Techniques to Help Keep Your Mind Clear |
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My last post The Case For Keeping Commitments focused on how important commitments are and the benefits and damage that can result from either doing a great or lousy job at following through.
It's easy to say, "Keep the commitments you make." The statement has obvious value and seems like a no brainer. Sometimes it's the HOW to manage those commitments to make sure none of the balls we throw into the air get dropped that's the more valuable information. With that in mind, I thought I'd share some things that have worked well for me.
The first and best way to keep all the balls in the air is obvious: toss up less balls. That's easy to say, harder to do. When we make an effort to prioritize our core values, it becomes easier to decide what to say yes to and what to let go. Even a great opportunity at the wrong time can present us with a disastrous outcome. Being prudent in our time allocations up front can help avoid unfortunate outcomes.
Being a "focused challenged" individual, (I've been accused of having the attention span of a gnat) I've had to implement systems to help me overcome my natural tendency to become distracted. These simple techniques have been invaluable to me. These systems may not be for you--maybe you prefer something a bit more sophisticated and most likely, as a leader, you've already discovered what works well for you. What about those you lead? It might not hurt to have some suggestions for them as well, so here's what I found helps me:
Even a great opportunity at the wrong time can present us with a disastrous outcome. Being prudent in our time allocations up front can help avoid unfortunate outcomes.
1. Write it Down
Simplistic? Absolutely! Purposely so. There are any number of ways to make this work. Some people invest in expensive planner systems that seem to help. I've always felt that anyone who could successfully navigate a complex planning system probably doesn't need one. For my purposes it has to be simple.
Years ago I came across the perfect device for me. It's called The Memogenda (which can still be found today online for a nominal fee.) It's like planning on a remedial level (perfect for me). The same objective can be accomplished with a spiral notebook making it even simpler. Whichever you decide to use, here's how it works: The idea is to compile a long, complete, and running master list of things you want to accomplish. There is no time frame or priority to the master list. The beauty of this process is that once you write something down on the master list your mind can go on a mini vacation. There is no need for your brain to waste energy remembering or avoiding forgetting. The mental energy used in mental juggling could power the world.
Write down everything (and I mean everything) you want to accomplish, or at least not worry about forgetting. Once anything goes on the master list, the only way to interact with it is with an X (completed) and O (opted out of it) or T (transferred to the next page of the notebook.) Don't be afraid to use the "O." Often, after writing tasks on the master list, you'll find they just aren't as important as they seemed at the time. Writing them there was still valuable however because it was freeloading in your mental space before that. Getting them on paper effectively evicts the interlopers to a place where you can successfully exile them for good! It increases your personal power when you OPT OUT of a nonessential/unimportant task that's been haunting you.
If you've never tried "writing it down" you'll be amazed at how it saves energy, gives you clarity, and most of all ensures you don't forget something you want to remember.
2. The S.M.I.T. List
This is where things get accomplished. S.M.I.T. stands for Six Most Important Things and this is where the rubber meets the road. The S.M.I.T list is written from the master list before going to bed in the evening. There are two great reasons to do this at bedtime. The first is that it frees your mind so you can rest without worry. It's like unpacking your mental backpack and feels just as lightening. The second is that you can wake up the next morning without needing to "decide" what to do. You're ready to get started on "accomplishing" so you're productive earlier in the day giving you satisfaction and confidence to keep moving.
Prioritizing also happens on the S.M.I.T. list. The key is to list the tasks in order of which is most important or will generate the most value. When we keep first things first, even if we don't get all the way through the list, we can always be sure that the most important things are being taken care of. Items left undone, if still important, go at the top of the S.M.I.T. list for the following day.
3. The W.I.N. List
Another list that's great to have when you're in leadership is a W.I.N. list (Who's Important Now). Obviously, everyone is important, but there are times when one person may need more of our attention than others. A W.I.N. list keeps us mindful of that. When we give the necessary attention to those who need it we ensure greater job satisfaction and greater success for all.
The tools don't matter nearly as much as having a plan and intention to keep the commitments we make and the absolute best system is the one we will actually use. (I type this while picturing my beautiful, expensive, complex planning system still boxed in my closet.)
We can cry "human" once (maybe) without grave consequence but when we become habitual commitment breakers either by lack of intent or accidental oversight, our character is damaged, trust is lost, and good will is replaced by suspicion and distrust.
"The truth is out there" on the ineffectiveness of multi-tasking (and none of us are listening) so we might as well try to minimize the damage it causes by having systems to help us with the juggling act.
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