but should reduce the amount of corrective work to be done.

You might think that this means you will work much slower because you will be continually correcting work as you go along. That will not be the case. You will work steadily rather than in fits and starts, and because you have done the preparation carefully you should have less need to correct as you go.

Some companies are so keen on the idea of ‘right first time’ that they make it the aim of every part of their production or work process.

What Happens When You’re Not Perfect?
None of us is perfect. You can do the best you can at any task and still not get it right. Sometimes this will not be your fault. Peter, for example, following the guidelines above, regularly produces satisfactory statistical analyses for his boss at the insurance company where he works. But his last piece of work was sent back to be redone. This was because the company had decided to use different criteria for some sections so that in spite of accurate work on his part, Peter’s analyses were incorrect.

On other occasions, you may have made mistakes or not produced your best work. We all have our off days. Don’t let it get you down. Accept that you have made a mistake. Find out exactly where you went wrong (ask if you need to) and then tackle that part again, having checked your preparation. As long as most of it is right, any reworking of a task should not take too long.

Conquer Procrastination – Leave Time For Corrections, Review And Collation

admin — Sun, 05 Feb 2012 05:47:29 +0000

The worst result of procrastination is that you do not leave yourself enough time to do all the things that have to be done to finish a job. These include checking the result and making any 3 corrections that are necessary. You must also allow time to review the result and decide whether it is what you hoped to achieve or whether there was any other way that you could have done it that might have been better, quicker or cheaper. Finally, you need to ensure that all parts of the job are complete and to gather them together to be put in the final form. Another brief check of the complete project and you are finished.

If you don’t allow yourself enough time for doing this you will end up falling behind and panicking. If you know that you have allowed yourself enough time you will be happier about getting on with the job.

When you are estimating how long to allow for this review time, use a previous similar job as an example and timetable the length of time required accordingly. Allow a bit of spare time for extras and you should have no problem in completing the tasks well within your deadline. Knowing that you will not have a panic at the last minute will give you the confidence to get started.

You might be one of those people who puts things off because you are afraid that the end result will be less than perfect. You set yourself high standards and become afraid of not living up to your own expectations.

You are making the mistake of assuming that others have equally high expectations of you. Yes, they want the job done well and on time to a standard suitable for the job. But if you continually put work off because you are afraid of presenting less than your own best standard, you risk turning in work late and irritating your boss and colleagues.

The work you need to produce needs to be good enough for the job – no more and no less. If you have done the work, checked it, made sure it is a suitable standard for the task and it is as good as you can manage in the time, do not do any more. Obsessively checking everything again and again won’t improve it; the more you do that the more frightened you will be of completing it, let alone starting it.

Conquer Procrastination – What Do You Really Have to Do?

admin — Sat, 04 Feb 2012 15:51:42 +0000

First look at your work and decide what really has to be done. If you are in charge of producing a report, you will have to gather the information, consult colleagues, write the report, ask colleagues for comments, get the report typed up and then collated into a suitable format. Depending on the status of the report this might mean organizing special printing, covers and binding.

So what exactly is your job? Your secretary or assistant can be sent to gather certain kinds of information if they are given guidelines and a deadline. Your colleagues can comment on the draft typescript if given a deadline. The printing can be organized by your secretary/assistant. You will define the wording on the cover and approve the design but the rest can be left to the experts – either in-company or outside. Finally, you will check and approve the cover, for example, before bulk production. Your secretary can organize distribution to people on your list.

So what seems to be a large task leaves you with only certain things to do:

- decide the deadlines for each part of the work
- collate the information
- write the report (this can be done in shorter stages)
- incorporate colleagues’ comments
- approve wording and design of the cover
- check the final draft and design
- compile list of recipients
- check and approve final proofs.

How to Pay for Time

admin — Sat, 04 Feb 2012 15:36:01 +0000

If you or your company can afford it, do not feel guilty about paying for someone to deal with routine jobs that need to be done but which take up an unnecessarily large part of your time or that of your staff. For example, at home you might pay someone to do the ironing or clean the house. At work you might employ somebody to stuff envelopes or deliver documents. Whatever it is, the cost will be justified by saving your more valuable time for more important work.

Be prepared to pay for quality and reliability – it is still cheaper than ‘employing’ yourself to do the job.

1. Identify your transition times or ‘dead’ times.
2. Have a plan for transition times.
3. Keep a folder of work ready.
4. Do two things at once whenever possible.
5. Don’t make two journeys when one will do.
6. When you have some spare time put it to use at once.
7. Match the quality of work to the time you have spare.
8. Keep a few minutes for relaxation.
9. Use time-saving technology whenever possible and appropriate.
10. Don’t take work home if you can avoid it.

Transition time or ‘dead’ time is the wasted pockets of time during our day. It also includes preparatory time that could be reduced or used more productively. This time can be used constructively. Identify your transition times and list what you can do in them. Reduce wasteful time and try to do two things at once whenever possible. Find a quiet place to concentrate or create your own solitude ‘shield’. Have a specific plan for how you will use transition time. Keep a special folder for transition time work and take it with you whenever you leave the office. Don’t forget to use some transition time for thinking and relaxation.

Using Transition Time – Seizing the Moment

admin — Fri, 03 Feb 2012 16:16:54 +0000

Much of your transition time will be obvious. You can anticipate the ten minutes between meetings, for example. But sometimes, you will find yourself with unexpected free time – perhaps a cancelled appointment or a delayed dinner date. It is now that your planning shows its worth. If you have prepared yourself with work as suggested earlier, then you should have something worthwhile to get on with. If you are in your office you might be able to get on with a major task if the time slot is long enough. Otherwise, take out your transitional folder and deal with the work in it. The more you get done, the less work will pile up during your main working hours.

Procrastination – the enemy of transition time
You cannot use the time effectively if you procrastinate. As soon as you are into transition time you must start working immediately or the time will disappear.

Using Transition Time – The Art of Doing Two Things at Once

admin — Fri, 03 Feb 2012 16:14:19 +0000

This is am important skill that turns transition or unproductive time into a useful part of your day. It is not impossible, home workers do it all the time. The typical home worker, whether doing paid work, community work or caring for a home and family, is adept at doing several things at once. Think what they have to do. In the morning, Angela puts on the kettle. While that is boiling she makes the toast. She gives the children their breakfast while she listens to the news on the radio.

A variation on this is combining tasks, that is doing them in the same space of time but not necessarily together. For example, Angela might drop off her library book on the same trip as taking the dry cleaning to town. This capability to see how many things can be combined into one piece of time not only saves time but makes you more efficient.

At work you can think in the same way. Listen to the news while dressing, or management tapes while driving. Take that report to your colleague when you are both at a meeting today, instead of making a separate trip tomorrow. Combine your weekly staff meeting with handing out minutes from a recent strategy meeting.

If you have to make a long train journey, plan to write some letters or read your documents. If you have to make a trip to another branch can you combine that with meeting someone whom you would otherwise have had to visit on another occasion. Make sure that every bit of your time is used to the full.

You want to be alone
You can use transition time best if you make time to be alone so you can concentrate for that short period of time. If you are likely to be interrupted in your office, why not see if the boardroom is empty and spend a quiet 20 minutes there. Or sit is an empty interview room.

If you cannot be alone and you are in a crowded place such as a waiting room or aeroplane, then create your own solitude ‘shield’. For example, you can do this by wearing headphones and playing quiet music on the tape, by placing papers to signify that you do mil want to be disturbed or by hiding behind a newspaper while you think. I’m sure you can think of other ways.

Time Management Tip
Avoid making eye contact with people – this discourages them from stopping to chat.

Planning Your Time – Allow for Emergencies

admin — Fri, 03 Feb 2012 16:03:53 +0000

Don’t think that if you plan your day it is fixed and immutable and that spontaneity becomes difficult. Planning your day allows you to be prepared for emergencies or changes of plan.

With a disorganized system you may have to do everything if an emergency arises and then catch up with work late at night. With a planned day you can see immediately where to allocate time for work you are doing because you know what has to be done and when. If this worries you, plan a free hour into your day that can be filled or not, or moved as circumstances dictate.

Crisis management
The worst emergency you can have is when a problem turns into a crisis. This is where time planning comes into its own. When a crisis occurs you can immediately put work aside or delegate it, knowing that you have planned some leeway into your day.

In a crisis, time is vital; you need to get your responses to your boss and staff and possibly the press, public and shareholders as quickly as possible in order to reduce the worst consequences. To do this, make sure that you have a contingency plan ready for an emergency. Plan ahead so that everyone knows their responsibilities when a crisis occurs. Keep a look out for warning of a possible crisis so that you are ready to put your contingency plan into action if necessary.

Make sure that your contingency plan includes:
- who will deal with what work
- what kinds of work can be ignored or deferred until the crisis is over
- who will undertake specific actions
- prepared sample responses covering various types of crisis
- emergency phone, fax and e-mail numbers
- who will deal with the press and public (if necessary).

As well as having a contingency plan for a crisis, know how to deal with it so that you do not waste time wondering how to respond:

1. React quickly.
2. Don’t overreact.
3. Watch out for anyone taking advantage of the crisis.
4. Admit any fault.
5. Explain what will happen now.
6. Don’t assume everyone will be antagonistic.
7. Be ready to talk and answer questions about the crisis.
8. Call on any goodwill you have built up.

By planning ahead you can make the best use of your time in an emergency. Your diary or planner will enable you to see at a glance what needs to be dealt with so that you can quickly replan it and delegate where necessary.

Time-Planning Tips
1. Write down fixed appointments.
2. Break down major tasks into smaller jobs.
3. Allocate jobs according to your goals and objectives.
4. Don’t crowd appointments and other allocated times into a short period.
5. Make weekly project lists and daily to-do plans.
6. Prioritize your lists.
7. Carry items over to the next list if necessary.
8. Build in recuperation time.
9. Have a contingency plan for a crisis.

Choose the time management tool you are happy with. Record your fixed appointments and then prioritize your other commitments as they occur. Prepare daily, weekly and monthly to-do lists. Fill in a yearly planner. Remember to include family and personal time.

Time management frees time for your priorities and makes you more effective at work. By planning your time in advance using the time management tool you prefer, you can fit more into your life at work and home and still have time for leisure and pleasure. Effective time management keeps you in command of your day but is flexible enough to accommodate emergencies.

Turning Dreams into Reality

admin — Fri, 03 Feb 2012 15:55:10 +0000

If you don’t have dreams, you can’t make them come true. The higher we aim in life, the closer we get to achieving what we want to. And even if we don’t succeed we reach a few peaks on the way. Our lives become more fulfilled just by trying.

1. Keep a time log – be honest!
2. Highlight wasted time.
3. Work out how much time you control – aim to increase it.
4. Prioritize using the important/unimportant, urgent/nonurgent matrix.
5. Turn good practices into habits.
6. If you return to time-wasting ways, start again.
7. Take all your holidays.
8. Use some time to improve your mental and physical health.
9. If something won’t help you reach your goals, don’t do it.
10. Aim to make your actual day like your dream day.

How to Spend Your Time – Unimportant But Good for You

admin — Sun, 29 Jan 2012 15:44:04 +0000

Besides making sure that you do things that are important for your life goals, there are some things that may not seem important in general but which are good for you. Sport is one of them. Concern for your health should be an integral part of your life. But quite often we do not rate sport highly among our activities. However, it should be one of our concerns. You do not have to be obsessive about it but you should build some form of healthy activity into your daily/weekly routine.

Most people have not taken part in any sport since they left school. In fact, for many, sport ended after compulsory education. But we are now more aware of the benefits of a healthy lifestyle and sport has been shown to improve this greatly.

You do not need to be good at sport to enjoy it, nor good at team games. There are many ways you can build sport in a wide sense into your life – walking to work, yoga, swimming, cycling, dancing are all good healthy activities. Choose one that you enjoy so that you do not mind doing it regularly.

Don’t forget your mental health too. Activities that can keep you alert include:
- doing crosswords
- reading a book
- reading newspapers
- relaxing quietly
- taking time to pursue a hobby or interest
- visiting friends
- taking a holiday.

None of these things is important in itself; most of them do not contribute to our efficiency at work and of course they do take up some of your time. But everybody needs to do some things for pleasure and relaxation alone. Without some pleasures in life and the chance to expand your mind and relate to other people away from the pressures of work, you can become ill and stressed. You do not have to spend a disproportionate amount of time on leisure activities but they are life-enhancers. People who build these into their lives return to the workplace happier and more relaxed, and work better because of it.

Take a holiday
Don’t be like many workers today and avoid taking your holidays on the grounds that ‘They can’t do without me’ or ‘If I take time off I’ll never catch up’. First, if you don’t take a holiday you are likely to end up ill and have to take time off anyway – not to mention the strain it will put on your family life. Finally, you are not indispensable. If you dropped dead tonight the world would not come to a halt even if it did inconvenience a few people and upset your loved ones. Take that holiday and return to the fray refreshed and invigorated.

Book your holidays in advance, if possible. Mark them in your diary or timetable at the beginning of the year. That way you have no excuse for avoiding them.