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Two Magical Words:  Focus & Routine

4/11/2016

12 Comments

 
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One of the most frequent responses I hear when talking to people about improvement programs or improvement projects:  They just simply do not have enough time.  They say, "I want to find time to fix broken processes, but the time is just not there."
 
We live in a world of constant disruptions:  phone calls, walk-ins, emails, Facebook messages, tweets, text messages, push notifications about news or your favorite sports team, etc., etc., etc.  I had a discussion with a doctor recently; he told me about a study that showed people are actually becoming addicted to distractions (you know, like when you reach in your pocket to check your cell phone because you were sure you felt it vibrate, only to find out it didn't).

​If you feel like you are always overbooked with so much to do, no end in sight and like you could not possibly find one more moment in your day - there is hope.  This hope comes in two words:  Focus and Routine.   
  
Focus In!!

Do this:   make a list of every single thing that you have to do (if you already have a “to do list” – kudos to you, this part is done).  Now determine the importance and urgency of each - either a task is important or it isn't.  Same thing with urgency.  Use these definitions to help decide:

Important:  Tasks that are important to the success of the business, your job performance, or personal goals.
Urgent:  Tasks that have a due date near or rapidly approaching.  If there is no defined due date, it ​cannot be urgent.

 1. Important and urgent tasks:  Need to complete these fairly quickly - if you don't there will be a significant consequence.
 2. Important and not urgent tasks:  Typically longer term, High-Payoff activities.  Make time to get these done - and schedule them in your calendar.
 3. Not important and urgent tasks:  Usually requests from other people that are not "mission critical" type activities.  Delegate these (if you have the option), automate, or wait until the need for the task pops up again.
 4. Not important and not urgent tasks:  No value + No deadline = No attention from you.  Get rid of these ASAP (and smile when you do)!
 
 The Routine

Many of us are aware of the  "4 Quadrant" prioritization matrix discussed above (thank you Stephen Covey), but to be a success - it needs to be an integrated part of your day.  Three systems need to be in place to ensure you are the one managing your workday, and not the other way around:
  • A system to prioritize the "ins" of new "things" coming at you.  Develop a habit to determine urgency and importance on every single request and project coming at you.  Unless you can get it done in 30 seconds or less, put it in the proper Quadrant and get back to it when appropriate.  Email is a huge time waster - set aside short bursts of time to scan though emails and label them Q1, Q2, Q3, or delete them. 
  • ​A system to crush the items in Quadrant I.  Carve out a set amount of time in your calendar each day to address only Quadrant I.  No phone calls (send calls to voicemail), no emails (turn off alerts and don't open), no strolling through the internet and reading random articles (come on now, FOCUS!).  You need to get ahead of and stay ahead of Quadrant I - make this a priority.  For me, 7:15 to 9:30 every day is all about knocking out as many items in Quadrant I as possible.
  • ​A system to make sure your focus stays on Quadrant II activities.  Quadrant II activities are typically longer term, larger projects.  Break these into 30 to 60 minute chunks, and block out the appropriate time in your calendar at the next available time slot.  Stick to these commitments and work through the Quadrant II's - again, shut off all interruptions during this time.  Because these are longer term, they will be put off for more urgent items (Q1's and *gasp* Q3's!) if there is a lack of a disciplined approach.

 Get Started Today!
​For those that are buried in a mountain of "to do's" and don't have a method for prioritizing or a routine to stay focused - give this method a try.  Like right now.  You will thank yourself!

For those of you that already have a successful prioritization process, I'd love to hear about it - please share in the comments below. 


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12 Comments
Srinivas Vedantam
4/13/2016 11:43:03 pm

Hi Chris,

Good one. I can so related to the stress we go through because of the constant distractions. I am yet to figure out the magical formula but from what I read on other blog posts, having a morning routine is extremely helpful in addition to the ones you listed.

Thanks for a good read!

Reply
Christopher Spranger
4/18/2016 06:34:03 am

Excellent point Srinivas! A morning routine is essential in getting the things accomplished that you want to accomplish - before other "things" make their way into your day...

Reply
Srinivas Vedantam
4/18/2016 09:04:28 am

Thank you. Look forward to your next post!

Ron link
4/26/2016 07:11:50 am

Chris,

Good article. I like the Quadrant idea!

What I've noticed that helps around here is that we set two recurring morning meetings with the group on our calendars to review the daily metrics and determine where we go from there.

One meeting is a 30 minute Gemba walk to address operator issues and new jobs running, The second 15 minute meeting addresses safety, quality, on time ships and EPR's Usually by 8am we have clear directions on how the day is going to go. We then have our own "Quadrants" to work on after that.

Thanks for the article!
Ron

Reply
Christopher Spranger
4/29/2016 09:26:09 am

Ron,

That is awesome! The value of a morning/start of shift routine to center everyone on the right priorities cannot be overstated. Its also great that those meetings are happening where the work is occurring!

I have a couple of questions if you don't mind sharing - how long have you been doing this at your organization? And secondly, what was the biggest positive result you are seeing from these reoccurring meetings?

Thanks for the comment!

Reply
Ron link
4/29/2016 09:33:19 am

We've been doing the morning meetings for about 2 years now. there are actually two big results: Everyone is on the same page for what needs to get done and the operators doing the work have one on one time with the decision makers.

Gavin Swigart
4/27/2016 12:44:16 pm

Excellent! I've also found that the time of the day that I set aside matters. Morning works the best for me as well. A good read that dovetails nicely with this is "Getting Things Done" by David Allen, I recommend it to everyone I meet that's feeling time pressure

Reply
Christopher Spranger
4/29/2016 09:29:31 am

Thanks for the book recommendation! Definitely going to check that one out...

Reply
Ali Brandvold
7/25/2016 03:04:47 pm

Interesting, I already have that book on my Audible audio book playlist but have not yet begun to read/listen.

Chris, I would be interested to hear your thoughts on it - either just what you've researched about it or actually read.

Thank you!

Cindy Orzel
7/27/2016 09:12:35 am

Chris - great insight! I think the driving point for me is to ask for a due date or deadline so I can better prioritize. So often I end up with multiple "to-do's" but am unsure how to structure my time to accommodate. Love the matrix - very helpful!

Reply
Christopher Spranger link
8/1/2016 07:36:54 am

Thanks for the comment Cindy! When someone asks for assistance, information, etc. - it is generally assumed to be an immediate need (I think most of us fall into this category), which is not often the case. A simple, "when do you need it by?" helps to clarify. When prioritizing, there is a big difference between the end of the day and the end of next week!

Reply
Brenda Kizewski
8/16/2016 10:02:06 pm

Great tips Chris. I have found discipline and commitment to a project helps me. Sticking to a day and hour to get things done works. Post it notes using the four quadrants could be beneficial for me. I love post it notes, especially removing them as I get things done. I cannot remember who used post it notes in my LSS class, do you?

Reply



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