Coaching to Success

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Time Management

When all around you seems to be collapsing…

Sometimes when things seem to go wrong, you think “Why do I bother?”. I’ve had one of those weeks where my front door key snapped off IN the door! The oven’s heating element burnt out and to top it off, the Blue Ray player decides it no longer likes discs.

All typical things that can affect our perseverance when it comes to work or home.

Why did I not give up? Partly because I could not get in to cook dinner so we could then watch a film. Seriously, it was not so much the action as the attitude! It would have been easy to have a tantrum or feel aggrieved but no. Although an uninvited hassle, resolving the situation would insure things returned to normality or, more importantly, when things really matter, improving the end situation.

Easier said than done so here are a few tips to change the mindset towards a positive outcome by ‘Perseverance’.

Believe in yourself: “If you think you can do a thing or think you can’t do a thing, you’re right” (Henry Ford). Give up on trying and start doing. If you have doubt, ‘Trying’ something gives you permission to fail. Believe in yourself and commit psychologically to achieving it.

Evidence based actions: I have been as guilty as others for worrying about what might or might not happen. As the saying goes, attack is the best form of defence. Rather than getting tied up in the worry, recognise it then quickly get on with it so as to reduce the build-up of worry.

Put procrastination in her place: With today’s fast moving pace, laptops, tabs and mobile phones mean we are available 24/7. Or are we? Don’t let technology or others dominate and control your precious time. Allocate time to attend to them rather than being enslaved. What is the true reality of having to ‘immediately’ answer the device as it beckons you or are you simply procrastinating?

Reflection: Each day, look back over what you have done and make a note somewhere of what you achieved. Each week or month (depending on time scales), spend time reading over your notes to re-kindle the motivation to carry on.

Automation: It may seem obvious but reduce the time spent on repetitive tasks by creating systems, templates and suchlike. Mail Merge, for example, is great for correspondence where minor differences need to be applied to what is otherwise a long winded process especially those that are required weekly/monthly.

Understanding: Avoid shying away from a task due to lack of knowledge. Do not be afraid to ask questions. Improve your understanding of the situation. This may be as simple as establishing the required outcome rather than a perceived one! If you are not familiar with something, ask those in the know. People like to share their knowledge so never be afraid to ask someone something they will enjoy talking about.

Keep the end in sight: Goal setting along with the actions to achieve it are what Coaching to Success specialise in. Know what your ultimate goal is. Compartmentalise each element required to get there and set time-framed goals with actions for each step. It is always easier to handle smaller sections of the bigger objective and a great motivator to tick off each as they are done. Much like doing a jigsaw, one piece fits neatly in with the next and before long, you have an amazing picture made up of its several parts.

Coaching to Success work with clients to gain clarity in their end objectives. To break the bigger picture into jigsaw piece size goals and help set realistic times for each. With motivation, clarity and direction, we can help you or those you are responsible for to persevere to the end and feel the benefits of accomplishing it.

To improve your own levels of perseverance, take the first step by watching our interview video at https://youtu.be/RvCwOL4hPco then contact Neil on 07761 187238 or email neil@coachingtosuccess.co.uk where you’ll be assured a warm welcome to discuss how we can help.

I’m too busy to procrastinate!

Abraham Lincoln once quoted “You cannot escape the responsibility of tomorrow by evading it today.” Easy words to read but often hard to action

Speaking to a colleague only today about how I have certain tasks I need to accomplish but that even I was allowing procrastination to sidle in next to me and lure me away from starting.

Knowing that the task was going to be quite time-consuming yet also aware that it could be broken into parts, I still avoided that initial step thinking other jobs took priority (including a quick game of PC Solitaire!).

I recognised the signs, even so, still managed to avoid starting. Fortunately for me, having this other person to make me accountable gave me the required kick-start.

If like me, you have been putting things off or simply wish to create then stick to a new objective, here are my tips to help you get to grips and move positively forward:

Why can’t I start this? – Find the core reason that is holding you back. What problems, perceived or otherwise, are there that hinder you from getting on with it? Look at the situation, yourself, the task/project/objective and ask yourself why you keep procrastination. Dig deep and answer honestly.

“Begin with the End in Mind” (Dr. Stephen R. Covey) – Start the day as you mean to carry on. There are some great Time-Management tools that can be found on our web site that help here. Consider planning your day’s activities in advance and if you have to have a Social Media fix, gaming set a time to do this rather than having it/them keep pinging on your device as a distraction.

Play indoor football! – Not literally but consider the ‘Goal’. Indoor has ‘Mini-Goals’ so set attainable targets that you can reach within the allotted time.

If the overall task is large, as is the one I mentioned previously for me, look to break it down into smaller parts and set time-lines to complete each. Procrastination feeds off boredom if a reachable end is out of sight.

Self-appreciation – With each completed task or segment of a larger goal, reward yourself accordingly as recognition for what you achieved. Lack of appreciation is often a main cause for procrastination so refrain from relying on others to offer it. Know that you have accomplished your set objective and reward yourself with something that’s relative to the task. One client rewarded himself with an iPad once he hit a set target but that was relevant to the order he achieved. I reward myself with a decent cup of coffee LoL when finishing features such as this. Make the reward relevant but also meaningful.

Break the Habit – As with many other factors creating who we are, procrastination may well have now become a habit for you. Reminding yourself of the consequences that are attached to it may well be the first step to take. We all know the motivational use of carrot and stick scenario and although not PC as a tool to use, the principle is a good way of looking at what drives you. Are you tempted more by reward or reprimand? Look at the consequences of failing to reach your objective then assess what you need to do to give you the motivation to reach your goal and then you can get a free time and do you pc games and your favorite online games like Counter and LoL.

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Also, let others know so you can hold yourself accountable to someone else!

Coaching to success work towards breaking down barriers, assessing what’s ahead and planning to succeed in whatever goal their clients wish to attain. To improve your own levels of procrastination or focus, take the first step by watching our interview video at https://youtu.be/RvCwOL4hPco then contact Neil on 07761 187238 or email neil@coachingtosuccess.co.uk  where you’ll be assured a warm welcome to discuss how we can help.

No better time to focus… Than NOW!

Whether parties are looming or seasonal jobs (such as Accounts being in high demand December/January) are upon you, while looking to find stress free ways to manage the workload, we can all fall foul to that beast we know as procrastination. One of the best ways to free from stress is to have a party with a lot of food and drinks from Oddbins.

Even as a business coach, I am not immune to the temptations of more interesting tasks or projects, especially when I’m having to deal with an area I am not comfortable with such as the Belbin Team Role position of ‘Finisher’, which is often the case for those who constantly seek new opportunities! The excitement has waned by then.

So whether you find it difficult to start a job, monitor its progress or lose motivation once the initial enthusiasm has passed, here are some great tips to keep you on track:

Mini Snacks: Ask yourself “What can I achieve in 5 minutes that will move this forward by even the smallest amount TODAY?” Then set about doing it. Scientific research shows we are more likely to actually complete a task once we set about starting it.

Emotional boost: Pick a song you really relate to for the task in hand. Some of my friends would look amazed to know that I tune into Classic FM when writing these features but I find it calming and allows me to think as there are no lyrics. Find songs that inspire you for the task in hand.

Place a Wager: Look to a friend or someone you believe can hold you accountable and place a bet with them! Make it something you actually having to suffer a loss if you don’t achieve your chosen task. Announce that you will take them out for a meal, take them to see that band they may be but you are not keen on, you will clean their house together with Exterminator Kansas City along their backyard. Create a given day/time of the following week, or whatever time scale you work to, and it is down to them to check in at that time to redeem their wager should you have failed in your objective. Great incentive because it is lack of face as much as financial or whatever the bet is.

Rewards: On a flip side, set about rewarding yourself for completing a task like pampering yourself with the help of Galumbeck plastic surgery. Make it relative to the task in hand such as I like to make a cafetière of coffee once I’ve written a feature and sit back to read the finished article. Some may have secured a big contract so look to a new car. Set the reward accordingly.

“Umm, that one”: How big is your to-do list? A valuable tip is to know what is most important and FOCUS on that. If you have a lot of things vying for position in your mind, write them all down and put them into order of priority. Then work your way through it with the full knowledge you do not have to focus on anything else as it is written down ready for you to address later.

“Bye”: Let it go, quite simply, if it is not important or it is something someone else can do proficiently, get this off your to-do list and out of your head. If passing it on, we call that delegation, which is a little different but, nonetheless, you no longer need to handle it yourself so give yourself permission to let some things go.

Gym time: If you go to the gym, you will undoubtedly give yourself a set time to powerhouse your way through a set routine. It is no different with a task. Start in 20 minute stages and work up to an hour where you will close the door on all other interruptions or distractions and fully focus, knowing you have a time frame to work to.

What’s going on up there?: Have you ever actually spent time assessing yourself? What are the main factors for holding you back? Is it a fear or lack of perceived knowledge required? Even the most confident among us have fears, myself included, but it helps to be completely honest with yourself so verbally ask “I’m avoiding this task because..”.

Coaching to Success have techniques to help you recognise yours or your team’s strengths as well as areas that you can either work on or realise they are best passed to others whose strengths lie in that given area. Don’t put off something else that can help you move successfully forward, take the first step towards overcoming procrastination by contacting Neil on 07761 187238 or email neil@coachingtosuccess.co.uk, where you will be assured a warm, friendly welcome and the chance to discuss how we can help not only saving time but actually achieving all those tasks.

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

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:

  1. 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 8th, assess to see how much time has been wasted on unproductive activities.
  2. 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?
  3. 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.
  4. Remember to incorporate slots of time for those un-expected interruptions such as returning a call or working on some prices needed quickly etc.
  5. 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.
  6. 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.
  7. 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.
  8. 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