Prioritising

Jun 06 2017

Avoid making ‘Goal Setting’ mistakes…

In this day and age of ‘too much to do’, how often do we set off with the best intentions only to find time flies past. We start off well with apparent progress. We feel good about the progress and what lies ahead but then…

We neglect to look back at previous successes. Motivation wains and before we know it, we convince ourselves that it probably will not work anyway!

Don’t worry if this sounds all too familiar, I too used to fall foul to procrastination or setting unrealistic goals. Having learned by my own mistakes and concentrating on what obstacles are in the way of us achieving our end objective, I felt this was too important to keep to myself so happily share some of the findings with you now.

Error 1: Unrealistic Goals

Having worked in sales and being set unrealistic targets, I can really relate to this. The acronym SMART(ER) Goal Setting should never be underestimated.

Let your imagination go and allow doubt to have a say but not to rule! Once you have set a goal, step back and assess the facts to check that it is achievable and in the set time frame. Remember, “A dream is but a dream but a goal is a dream with a deadline!”.

For example, my wife decided to Walk-the-Walk (26ml through London at night in aid of breast cancer research). She did not wake up on the morning of the event and think to herself “I’ll do that”. It took months of training to obtain the right level and as a result she achieved it within her time frame.

SMART(ER) goal settings focus on being Specific, Measurable, Attainable, Relevant, and Time-bound and recent additions include Evaluate and Re-adjust.

Error 2: Underestimating Time

Time and valuation seem to constantly occur as being underestimated. Looking at time, think back on previous projects. How many were rushed at the end or not completed within the time frame at all?

This is one of the killers to motivation.

Look to use tools such as ‘scheduled’ to-do lists. Allocating time for the goal or parts therein. Consider project planning tools such as ‘Tasks’ in Outlook or search the web for ‘Top 10 best project management software’ to see what is appropriate.

And always, ALWAYS allow extra time in your estimate to allow for unknowns and/or setbacks.

Error 3: Not reviewing

Unless the goal is so simplistic that it does not require breaking into segments, ‘Evaluate’ where you are along the given path and then making relevant ‘Readjustments’ (See ER above in SMARTER) is tantamount to signing off failure.

If still on target, celebrate the success. The reward does not need to be high (I like to treat myself to a decent coffee and half hour break to enjoy it once these blogs have been completed) but treat yourself, acknowledge yours or the team’s success.

If not, re-adjust so the end can still be met.

Error 4: Too many goals

Once we start it is so easy to keep going with the ideas and goals but there are still only 25 hours in a day (or, so one of my ex-bosses used to believe!). Time-Management is a misdemeanour as you can’t manage time (unless you are Dr.Who) but manage what you have to do, in the time before you.

If there are many aspects to the overall goal, I use the Wheel of Progress which is a great tool to compartmentalise each section. Contact me if you wish to talk about this.

Simply, consider the ‘R’ in SMART and be realistic in what you can achieve. Success relies on quality not quantity and achievement of a few things at a time.

Error 5: Too few areas

In as much as it is important not to set too many goals, it is equally important to make sure there is a range of goals.

Doing ‘fun’ objectives that bring you joy are important to offset those ‘tasks’ that are necessary within your work goals that may not be that interesting or enjoyable.

This can be important elements to the Wheel of Progress mentioned earlier.

Error 6: Setting Negative goals

No one does this intentionally but all too often we set negative goals that affect our belief in our abilities to achieve them.

For example, to improve work life balance, refrain from setting “stop staying behind at work” to “leave work by XXX and spend more time with YYY)

Negative goals suggest we have to give something up. Look to reframe them with a ‘Positive’ outcome which becomes a more desirable objective.

Error 7: Depreciating failures

Really? I need to look and appreciate my failings?

No matter how focused you are on the outcome, reaching every goal is not always possible. With the confidence to accept this, it becomes possible to learn from them.

Each of the above areas need to be considered and worked on when setting goals/objectives.

It is not easy to give honest views of what we can achieve in the time we have due to other influencing pressures but to achieve them, all too often you need to find that strength to be truthful not only to yourself but the task ahead and the realistic time frame.

At Coaching to Success, Neil specialises in helping individuals or teams to set realistic goals and then support them through the challenges ahead to insure they are met. If you or those around you could benefit from a one-to-one with Neil to see how he can help, contact him by emailing neil.nutburn@coachingtosuccess.co.uk or 07761 187238 to discuss how Coaching to Success can help you.

And why not get a feel for the person by checking out our short ‘interview’ video at https://youtu.be/RvCwOL4hPco

May 22 2017

First Strategies… Then Capitalise

One thing I noticed in my earlier days of management was that to truly succeed, you need to work ON the business and this requires a strategy.

How is your business? Are you simply working to keep your head above water? Are you drowning in areas that, quite frankly, are avoidable? What plans have you made for tomorrow, next month or a future point? These are all reflective questions I would ask people to look at.

With a strategy model you can formulate a plan to truly promote your great product or service. Lafley & Martin 5-Step Strategy Model has some interesting elements to consider.

WINNING ASPIRATION – The organisation’s goal or objective. Not simply about making money but market placement and establishing YOUR aspirations.

In coaching, we use the ‘Rocking Chair’ tool where we ask clients to mentally move away from today and cadge a lift in Dr.Who’s Tardis to drop them at a time in the future so they can envisage on how their business is doing.

Here you can see where you are compared to competition. Do you aspire to be #1 or increase your percentage of market share etc. Be realistic as much as optimistic. Know where you wish to be in a given time. “A dream is but a dream, but a goal is a dream with a deadline!”, set that deadline and imagine what your endeavours now will lead to.

WHERE WILL WE PLAY? – Know your market, the players and the customers. As a business coach, I can work 1-2-1 either face-to-face, over the phone or Skype so potentially my clients are global. However, when I run workshops, at the moment I tend to keep them UK bound due to the return on investment. I specialise in ‘Business Coaching’ rather than encompass other areas such as Youth or Retirement so I become a known specialist that helps businesses flourish.

If you sell a product, get to truly know your market rather. You’re your target audience. Is it B2B, B2C, OTC, Local, European, Global? Establish this clearly and focus your energy in a given direction rather than scattergun.

HOW WILL WE WIN? – After research comes ‘Strategy’. This is where the most valuable time is spent.

Careful consideration is required here to establish your position in the market and where your competition can challenge you! Look to incorporate your Unique selling Proposition (USP).

Quite simply, your audience requires a good product/service at a fair price. Think about quality and time frame, know what your market requires and create a strategy towards that.

CAPABILITIES NEEDED – Your action list. As a coach, I helped one client ascertain his team’s skillset. It became apparent that some were better in certain areas than others. We juggled members around to fit those they were more proficient in and productivity increased resulting from staff being in the optimum place.

What of technology, do the team work with laptops or have they to return to base wasting valuable time? Complaint procedures, route to market, your organisation’s infrastructure all of these require consideration and planning and not simply to be left to chance as you meander forward.

MANAGEMENT SYSTEM REQUIRED – Up to know, it has predominantly been management. This area refers to the ‘Leadership’ of people therein.

Dwight D. Eisenhower said “Leadership: The art of getting someone else to do something you want done because they want to do it.” So the key is to have the person who ‘Leads’ to drive the passion of the businesses objectives through those who actually make a difference.

Avoid top heavy, glory seeking and self-promotion management structures. Delegate sensibly and without ‘dumping’. Understand your team’s workload and apply pressure NOT stress (there is a fine line!).

Although extremely simplified to serve this feature, it opens thought processes that time spent creating a workable with focused strategy is valuable. Much like a swan on fast running water, looking beautifully serene on top while paddling away frantically just to stand still. Whereas, with less effort, one which knows its surroundings better will fly to where the same effort put in will cover so much more ground reaping better rewards.

Should you or your organisation be looking to create a strategy bespoke to your business, then contact Neil by emailing neil.nutburn@coachingtosuccess.co.uk or 07761 187238 to discuss how Coaching to Success can help you.

And why not get a feel for the person by checking out our short ‘interview’ video at https://youtu.be/RvCwOL4hPco

Apr 11 2017

Why does time always run out on me?

We can often get to the day’s end wondering where the time disappeared to and that certain planned tasks have, for another day, been missed.

It must be time-bandits, that’s the only sensible and logical result. Sherlock Holmes would say ‘If you’ve eliminated all other possibilities whatever remains must be the truth.’ … or is it?

It is amazing how busy we ‘think’ we are when in fact we allow other aspects that are not relevant to what we need to do take control. With this in mind, here are some areas that Coaching to Success use to recapture time and accomplish your objectives:

Using a notebook, online diary or memo pad etc, write your thoughts, actions and conversations along with when you carried them out. Do this for 7 days and on the 8^th, assess to see how much time has been wasted on unproductive activities.
Manage procrastination: The easiest way is to turn off Facebook, LinkedIn, Twitter, Snapchat, Pinterest or other forms of social media and updates of every new email landing in your inbox. Be honest with yourself, how vital is it that these tools are needed instantaneously or can scheduled visits suffice?
Before anything else, plan your day’s activities. Spend 30 minutes at the beginning of your day. Do not do anything until this has been accomplished.
Remember to incorporate slots of time for those un-expected interruptions such as returning a call or working on some prices needed quickly etc.
Do you leave your phone on when attending important meetings? Or do you give your undivided attention to the person your holding discussions with? If so, schedule appointments with yourself for carrying out important tasks and treat yourself as you would a most valued client.
Practice not answering the phone just because it is ringing and emails just because they show up. Schedule a time to answer email and return those calls.
At the beginning and end of each new task, decide what results you want to achieve. Check (a) whether it was and (b) within the time you allocated for it. Learn from this for future.
Put up a ‘Do not disturb’ sign when you must get the work done. This is for yourself as much as others who want to impose on your time.

There are many ways in which Coaching to Success can help you and your business improve productivity. Managing what you have to do in the time allocated is just one area but we have many other tools to help you out too.

Should you be interested in discussing how we can help you increase productivity or improve your work/life balance, then contact Neil, neil.nutburn@coachingtosuccess.co.uk or 07761 187238 to arrange a free consultation on how Coaching to Success can help you. Also, to get a feel for the person, check out our short ‘interview’ video at https://youtu.be/RvCwOL4hPco

Nov 07 2016

Time for ‘Change’? Let’s ‘Manage’ it to secure the best outcome.

Those who know me will know a favourite expression of mine is “If you continue to travel the same path as you always have, you will inevitably end up at the same destination”.

If you want to …

Grow (in confidence or self-worth)
Improve sales and/or profits
Try different avenues within your business field
Have your team or team members take on different responsibilities
Change your direction with the path you’re currently on

It’s critical you manage the change, or as many will know “Change Management”. But is it that easy?

I recently worked with a CEO concerning an awkward issue and one that ultimately changed the direction that some people were already heading. By truly recognising what the barriers were (both real and presumed) we worked through a programme of events giving a very clear outcome making it not only real but also manageable.

Much like their situation, should you be in the process of or considering change within your company or personal life, but with so many other things stepping in the way to gain that clarity, this may well help get you on track for a successful outcome.

Create a ‘Change Plan’ – Before you can start any changes, it is crucial that you formulate a project plan looking at why change is necessary, a timeline, the major tasks involved and how it will be implemented. Assess all the possible options available, then select the most appropriate. Keep any other ideas for back-up. Allow it to breathe so it’s a work in progress of which improvements can be introduced.
Clear Direction (Establish a persuasive case and a sense of urgency) – It’s no good having changes just because you’re bored of the way things are! There HAS to be understanding as to why change is necessary and that a clear set of arguments for change is laid out. Not only this, but a planned ‘action’ timescale for it to be within. Although emotions will be involved, try to step away and look at it logically.
Clear Leadership (& ownership) –Not only from the leader(s) but for the teams and members of the organisation too. Should there be more than one leader, then a united front needs to be forged to give a clear message to all affected. Once established, accountability is given to introduce ownership. ‘R.A.C.I.’ is a great model for this (Responsibility, Accountability, Consult, Inform). Coaching to Success are here to help with this.
Consistent Communications (Early and often) – I have to admit that this is my biggest gripe with most businesses. With all the means to communicate, this is still one of the core problems affecting most organisations. Poor communication is the bane of many a working environment. It is critical that poor communication is NOT a factor when change is imminent. There’s an old adage that goes “Tell them what you’re going to tell them… Tell them… and tell them what you told them”. Make sure the message is as clear as day. People perceive things in their own manner which may well be different from the intended outcome. Keep re-enforcing and making sure everyone involved are kept up to date with progress. Do not simply rely on ‘email’ to get your message out. Use face to face through to conferences to presentations to text (if it helps!). To be kept informed insures that innocent comments or ideas don’t grow to uncontrollable monsters.
Maintain & Measure the Progress – Once the change has been started, make sure the momentum is kept up and communications (as stated before) are flowing. If those affected by change don’t see what’s happening, they can easily ‘presume’ that the change will not be happening, or they presume the ‘Need’ has also dissipated! As part of the original plan, develop the relevant milestones which can be celebrated loudly at every juncture. This then keeps the process clear in everyone’s mind so that all can work towards it.
Anchor New Approaches – People need to see the change and the leadership team’s role is to insure that this is embedded in. This can be brought about by recognising and reinforcing the positive behaviours in those directly involved; Insure the ‘Vision’ is kept alive by communicating it; Create the ‘We’ approach rather than the ‘Them or They’; Set challenging and realistic goals; Show clear links between the objectives set and the team success; Recognise those individuals or teams that do well and celebrate as a team. Finally, from the offset, make the ‘New’ way the ‘Normal’ way!

These are the outline areas for a successful transition of change. Each case of change is unique to the company or individual and helping to gain that clarity, as we did with the CEO, is what we’re about.

To gain this for yourself, contact Neil neil.nutburn@coachingtosuccess.co.uk or 07761 187238 to arrange a free consultation on how Coaching to Success can help you. Also, our short ‘interview’ video can be seen at https://youtu.be/RvCwOL4hPco.

Oct 24 2016

There’s no Compromise to Prioritise…

A new client recently explained to me how he was at a stage where he wasn’t sleeping well, his lack of focus was affecting his work and with so many things that all needed to be done, seemingly at the same time, that he was at his wit’s end.

Now with the best will in the world, there are only 24 hours in the day and if you have 26 hours’ worth of tasks, physics simply states that “it ain’t gonna fit!” So how did we go about dealing with this situation? How was he able to regain a peaceful night’s sleep, becoming the less irritable and more pleasant guy that colleagues and family had missed?

Everyone will have their own criteria or needs, no two people will be the same and although there were specific requirements for the aforementioned, there are certain things that we can all adopt to help us gain some clarity. The simplest of all is to Prioritise your workload.

Get it written down – Our thoughts are all vying for the #1 slot. It’s tricky to ascertain which is more important than others when there are so many. First thing to do is get them out of your head and written down.
Time-frame – Now they are out, give each task a simple recognisable title and write a realistic amount of time you envisage spending on it.
Urgent vs Important – What needs the immediate attention? What has a deadline that has to be met (eg Applying for a job that has a closed deadline). What will have a seriously negative outcome if not met?
Scheduled To-Do – Go back to #2 and plan your day(s) according to the amount of time each will take. Write a START time and END time and block this out in your diary. Remember to add time between tasks for all those inevitable unexpected things!
Log – Regardless if a new task or a repetitive one, we can so easily assume they should take less time than expected so don’t ‘assume’, know and log the amount of time you ‘actually’ spend on each to help you plan for future similar tasks.
Order of effort – Look at the tasks that will take you the most effort. Deal with these when you are most productive. If you’re an early morning person, crack on with it then but if you don’t get into your flow until later in the day, take on board the smaller jobs and clear the decks of them.
Manage distractions – know what your distractions are and manage them. I’ve found that one of the biggest is Messenger and/or Emails. TURN THEM OFF!!! Unless you are a business that relies entirely from email orders, you don’t need them. Be brave! Difficult though it may appear, turn them off and only visit them at ‘scheduled’ If it is urgent, people will soon learn you don’t immediately respond unless they call you.
Multi-tasking – It’s a lie! Yep, multi-tasking isn’t time saving, it’s time draining. You start numerous jobs and keep going back to them spending time familiarising yourself with them. Start a job, give it your undivided attention and as far as you can go with it, complete and then move to the next. Refrain from jumping from one to another. From your To-Do list, you’ll have plenty of jobs but you’ll do them more efficiently by concentrating on them one at a time… trust me, it works!
Cut it out! – Literally, cut tasks out if they don’t fit into the priority listing. Delegate what you can and what’s left, leave to one side and concentrate on the priorities you know are critical to the business and/or you. You can’t do everything so if there are areas to be sacrificed, this way you can be honest with yourself as to what are the least important.
Review – Check your task list and see what can be delegated. Trust others to do it. If, as a sole trader or entrepreneur, you have to manage many aspects of the business, ie admin, then set a time (we refer to this as a ‘default diary’ entry, same time every day, week, fortnight etc depending on required frequency) and then don’t add this to the worry pile as it has its allocated slot. Also, keep assessing the priorities as later, those tasks that initially appeared high on the list may not necessarily be that important so keep revising.

Well there are ten areas to help start the process. An author who I totally admired was Stephen Covey and he once quoted “The key is not to prioritise what’s on your schedule, but to schedule your priorities”. A great mantra to take on board.

Coaching to success understand the headaches that a busy career or life can bring and we have the expertise, much as the client mentioned earlier, to help you through those harrowing times. To help you set clear parameters and offer the motivation to see you through to the end with positive and profitable outcomes.

Take the first step to gaining this clarity and contact Neil on 07761 187238 or email neil@coachingtosuccess.co.uk who, with tools and techniques, can assure you of a smoother, quicker transition from despondency to joyful completion.