Institute for Management Studies • 201 W Liberty St • Ste 100 • Reno NV 89501 • (775) 322-8222 • www.ims-online.com The Institute for Management Studies 38 Years of Executive Education Excellence Presents Managing Competing Demands: Getting It Done and Having a Life David Posen, M.D. (800) 806-2307 [email protected]www.davidposen.com
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Institute for Management Studies • 201 W Liberty St • Ste 100 • Reno NV 89501 • (775) 322-8222 • www.ims-online.com
The Institute for Management Studies 38 Years of Executive Education Excellence
SEMINAR FOR INSTITUTE FOR MANAGEMENT STUDIES Prepared and Presented by David B. Posen, M.D.
WORKBOOK INDEX 1. Quotes to Reflect On 2. Assessing Your Values and Priorities 3. Lifestyle Change Worksheet 4. Ways to Work Smart – and Fresh 5. Dealing With Deadlines 6. Learning to Say No 7. Managing E-Mail 8. Healthstyles 9. Sleep 10. Ways To Leave Work At Work 11. Reducing Workplace Stress: Corporate Strategies 12. Ideas for Turning Theory into Action 13. Action Ideas and Reflections 14. Personal Action Plan
QUOTES TO REFLECT ON IDENTIFY YOUR VALUES AND SUPPORT THEM BEHAVIORALLY Dr. Roger Mellott HOW YOU SPEND YOUR TIME SAYS A LOT MORE ABOUT WHAT YOU REALLY VALUE THAN ANYTHING YOU MIGHT SAY IS IMPORTANT TO YOU From “Love & Survival” by Dean Ornish, M.D. HOW YOU DO ANYTHING IS HOW YOU DO EVERYTHING Zen Saying IN LIFE, THERE ARE EITHER RESULTS OR REASONS START AS YOU MEAN TO CONTINUE WHEN THE GOING GETS TOUGH THE TOUGH GET STRATEGIC YOU CAN HAVE ANYTHING YOU WANT. YOU JUST CAN’T HAVE EVERYTHING YOU WANT TRADEOFFS ARE INEVITABLE
WAYS TO WORK SMART – AND FRESH GET ORGANIZED: Use a “To Do” list – but don’t make it too long! Prioritize (e.g. A, B, C or Urgent vs. Important ) – then do first things first Develop systems, protocols, check lists
Avoid clutter (clear desktop) Develop a good filing system
Work on one thing at a time – avoid multitasking LIMIT DISTRACTIONS AND INTERRUPTIONS: Set aside blocks of time (to work without interruption)
Close your door Put “Do Not Disturb” on your door; put phone on Do Not Disturb Work somewhere other than your office (e.g. board room, library) Work at quiet times (before 9 or after 5)
Cut down on chatting and socializing. Limit personal phone calls. Check e-mail only at set times ENHANCE EFFICIENCY & MAXIMIZE YOUR EFFORTS:
Delegate as much as possible Avoid perfectionism Avoid unrealistic promises, expectations and deadlines Learn to say “no.” Set boundaries & limits (especially with demanding people) Discipline yourself on the phone (be brief) Make use of transition times (make a phone call, write a memo, read a report) Use technology and shortcuts (e.g. phone or e-mail vs writing letters) Ask for help
Do it now (Don’t Procrastinate) WORK FRESH – OPTIMIZE YOUR ENERGY & LEVERAGE YOUR TIME: Arrive well rested Monitor your energy and pace yourself
Take time-outs (nutrition, exercise, meditation, reading, power nap, puzzles, etc.) Breaks throughout the day (mini time-outs)
Leisure throughout the week (midi time-outs) Vacations throughout the year (maxi time-outs)
Do high concentration tasks when fresh, high activity tasks when tired Change tasks (if you’re getting stale)
“Being Selective Is Self Protective” Benefits of Saying No: 1. Takes pressure off you, less stress 2. People know where you stand 3. Increases your own self-respect 4. You feel more in control (of your self and your life), less like a victim 5. Reduces anger and resentment, increases general happiness 6. Frees up more time for yourself 7. Increases your energy 8. People more appreciative when you do things for them (don’t take you for granted) When is it Appropriate to say NO? 1.When you’re exhausted or stressed out 2. When you’re already overloaded and have no time 3. When you have higher, more important or more pressing priorities 4. When the requester’s expectations are unrealistic 5. When it’s not your job (area of responsibility) 6. When it’s not your area of expertise and someone else can do it better or faster 7. When there’s no benefit to you 8. When you feel the request is a slough or buck-passing How To Say No Acceptably 1. Express your wish and willingness to help (even though you have to decline) 2. Give an explanation 3. Offer to give partial assistance or to do part of the job (if you can’t do it all) 4. Make a counter-offer to do it later 5. Suggest alternatives (other ideas or people to help) 6. Ask what it’s for (to help them clarify their situation and what they really want) 7. Ask for time to think about it 8. Ask “When is the real deadline?” 9. Ask them to help you trade priorities (i.e. “what would you like me to set aside in 10. Say “Let me check/clear it with my boss.” order to help you?”)
1. Check email 2-3 times a day, not continuously. 2. Turn off ringer/sound indicating new messages.
3. Don’t check email first thing in the morning if you’re a morning person,
You’ll end up giving away your best, most productive 30-60 minutes/day.
4. Create a filing system for incoming messages: e.g. To Answer, to Read.
5. Don’t respond to messages unless you have to. Your quick “Thanks Bernie— have a great weekend” Is just one more message for him to download, open and delete. It can be a greater courtesy not to reply
6. Get your name removed from as many e-mail lists as possible. This includes
joke lists (unless the jokes are really funny.)
7. Use filtering programs if you’re inundated with unwanted e-mails
8. Send Less – Get Less (60% of messages you send will elicit a response.) Be your own filtering system. Before you press “send”, ask yourself if this message really needs to be sent at all.
9. KISS: Keep it Short and Sweet – it saves time for everyone.
10. Get to the point. State action requested in the first line. Add pleasantries after.
11. Avoid “Reply All” and “Cc” as much as possible. Use “Blind Cc” if long list.
12. Use acronyms in Subject Line: e.g. NRN (No Response Needed)
NTN (No Thanks Needed) EOM (End of Message) Communication is a great thing. Over-communication is a blight. Use your toys wisely – and encourage others to do the same.
by Song, Halsey & Burress BK Publishers Inc., 2007)
Posen Workbook - Page 7
HEALTHSTYLES LIFESTYLE KEYS TO HEALTH AND SUCCESS
1. Avoid caffeine (Coffee, Tea, Cola, and Chocolate). 2. Regular meals, balanced diet, minimal junk and fried foods, eat slowly. 3. Good fluid intake (6-8 glasses of water per day). 4. Adequate sleep (based on your requirements) ± “power nap”. 5. Regular exercise (30 min.; 3 times/wk; aerobic; fun; do a warm-up). 6. Alcohol in moderation (one or two drinks per day maximum). 7. Don’t smoke. Don’t take recreational drugs. 8. Balance between work and leisure. Make time for family and for self. 9. Time-Outs (regularly and as required.) 10. Regular holidays (Take them before you need them). 11. Establish and nurture relationships. Develop a support system. 12. Learn to relax--including Relaxation Skills. 13. Manage your time. Don’t overload your schedule. 14. Manage your money. Don’t get over-extended. 15. Do something for yourself every day.
BENEFITS OF SLEEP Increases Energy (Physical Restoration and Rejuvenation) Allows body to rest (Slows basal metabolic rate, lowers oxygen consumption) Enhances Mental Function & Improves Productivity Improves Alertness, Concentration, Attentiveness & Vigilance Improves Memory Increases creativity and innovative thinking Improves problem-solving ability Increases decisiveness and decision-making ability Increases reflexes (mental and physical) Improves Mood Decreases irritability, depression and anxiety Increases tolerance, resilience and patience Decreases emotional reactivity Improves Health Stimulates growth Stimulates/activates immune system Decreases risk of disease and early death GUIDELINES FOR HEALTHY SLEEP HYGIENE 1. Aim at 8-9 hours per night 2. Go to bed and wake up at the same time each day 3. Develop a bedtime routine to wind down (bath, reading, soft music, etc.) 4. Clear your mind of problems and worries. Think calm and pleasant thoughts 5. Don’t watch TV in your bedroom and especially not at bedtime 6. Don’t do work-related activities in the bedroom 7. Avoid caffeine within 8-10 hours of bedtime 8. Avoid exertion and strenuous exercise within 3 hours of bedtime 9. Avoid heavy meals within 3 hours of bedtime 10. Avoid alcohol within 3 hours of bedtime 11. Avoid sleeping pills 12. Avoid alcohol as bedtime sedative (leads to early morning wakening) 13. Don’t nap if you have trouble sleeping at night & Don’t nap in the evening 14. Do some form of exercise or physical activity during the day 15. Create a conducive sleep environment (dark, quiet and cool) 16. Small snack at bedtime may be helpful especially if it includes milk (which is a natural source of Triptophan, a sleep-enhancing amino acid)
REDUCING WORKPLACE STRESS: CORPORATE STRATEGIES 1. Lead by example – be a positive role model 2. Manage workload volume and velocity. Eliminate unnecessary work 3. Streamline bureaucratic processes (e.g. eliminate multiple levels of approval) 4. Adopt realistic expectations re: hours, deadlines; less emphasis on “face time” 5. Give lieu time for working overtime – to allow recovery and renewal 6. Provide the resources that employees need – human, logistical, technological 7. Give direction, feedback and recognition 8. Develop policies for meetings (e.g. only if needed; only during regular hours; send agenda ahead of time; start and end on time; short, to the point & action oriented; no use of Blackberries, laptops or cell phones; minutes sent soon after with a completion date and designated person for each action item) 9 . Develop travel policies (e.g. only when necessary, not on weekends, direct flights) 10 . Develop vacation policies (e.g. use them or lose them, option to buy an extra week) 11. Develop Email and communication policies (e.g. no electronic messages evenings or weekends, off-hour contact only by phone, consider Email-free days) 12. Provide healthy food, non-caffeinated beverages, exercise and recreation facilities, day care and concierge services; consider providing a quiet meditation or napping room 13. Provide options for flex time, flex place, telecommuting. Promote, encourage and give permission for workers to improve their work-life balance and harmony 14. Provide skills training in time and stress management, delegating, assertiveness 15. Identify difficult people (intimidators, game-players, power-trippers, abusers, bullies) – and deal with them
How to transfer new skills into everyday life. How to move from learning to practice and utilization. How to ensure implementation and sustainability. 1. Review seminar material within 24-48 hours after its completion. This increases retention considerably. 2. Make your personal action plan specific, measurable, realistic, actionable by you and accompanied by completion times. View your action plan as a commitment. 3. Keep your action plan handy for easy reference. Review it at weekly or monthly intervals and tick off completed items. Hold yourself accountable. 4. Start right away. 5. Program yourself for early success by making easier changes first. 6. Change 1 or 2 things at a time. Don’t try to do too much at once. 7. Make it a game---or think of it as an experiment. Give it a try & see what happens 8. Share your action plan with others and invite them to help hold you accountable. Contract completion of certain items with significant people. 9. Get a buddy to make changes with you (e.g. exercise program, quit smoking). 10. Set up a reward system (for changes made or goals reached). 11. Record your progress (on a chart or list). Celebrate your triumphs. 12. Teach others what you’ve learned. It consolidates the learning for you and helps identify any gaps in your understanding 13. View it as an opportunity or responsibility to share new information with others. 14. Go one step further and become a mentor or coach to others. 15. Be a role model to others by applying what you’ve learned. 16. Continue your learning (further reading, courses, coaching, etc.)
ACTION IDEAS and REFLECTIONS Be on the lookout for useful ideas that you can apply in your own life. Jot them down here (in a few words or a phrase). Record Thoughts & Reflections as well.
Posen Workbook - Page 13
PERSONAL ACTION PLAN
What CHANGES are you going to make after you leave today? (Make this a COMMITMENT)
HEALTH HABITS LEISURE, TIME-OUTS, RELAXATION ATTITUDES, BELIEFS & MINDSET SKILLS ACQUISITION (e.g. relaxation techniques, assertiveness training, time management, delegating, etc.) __________________________________________________________ What MEASURES are you going to take to ensure implementation of your plan and sustainability of your commitments?