“Whatever the mind of man can conceive & believe it can achieve” – Napoleon HillPersonal effectiveness is a branch of the self help movement dealing with success, goals,and related concepts.A primary differentiating factor is that Personal Effectiveness proponents generally take a moresystematic approach including a number of factors besides simple positive thinking. Someproponents take an approach with similarities to business process management techniques.Others may take a holistic spiritual and physical wellness approach.Many of the ideas behind the personal effectiveness movement derive from the field of businessand management. Luminaries like Peter Drucker, W. Edwards Deming, and GenichiTaguchi revolutionized business and industry in the mid-20th century by focusing on suchconcepts as quality, efficiency, and optimization. In particular, Drucker‟s ideas of “Managementby Objectives” as explained in his 1954 book The Practice of Management emphasized theimportance of clarity of roles, responsibilities, and expectations. They also outlined theframework of SMART goal setting.Common traits of Personally Effective PeopleTake responsibility for their own learning and developmentMake effective plans and decisions in relation to life and workIncrease their effectiveness in life and work through enhanced interpersonal skillsAcquire the necessary skills to analyze and evaluate key issuesDevelop an understanding of personal responsibility in relation to health, hygiene and safetyRecognize learning as a lifelong activity. DECIDE What you want TAKE KNOW Focused & Specified action Why you want it
Effectiveness V/S EfficiencyEffective: Adequate to accomplish a purpose; producing the intended or expected result.Efficient: Performing or functioning in the best possible manner with the least waste of time andeffort. Foundation for success “Begin With the End in Mind” – Steven CoveyDefine your Professional Objectives Your Values Your Vision Your Passion Your Skills Your Aptitudes Your Preferences You‟re Style Being clear about values makes a significant difference in behavior at workPlan Learn how to sell yourself & Create a plan for doing so.
Execute, Monitor & Refine Get your message out – NetworkFocus on Success“Clarity about personal and organizational values is directly proportional toorganizational commitment” -- Kouzes & Posner (First Law of Leadership) Failure Danger Goals Values Opportunity Survaval Visualization Fear Negative thoughts Beliefs Decisions Action Plan Affirmations Self sabotage“Whether You Think You Can or Can’t You’re Right” – Henry Ford Personal Effectiveness in Today’s Modern Work LifeModern work life is a stimulating environment full of impressions, encounters, experiences andinspirations, challenging our skills to change and adapt. However many individuals may find themselves in a situation of physical and mental stressresulting in anxiety and fatigue and various other problems.We need to look at the Dangers of Being under StressStress can be due to various reasons; the most common are distortions between real orperceived expectations and availability of resources like time, money, knowledge.Common Side effects of Stress
Sleeping disorders and dizziness. Short-term memory and concentration disorders. Worries, anxiety and depression and allergies Loss of appetite Tiredness & fatigue Stomachache, headache, backache, muscular pain. , chest pain and ulcers. Tools for Personal Effectiveness “Whether you think you can or can’t, you are right” – Henry Ford1. Values Identification Know what is important to you.2. Behavior Analysis Know yourself Control yourself Know others Meet their needs3. Goal Setting Short Term Goals Long Term Goals SMART Goals4. Affirmation Recognize your strengths Accept your strengths5. Visualization BE-DO-HAVE (ASK-BELIEVE-RECEIVE)6. Action Plan General Listing Daily – What Matters Most7. Accountability and Structure Your Friends and Peers Your Accountability Partner Set Smart Goals Tell Others Get an Accountability partner
S – Specific M- Measurable A – Achievable R – Relevant T- Time Defined Affirmation 1. Acknowledge them 2. Read them aloud 3. Memorize them 4. Say them to yourself with conviction through the day. Visualization 1. Write down affirmations of what you hope to achieve as if you have already achieved it. 2. See it, Feel it, experience it. The more vivid, the more powerful it will be. Action Plan Use your Conscious and Sub-conscious mind to geo all the ideas of what you need. Write them down Classify and prioritize them Accountability and structure Take full responsibility for all your action and your present circumstances Get a coach or an accountability partner Join a master mind group ( a group of people who work at a similar frequency) Coping StrategiesUrgency vs. Importance Quadrant 1 Quadrant 2 Urgent & Important Not Urgent But Important
Quadrant 3 Quadrant 4 Urgent But Not Important Not Urgent Not Important31 Golden Rules on How to Prioritize Your Task (Brian Tracy) 1. Work On Your Most Important Task Identify and work on your most important task – one which will have maximum positive impact on you / your life first thing in the morning. Make this a habit. 2. Learn from Experts Find out what experts are doing and do the same thing till you get the same results. People who do things better than you aren‟t necessarily better than you. They just do things better/differently. 3. Be Selective Don‟t work on whatever comes up. Choose what you are going to work on. 4. Don’t Think; Just Do Don‟t spend too much time thinking about important tasks you don‟t like. Letting the task be or ignoring it or staring it is not going to make the task any easier. Just get going. Begin the task and complete it without thinking much about it. 5. Get Addicted in a Positive Way Whenever you finish your most important/difficult tasks, endorphins get released in your brain – they make you feel good about yourself. Get addicted to these endorphins. Get addicted to the rush and satisfaction of completing important tasks. 6. Get Clear Lack of clarity leads to procrastination. When you know clearly what you are supposed to do and why, it motivates you and pushes you forward to take the next step towards your goals. 7. Plan In Advance – The 10/90 Rule of Personal Effectiveness 10% of time you spend in planning and organizing your work before you begin will save 90% of time in getting the job done once you get started. Take some time to plan your work before beginning your day (preferably plan the night before). Think on Paper. 8. Work From A List Always work from a list. You increase your productivity and output by 25% once you start doing everything from your list. Create a master list, monthly list, weekly list and daily list.
9. Follow The 80-20 RuleAs per the 80-20 Rule, 20% of tasks you do give you 80% of results. If you have 10items to do, 2 items from that will be worth way more than the rest 8 items put together.What are those 2 items for you?All 10 items from your list can take same amount of time. However, each item givesdifferent results. The average person procrastinates on the 2 items – on the 20% whichgives you most results. What activities are you focusing on?Refuse to work on tasks which fall under the 80% until you are done working on the 20%10. Obey The Law of Forced EfficiencyThe law of forced efficiency says that “There is never enough time to do everything,but always enough time to do the most important thing.” Work on things that matter sinceno matter how much you do, you will always leave some tasks pending.11. Ask Yourself These Three Questions for Maximum Productivity o 1. What are my highest value activities? o 2. What can I and only I do that if done well will make a real difference? o 3. What is the most valuable use of my time right now?12. Procrastinate Creatively … Procrastinate On PurposeThere is never going to be enough time for you to do everything on your list. Most peopleprocrastinate unconsciously – by choosing to do certain things, theyprocrastinate therest of things. Because of procrastinating without thinking, they procrastinate on theirmost important tasks – ones which could have a greater positive impact on their livesand careers. Instead, procrastinate knowingly, procrastinate deliberately on activitieswhich produce low or negligible results.13. Say NoNo is the most powerful word in time management, the most important word in yourvocabulary – need I say more?14. Use The ABCDE Method ContinuallyAssign a A, B, C, D or E to each task based on it‟s importance. Prioritize tasks undereach letter by setting a numerical sequence. Follow the Letter – Number combination.Never pick a B activity when A is yet undone. Never pick a C activity when B is yet to bedone … so on and so forth. o A consists of all your frogs o B consists of all „should do‟ activities o C consists of „nice to get done‟ activities o D consists of tasks which should be delegated o E consists of tasks which should be eliminated
15. Focus On Your Key Result AreasIdentify and determine those results that you absolutely, positively have to get to do yourjob well, and work on them all day long.16. Strengthen Your Weakest LinkEach job will have 5-7 key result areas. Your weakest key result area is the limit at whichyou can use all your skills and abilities (similar to the strength of a chain is in it‟s weakestlink). To get better results, strengthen your weak areas.17. Apply The Law Of ThreeWrite down your three most important goals in life right now in 30 seconds. Whether youare given 30 seconds or 30 minutes, the answer is usually the same. This is becausewhen you are given only 30 seconds, your subconscious kicks in and gives you theanswer you need quickly.The Law of Three can be applied anywhere in your life. Follow this exercise – write downanswers to each of these questions in 30 seconds … be quick o 1. What are your three most important business or career goals right now? o 2. What are your three most important family or relationship goals right now? o 3. What are your three most important financial goals right now? o 4. What are your three most important health goals right now? o 5. What are your three most important personal and professional development goals right now? o 6. What are your three most important social and community goals right now? o 7. What are your three biggest problems or concerns in life right now?18. Create A Work Friendly EnvironmentPrepare thoroughly before you begin: Have everything you need at hand before youstart. Assemble all the papers, information, tools, work materials, and numbers you mightrequire so that you can get started and keep going.19. How Do You Eat A Elephant? – One bite at a time.How do you finish a huge project? One step at a time. You can complete any kind ofproject – no matter how overwhelming if you focus on completing just one step at a time.20. Become A Life Long StudentFeeling of inadequacy, lack of confidence leads to procrastination. Work on masteringyour field, your core competencies to increase productivity. Lead your field. Three Steps to Mastery o 1. Read at least one hour o 2. Upgrade your skills. Learn from experts, take seminars/courses/ workshops etc … anything which can keep you updated. Dedicate yourself to become one of the most knowledgeable and competent person in your field
o 3. Make most of your driving time. Listen to audio programs in your car.21. Eliminate Your Key ConstraintsWhat is holding you back? Identify a single major constraint which is slowing you downor is the reason you procrastinate. Put all your energy into eliminating that constraint.Apply the 80-20 rule to constraints. 80% of constraints usually are internal – whichmeans they are workable. Identify the top 20% of constraints amongst these and get setto remove them.22. Set deadlinesDeadlines beat procrastination and get you going. Set imaginary deadlines if you must.And see how fast you eat your frogs.23. Maximize Your Personal PowerFigure out when are you physically and mentally most productive. Schedule yourimportant and tough tasks at this time.Sleep well, eat well and work out well. How rested and physically fit you are directlyimpacts the quantity and quality of your work.24. Motivate Yourself – Be Your Personal CheerleaderPsychologist Nathaniel Branden defines self esteem as “the reputation you have withyourself”. How you feel about yourself plays a central role in how you perform. Controlyour inner dialogue. Use positive affirmations. Don‟t say/think things which make youdoubt yourself or make you fearful.25. Become A OptimistMartin Seligman, author of Learned Optimism states that optimism is the most importantquality you can develop for personal and professional success. Optimism can be learnedthrough practice and repetition. Here are four special behaviors all optimists have - o 1. Look for good in all situations o 2. Seek valuable lesson in every set back or difficulty o 3. Look for solution to every problem o 4. Think and talk continually about your goals26. Be Master Of Technology & Not SlaveTechnology if used unwisely can be a huge time waster. Don‟t get addicted totechnology. Detaching from technology from time to time can help you center and focuson things that matter.Apply 80-20 Rule To Technology. Only 20% of all emails you get are important. Out ofthose 20%, only 20% need immediate response. The rest can be put aside for batchprocessing.27. Create A Zone Of SilenceCreate zones of silence during your day to day activities. Schedule for technology free
hour in morning and noon. It will help you to center and relax your mind. It will help you to recharge your batteries. You can take this further and schedule for technology free days as well. 28. Use The Slice And Dice Approach There are two ways to use the slice and dice approach to work on huge projects - o 1. Work on one slice of project per day and then carry on with other activities. o 2. Work for one slice of time (15 min, 30 mins, 1 hour … whatever time you decide) and then carry on with other activities. Over a period of time, you will be able to complete the project without experiencing a lot of resistance from your side. 29. Create Large Chunks Of Time Identify when do you have large chunks of free time and assign it to important tasks. Plan the rest of tasks around this time. Schedule activities to ensure they get done. 30. Make Most of Gifts of Time Flight time, waiting time etc are what author refers to as gifts of time. You get free, undisturbed time while flying or waiting. Plan in advance what work you can accomplish at times like this. 31. Complete What You Start Once you start a task, don‟t stop till you are 100% done. Work with single focus. When you have identified and are working on your most important task, doing anything else in between is a waste of time. Discipline yourself to work without distraction on the task in hand till it is 100% completed.Resources Napoleon Hill Tony Robins Steven Covey Brain Tracy Jack Canfield Dr. Wayne Dyre