Balance your Life!
To stay on a Hammock, you have to relax and keep your balance.
How to Be Proactive
Planning is a key part of being successfully proactiveBeing proactive means thinking and acting ahead - basically, this means using foresight. It's a great method for avoiding more work down the road but also can be extremely important for averting disasters, planning well for the future and for instituting systems at work, in study and at home that make life easier for not just you, but others as well. Many of us look to proactive people as the instigators of action and creative ideas in society. Here are some suggestions for helping you to become a more proactive person.
Steps
- Take a good look at your responsibilities. Ask yourself
some questions:
- What kinds of tasks come your way regularly? (at work, at home, during study etc.)
- What kinds of tasks come in large groups?
- What kinds of tasks need immediate attention when they arrive?
- Examine critically how you might perform those tasks more
efficiently. Before the next rush:
- Create a plan, procedure, checklist or routine to accomplish the task.
- Recruit and instruct others to assist with an urgent or large task.
- Gather information you will need to perform a task, or if necessary information comes from a flow of people who bring the tasks, create a script, checklist, or form to capture it consistently.
- Look for steps in the process to eliminate, consolidate, or shorten.
- Try to prevent problems from ever arising. This means tackling possible failings in advance to prevent them from becoming a reality. Get into the habit of taking precautions and developing fallback plans.
- Develop a mindset that looks to solve problems instead of dwelling on
them. Here’s how:
- a. Define the problem (what is it exactly?)
- b. Decide what needs to happen to overcome the problem and how you’re going to do that; and
- c. Get on with it!
- Get ahead and stay ahead of less-urgent, day-to-day tasks. Doing so means that they'll be out of the way when rushes come and will not be worrying you unnecessarily.
- Know which tasks are priorities and which can wait. Write out daily lists of tasks and head the list, ‘I will do’ and not ‘to do’. Boldly cross off each item as it is achieved. Keep this list close at hand and let it direct your actions. If it goes too long without crossing anything off, reassess what you are doing to make sure that you do finish the tasks listed on it.
- Eliminate altogether any task that is truly unnecessary. Some things do not need doing, or do not need to be done by you. Do not waste time on them and do not allow a misplaced sense of guilt lead you into thinking that somehow you are responsible for them. If tasks are unnecessary, they will not add to your effort and are thus, a waste of energy. Be ruthless in making this assessment about the value of a task.
- Evaluate your procedures and processes as you use them. What works and what does not? Make notes for improvements, and incorporate those improvements during the next lull. Discard anything that does not work but take care to note when something is in need of tweaking and adjust it accordingly so that it does work.
- Try to anticipate needs. Are rushes seasonal? Are there extra activities associated with certain times of the day, week, month, or quarter? Can you prepare in advance? Look ahead and do not be afraid of the unknown. A small amount of future stability can be self-generated by planning ahead and being ready for those things over which you do have some control.
- Try to anticipate things you will need to know. Can you learn a new skill ahead of time? Can you apply a skill you already have in a new way? Watch the trends around you; keep up-to-date by reading and continuous learning. Proactive people are successful because they are immersed in unfolding history as well as understanding the lessons of the past.
- Look for ways to automate routine tasks. Computers can manipulate data in all sorts of ways. Even having a template or a standard plan of action can save time. If you work in a team context, delegation is also a form of automation, in that knowing the best person to do a task will automatically result in its being done to the best level possible, removing it from the pile of "to-do's". Thus, have in place a system that automatically moves tasks to those best suited to them.
Tips
- Although time spent specifically planning or organizing is not time spent on a necessary task, a little planning can save a lot of time down the road. Do not overlook it with the excuse that it is wasted time; you will regret not having a plan to follow later and will truly waste time going back over old ground.
- The opposite of proactive is reactive. If you find yourself "fighting fires", or reacting to problems only after they crop up, take a good look at what is wrong.
Warnings
- Don't get so caught up in planning that you fail to act (i.e. paralysis by analysis). A plan does not need to be watertight, only indicative and motivating. You can always return to it as time goes on and add more. There is no such thing as perfection and trying to reach this at the commencement of a plan is wasted effort.
- It is only possible to anticipate so much, so be ready to react, too, if something unexpected comes up. Flexibility is a key positive trait of a proactive person. Being proactive means anticipating and preparing for all possible outcomes, not controlling your future.
10 Tips for Young Professionals About the 'Real' World
I worked in Hollywood for 10 years as an assistant to studio executives as well as "talent." I've seen a lot, and all kinds of people. As I'm sure most can imagine, the film industry attracts some very odd types. I've also been on the hiring side of the desk, and it's astounding what some people will say and wear at the office. Here is my advice to 20-somethings about the "real" work world.
1. Lose the attitude. I can't tell you how annoying 20-somethings (men and women) are who, because they are young and cute and went to a good college, think that they are smarter than anyone else.
2. Listen. I learned the most important lessons by simply shutting up and paying attention.
3. Bond with your cohorts. While some kissing up to the higher-ups is important politically, the bonding with people at your own rank is important on a broader level. These are the people you will be moving up the ladder with, and it's best to have them on your side from the beginning. I've seen the people who dated the boss or went out of their way to hang out with the upper-level management, and they have all gone nowhere. The folks with whom I shared a smoke in the emergency stairwell are my closest buddies, and the ones most likely to look out for me.
4. Don't try to be clever or cute. If you have these qualities, they'll be noticed, so you don't need to try. One time I got into an email battle with a high-ranking assistant (when I was a midlevel assistant) and, while I thought I was clever in copying it to just the other assistants (who enjoyed it immensely), it was also copied to the human-resources department, who didn't find it funny at all.
5. Own up to your mistakes. Covering for them rarely works. Just say, " I screwed up," don't make excuses, and take steps to fix it. This works with most bosses. I did have one boss who yelled at me while I was on the phone, amending my mistake. (The person on the other end of the line was laughing, "Who is that yelling at you?")
6. If you don't know, ask. It takes less time to ask for clarification or information than it takes to do something the wrong way, screw it up and start over again.
7. Project confidence and competence. Not to be confused with No. 1. Lose the attitude. But you must appear unruffled. If you don't know the answer to something, just say, "I don't know, I will find out." When your boss throws a million things at you, just say "OK" and believe me, you will find a way to get it done (and you can use it as fodder with your cohorts at lunch or in the smoking stairway).
8. Don't be afraid to leave your comfort zone. It's so easy to get comfortable in a job, and then you end up staying there for years longer than you should. Once you feel yourself getting secure in a job, you should consider looking for another one.
9. Dress appropriately. I don't mean you have to wear suits or look really conservative. But please remember that you are not in college, and you are not at a bar.
10. The No. 1 person who will look out for you is you. Remember, if you can't respect yourself, how can you possibly expect others to? Also, keep in mind that everyone has his or her own agenda, and that's not necessarily a bad thing, because you have an agenda, too.
Having said that, the real world is not a scary place. It's actually not unlike high school.
LIFE BALANCE
LIFE BALANCE: Planning a New Year Around THE Dream
Everyone has THE Dream, and it is that dream we all need to unearth and pursue as a New Year begins. The usual approach as a New Year flips forward and we consider the exciting possibilities, and the companion of overwhelm at reality’s demands, is attempting everything, and accomplishing little to nothing. In fact, one study indicates that 79% of people give up on most of their New Year's resolutions after just two months.
The result is that year after year, individuals are locked into frozen dreams, thus robbing towns, cities, nations and people in need of the unique contributions put in each person’s heart for a reason.
In Barbara Taylor Bradford’s A Woman of Substance, Emma Harte had a huge “THE Dream.” She methodically made it come true with what she called her Plan with a Capital P. This year, try the simplified way to make the most of 2006. Make this the One Thing Year, the year of THE Dream, the Plan with a Capital P.
The older you get, the faster time goes, our elders would always say. As usual, they were right, we are aware with each new year-that-seems-like-a-month-used-to. Here’s another thing: the older you get, the more you want to simplify because you ARE so aware of time's fleet.
Think back on all the years and all your resolutions as one year faded, and another stretched ahead with all its possibilities. Chances are, you’ve met some, but not all, of the endless pages and checklists of “to-do’s” that populate the planners of most achievement-oriented leaders. There is always a sense of “here we go again” as we consider all the facets of our lives that need attending and balancing. But THE Dream continues to be the common unfinished thread weaving through the years.
Last year in an article, we featured Marcus Buckingham, a British inspirational speaker, and he had this outstanding advice. He said there’s just one thing we as individuals and organizations need to know in order to reach our potential, and that is: quit doing what you don't like to do.
"Have the courage, creativity, and discipline to cut out the things we don't like doing, and stay on our strengths," he advises.
Cheryl Richardson, author of several bestsellers, including Life Makeover (visit her website at www.cherylrichardson.com), says this about making the most of 2006:
“This year, make your resolution simple and easy,” she says. “Rather than create another long list of things to do, pick one resolution -- one change that you know would really make a difference to your quality of life and resolve to focus your whole year on just that one change. Then, enjoy the "cascade effect." Making one important change will always overflow into every area of your life.”
She goes on to suggest creating a slogan to reinforce the focus for the year, such as “Healthy and fit in 2006,” or “Dreaming Big and Dancing a Jig.”
There’s a simple, two-prong approach in making time for THE Dream, while also addressing life’s many scattered realities:
1. Start big, edit down. Write down all the notes, checklists, pages and dreams you want. Then consider: what are the main actions needed to accomplish THE Dream that stands out above all? True, there are the chaotic realities of life, work, family and self-care that have to be done as well. This is where we usually get too many items down on the New Year's plan. There is a difference between planning the “have-to’s” and THE Plan for THE Dream. Start dividing into two categories: “have to’s” and THE Plan.
2. Schedule the “have to’s” and “no matter what’s." Decide on the core items, such as exercise three times weekly, date nights with spouse once monthly, etc. Schedule those in at specific times. (This is assuming the basic that you have a great planner system to keep organization itself as a constant basic.) Continue to have a planning night, which most people find is best on Sunday evening, so you can review upcoming schedules, make adjustments, and attend to necessary organization.
Have a simple master plan for the year on how you will “get it all done.” For example, 1. Prioritize, Focus, and Follow-up. 2. Streamline, organize, and schedule the No Matter What’s 3. Make the most of time off for better relationships, and self care.
Once you have a handle on the "have to's," it's on to THE Plan. Working on THE Dream also requires specific times that you honor (for REAL this year, even if it means getting up at 5 a.m.)
3. With THE Dream in mind, work your life around it. For example, if you have always wanted to start a museum in your area that saves the history and historical items of your town, schedule in the time to get to work on this goal. Use the scheduled Dream time for nothing else but working on its accomplishment. The “what next” syndrome will disappear as you take action on THE Dream. In the case of the museum, you would set small, achievable steps. For example, you meet with a town leader interested in the same project. This individual suggests putting together a slide show of the importance of the museum. You have an invitation list to make to view the show. Then invitations. Then planning for the event. Then discussions with like-minded people who show up to see the slide show, and who subsequently suggest further actions. THE Dream always takes on a life of its own in this manner, and if you simply continue to commit actual time to the project, before you know it, you are living THE Dream.
And it is each person living his or her THE Dream that makes the world a better place to live for the rest of us. So just remember, there is no more important resolution this year than to remember your special dream…and focus on working on it.