productivity general rules

8/3/2019 Productivity General Rules

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Getting Things DoneYour ability to generate power is directly proportional to your ability to relax.

Imagine throwing a pebble into a still pond. How does the water respond? The answer is, totally appropriately to the

force and mass of the input; then it returns to calm. It doesnt overreact or under-react.

Ifyour mind is empty, it is always ready for anything; it is open to everything.

Shunryu Suzuki

Anything that does not belong where it is, the way it is, is an open loop pulling on your attention. In order to deal

effectively with all of that, you must first identify and collect all those things that are ringing your bell in some way,

and then plan how to handle them. Deal with all open loops.

THE KEY INGREDIENTS of relaxed control are (1) clearly defined outcomes (projects) and the next actions required to

move them toward closure, and (2) reminders placed in a trusted system that is reviewed regularly. This is what I call

horizontal focus. [Chptr 3]

Most often, the reason something is on your mind is that you want it to be different than it currently is, and yet:

you havent clarified exactly what the intended outcome is;

you havent decided what the very next physical action step is; and/

you havent put reminders of the outcome and the action required in a system you trust.

There is no reason ever to have the same thought twice, unless you like having that thought.

Identify the Goal or Intended Outcome for each Task and Project. - Clearly and Specifically!

Then move on to identify the specific actions needed to achieve the goal. It is extremely difficult to manage actions that

you haven identified or decided on.


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To manage actionable things you need:

List of Projects

Storage or files for project plans and materials

Calendar

List of Next Actions

List of Items you are Waiting For

A reference system

Someday/Maybe lists


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Workspace Tools

Make your workspace attractive

Set aside 2 days for the collection process and the next step where you process and decide on actions for all the

input.

Implementing the full collection process can take up to six hours or more, and processing and deciding on actions for all the input

youll want to externalize and capture into your system can easily take another eight hours.

You must have a focused work spaceat home, at work, and ifpossible even in transit!

Do NOT share your workstation

Basic Processing Tools (Pg 91)

Paper Holding Trays (at least 3)

In

Process

Out

Plain Paper

Post-its, Clips, Stapler, etc.

Labeller

File Folders

Calendar

Wastebasket

Organizer (if needed)

Have tools that you LOVE to use

Critical Factor ofa Filing System

It must be fun

Easy

At Hands Reach

One Alpha System or Topic Set

Have lots of fresh folders

Always keep drawers less than full

High Quality File Cabinets

Get rid of hanging files if you can

Purge your files at least once a year

When setting up your workstation, clear all other commitments


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Project Planning

1. Defining a Purpose and Principlesthepurpose is what you hope to achieve by the project

theprinciples are the standards and values you hold and will define the boundaries for your plan2. Outcome visioning

a mental image of what the outcome would look like if the purpose is achieved

it is the image of the achievement and success achieved afterthe project is completed

3. Brainstormingthe steps or the way to reach the outcome

go for quantity, not quality

dont evaluate, criticize or judge.

leave analysis and organization for later

4. Organizingthe steps

5. Identifying Next Actions

Collection: Coralling your stuff

Physical Gathering:Train yourselfto notice and collect anything that doesnt belong where it is forever.

DATE all your intake whether it be notes, tasks, email, voice mail etc.

Instant dump any trash you immediately identify when as trash when you first see it

Dont get carried away with what you are organizing - only organize what you need to and what you can withing

the given amount oftime.

Clear your work environment

start with desktop

drawers

counter-tops

inside the cabinets

floors, walls, shelves

equipment, furniture, fixtures other locations

Clear your mind


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Incompletion Trigger List

PROFESSIONAL

y

Projects started, not completed

y Projects that need to be started

y Commitments/promises to others

o Boss/partners

o Colleagues

o Subordinates

o Other people in organization

o Outside people

Customers

Other organizations

Professionals

y

Communications to make/get

o Internal/External

Initiate or respond to:

y Phone calls

y Voice-mail

y E-mail

y Pages

y Faxes

y Letters

y Memos

y Other writing to finish/submit

o Reports

o

Evaluations/reviewso Proposals

o Articles

o Promotional materials

o Manuals/instructions

o Rewrites and edits

y Meetings that need to be set/requested

y Who needs to know about what decisions?

y Significant read/review

y Financial

o Cash flow

o Statistics

o Budgets

o Forecasts/projections

o P&Ls

o Balance sheet

o Credit line

y Planning/organizing

o

Formal planning (goals, targets, objectives)

o Current projects (next stages)

o Upcoming projects

o Business/marketing plans

o Organizational initiatives

o Upcoming events

o Meetings

o Presentations

o Organizational structuring

o Changes in facilities

o Installation of new systems/equipment

o Travel

y

Bankso Receivables

o Payables

o Petty cash

y Administration

o Legal issues

o Insurance

o Personnel

o Policies/procedures

y Customers

o Internal

o External

y Marketing

y Promotion

y Sales

o Customer service

y Systems

o Phones

o Computers

o Office equipment

o Other equipment

o

Utilitieso Filing

o Storage

Inventories

y Supplies


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y Office/site

o Office organization

o Furniture

o Decorations

y Waiting for . . .

o Information

o

Delegated tasks/projects

o Completions critical to projects

o Replies to:

Letters

Memos

Calls

Proposals

Requisitions

Reimbursements

Petty cash

Insurance

Ordered items

Items being repaired

Tickets Decisions of others

y Professional development

o Training/seminars

o Things to learn

o Things to look up

o Skills to practice/learn especially re: computers

o Tape/video training

o Rsums

y Outside education

y Researchneed to find out about . . .

y Professional wardrobe

PERSONAL

y Projects started, not completed

y Projects that need to be started

y Commitments/promises to others

o Spouse

o Children

o Family

o Friends

o Professionals

o Borrowed items

y Projects: other organizations

o Service

o Civic

o Volunteer

y Communications to make/get

o Family

o Friends

o Professional

o Initiate or respond to:

Phone calls

Letters

Cards

y Upcoming events

o Special occasions

o Birthdays

o Anniversaries

o Weddings

o Graduations

o Holidays

o Travel

o Weekend trips

o Vacations

o Social events

o Cultural events

o Sporting events

y R&Dthings to do

o Places to go

o People to meet/invite

o Local attractions

y Administration

o Financial

Bills

Banks

Investments

Loans

Taxes

o Insurance

o Legal affairs

o Filing

y Waiting for . . .

o Mail order

o Repair

o Reimbursements

o Loaned items

o Medical data

o RSVPs


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y Home/household

o Landlords

o Property ownership

Legal

Real estate

Zoning

Taxes

Builders/contractors

o Heating/air-conditioning

o Plumbing

o Electricity

o Roofing

o Landscape

o Driveway

o Walls/floors/ceilings

o Decoration

o Furniture

o Utilities

o Appliances

o Lightbulbs/wiring

o

Kitchen thingso Washer/dryer/vacuum

o Areas to organize/clean

y Computers

o Software

o Hardware

o Connections

o CD-ROM

o E-mail/Internet

o TV

o VCR

o Music/CDs/tapes

o Cameras/film

o

Phones

o Answering machine

o Sports equipment

o Closets/clothes

o Garage/storage

o Vehicle repair/maintenance

o Tools

o Luggage

o Pets

y Health care

o Doctors

o Dentists

o Specialists

y Hobbies

o Books/records/tapes/disks

y Errands

o Hardware store

o Drugstore

o Market

o Bank

o Cleaner

o Stationer

y Community

o Neighborhood

o Schools

o Local government

y Civic issues


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Processing

During this process you will

1. trash what you dont need

2. complete any 2min

4. hand off to others anything that can be delegated

5. Identify any projects that you might have at the time

Focus on center column of Workflow Diagram

Process the top item first.

Process one item at a time.

Never put anything back into in.

Either:

1. Do the action if it is ,2min

2. Create a pile for

a. to be delegated

b. to be deferred

c. projects

Key Processing Question:What is the Next Action?

Ifno action: Trash

Items to incubate

Reference material

Be sure to identify the most minute Next Action for the underlying task

Do it

Delegate it

Defer it

When Deferring to a point within the same week, create new reminders along with deference.


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Organizing

The Outer Ring of the Workflow Diagram

The Basic Categories

There are seven primary types of things that youll want to keep track of and manage from an organizationa

perspective:

A Projects list

Project support material

Calendared actions and information

Next Actions lists

A Waiting For list

Reference material

A Someday/Maybe list

Also include a list to input your contact details

All you really need is lists and folders for each project

Calendar Actions can be

Time Specific

For that day

Calendar actions must include ONLYthose actions that need to be done at that specific day/time.

You need to be able to glance at your calendar and quickly be able to assess what your day looks like.

What many people want to do, however, based on old habits of writing daily to-do lists, is put actions on the calendar

that they think theyd reallylike to get done next Monday, say, but that then actually might not, and that might then

have to be taken over to following days.Resist this impulse. You need to trust your calendar assacred territory,

reflecting theexact hardedges of your days commitments, which shouldbe noticeable at a glance while youre on the

run. That willbe much easier if the only things in there are those that you absolutely have to get done on that day.When

the calendar is relegated to its proper role in organizing, the majority of the actions that you need to do are left in the

category of as soon as possible, against all the other things I have to do.


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Next Actions List

Organize As-soon-as-possible actions by context -THIS IS PART OF THE NEXT ACTIONS LIST

Calls

At Computer

Errands Office Actions or At Office (miscellaneous)

At Home

Agendas (for people and meetings)

Read/Review

Regular Read/review list

Data Entry (business that need to get into the database, or quotes that need ot go into the quotes database

Agendas

Invariably youll find that many of your next actions need to either occur in a real-time interaction with someone or be

brought up in a committee, team, or staff meeting.

These next actions should be put on separate Agenda lists for each of those people and for that meeting (assumingthat you attend it regularly).

Feel free to insert any kind of ad-hoc agenda into the system at any time - you can use whatever you have, post-it notes

etc.

Waiting For

Youll probably find it works best to keep this Waiting For list close at hand, in the same system as your own Next

Actions reminder lists.

EmailsKeep actionable e-mails and paper separated from all the rest. Make lists/folders in your inbox for @Action and @

Waiting For. The @ is so that they appear at the top of the inbox.

Once youve DELETED what you could, FILED what you wanted to keep but dont need to act on, DONE the less-than

two-minute responses, and moved into your reminder folders all the things youre waiting for and all your actionable e-

mails. Nowyou can open the @ACTION file and review the e-mails that youve determined you need to spend time on

Out ofsight, out ofmind is not really out ofmind.

Distributing action triggers in a folder, on lists, and/or in an e-mail system is perfectly OK, aslong as you review allof the

categories to which youveentrusted your triggersequally, as required.

Projects

Personal Professional Delegated Specific Types of Projects


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Reference

General-reference filingpaper and e-mail

Large-category filing

Rolodexes and contact managers

Libraries and archives

If material is purely for reference, the only issue is whether its worth the time and space required to keep it.

Someday/Maybe Lists

Skills to learn

Creative expressions to explore

Organizations to join

Service projects to contribute to

Goals and Dreams

Books to read

Ideas

Events you might want to participate in

The calendar can be used as a trigger to make a decision about something - like pick when you want to decide to go to

an event or not

Tickler File

Useful Tool. Look in the Book for more detail


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Reviewing

You will need to review daily(when you feel the need - and you will)

Calendar

Next Action Lists Waiting For lists

Weekly Review

Also set the weeks Reminders

Loose Papers Process your notes Previous Calendar Data Review upcoming calendar events Empty your head and put it in writing Review

Projects Next Actions Waiting For Relevant Checklists Pending and Support Files

Time | Saturday Night is better for you - because this way you can enjoy Sunday fully on your own without worrying

Always try to capture your thoughts in writing.

Function follows form. Give yourselfa context for capturing your thoughts, and thoughts will occur to you that you dont yetknow you have.

Write anywhere - notepad, whiteboard, computer. Try especially to use the tools that you like to use, so that it becomes enjoyable.

Doing

The four-criteria model for choosing actions in the moment

1. | Context 2. | Time available 3. | Energy available 4. | Priority

The threefold model for evaluating daily work

The six-level model for reviewing your own work

How to Prevent Broken Agreements with yourself.

Dont make the Agreement

Complete the Agreement

Renegotiate the Agreement


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The NOWHabit

The actual time to do something must incorporate time for breaks and off-days.

Procrastination is a neurotic form of self-defensive behavior aimed at protecting one's self worth. That is, we

procrastinate when we fear a threat to our sense ofworth and independence.

Having a fear offailure means you believe that even the smallest error could be evidence that you are a worthless and aw ful

person

Perfectionists are even more afraid offailure.

There is no level ofhuman perfection that will make you invulnerable to criticism by some people.

By focusing on the fear of failure, you are actually associating failure with imperfection and the subsequent negative

judgement from others regarding your performance.

If you downplay the consequences of failure, by creating a safety net, then you are more likely to not procrastinate on

the task and succeed.

e.g. 1 Crossing a plank between the roofs of 2 skyscrapers to escape from a fire on one roof. You dont care about the

consequences of falling, or of imperfect performance or judgement from others regarding how dignified or appropriate

your manner of crossing is - you are even willing to crawl across as long as you escape the fire.

e.g. 2 imagine a safety net under the plank.

When we speaks to ourselves in an authoritarian voice, it indicates that we feel pressure to do something, and that

while one part of us is applying the pressure, another part doesnt want to do it!


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Replace:

I have to with I chose to

I must finish with when can I start

Worrying about finishing makes the takes seem even more overwhelming and impossible. Focusing on starting will provide agitated

energy and a clear focus on what can be tackled now.

This project is so big and important with I can take one small step

Increases the feeling of being overwhelmed.

I must be perfect with I can be perfectly human

It will increase your tendency to abandon your project when confronted with a normal problem in the development process

Criticizing yourself for failures will only increase your chances of failing or making things worse.

Accept so-called mistakes. Youll want to be especially gentle with yourself as you recognize that, as a novice, you must go through

awkward first steps before you achieve the assurance of a master. As you learn to expect and accept imperfect early steps on your projects, youll build in the persistence of a producer, and youll be

better prepared to bounce back from setbacks

To unlearn this addiction to perfectionism, try doing the first part of the project imperfectly ON PURPOSE

I dont have time to play with I must make time to play

When we approach a difficult project, we typically think of tackling it in big chunks, that require long periods of work

and isolation. But the anticipation of extended isolation from friends and recreation is likely to promote procrastination!

Distantand indefinite rewards motivate less than immediate and definite rewards, because the distant rewards are more

uncertain than the immediate ones

When thinking about a task, think about it in terms of Ill start it at eight oclock, or Im completing the report this

afternoon. Be definite


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Tools

Why you feel overwhelmed with the work

The task is so big and important, how will I possibly finish it? - this anxiety will NOT become overwhelming UNLESS you:

Insist on knowing the rightplace to start. As a result, the possibility that there are severaladequate starting points escapes you, and you feeanxious that the one youve chosen will lead to a devastatingly wrong conclusion.

Have notpermitted yourself time along the course of your project for learning,building confidence with each step, and asking for help.

Are criticalof the fact that you are onlystarting, and you tell yourself that you should be finished

Three-dimensional Thinking and the Reverse Calendar

Divide the task into smaller steps and work back to you starting point

The Reverse Calendar should be used immediatelyif you feel overwhelmed!

The Work ofWorrying

Basically Risk Management!

1. What is the worst that could happen?

2. What would I do if the worst really did happen?

3. How would I lessen the pain and get on with as much happiness as possible if the worst did occur?

4. What alternatives would I have?

5. What can I do now to lessen the probability of this dreaded event occurring?

6. Is there anything I can do now to increase my chances of achieving my goal?

Persistent Starting

Identify the counterproductive statements and attitudes that tend to creep into your mind once youve gotten started on you work

Then use your anticipation of these negative self-statements to prepare challenges that take the fear out of finishing and free up

your creative energy for the good stuff.

1. I need to do more preparation before I can startBe alert when preparation becomes procrastination. This is especially true when you are a perfectionist, because your fear of

making mistakes keeps you checking with the experts.

2. At this rate, Ill never finish.The rate of learning and accomplishment. Remember that when you are more familiar with the subject, it will go faster.

Also, your learning curve can climb very rapidly, especially when you use positive self-statements to keep you attention focused

on the task (than on self-criticism).

3. I should have started earlier.You got started and you need to appreciate that. Again, dont be a self-critical perfectionist.

4. Theres only more work after this.Keep this work separate from you decision about future projects. Make a commitment to yourself that you will exercise as much

choice as possible a bout future steps.

5. Its not working.Can indicate perfectionism and a failure to do the work of worrying to develop alternative plans to make this project succeed

despite the difficulties. Focus on the desired result.

6. I only need a little more time.Youre begging for more time to polish it and look for glitches.


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The Unschedule

It asks you to aim at starting for just thirty minutes at a time.

It says:

Do not work more than twenty hours a week on this project.

Do not work more than five horus a day on this project. You mustexercise, play, or dance at least one hour a day.

You musttake at least one day a week off from any work.

Aim for starting on thirty on thirty minutes of quality work.

Work for an imperfect, perfectly human first effort.

Start small.

How to use the Unschedule:

Schedule only:

previously committed time such as meals, sleep, meetings

free time, recreation, leisure reading socializing, lunches and dinners with friends

health activities such as swimming, running, tennis, working out at the gym

routine structured events such as commuting time, classes, medical appointments

Do NOT schedule work on projects.

Fill in your Unschedule with work on projects only after you have completed at least one-half hour.

Think of it as a time clock. Also you want to maintain an excitement about how much youve accomplished in a short period

of time rather than anxiety about how much more there is to do.

Take credit only for periods of work that represent at least thirty minutes of uninterrupted work. Do not record the time if you stop before thirty minutes are up. Stay with the discipline ofuninterruptedwork to ensure

quality

Reward yourself with a break or a change to a more enjoyable task after each period worked.

You are creating positive associations with work

Keep track of the number of quality hours worked each day and each week.

To emphasize your accomplishments

Always leave at least one full day a week for recreation and any small chores you wish to take care of.

With the low-priority chores you might actually enjoy the change of pace.


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Before deciding to go to a recreational activity or social commitment, take time out for just thirty minutes of work on your

project.

Again, you are creating motivation and positive associations about work

Can even use it as a springboard to get you started on avoided projects

Uses attraction to the pleasure activity to get you started more often

Allows you to enjoy the leisure activity without guilt Starts you subconscious mind working on the project while you play, creatively resolving blocks while your attention is

elsewhere, increasing you eagerness to return to the task

Focus on starting

Disregard all thoughts about finishing.

Think small

Aim for only thirty minutes at a time.

Keep starting

Finishing will take care of itself

NEVER END DOWN

Never stop work when youre blocked or at the end of a section.

Remember you need to create good habits

Never take a break when you are at the end of a segment of when youre ready to give up.

Always stay with the tough spot to try to come up with at least a partial solution. This created positive momentum

Staying with the difficulty with just a few more minutes is often enough for your brain to creatively resolve it.

Adjusting your Unschedule

You are probably busier than you thought Certain days are less productive than others.

Make note of the days on which you are losing time to activities such as watching TV or unexpected visitors to your office

Beespecially alert on those days.

Other days are so busy that you need to lower your expectation about getting started on a big project.Medical emergencies, demands from friends, unexpected jobs. You may need to fight off pressure from others to find 10 to 30 minutes to

work on yourimportant project.

Even half-hour ofwork on your project is enough to maintain momentum and avoid the extra burden ofhaving toovercome inertia tomorrow.

But if this fails, and you dont get started, make a strategic retreatto regroup you energies for tomorrow, andfreelychoose to spend the time

on the other activities, freeing yourself of guilt.


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Beware if you find you have stopped filling in your leisure time and are simply recording periods o f quality workOtherwise youre more likely to feel guilty about lost time.

You may have a specific time at which you start each day.This can produce a healthy habit. Schedule a specific half-hour for starting on you major project as early as possible in your day

When this is done, you are free to aim for starting on your next-highest priority during the nextpossible half-hour.

Do not engage in leisure activities after giving up on a project.Allocating a leisure activity as a reward after giving up will only reinforce the negative habit of giving up.

The Flow State

It is a state which requires the willing suspension of disbelief. To work creatively, and very rapidly, the critical and

logical functions of your brain must be temporarily suspended to allow the creative functions to start the flow of ideas

and inspiration that you need.

You can tell that you critical functions are getting in the way of your creative side if you hear yourself saying:

But is this the right decision?

Will it be good enough?

"What if the boss/teacher/audience isnt happy with it?

Can I do it?

I have to finish soon.

When will I ever learn to start earlier?

Theres so much to do.

Olympic Athletes use this method, mental imagery, for successful performances.

Focusing Exercise

Start by sitting upright in your chair with your feet flat on the floor, with your hands on your thighs.

Focus your attention on your breathing. If youve been stressed you may discover that your breathing is constricted. Breathe deeply, holding

your breath for a moment, and then exhale slowly and completely. Do this three times, counting each time you exhale

With each exhalation imagine that you are letting go of any remaining tension and that you are deciding to drift to a different level of mind.

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Now focus your attention on the feeling of the chair against your back, buttocks, and legs. Float down into the chair. Let it support you, as you

release any unnecessary muscle tension. You can now let go of those muscles.

Shift your attention to the feeling of your feet resting against the floor. Now let go of those muscles.


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As you let go, continue to exhale away any remaining tension. Just let go and allow your body to give you the gift of relaxation and support.

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During the next few moments, there is nothing much for your conscious mind to do except to be curious and allow your subconscious mind to

provide your body with deeper and deeper relaxation with each phrase.

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Now, notice how heavy your eyelids are beginning to feel. And as you experience them getting heavier and heavier, let them float softly closed

over your eyes. Or you can try to keep them open, and find that it takes so much effort to try that its much more comfortable to let them

float down of their own accord.

As your eyes close, allow relaxation to flow down over your entire body. Letting go of the past. With your next three slow, deep breaths, tell

yourself to let go of all thoughts and images about work from the past.

Let go of what youve just been doing driving in heavy traffic, making a telephone call, cleaning the house. Let go of thoughts about what

youve been telling yourself you should or shouldnt have done. You may even want to let go of your old self-image your former sense of

identity and its limitations on your potential.

Inhale, hold your breath, and exhale completely, freeing your mind and body of the past.

Let go of the future. With your next three slow, deep breaths, let go of what you anticipate happening in the futurea constructed concept

of a time that really doesnt exist.

Let go of all thoughts and images of future work and deadlinesfreeing more energy for focusing in the present. Inhale, hold your breath, and

exhale completely, freeing your mind and body of the future.

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Centering in the present. With your next three slow, deep breaths, noticejust noticethat it really doesnt take much energy to just be inthe present.

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Let go of trying to be in any particular time, and let go of striving to be any particular way. Just allow yourself to notice the sensations of being

where you are now.

Choose to be in this situation, allowing the wisdom of your body and inner mind to give you just the right level of energy and relaxation to be

here, doing whatever you choose to do in this moment.

Inhale, hold your breath, and exhale completely, floating down into the present moment.

You can now find yourself at a deeper level of relaxation where you can give yourself any positive suggestion you wish.


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With your next three slow, deep breaths, you can begin to link the power of the right and left hemispheres of your brain, reaching the flow

state under your conscious control.

After taking about a minute to complete the first part in twelve breaths, use any one of the following three conclusions to complete your

focusing on a specific issue.

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To overcome procrastination and stimulate interest in starting work, count up from 1 to 3, and say to yourself: "With each breath I become

more alert, curious, and interested. Ill be going beyond discomfort and worry to starting with purpose and commitment in just a few seconds

of clock time1. Becoming more and more alert and ready to begin as I tap into the inner wisdom of my mind and many alternative

solutions2. Coming all the way up to full alertness, operating at a genius level with the support of my entire brain and my creative faculty,

ready and eager to begin3."

This next example of the focusing exercise is useful when you feel stuck and frustrated with the limited abilities of your

linear, conscious attempts at solutions.

This conclusion is directed toward feeling more comfortable with your initial confusion and lack of confidence.

Use it to proceed beyond critical self-judgment to positive suggestions about accomplishing your task and an intenseinterest in your own creative way of solving problems.

"With each breath I am tapping into my creative self, opening more and more of my brain power to my task. My conscious mind may not

know yet what to do, just as it doesnt know how a puzzle will look until its finished. I may not know how Im going to do this, but soon

something will come to me and then a little bit more. And I will find that process very interesting, because while I dont know yet what the

solution will be, I do know that I will do it and that part of me already knows how to do it. It will also be interesting to see how time feels

different at this level of the mind, and to wonder about how much I will accomplish in such a short period of clock time. Counting up from 1 to

3, I am becoming more quietly alert and am now ready to work in a focused, concentrated way, rapidly going from not knowing to knowing

how to start1. More alert, relaxed, and energized, ready to use the superior wisdom of my subconscious mind2. Ready to come all the

way up to full alertness with my eyes open, eager to work in conjunction with the creative faculties of my mind3."

If youve been procrastinating out of fear of confronting a boss, employee, or loved one, the next version of the exercise

will be valuable in getting unstuck from negative patterns of social interaction. Use it to establish your own safety and

protection, so that nothing is taken too personally. Then give yourself time to consider the results you wish to achieve

and the alternative responses that will get you there. And finally, visualize a positive outcomethat rather than

confronting each other as enemies, you and this other person can become valuable allies to each other.

"I create the feeling of a warm, golden glow around me, an atmosphere that protects me from any distracting words and attitudes of others,

and even from any negative thoughts of my own. I have all the time in the world to consider thoughts and remarks or to push them aside and

to return my focus toward positive attitudes and my chosen goals. My thoughts and actions convey to others that I am their allynot their

enemy or problem. Others can only help me. I am becoming more and more robust in my world and can be friendly and generous as I use myinner resources to cope with each challenge and opportunity. Counting up from 1 to 3, I return to normal wakefulness, bringing with me my

own safe, supportive, warm cocoon of golden light1. Becoming more and more quietly and peacefully alert2. Ready to open my eyes and

participate fully in a safe and supportive atmosphere3. "


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Relaxation Exercise

You can start by sitting with your feet on the floor and with your hands in your lap.

Allow your eyelids to float softly closed over your eyes as you turn your attention inward, toward your breathing. Now breathe deeply, hold

your breath for a moment, and then exhale slowly and completely.

Do this three times, letting your exhalation be a signal that you are letting go of any remaining tension.

You can now notice the chair and let it support you, floating down into it; no need for you to hold. You can let go of those muscles.

And now focus on how the floor is supporting your feet, and legs, and let go of those muscles.

No need for you to hold: just let go and allow your body to give you the gift of relaxation and proper support.

Now, there is nothing for you to do except to allow your conscious mind to be curious and watch as your body and subconscious mind

cooperate with the process of providing you deeper and deeper relaxation with each phrase.

I will state all the phrases in the first person, and you can repeat them silently to yourself in the first person. For

example: I am sitting still. As you repeat each phrase, you just imagine, visualize, and feel the change happening. And

then just let it happen, letting your body carry out the directions you have given it.

You quietly let the change happen, using your bodys natural tendency to cooperate with your leadership.

I feel quiet. I am beginning to feel quite relaxedmy feet feel quiet and relaxed; my ankles, my knees, and my hips feel light, calm, and

comfortable. My stomach and the entire center of my body feels light, calm, and comfortable. My entire body feels quiet, calm, and

comfortable. I feel relaxed.

My arms and my hands are quiet and warm. I feel quite quiet. My entire body is calm and my hands are warmrelaxed and warm. My hands

feel warm. My hands are warm. My hands are slowly becoming warmer. I can continue to breathe deeply and slowly.

My entire body is quiet, comfortable, and calm. My mind is quiet. I withdraw myself from my surroundings and feel serene and still. My

thoughts are turning inward. I feel at ease. Within myself I can visualize and experience myself as calm, comfortable, and quiet.

In an easy, quiet, inward-turning way I am quietly alert. My mind is calm and quiet. I feel an inward quietness.

I will continue with these thoughts for two minutes and then softly open my eyes, feeling fine, relaxed, and quietly alert.

The next time that I speak, two minutes of clock time will have gone by, and it will be interesting to note how deeply relaxed I can feel in a

time that is normally so short.

(Allow two minutes to pass.)

Did that feel like two minutes to you? Do you feel as if youve had a nice nap? Want to stretch and discover if your hands are warme

and more relaxed?

Now take three slow, deep breaths and with each breath become more quietly alert; adequately alert; ready to begin on some

project or task in a very relaxed and focused way.

Use the two minutes to give yourself

periodic breathers so that you can: Stand back and evaluate the challenges faced

Allow yourself time to push aside fears

Remind yourself that you dont have to do it all at once.


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Planned Setbacks

Great works are performed, not by strength, but perseverance.-- Samuel Johnson

Escape patterns can include anything which stalls you from the important project the project that may beoverwhelming you and causing you to resort to procrastination in the form of:

Doing more research

Taking time for phone calls

Discovering ten other things that require immediate attention

To strengthen your ability to switch more readily and confidently from the old pattern to the new, you should plan a

controlled setback

Use these to rehearse your reactions watch yourself closely and take a mental record of thoughts and anxieties that send you escaping to

procrastination.

Go right ahead and use your preferred method of procrastinating, with full awareness that now you have the tools to control fear of work and

to enhance your sense of achievement at starting. eg. Go ahead and delay making a major decision and allow yourself to be overwhelmed bythe innumerable steps required in making a perfect, mistake proof choice.

To test yourselfusing a planned setback:

Use a project on which you are likely to procrastinate

Notice the warning signs of procrastination associate with this project. eg. Feeling deprived and isolated from fun and friends because you

have work, feeling that life has become a list of have-tos

Consciously choose to procrastinate for a few hours to observe the self-statements that lead you to guilt and self-criticism.

Notice how this process of self-criticism leads to guilt and depression, and resentment while keeping you from doing just one productive task

Your planned setback will point out when you are most likely to procrastinate, and where those former habits will lead.

When you are, use the corrective techniques to get back on track.

Planned setback allow you to build RESILIENCE and HARDINESS, into the START, MIDDLE and COMPLETION ofyour

projects.

Resilience

Expect setbacks. Just because there is a possibility of setbacks does not mean it can be used as an excuse to

procrastinate.

What distinguishes a champion form others of comparable ability is the learned skill of bouncing back from

disappointing performances. Being a champion consistent producer requires that you forgive yourself for errors andlosing streaks while maintaining the sense of inner worth and safety necessary to solve problems and pursue your goals.


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Hardiness

is a constellation of three personality characteristics commitment, control and challenge. Repeatedly, executives

possessing these three characteristics have shown to withstand stress and resist illness better than their peers who lack

them.

These individuals tend to easily commit themselves to what they are doing, believe than they can at least partially

control events,: and regard change to a normal challenge to development

They have the ability to turn stressful events into opportunities that mitigate the disruption cause by any single stressfu

event.

You can use sports as a safe arena to try out building the habits of hardiness.

When your body is under great stress, make note of any negative thoughts like this is too hard and get pass those

thoughts, focusing on positive one I can do this

Notable story by Nathaniel, an entrepreneur:

If I worry too much about maintaining my income and paying the bills, I begin to delay on important decisions, act too

carefully, try to follow a safe formula. This interferes with my ability to think creatively and to act spontaneously. I found

that taking a few minutes to do the focusing exercises helps me to become aware of the fearas that normally would take

control of how I feel. I now know that it is I who has control over my fears, not the other way around. I have a choice.

EFFECTIVE GOAL SETTING

How you set your goals strongly influences your ability to recommit to them and bounce back after a setback.

To ensure that you way of setting goals helps you overcome procrastination, make commitments only to those goals andpaths that you can wholeheartedly embrace. To avoid the frustration of the procrastination cycles, you must abandon

unattainable goals and halfhearted wishes.

One of the best-kept secrets of successful producers is their ability to let go of goals that cannot be achieved or started

in the near future.

To set realistic goals, you mustbe willing to fully commit to working on thepath to that goalandbe capable of investing

time andenergy required to start now.

If you cannot find the time and motivation to start on that goal, let go of it, or it will keep haunting you.

Remember that you are the master of your goals dont let unrealistic goals be used as an occasion for self-criticism and

for lapsing into identifying yourself as a procrastinator.

productivity general rules

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