1. 2013 Spring Series: Kinetic Breakthroughs for Transformational Leaders
Session I
Navigate Through Distractions
Pam Vaccaro, MA, CSP
2. • 10 % • 20 % • 70 %
• Listening • Bringing • Actually
to the information applying
presenter. back to the
colleagues. concepts.
3. Accounta
ble
Sustains Pays
Alignment The Focused Leader Attention
Is Focused
“Shows
Up”
Value-Based
Planner
4. OWN IT SOLVE IT
See IT
SEE It DO IT
We live above the line when we
take accountability for our actions,
problems,
and direction alone or as an
organization. Adapted from Partners in Leadership, LLC Oz Principle
5. When speaking with
someone, ask them
three questions
about what they
have said before
talking about
yourself.
7. Getting in Focus
1. Know your “why” for focus.
2. Be intentional.
3. Remove distractions.
4. Achieve success.
8. The “Time-Attention-Focus” Perspective
Behavior
Retention
Habits
Productivity
Focus
PROCESS
INTENTION
MOTIVATION
Multi-tasking
Attention
Time
Copyright 2009 Designs on Time Pamela J Vaccaro
10. Getting in Focus
Decide on the
importance of the task
at hand.
Check for accuracy if
you are in a multi-
Who?
tasking situation.
What?
When?
Where?
Why ?
How?
11. Getting in Focus
One unit of focused time
equals 4.5 units of time if
the focus is broken.
Consider this loss of time
when changing your focus
or asking for a colleague’s
attention.
12. Getting in Focus
Short breaks refresh the
brain’s ability to focus again
more intensely and
productively.
Walk around your house/the
office.
Focus on a pleasant visual.
Read for enjoyment.
Meditate.
Breathe.
Yours?
13. Focused Meeting Breaks
Use an odd number
of minutes and
“cell phone time” to
get participants
back from a meeting
break right on time.
14. Getting in Focus
Define you “best” time of
day.
Define your “worst” time of
day.
Protect this time from
distractions.
Collaborate with colleagues
on protecting each other’s
best time of day.
16. Paper vs.“Plastic”?
It does not matter how you
do it, but that you do it
(planning).
A calendar is not a planner.
Planning involves looking at
all the steps to complete the
task and scheduling them
for execution.
17. Plan by the week.
Adjust daily.
As the critical
question—am I in my
20%?”
18. A snippet of time is a 7-9
minute
time period that occurs
periodically during the day.
Keep a list of snippet
tasks.
See them as “gold mine”
opportunities.
Do them during day even
at “recess.”
19. The 80/20 Theory of
Vilfredo Pareto is the
premier guide for focus.
“20% of what we choose
to do produces 80% of
the results we desire.”
Choose wisely and
intentionally to maintain
focus.
20. D A
• Not urgent • Not urgent
• Not important • Important
• Great fun/thoughtless • High level of gratification
• (Used for procrastination) • (Often postponed)
C. B
• Urgent • Urgent
• Not important • Important
• “Delusional” • Tension-building
• (Often unquestioned) • (Gets most
attention)
20%
21. The Three-Question
Discerning Process for
Maintaining the it?
What if I don’t do 20%
What if I just do it and
don’t whine?
What would change if I
applied
Think/Question/Negotiate
20%
/ Delegate?
80%
22. Bonus APP
Use Your
Chronobiology for
HLE
Plan high priority activities
during your best time of
day to achieve
“Highest Level of
Effectiveness.”
24. Vision • Where we want to go.
• Futuristic.
• The means by which we intend to get there.
Mission • Not our strategic plan.
• Now.
Core • What behaviors we will demonstrate along
the way.
Values • Always.
25. A more accountable way of
defining an interruption and
one that puts you in control
would be:
“An opportunity to question
my current set of priorities.”
26. There are basically two
things everyone wants to
know
plus one special addition.
What are you going to do
for me?
Give an update to reduce stress
and increase you going to do
When are credibility.
it?
27. Have I initiated something to
get
my reader’s attention?
Have I made the e-mail
really easy
for my reader to read and
understand?
Have I made it clear what I
want my reader to do using
the “what and when” rule?
28. Have I tried to reduce the
time my reader will spend on
this e-mail?
Have I told my reader how I
want him/her to respond to
my e-mail?
Have I remembered to use
e-mails for a quick update?
29. Use bullet points to line item
ideas.
Use paragraphs.
Avoid going under the line
(having to scroll down) if
possible.
Use cc: very, very sparingly.
Use salutation, closing, and
signature on e-mails.
30. Use a verb or action
phrase on the subject
line.
Use EOM on the subject
line.
Use other acronyms —
FYI etc.
Avoid the overuse of re:
on the
subject line.
31. Consider turning off pop up!
Check e-mail frequently,
but not constantly.
Do most important e-mails
during your best time of day.
32. Color-Code E-mails
Outlook 2010
Open Outlook
Click “View Tab”
Click “View Settings”
Click “Conditional Formatting”
Add “Type in a name” font
Choose color – or font changes
Click “OK”
Click “Condition “ in From field put
in names you want to apply this
color coding to and click “Okay”
33. Go to “tools.”
Go to “Organize.”
Select “Using colors.”
Input e-mail sender/s.
Input selected color.
Apply.
34. Focus Management
Maintaining focus: controlling distractions
Three Best Quick-Fixes for
a Focused Meeting
Reverse the upside-down
agenda.
Address the 20% first.
Have a focused line-item
agenda including a time limit
and an expected outcome.
Use synthesizing language
to keep the discussion
focused.
35. Happier
Tal Ben-Shahar
Have a sense that they
make a difference
Get to use their gifts
Aware of their gifts or
strengths
Editor's Notes
Time management vs. Focus management? “The inability to focus for any length of time before something or someone requests your attention.”Activity:How might this alternative view of “time management” better serve you?