Productivity General Rules
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Transcript of Productivity General Rules
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8/3/2019 Productivity General Rules
1/23
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Getting Things DoneYour ability to generate power is directly proportional to your ability to relax.
Imagine throwing a pebble into a still pond. How does the water respond? The answer is, totally appropriately to the
force and mass of the input; then it returns to calm. It doesnt overreact or under-react.
Ifyour mind is empty, it is always ready for anything; it is open to everything.
Shunryu Suzuki
Anything that does not belong where it is, the way it is, is an open loop pulling on your attention. In order to deal
effectively with all of that, you must first identify and collect all those things that are ringing your bell in some way,
and then plan how to handle them. Deal with all open loops.
THE KEY INGREDIENTS of relaxed control are (1) clearly defined outcomes (projects) and the next actions required to
move them toward closure, and (2) reminders placed in a trusted system that is reviewed regularly. This is what I call
horizontal focus. [Chptr 3]
Most often, the reason something is on your mind is that you want it to be different than it currently is, and yet:
you havent clarified exactly what the intended outcome is;
you havent decided what the very next physical action step is; and/
you havent put reminders of the outcome and the action required in a system you trust.
There is no reason ever to have the same thought twice, unless you like having that thought.
Identify the Goal or Intended Outcome for each Task and Project. - Clearly and Specifically!
Then move on to identify the specific actions needed to achieve the goal. It is extremely difficult to manage actions that
you haven identified or decided on.
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To manage actionable things you need:
List of Projects
Storage or files for project plans and materials
Calendar
List of Next Actions
List of Items you are Waiting For
A reference system
Someday/Maybe lists
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Workspace Tools
Make your workspace attractive
Set aside 2 days for the collection process and the next step where you process and decide on actions for all the
input.
Implementing the full collection process can take up to six hours or more, and processing and deciding on actions for all the input
youll want to externalize and capture into your system can easily take another eight hours.
You must have a focused work spaceat home, at work, and ifpossible even in transit!
Do NOT share your workstation
Basic Processing Tools (Pg 91)
Paper Holding Trays (at least 3)
In
Process
Out
Plain Paper
Post-its, Clips, Stapler, etc.
Labeller
File Folders
Calendar
Wastebasket
Organizer (if needed)
Have tools that you LOVE to use
Critical Factor ofa Filing System
It must be fun
Easy
At Hands Reach
One Alpha System or Topic Set
Have lots of fresh folders
Always keep drawers less than full
High Quality File Cabinets
Get rid of hanging files if you can
Purge your files at least once a year
When setting up your workstation, clear all other commitments
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Project Planning
1. Defining a Purpose and Principlesthepurpose is what you hope to achieve by the project
theprinciples are the standards and values you hold and will define the boundaries for your plan2. Outcome visioning
a mental image of what the outcome would look like if the purpose is achieved
it is the image of the achievement and success achieved afterthe project is completed
3. Brainstormingthe steps or the way to reach the outcome
go for quantity, not quality
dont evaluate, criticize or judge.
leave analysis and organization for later
4. Organizingthe steps
5. Identifying Next Actions
Collection: Coralling your stuff
Physical Gathering:Train yourselfto notice and collect anything that doesnt belong where it is forever.
DATE all your intake whether it be notes, tasks, email, voice mail etc.
Instant dump any trash you immediately identify when as trash when you first see it
Dont get carried away with what you are organizing - only organize what you need to and what you can withing
the given amount oftime.
Clear your work environment
start with desktop
drawers
counter-tops
inside the cabinets
floors, walls, shelves
equipment, furniture, fixtures other locations
Clear your mind
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Incompletion Trigger List
PROFESSIONAL
y
Projects started, not completed
y Projects that need to be started
y Commitments/promises to others
o Boss/partners
o Colleagues
o Subordinates
o Other people in organization
o Outside people
Customers
Other organizations
Professionals
y
Communications to make/get
o Internal/External
Initiate or respond to:
y Phone calls
y Voice-mail
y E-mail
y Pages
y Faxes
y Letters
y Memos
y Other writing to finish/submit
o Reports
o
Evaluations/reviewso Proposals
o Articles
o Promotional materials
o Manuals/instructions
o Rewrites and edits
y Meetings that need to be set/requested
y Who needs to know about what decisions?
y Significant read/review
y Financial
o Cash flow
o Statistics
o Budgets
o Forecasts/projections
o P&Ls
o Balance sheet
o Credit line
y Planning/organizing
o
Formal planning (goals, targets, objectives)
o Current projects (next stages)
o Upcoming projects
o Business/marketing plans
o Organizational initiatives
o Upcoming events
o Meetings
o Presentations
o Organizational structuring
o Changes in facilities
o Installation of new systems/equipment
o Travel
y
Bankso Receivables
o Payables
o Petty cash
y Administration
o Legal issues
o Insurance
o Personnel
o Policies/procedures
y Customers
o Internal
o External
y Marketing
y Promotion
y Sales
o Customer service
y Systems
o Phones
o Computers
o Office equipment
o Other equipment
o
Utilitieso Filing
o Storage
Inventories
y Supplies
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y Office/site
o Office organization
o Furniture
o Decorations
y Waiting for . . .
o Information
o
Delegated tasks/projects
o Completions critical to projects
o Replies to:
Letters
Memos
Calls
Proposals
Requisitions
Reimbursements
Petty cash
Insurance
Ordered items
Items being repaired
Tickets Decisions of others
y Professional development
o Training/seminars
o Things to learn
o Things to look up
o Skills to practice/learn especially re: computers
o Tape/video training
o Rsums
y Outside education
y Researchneed to find out about . . .
y Professional wardrobe
PERSONAL
y Projects started, not completed
y Projects that need to be started
y Commitments/promises to others
o Spouse
o Children
o Family
o Friends
o Professionals
o Borrowed items
y Projects: other organizations
o Service
o Civic
o Volunteer
y Communications to make/get
o Family
o Friends
o Professional
o Initiate or respond to:
Phone calls
Letters
Cards
y Upcoming events
o Special occasions
o Birthdays
o Anniversaries
o Weddings
o Graduations
o Holidays
o Travel
o Weekend trips
o Vacations
o Social events
o Cultural events
o Sporting events
y R&Dthings to do
o Places to go
o People to meet/invite
o Local attractions
y Administration
o Financial
Bills
Banks
Investments
Loans
Taxes
o Insurance
o Legal affairs
o Filing
y Waiting for . . .
o Mail order
o Repair
o Reimbursements
o Loaned items
o Medical data
o RSVPs
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y Home/household
o Landlords
o Property ownership
Legal
Real estate
Zoning
Taxes
Builders/contractors
o Heating/air-conditioning
o Plumbing
o Electricity
o Roofing
o Landscape
o Driveway
o Walls/floors/ceilings
o Decoration
o Furniture
o Utilities
o Appliances
o Lightbulbs/wiring
o
Kitchen thingso Washer/dryer/vacuum
o Areas to organize/clean
y Computers
o Software
o Hardware
o Connections
o CD-ROM
o E-mail/Internet
o TV
o VCR
o Music/CDs/tapes
o Cameras/film
o
Phones
o Answering machine
o Sports equipment
o Closets/clothes
o Garage/storage
o Vehicle repair/maintenance
o Tools
o Luggage
o Pets
y Health care
o Doctors
o Dentists
o Specialists
y Hobbies
o Books/records/tapes/disks
y Errands
o Hardware store
o Drugstore
o Market
o Bank
o Cleaner
o Stationer
y Community
o Neighborhood
o Schools
o Local government
y Civic issues
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Processing
During this process you will
1. trash what you dont need
2. complete any 2min
4. hand off to others anything that can be delegated
5. Identify any projects that you might have at the time
Focus on center column of Workflow Diagram
Process the top item first.
Process one item at a time.
Never put anything back into in.
Either:
1. Do the action if it is ,2min
2. Create a pile for
a. to be delegated
b. to be deferred
c. projects
Key Processing Question:What is the Next Action?
Ifno action: Trash
Items to incubate
Reference material
Be sure to identify the most minute Next Action for the underlying task
Do it
Delegate it
Defer it
When Deferring to a point within the same week, create new reminders along with deference.
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Organizing
The Outer Ring of the Workflow Diagram
The Basic Categories
There are seven primary types of things that youll want to keep track of and manage from an organizationa
perspective:
A Projects list
Project support material
Calendared actions and information
Next Actions lists
A Waiting For list
Reference material
A Someday/Maybe list
Also include a list to input your contact details
All you really need is lists and folders for each project
Calendar Actions can be
Time Specific
For that day
Calendar actions must include ONLYthose actions that need to be done at that specific day/time.
You need to be able to glance at your calendar and quickly be able to assess what your day looks like.
What many people want to do, however, based on old habits of writing daily to-do lists, is put actions on the calendar
that they think theyd reallylike to get done next Monday, say, but that then actually might not, and that might then
have to be taken over to following days.Resist this impulse. You need to trust your calendar assacred territory,
reflecting theexact hardedges of your days commitments, which shouldbe noticeable at a glance while youre on the
run. That willbe much easier if the only things in there are those that you absolutely have to get done on that day.When
the calendar is relegated to its proper role in organizing, the majority of the actions that you need to do are left in the
category of as soon as possible, against all the other things I have to do.
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Next Actions List
Organize As-soon-as-possible actions by context -THIS IS PART OF THE NEXT ACTIONS LIST
Calls
At Computer
Errands Office Actions or At Office (miscellaneous)
At Home
Agendas (for people and meetings)
Read/Review
Regular Read/review list
Data Entry (business that need to get into the database, or quotes that need ot go into the quotes database
Agendas
Invariably youll find that many of your next actions need to either occur in a real-time interaction with someone or be
brought up in a committee, team, or staff meeting.
These next actions should be put on separate Agenda lists for each of those people and for that meeting (assumingthat you attend it regularly).
Feel free to insert any kind of ad-hoc agenda into the system at any time - you can use whatever you have, post-it notes
etc.
Waiting For
Youll probably find it works best to keep this Waiting For list close at hand, in the same system as your own Next
Actions reminder lists.
EmailsKeep actionable e-mails and paper separated from all the rest. Make lists/folders in your inbox for @Action and @
Waiting For. The @ is so that they appear at the top of the inbox.
Once youve DELETED what you could, FILED what you wanted to keep but dont need to act on, DONE the less-than
two-minute responses, and moved into your reminder folders all the things youre waiting for and all your actionable e-
mails. Nowyou can open the @ACTION file and review the e-mails that youve determined you need to spend time on
Out ofsight, out ofmind is not really out ofmind.
Distributing action triggers in a folder, on lists, and/or in an e-mail system is perfectly OK, aslong as you review allof the
categories to which youveentrusted your triggersequally, as required.
Projects
Personal Professional Delegated Specific Types of Projects
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Reference
General-reference filingpaper and e-mail
Large-category filing
Rolodexes and contact managers
Libraries and archives
If material is purely for reference, the only issue is whether its worth the time and space required to keep it.
Someday/Maybe Lists
Skills to learn
Creative expressions to explore
Organizations to join
Service projects to contribute to
Goals and Dreams
Books to read
Ideas
Events you might want to participate in
The calendar can be used as a trigger to make a decision about something - like pick when you want to decide to go to
an event or not
Tickler File
Useful Tool. Look in the Book for more detail
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Reviewing
You will need to review daily(when you feel the need - and you will)
Calendar
Next Action Lists Waiting For lists
Weekly Review
Also set the weeks Reminders
Loose Papers Process your notes Previous Calendar Data Review upcoming calendar events Empty your head and put it in writing Review
Projects Next Actions Waiting For Relevant Checklists Pending and Support Files
Time | Saturday Night is better for you - because this way you can enjoy Sunday fully on your own without worrying
Always try to capture your thoughts in writing.
Function follows form. Give yourselfa context for capturing your thoughts, and thoughts will occur to you that you dont yetknow you have.
Write anywhere - notepad, whiteboard, computer. Try especially to use the tools that you like to use, so that it becomes enjoyable.
Doing
The four-criteria model for choosing actions in the moment
1. | Context 2. | Time available 3. | Energy available 4. | Priority
The threefold model for evaluating daily work
The six-level model for reviewing your own work
How to Prevent Broken Agreements with yourself.
Dont make the Agreement
Complete the Agreement
Renegotiate the Agreement
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The NOWHabit
The actual time to do something must incorporate time for breaks and off-days.
Procrastination is a neurotic form of self-defensive behavior aimed at protecting one's self worth. That is, we
procrastinate when we fear a threat to our sense ofworth and independence.
Having a fear offailure means you believe that even the smallest error could be evidence that you are a worthless and aw ful
person
Perfectionists are even more afraid offailure.
There is no level ofhuman perfection that will make you invulnerable to criticism by some people.
By focusing on the fear of failure, you are actually associating failure with imperfection and the subsequent negative
judgement from others regarding your performance.
If you downplay the consequences of failure, by creating a safety net, then you are more likely to not procrastinate on
the task and succeed.
e.g. 1 Crossing a plank between the roofs of 2 skyscrapers to escape from a fire on one roof. You dont care about the
consequences of falling, or of imperfect performance or judgement from others regarding how dignified or appropriate
your manner of crossing is - you are even willing to crawl across as long as you escape the fire.
e.g. 2 imagine a safety net under the plank.
When we speaks to ourselves in an authoritarian voice, it indicates that we feel pressure to do something, and that
while one part of us is applying the pressure, another part doesnt want to do it!
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Replace:
I have to with I chose to
I must finish with when can I start
Worrying about finishing makes the takes seem even more overwhelming and impossible. Focusing on starting will provide agitated
energy and a clear focus on what can be tackled now.
This project is so big and important with I can take one small step
Increases the feeling of being overwhelmed.
I must be perfect with I can be perfectly human
It will increase your tendency to abandon your project when confronted with a normal problem in the development process
Criticizing yourself for failures will only increase your chances of failing or making things worse.
Accept so-called mistakes. Youll want to be especially gentle with yourself as you recognize that, as a novice, you must go through
awkward first steps before you achieve the assurance of a master. As you learn to expect and accept imperfect early steps on your projects, youll build in the persistence of a producer, and youll be
better prepared to bounce back from setbacks
To unlearn this addiction to perfectionism, try doing the first part of the project imperfectly ON PURPOSE
I dont have time to play with I must make time to play
When we approach a difficult project, we typically think of tackling it in big chunks, that require long periods of work
and isolation. But the anticipation of extended isolation from friends and recreation is likely to promote procrastination!
Distantand indefinite rewards motivate less than immediate and definite rewards, because the distant rewards are more
uncertain than the immediate ones
When thinking about a task, think about it in terms of Ill start it at eight oclock, or Im completing the report this
afternoon. Be definite
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Tools
Why you feel overwhelmed with the work
The task is so big and important, how will I possibly finish it? - this anxiety will NOT become overwhelming UNLESS you:
Insist on knowing the rightplace to start. As a result, the possibility that there are severaladequate starting points escapes you, and you feeanxious that the one youve chosen will lead to a devastatingly wrong conclusion.
Have notpermitted yourself time along the course of your project for learning,building confidence with each step, and asking for help.
Are criticalof the fact that you are onlystarting, and you tell yourself that you should be finished
Three-dimensional Thinking and the Reverse Calendar
Divide the task into smaller steps and work back to you starting point
The Reverse Calendar should be used immediatelyif you feel overwhelmed!
The Work ofWorrying
Basically Risk Management!
1. What is the worst that could happen?
2. What would I do if the worst really did happen?
3. How would I lessen the pain and get on with as much happiness as possible if the worst did occur?
4. What alternatives would I have?
5. What can I do now to lessen the probability of this dreaded event occurring?
6. Is there anything I can do now to increase my chances of achieving my goal?
Persistent Starting
Identify the counterproductive statements and attitudes that tend to creep into your mind once youve gotten started on you work
Then use your anticipation of these negative self-statements to prepare challenges that take the fear out of finishing and free up
your creative energy for the good stuff.
1. I need to do more preparation before I can startBe alert when preparation becomes procrastination. This is especially true when you are a perfectionist, because your fear of
making mistakes keeps you checking with the experts.
2. At this rate, Ill never finish.The rate of learning and accomplishment. Remember that when you are more familiar with the subject, it will go faster.
Also, your learning curve can climb very rapidly, especially when you use positive self-statements to keep you attention focused
on the task (than on self-criticism).
3. I should have started earlier.You got started and you need to appreciate that. Again, dont be a self-critical perfectionist.
4. Theres only more work after this.Keep this work separate from you decision about future projects. Make a commitment to yourself that you will exercise as much
choice as possible a bout future steps.
5. Its not working.Can indicate perfectionism and a failure to do the work of worrying to develop alternative plans to make this project succeed
despite the difficulties. Focus on the desired result.
6. I only need a little more time.Youre begging for more time to polish it and look for glitches.
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The Unschedule
It asks you to aim at starting for just thirty minutes at a time.
It says:
Do not work more than twenty hours a week on this project.
Do not work more than five horus a day on this project. You mustexercise, play, or dance at least one hour a day.
You musttake at least one day a week off from any work.
Aim for starting on thirty on thirty minutes of quality work.
Work for an imperfect, perfectly human first effort.
Start small.
How to use the Unschedule:
Schedule only:
previously committed time such as meals, sleep, meetings
free time, recreation, leisure reading socializing, lunches and dinners with friends
health activities such as swimming, running, tennis, working out at the gym
routine structured events such as commuting time, classes, medical appointments
Do NOT schedule work on projects.
Fill in your Unschedule with work on projects only after you have completed at least one-half hour.
Think of it as a time clock. Also you want to maintain an excitement about how much youve accomplished in a short period
of time rather than anxiety about how much more there is to do.
Take credit only for periods of work that represent at least thirty minutes of uninterrupted work. Do not record the time if you stop before thirty minutes are up. Stay with the discipline ofuninterruptedwork to ensure
quality
Reward yourself with a break or a change to a more enjoyable task after each period worked.
You are creating positive associations with work
Keep track of the number of quality hours worked each day and each week.
To emphasize your accomplishments
Always leave at least one full day a week for recreation and any small chores you wish to take care of.
With the low-priority chores you might actually enjoy the change of pace.
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Before deciding to go to a recreational activity or social commitment, take time out for just thirty minutes of work on your
project.
Again, you are creating motivation and positive associations about work
Can even use it as a springboard to get you started on avoided projects
Uses attraction to the pleasure activity to get you started more often
Allows you to enjoy the leisure activity without guilt Starts you subconscious mind working on the project while you play, creatively resolving blocks while your attention is
elsewhere, increasing you eagerness to return to the task
Focus on starting
Disregard all thoughts about finishing.
Think small
Aim for only thirty minutes at a time.
Keep starting
Finishing will take care of itself
NEVER END DOWN
Never stop work when youre blocked or at the end of a section.
Remember you need to create good habits
Never take a break when you are at the end of a segment of when youre ready to give up.
Always stay with the tough spot to try to come up with at least a partial solution. This created positive momentum
Staying with the difficulty with just a few more minutes is often enough for your brain to creatively resolve it.
Adjusting your Unschedule
You are probably busier than you thought Certain days are less productive than others.
Make note of the days on which you are losing time to activities such as watching TV or unexpected visitors to your office
Beespecially alert on those days.
Other days are so busy that you need to lower your expectation about getting started on a big project.Medical emergencies, demands from friends, unexpected jobs. You may need to fight off pressure from others to find 10 to 30 minutes to
work on yourimportant project.
Even half-hour ofwork on your project is enough to maintain momentum and avoid the extra burden ofhaving toovercome inertia tomorrow.
But if this fails, and you dont get started, make a strategic retreatto regroup you energies for tomorrow, andfreelychoose to spend the time
on the other activities, freeing yourself of guilt.
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Beware if you find you have stopped filling in your leisure time and are simply recording periods o f quality workOtherwise youre more likely to feel guilty about lost time.
You may have a specific time at which you start each day.This can produce a healthy habit. Schedule a specific half-hour for starting on you major project as early as possible in your day
When this is done, you are free to aim for starting on your next-highest priority during the nextpossible half-hour.
Do not engage in leisure activities after giving up on a project.Allocating a leisure activity as a reward after giving up will only reinforce the negative habit of giving up.
The Flow State
It is a state which requires the willing suspension of disbelief. To work creatively, and very rapidly, the critical and
logical functions of your brain must be temporarily suspended to allow the creative functions to start the flow of ideas
and inspiration that you need.
You can tell that you critical functions are getting in the way of your creative side if you hear yourself saying:
But is this the right decision?
Will it be good enough?
"What if the boss/teacher/audience isnt happy with it?
Can I do it?
I have to finish soon.
When will I ever learn to start earlier?
Theres so much to do.
Olympic Athletes use this method, mental imagery, for successful performances.
Focusing Exercise
Start by sitting upright in your chair with your feet flat on the floor, with your hands on your thighs.
Focus your attention on your breathing. If youve been stressed you may discover that your breathing is constricted. Breathe deeply, holding
your breath for a moment, and then exhale slowly and completely. Do this three times, counting each time you exhale
With each exhalation imagine that you are letting go of any remaining tension and that you are deciding to drift to a different level of mind.
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Now focus your attention on the feeling of the chair against your back, buttocks, and legs. Float down into the chair. Let it support you, as you
release any unnecessary muscle tension. You can now let go of those muscles.
Shift your attention to the feeling of your feet resting against the floor. Now let go of those muscles.
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As you let go, continue to exhale away any remaining tension. Just let go and allow your body to give you the gift of relaxation and support.
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During the next few moments, there is nothing much for your conscious mind to do except to be curious and allow your subconscious mind to
provide your body with deeper and deeper relaxation with each phrase.
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Now, notice how heavy your eyelids are beginning to feel. And as you experience them getting heavier and heavier, let them float softly closed
over your eyes. Or you can try to keep them open, and find that it takes so much effort to try that its much more comfortable to let them
float down of their own accord.
As your eyes close, allow relaxation to flow down over your entire body. Letting go of the past. With your next three slow, deep breaths, tell
yourself to let go of all thoughts and images about work from the past.
Let go of what youve just been doing driving in heavy traffic, making a telephone call, cleaning the house. Let go of thoughts about what
youve been telling yourself you should or shouldnt have done. You may even want to let go of your old self-image your former sense of
identity and its limitations on your potential.
Inhale, hold your breath, and exhale completely, freeing your mind and body of the past.
Let go of the future. With your next three slow, deep breaths, let go of what you anticipate happening in the futurea constructed concept
of a time that really doesnt exist.
Let go of all thoughts and images of future work and deadlinesfreeing more energy for focusing in the present. Inhale, hold your breath, and
exhale completely, freeing your mind and body of the future.
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Centering in the present. With your next three slow, deep breaths, noticejust noticethat it really doesnt take much energy to just be inthe present.
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Let go of trying to be in any particular time, and let go of striving to be any particular way. Just allow yourself to notice the sensations of being
where you are now.
Choose to be in this situation, allowing the wisdom of your body and inner mind to give you just the right level of energy and relaxation to be
here, doing whatever you choose to do in this moment.
Inhale, hold your breath, and exhale completely, floating down into the present moment.
You can now find yourself at a deeper level of relaxation where you can give yourself any positive suggestion you wish.
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With your next three slow, deep breaths, you can begin to link the power of the right and left hemispheres of your brain, reaching the flow
state under your conscious control.
After taking about a minute to complete the first part in twelve breaths, use any one of the following three conclusions to complete your
focusing on a specific issue.
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To overcome procrastination and stimulate interest in starting work, count up from 1 to 3, and say to yourself: "With each breath I become
more alert, curious, and interested. Ill be going beyond discomfort and worry to starting with purpose and commitment in just a few seconds
of clock time1. Becoming more and more alert and ready to begin as I tap into the inner wisdom of my mind and many alternative
solutions2. Coming all the way up to full alertness, operating at a genius level with the support of my entire brain and my creative faculty,
ready and eager to begin3."
This next example of the focusing exercise is useful when you feel stuck and frustrated with the limited abilities of your
linear, conscious attempts at solutions.
This conclusion is directed toward feeling more comfortable with your initial confusion and lack of confidence.
Use it to proceed beyond critical self-judgment to positive suggestions about accomplishing your task and an intenseinterest in your own creative way of solving problems.
"With each breath I am tapping into my creative self, opening more and more of my brain power to my task. My conscious mind may not
know yet what to do, just as it doesnt know how a puzzle will look until its finished. I may not know how Im going to do this, but soon
something will come to me and then a little bit more. And I will find that process very interesting, because while I dont know yet what the
solution will be, I do know that I will do it and that part of me already knows how to do it. It will also be interesting to see how time feels
different at this level of the mind, and to wonder about how much I will accomplish in such a short period of clock time. Counting up from 1 to
3, I am becoming more quietly alert and am now ready to work in a focused, concentrated way, rapidly going from not knowing to knowing
how to start1. More alert, relaxed, and energized, ready to use the superior wisdom of my subconscious mind2. Ready to come all the
way up to full alertness with my eyes open, eager to work in conjunction with the creative faculties of my mind3."
If youve been procrastinating out of fear of confronting a boss, employee, or loved one, the next version of the exercise
will be valuable in getting unstuck from negative patterns of social interaction. Use it to establish your own safety and
protection, so that nothing is taken too personally. Then give yourself time to consider the results you wish to achieve
and the alternative responses that will get you there. And finally, visualize a positive outcomethat rather than
confronting each other as enemies, you and this other person can become valuable allies to each other.
"I create the feeling of a warm, golden glow around me, an atmosphere that protects me from any distracting words and attitudes of others,
and even from any negative thoughts of my own. I have all the time in the world to consider thoughts and remarks or to push them aside and
to return my focus toward positive attitudes and my chosen goals. My thoughts and actions convey to others that I am their allynot their
enemy or problem. Others can only help me. I am becoming more and more robust in my world and can be friendly and generous as I use myinner resources to cope with each challenge and opportunity. Counting up from 1 to 3, I return to normal wakefulness, bringing with me my
own safe, supportive, warm cocoon of golden light1. Becoming more and more quietly and peacefully alert2. Ready to open my eyes and
participate fully in a safe and supportive atmosphere3. "
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Relaxation Exercise
You can start by sitting with your feet on the floor and with your hands in your lap.
Allow your eyelids to float softly closed over your eyes as you turn your attention inward, toward your breathing. Now breathe deeply, hold
your breath for a moment, and then exhale slowly and completely.
Do this three times, letting your exhalation be a signal that you are letting go of any remaining tension.
You can now notice the chair and let it support you, floating down into it; no need for you to hold. You can let go of those muscles.
And now focus on how the floor is supporting your feet, and legs, and let go of those muscles.
No need for you to hold: just let go and allow your body to give you the gift of relaxation and proper support.
Now, there is nothing for you to do except to allow your conscious mind to be curious and watch as your body and subconscious mind
cooperate with the process of providing you deeper and deeper relaxation with each phrase.
I will state all the phrases in the first person, and you can repeat them silently to yourself in the first person. For
example: I am sitting still. As you repeat each phrase, you just imagine, visualize, and feel the change happening. And
then just let it happen, letting your body carry out the directions you have given it.
You quietly let the change happen, using your bodys natural tendency to cooperate with your leadership.
I feel quiet. I am beginning to feel quite relaxedmy feet feel quiet and relaxed; my ankles, my knees, and my hips feel light, calm, and
comfortable. My stomach and the entire center of my body feels light, calm, and comfortable. My entire body feels quiet, calm, and
comfortable. I feel relaxed.
My arms and my hands are quiet and warm. I feel quite quiet. My entire body is calm and my hands are warmrelaxed and warm. My hands
feel warm. My hands are warm. My hands are slowly becoming warmer. I can continue to breathe deeply and slowly.
My entire body is quiet, comfortable, and calm. My mind is quiet. I withdraw myself from my surroundings and feel serene and still. My
thoughts are turning inward. I feel at ease. Within myself I can visualize and experience myself as calm, comfortable, and quiet.
In an easy, quiet, inward-turning way I am quietly alert. My mind is calm and quiet. I feel an inward quietness.
I will continue with these thoughts for two minutes and then softly open my eyes, feeling fine, relaxed, and quietly alert.
The next time that I speak, two minutes of clock time will have gone by, and it will be interesting to note how deeply relaxed I can feel in a
time that is normally so short.
(Allow two minutes to pass.)
Did that feel like two minutes to you? Do you feel as if youve had a nice nap? Want to stretch and discover if your hands are warme
and more relaxed?
Now take three slow, deep breaths and with each breath become more quietly alert; adequately alert; ready to begin on some
project or task in a very relaxed and focused way.
Use the two minutes to give yourself
periodic breathers so that you can: Stand back and evaluate the challenges faced
Allow yourself time to push aside fears
Remind yourself that you dont have to do it all at once.
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Planned Setbacks
Great works are performed, not by strength, but perseverance.-- Samuel Johnson
Escape patterns can include anything which stalls you from the important project the project that may beoverwhelming you and causing you to resort to procrastination in the form of:
Doing more research
Taking time for phone calls
Discovering ten other things that require immediate attention
To strengthen your ability to switch more readily and confidently from the old pattern to the new, you should plan a
controlled setback
Use these to rehearse your reactions watch yourself closely and take a mental record of thoughts and anxieties that send you escaping to
procrastination.
Go right ahead and use your preferred method of procrastinating, with full awareness that now you have the tools to control fear of work and
to enhance your sense of achievement at starting. eg. Go ahead and delay making a major decision and allow yourself to be overwhelmed bythe innumerable steps required in making a perfect, mistake proof choice.
To test yourselfusing a planned setback:
Use a project on which you are likely to procrastinate
Notice the warning signs of procrastination associate with this project. eg. Feeling deprived and isolated from fun and friends because you
have work, feeling that life has become a list of have-tos
Consciously choose to procrastinate for a few hours to observe the self-statements that lead you to guilt and self-criticism.
Notice how this process of self-criticism leads to guilt and depression, and resentment while keeping you from doing just one productive task
Your planned setback will point out when you are most likely to procrastinate, and where those former habits will lead.
When you are, use the corrective techniques to get back on track.
Planned setback allow you to build RESILIENCE and HARDINESS, into the START, MIDDLE and COMPLETION ofyour
projects.
Resilience
Expect setbacks. Just because there is a possibility of setbacks does not mean it can be used as an excuse to
procrastinate.
What distinguishes a champion form others of comparable ability is the learned skill of bouncing back from
disappointing performances. Being a champion consistent producer requires that you forgive yourself for errors andlosing streaks while maintaining the sense of inner worth and safety necessary to solve problems and pursue your goals.
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Hardiness
is a constellation of three personality characteristics commitment, control and challenge. Repeatedly, executives
possessing these three characteristics have shown to withstand stress and resist illness better than their peers who lack
them.
These individuals tend to easily commit themselves to what they are doing, believe than they can at least partially
control events,: and regard change to a normal challenge to development
They have the ability to turn stressful events into opportunities that mitigate the disruption cause by any single stressfu
event.
You can use sports as a safe arena to try out building the habits of hardiness.
When your body is under great stress, make note of any negative thoughts like this is too hard and get pass those
thoughts, focusing on positive one I can do this
Notable story by Nathaniel, an entrepreneur:
If I worry too much about maintaining my income and paying the bills, I begin to delay on important decisions, act too
carefully, try to follow a safe formula. This interferes with my ability to think creatively and to act spontaneously. I found
that taking a few minutes to do the focusing exercises helps me to become aware of the fearas that normally would take
control of how I feel. I now know that it is I who has control over my fears, not the other way around. I have a choice.
EFFECTIVE GOAL SETTING
How you set your goals strongly influences your ability to recommit to them and bounce back after a setback.
To ensure that you way of setting goals helps you overcome procrastination, make commitments only to those goals andpaths that you can wholeheartedly embrace. To avoid the frustration of the procrastination cycles, you must abandon
unattainable goals and halfhearted wishes.
One of the best-kept secrets of successful producers is their ability to let go of goals that cannot be achieved or started
in the near future.
To set realistic goals, you mustbe willing to fully commit to working on thepath to that goalandbe capable of investing
time andenergy required to start now.
If you cannot find the time and motivation to start on that goal, let go of it, or it will keep haunting you.
Remember that you are the master of your goals dont let unrealistic goals be used as an occasion for self-criticism and
for lapsing into identifying yourself as a procrastinator.