Life Purpose and Success Worksheet by mhl13036

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									Living Your Life on Purpose
                  Joan Gillman
               Executive Education
               School of Business
                  608-262-9982
               Jgillman@wisc.edu
Success is more a function
of consistent common
sense than it is of genius.

       An Wang, founder of Wang
             Computers
Why are we here?

Compared to the 1970’s business
 professionals:
Work 20% longer today
Have 32% less leisure time
Stress has doubled
Amount of stress-related illness causing
 time taken off of work today = 75%
Why are we here?
The average US executive wastes six weeks a
 year retrieving misplaced information on desks
 or in files. At a salary of $75,000 per year, this
 translates into $ 9,225.
Office workers spend 40-60% of their time
 working with paper. Despite visions of a
 paperless office, 95% of all information is still
 transmitted using paper.
80% of filed papers are never referenced again.
Negative employees cost companies millions of
 dollars in lost productivity and sales.
Google Search
as of 10/9/07
- 56,600,000 entries containing
“Time and Stress Management”
- 1,130,000,000 containing “Time
Management”
- 79,600,000 containing “Stress
Management”
Average life

   83.3 years
   1000 months
   4332 weeks
   30,324 days
   727,776 hours
Average life – My Life as of today

   83.3 years       20.5 years left
   1000 months      246 months
   4332 weeks        984 weeks
   30,324 days     6888 days
   727,776 hours 165,312 hours
Deciding Your Work Priorities-

Finding Out What to Spend Your
Time On
 Doing what you enjoy
 Concentrating on your strengths
 Understanding how to be excellent at
 your job
My life is a fish bowl
               ROLES

Child            Caregiver
Parent           Leader
Lover            Follower
Boss             Friend
Colleague        Volunteer
Coach            Chief financial officer
Breadwinner      Exercise enthusiast
Employee         Avid reader
Goals and Goal Setting

 Goals need to be:
 Meaningful, and achievable,
 Powerful,
 Reflect your individual values.

 Role:
 Long-term goal:
 Short-term goal:
Example:
Role - Parent
Goal - Better communication
* Pay 3 compliments a week
* Listen, paraphrase
* 1 to 1 time every 2 weeks
* Log communications (my
habits for one week)
Pick one goal:
Role -
Goal -
*
*
*
*
Understanding how to be
excellent at your job
   What is the purpose of the job?
   What are the measures of success?
   What is exceptional performance?
   What are the priorities and deadlines?
   What resources are available?
   What costs are acceptable?
   How does this relate to other people?
Stress comes from….

  Perception that you are not in
  control!!
  Conflict
  Expectations not
  being met.
Can some stress be good?

   Keeps life exciting and challenging
   Motivates people to take initiative
   Improves performance
   Helps you grow
   Increases your self esteem
      High Technology of the 21st
      century
Beepers            Call Forwarding
Pagers             Call waiting
Cell Phones        Palm tops
Teleconferencing   Laptops
Videoconference    Automated Operations
E-mail
                    Air phones
Voice mail
                    Faxes
      The Pareto Principle:
The significant items in a given group
  normally
constitute a small portion of the total items in
  that group.

__% of the people control       __% of the wealth
__% of the people generate      __% of the
                                   problems
__% of the sales staff make     __% of the sales
__% of your activities give you __% of your results
Taking Control of YOUR Life

Let go of energy suckers. Get rid of
 negative, non-performing employees.
  Negative employees not only produce less,
   but they also cost more.
  Negative employees destroy morale and turn
   off potential customers.
  The person you go on break with and come
   back more exhausted than when you left.
         – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Let go of meetings.
The great corporate time waster.
Aren’t really necessary and poorly organized and
 run.
Conduct training for effective meetings for all
 management personnel.
This should include:
   an evaluation checklist whether to have the meeting
   at all,
   an agenda,
  start on time
   keep control of the proceedings (notes)
           – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Let go of filing.

Make your office paperless by using some
 of the new on-line filing systems such as
 www.thepapertiger.com.
Easy to implement, you can manage both
 paper and electronic files.
Eliminates duplication of materials and
 does not require scanning.
         – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Let go of crisis management.

Avoid the tyranny of the urgent so that
 you can focus on what is important.
Can be the result of someone else’s poor
 planning, and result in spending most of
 your day putting out fires.
Let co-workers know that you plan your
 day and don’t jump from project to
 project. Insist on realistic timeframes for
 projects.
          – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Know what is draining your
resources.
Take a careful inventory of where your
 time goes and with whom.
What activities/people deplete your
 energy?
Evaluate how you can handle them
 differently.
 How do you re-charge?
 Structure your week with some re-
 charging activities such as exercise and
 hobbies.
          – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Build white space in your life.

UN-schedule time on your calendar
Schedule time to just think, read, walk,
 and relax.
Have a weekend from time to time where
 you have nothing planned.
Don’t schedule every hour of the day with
 no breathing room for the unexpected.
         – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Perfectionism

Perfectionism is paralysis and often
80% is more than good enough.
Sometimes it is better to just
complete something than obsess over
details that won’t make a difference.
Set time limits for projects and stick
to them.
Overcoming Procrastination
   Admit it.
   List your excuses.
   Catch and correct yourself.
   Make deadlines.
   Schedule tasks for large projects.
   Don’t over-prepare.
   Match your energy level to your tasks.
   Deal with one problem at a time.
   Reward yourself.
Perfectionism-why we do it?

 We fear making mistakes.
 We want to be the best at everything.
 We worry what others think about us.
 We do things over and over to get them
 right.
 We’re afraid to let others do things.
  Perfectionists’ time consuming
  behaviors
 Don’t let anyone else clean our house.
 Rewrite things ad nauseum.
 Don’t file until the right supplies are
 available.
 Demand that only certain colors are used
 in certain areas, paint, ink, and clothes.
 Use only the best, hard to find products
 when more common solutions are readily
 available.
 Expect employees, spouses, and children
 to live up to impossible standards.
  Overcoming
  Perfectionism
 List all areas where you’re a perfectionist.
 Lower your expectations.
 Focus on results.
 Just say no.
 Recognize when enough is enough.
 Consider the worst thing that could
 happen if something isn’t perfect.
 Accentuate the positive.
 Don’t let mistakes devastate you.
Let go of useless tasks.
Do you really have to do all the stuff on
 your “to do” list?
Do you type your own letters, do
 computer entry and other everyday jobs
 that could be easily delegated to someone
 else.
Evaluate what you really need to do.
         – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Tips for Effective Delegation

  Get over fear of losing control.
  Set realistic, achievable
  objectives.
  Let go of the easy stuff and face
  the tough stuff.
  Match the person to the task.
  Do it early.
    Tips for Effective Delegation
 Provide training and resources needed.
 Set consistent standards for everyone.
 Give authority with the responsibility.
 Give specific instructions.
 Identify key review points.
 Focus on results not how it is being done.
 Develop a way to track progress on delegated
 projects.
 Praise achievement publicly.
    6 Levels of Delegation
1. Investigate and report back, you make the
   decision.
2. Investigate and recommend action.
3. Investigate, plan and advise on plan, don’t
   act until you say so.
4. Investigate, plan and take action unless you
   say no.
5. Investigate, take action, short reporting
   time-line.
6. Make assignment, doesn’t come back to
   you.
Let go of interruptions.
Train yourself and co-workers to stop
 frequent interruptions that block creativity
 and flow.
Every time you are interrupted, it will take
 an average of 15 minutes to get back into
 the task at hand.
Make sure you are not interrupting
 yourself with frequent breaks, cups of
 coffee or chatting in the hall.
          – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
  Interruptions- Why We Allow
  Them

 Can’t say no.
 Need to feel important and needed.
 Welcome distraction.
 Like to socialize.
 Like to be liked.
 Like to be polite.
 We’re bored, curious, and lonely.
 We like working under pressure of
 deadlines.
    Overcoming Interruptions:
    Drop-in Visitors

 If it isn’t a good time, say so.
 Avoid storing things that others need in
  your office.
 Discuss things in someone else’s office.
 Don’t bring outsiders into your office.
 Schedule quiet work time.
   Overcoming Interruptions:
        The Telephone
 Use voice mail to screen calls.
 Return all calls at once later in the
 day.
 Get to the point by asking, “How
 can I help”?
 Don’t talk if it’s not a good time.
 Leave complete information on
 voice mail.
   Overcoming Interruptions:
   Self Distractions
 Get your work area organized.
 Schedule a time to eat.
 Schedule a time to walk .
 Check and return e-mail one or two times
 per day.
 Set up, and automate if possible, an e-
 mail message storage system.
 Touch all papers and e-mail messages
 once.
There are four ways to deal with
impossible deadlines:

 Get the deadline extended
 Scream for more resources
 Get the Deliverable redefined to
 something practical
 State the position clearly so that your
 boss (and his/her boss) have fair warning
 Move to a company with realistic
 schedules
Start plugging the leaks.
Start letting go of the problem areas.
Get rid of clutter.
Let go of your bottom feeding employees.
Control access to your time.




         – Adapted from Barbara Bartlein’s Newsletter, 10/2/07
Keys to Success
  Try new techniques at least 6 weeks to
  make them “your own”
  Your plan should be tied to your goals
  Use tools that fit your style and feel
  natural
  Do the right things, do things right
  Be patient and stay focused.
Weekly Worksheet

Plan for “Sharpen the Saw” activities
Identify your roles
Set goals (for the week)
Translate goals into an action plan
Plan time to prepare
Plan and prioritize on a daily basis

Adapted from S Covey, Connections
 Daily Planning permits me to..

   Review my personal work goals
   Establish priorities for the day
   Schedule when I plan to do work/non-work
   Establish reasonable goals
   Feel a sense of control and direction.

How much time do you spend planning?
    Daily to-do list
 Start with regular tasks.
 Be realistic about the time available.
 Include all items in your calendar.
 Include any master list items for the day.
 Never have more than 10 items.
 Prioritize list and complete them in that
 order.
 If you need a block of uninterrupted time,
 schedule it.
Dave’s Top Ten Tips to Manage
Your Workload and Your Life
10.   Do one thing at a time.
 9.   Accept the things you can not change.
 8.   Accept only achievable deadlines.
 7.   Schedule - time to plan, drive, think, play.
 6.   Say “NO” and mean it.
 5.   ASK for help.
 4.   Simplify, simplify, simplify.
 3.   Dare to mess up.
 2.   Affirm yourself
 1.   Vacation and don’t call the office.
What is the one thing that
if you did it extremely well
would make a significant
impact on your work-life?
A journey of a thousand
miles must begin with a
single step.

     Ancient Chinese proverb

								
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