Be ‘in the know’ without being overwhelmed

If you’re the leader of hundreds of employees spread across dozens of business units, keeping on top of everything can be a challenge. Below are some additional tips everyone can use to home in on what’s important and avoid information overload:

  • Streamline the incoming flow. Define the key metrics you need to run your organization. Eliminate “nice to know” data and focus on the information that you can and should act on.
  • Start with the bottom line. Train team members to submit reports and other information with the most important points at the top. For lengthy documents, require one-page executive summaries that include recommendations and the reasoning behind those choices. You can read further or ask for more detail if necessary.
  • Specify the format. Channel information in a way that prioritizes it. Require standard subject lines for regular reports so that you can set email filters to automatically put them in folders. Clarify to your staff when to send an email, when to pick up the phone and when to come to your office, based on how important a development is.
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Be great—not perfect

While striving for excellence will make you successful, an unyielding drive for perfection will hold you back. Some things should be perfect; many others don’t need to be. Recognize the difference and you will be well on your way to better managing your time. Adopt these habits to free yourself from the tyranny of perfection:

  • Settle for less. One way to beat an overdeveloped need for perfection is to practice accepting less. Go ahead, send an email to a friend with that typo you spotted. Notice that the world does not end. Then you can start deciding what is “Good enough.”
  • Squeeze yourself. British author C. Northcote Parkinson famously observed that “Work expands so as to fill the time available for its completion.” Instead of falling victim to Parkinson’s Law, use it to your advantage. Limit the time you will spend on a task. Allow yourself to proofread a report one time instead of three. Set a timer if necessary.
  • Learn to be satisfied. Researchers have identified two important types of personalities. “Maximizers” always strive for the absolute best choice they can find. “Satisficers” decide which criteria are important to them and will accept a choice that meets those criteria. Who’s happier? The satisficers. Maximizers devote a lot of time to researching the options, and even after they make a choice they will worry that it wasn’t the best possible outcome. Set your criteria, make a decision and move on.
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Manage your paper clutter

Paper clutterCheck out this story from the June issue of The Organized Executive!

Loose paper has a way of collecting in our bags, offices and homes. Receipts, business cards, notes scrawled on scrap paper and documents we print end up shoved in the nooks and crannies of our living spaces.

Take one day out of the month to deal with the loose paper cluttering your life.

  1. Set a timer for 10 minutes if you are in the office or for 30 if you are at home. Go through every space and put every piece of loose paper you can find into one container.
  2. Set a timer for an additional 30 minutes to sort through the papers. As you sort, ask yourself:
  • Do I need to retrieve this in the future? Manuals, warranty information, receipts, forms for taxes and so on fall into that category. Immediately file the document or scan it to store electronically.
  • Can I get this information another way if I need it? If so, recycle the paper.
  • Is this contact information I need? Go ahead and log the information into your paper or electronic address book and recycle the paper.
  • Do I need to take action? Is it an invoice to process, a bill to pay, a note to follow up with someone? Add the items to your to-do list in priority order.

The key is to act immediately rather than put off tasks until later. If you simply sort the materials, without doing anything to them, the chances of those piles lingering is high.

— Adapted from Go Organize! Conquer Clutter in 3 Simple Steps, Marilyn Bohn, Betterway Home, http://www.betterwaybooks.com.

[Photo credit: www.flickr.com/photos/blaineo.]

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Maximize the benefits of LinkedIn

In addition to expanding your professional network, LinkedIn offers many opportunities for sharing information, improving your reputation and finding job candidates. Increase your LinkedIn usage in the following ways:

  • Professional growth. Join groups to exchange ideas and share news about the industry. Increase your visibility and establish trust by offering advice on LinkedIn Answers and asking questions on your profile’s status update. Research people and organizations to learn more about them before important meetings.
  • Organizational development. Present accurate product and service information so clients, partners and suppliers understand your business. Inspire potential customers and employees by poignantly telling your organization’s story. Search other organizations to learn more about your competition.
  • Recruitment. Post jobs on LinkedIn and search for candidates with specific skills or experience.

— Adapted from “Using LinkedIn Effectively: Growing Your Professional Network,” Mind Tools, http://www.mindtools.com.

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Solve problems in an hour or less

Keep problem-solving meetings brief by enforcing strict time limits on discussions. Divide meetings into these three 20-minute segments:

  1. Define.When possible, specify the problem in advance. Then use the first 20 minutes of the meeting to identify potential root causes and to reach a consensus on which ones are the most prevalent.
  2. Brainstorm. Designate someone to collect or record the ideas, and then you can lead the team in grouping related approaches.
  3. Prioritize. Have the team prioritize potential solutions based on possible benefits and ease of implementation. Use an effort/benefit matrix that groups solutions into three categories: high-priority solutions (high benefit and low effort), further consideration needed (high benefit and high effort, as well as low benefit but low effort), and low-priority or rejected solutions (low benefit and high effort).

Note: The 60-minute format might not uncover every possible solution, but its efficiency compensates for that shortfall.

— Adapted from “60 Minutes to a Solution,” Matt Redmond, Quality Progress, http://www.asq.org.

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Avoid these top meeting pet peeves

This is a guest post by Jean Kelley.

Tell most businesspeople that there’s another meeting on their agenda and you’ll likely see them shake their heads, roll their eyes and mumble something under their breath. That’s because nearly all meetings succumb to a few pet peeves that derail a meeting’s purpose, waste time, and cause friction and frustration among attendees.

If a meeting isn’t informative at the very least and enjoyable at the most, then you’re wasting a lot of time and money bringing people together. Additionally, if your meetings aren’t on the mark, you’ll earn a reputation for holding poor meetings, which erodes morale and productivity.

To ensure your meetings are effective, informative and enjoyable, avoid these five meeting pet peeves:

  1. Not sticking to an agenda. Having an agenda tells attendees that the meeting has a goal and will be productive. An agenda gives the meeting facilitator control over the meeting’s flow, keeps the meeting on task and reduces confusion among participants. The agenda does not need to be elaborate; a simple bulleted list of topics is all you need to prepare.Remember to send the agenda out a day or so before the meeting so attendees can prepare. If a topic comes up in conversation that is not on the agenda, offer to address that topic after the meeting. That allows you to keep the meeting on schedule and not derail its purpose.
  2. Failing to facilitate. Leading people in a productive discussion takes skill. That’s why solid meeting facilitation is so critical.The facilitator’s job is to control the flow of the meeting, to help attendees work together, to provide structure to the meeting and to involve everyone. When attendees are allowed to have their cellphones ringing during the meeting, when one or two people are permitted to dominate the conversation or when it’s acceptable for key people to not contribute to the discussion, good facilitation is lacking. Therefore, make sure all your meetings have an effective facilitator at the helm.
  3. People arriving late. When the meeting starts, put a note on the door that says “Meeting in Progress” and close the door. Those who arrive late will know to sneak in as inconspicuously as possible, and hopefully, they won’t make the same mistake next time. Additionally, unless the late person is the boss, don’t restart the meeting when someone arrives. When meeting start times are enforced and honored, people will make the effort to be on time.
  4. Using PowerPoint all the time. PowerPoint is not effective for all meeting types. Typical information-sharing meetings require a facilitator asking questions and everyone contributing in round-robin style. Of course, if your informational meeting needs to involve more of people’s senses, use PowerPoint to add that visual component. Likewise, if you’re combining everyone’s data and showing it in chart or graph form, PowerPoint is great. But don’t use PowerPoint just for the sake of it.
  5. Listening to ineffective speakers. Nothing is worse than listening to a monotone speaker who says “um” or “ah” every other word or having someone start a portion of the meeting by saying “I really didn’t prepare anything for this, so let’s just wing it.”

Identify people who must deliver thoughtful, polished information and ensure that they prepare. Additionally, if someone simply isn’t good at giving presentations, provide support and training.

If we all do our part, we can make meetings more enjoyable, more productive and more meaningful for everyone involved.

Jean Kelley, author and entrepreneur, is the managing director of Jean Kelley Leadership Alliance, whose faculty and trainers have helped more than 750,000 leaders and high potentials up their game at work in the United States and in Canada. For information on keynotes, in-house programs or customized training, email jkelley@jeankelley.com or go to www.jeankelley.com.

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Mastering Life Balance: Achieving Greatness at Home and at Work

Work-life balanceThis is guest by Gary Kunath.
People are overwhelmed with the complexities of their own lives and are desperately seeking a way to maximize happiness in their home and work lives, says Gary Kunath, an entrepreneur, speaker and former CEO who works with some of the world’s top corporations and business schools.
“I used to be caught up in the spin cycle of thinking that net worth automatically afforded me life worth,” says Kunath, a speaker at top business schools and author of “Life … Don’t Miss It. I Almost Did: How I Learned To Live Life To The Fullest,” (www.lifedontmissitbook.com). 
“I sacrificed time with my family with the justification that I was providing necessary material things, but at a certain point you realize that money doesn’t make you rich, it just allows you to buy more stuff.”
Priorities for professionals have shifted; now, U.S. workers seek family wellbeing above all else, he says. Companies need to recognize that it’s imperative to positively affect their employees’ lives, both inside and outside working quarters, he says.
“We need to bring humanity back to business,” Kunath says. “Leading corporations are aware that most professionals today – 70 percent – would trade a pay raise for an increase in personal wellness.”
But employers are struggling with that, he says, citing a new American Psychological Association survey released in March in which 48 percent of employees say their employers don’t value a good work-life balance.
More professionals are trying to find a path to life worth, rather than centering their behavior on net worth, Kunath says. He offers five ways career-minded individuals can achieve both:
• Look for signs you’re falling into the net-worth trap: For Kunath, those signs were clear. One day, he says, “it was like someone had smacked me on the head,” when his son, then 12, walked away in dismay after Kunath said he couldn’t play baseball with him because he was too busy working on a business proposal. “The look of disappointment on my son’s face was something I will never forget,” he says. Kunath dropped everything and spent the day with his son. “I promised that would NEVER happen again”. The next occurrence included a mental and physical breakdown after Kunath pushed himself to make an unnecessary business trip while sick.  After a 19-hour ordeal in a delayed flight to Spain, “… I knew in my bones that if I did not draw the line right there … I would ruin every part of my life that mattered to me.”
• Don’t be an employee, be employable: Unless you are self-employed, you are always vulnerable to someone else controlling your professional destiny, and therefore, your life worth. But employees can empower themselves by diversifying their skills so that they can have more choices about where and for whom to work.
• Bad things happen to good people: Adversity finds us all. No one enjoys the worst, most painful moments of their lives. Nonetheless, life events like loss of a loved one, financial ruin, divorce, addictions or illness tend to define us. We need adversity in our lives. Anyone can be a rock star when life is perfect. But when adversity strikes, then the “real” you is revealed. How you face adversity can either extinguish you or distinguish you. 
• Believe in something bigger than you: There will be times when you are utterly helpless, with no control over an outcome. All the money in the bank and all the authority at work will do no good when it comes to, for instance, the death of a loved one. Believing in something bigger than you is an important part of having life worth; it helps you maintain your emotional health when you face life’s biggest challenges.
• Don’t Major in the Minors: As Henry David Thoreau wrote, “The price of anything is the amount of life you exchange for it.” For every evening spent late in the office there are moments professionals miss out on – and can never get back. Many of us spend time on things that ultimately don’t matter. “The three greatest gifts you can give to your family are: Time, Memories and Tradition,” he says. “These are things in life that matter.”   
Gary Kunath is the founder of The Summit Group, which is ranked among the top sales-training companies in the world by Selling Power magazine. His value-creation approach received the “Innovative Practice of the Year Award” by 3M worldwide. He was named Businessman of the Year for the United States and was recognized a dinner hosted by the president of the United States. He has lectured extensively at several prominent business schools, and he is currently an adjunct professor at The Citadel’s Sports Marketing graduate program. Kunath is as an owner of several professional minor league baseball teams along with his partners, Bill Murray, Jimmy Buffet and Mike Veeck. The group is famous for managing its teams around the “Fun is Good” approach. 
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