Avionics News June 2018 - 48

BUSINESS BASICS

Continued from page 47

business and personal objectives, according to executive
coach Tony Jeary. That is, we should focus on what's
important, not just urgent, and we should respond to the
former while avoiding reactions to the latter. To parse the
difference, consider the Eisenhower box, a simple decisionmaking and triage tool named after the 34th president that
can help you stay focused amid distractions.
The strategy is simple, according to Clear: Direct your
effort based on four possibilities. Items are either urgent
and important (to be done immediately), important but not
urgent (to be scheduled later), urgent but not important (to
delegate), and neither urgent nor important (to eliminate).
At its heart, this tool helps us answer a basic question:
Do I really need to be doing this? Certainly, it's easy to
keep busy putting out fires - while telling ourselves we
need to work more efficient or stay maybe an hour later
- rather than deciding something isn't the best use of our
time, according to Clear.
So take time to determine what you're working toward,
and use that filter to determine what you - and only you -
can do. Write that down and post it where you can see it.
You're going to need the regular reminder.
3. Master your schedule. Even if we're trying to focus
our attention on a few tasks, we can still feel like we're
putting in more time each day yet getting less done. That's
a clear sign we're overworked or under-organized, and it's
a warning that we're passing the limits of performance,
according to John Rampton of Inc. magazine.
Start dialing in a correction by tracking your time for a
week or two. Determine how long tasks take to complete
- so you can budget accordingly, instead of working helterskelter on deadline - and watch for times when those tasks
take longer than expected, so you can shift appropriately.
Likewise, manage your calendar with an iron fist. Don't
allow co-workers to shape your day. Learn to say no and
assert a my-stuff-first attitude. For example, you get to
decide if you need to be at a meeting, not them. If you're
needed to make a decision, consider whether you can
do it by email. Or postpone it to next week. Or delegate,
according to Johnson. Just be sure to tell your people
you're doing this - and why. Not only does this keep you
accountable, it also helps them find other solutions instead
of coming to you.
While you're at it, pay attention to your procrastination
destinations, according to motivational speaker Chalene
Johnson. These are the mental places you go - or the tasks
you do - to distract yourself from things that you should
address instead. When you feel pulled away, use discipline
48

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june

2018

- and maybe a kitchen timer - to get a little more work
done. Baby steps usually lead to bigger accomplishments.
4. Focus on punctuality. If we're consistently late for
meetings or other appointments - or we're the bottleneck
to meeting deadlines - we're either underestimating the
amount of time each task requires, we depend somehow
on the pressure of a time crunch to focus, or we're overcommitted, according to Rampton. Whichever it is, we can
fix it by working on a couple of smarter habits.
Use the data you collected in No. 3 to predict how long
you expect a task to take with an estimate that's free bestcase optimism. Plot that real time in your schedule so
you're not always into a rush.
Likewise, build buffer time into your day. Don't
schedule to the minute; expect delays, so that, worst
case, you finish a task or arrive to your next meeting
early. The same goes for arriving to work in the morning,
returning from networking lunches or hosting customer
meetings. This ensures you have time in your schedule
to pause, prepare and feel ready to devote your attention
to the next item on your planner, according to workplace
expert Johnson.
In fact, you may want to start your day with a "pregame
routine," according to Clear. Use daily rituals to signal your
brain it's time to work - such as early-morning exercise
or a book on tape in the car. You'll be most successful at
staying on-task by creating daily routines and sticking to
them, according to Rampton.
5. Split up big projects. While protecting our schedule
and tackling key duties works intuitively on daily tasks,
finding time for larger-scale projects requires some
planning - but also a change in how we look at them.
These jobs - those that may take a week or more
of concentrated work to complete - can prompt
procrastination, lax scheduling or even inattention. Whether
it's crafting a new long-range plan, completing an online
course or running some other workplace marathon, the best
strategy is simply to put one foot in front of the other.
Break each into small pieces that can be chewed on
bite-by-mini-goal-bite, according to Johnson. Not only
does this help organize the workload, it also gives you
stops along the way to correct mistakes. Plus, completing
each step provides you with positive feedback that builds
momentum and motivation for you to continue. Indeed, the
more productive you feel reaching a mini goal, the more
productive you can actually become.
This is usefully illustrated with the story of 19th century
novelist Anthony Trollope, according to Clear. In less
than 40 years, Trollope wrote 47 novels, in addition to a
litany of other works. His rule for productivity was simple:
Instead of focusing on finishing chapters or books, he



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