Len,

I just had to change my schedule to call you tomorrow regarding my commitment to have completed the assignments. While I know that I am in chaos, I realize I will be in spin class at 9:00, acupuncture appt at 10:30 and an appt with my neighbor at noon to review a dinner party to be held this weekend. I hope to be available around 2:00, or so, and will try to call you then!

Tim

Tim,

It’s all about honoring one’s most important priorities, coupled with the self-recognition that resistance will always rear its head in the face of productivity, completion…and growth.

The “hope to be”, the “or so” and the “will try” are terms only used by those wherein there is an absence of commitment.

Len

Not only does this lead to stress and frustration, it can be quite demoralizing. The truth be told, after a number of such experiences, it is not surprising that a person just stops making the lists altogether.

In its place we just go to work each day reciting the following mantra: “Dear Lord, please just get me through the day.” Not a very pro-active stance, is it?

The unproductive approach of “Ready-Fire-Aim” is demonstrated by sitting down at your desk and jumping into which brushfire or crisis is seeking you. This is akin to being awakened in the morning with an air raid siren blasted into your ear!

In the CHAOSOVER and LIVING CHAOS FREE programs we train you to begin each workday by employing the ‘First Five Morning Tasks’:

By completing steps 1 through 4, you have taken what I promise is no more than six minutes before responding to your e-mail.

You have taken a macro look of your new day. You estimate the time of the meetings set (in and out of the office), the phone appointments and follow-up calls scheduled. What this has accomplished is a “reality check” on how much time remaining that you have to work on your stack of prioritized work (Turtle).

NOTE-When you had initially placed each item of work in your Turtle stack, you had taken the sixty seconds (literally) to fill in three spaces:

By knowing how much time you had remaining in your day, after the meetings, phone calls and e-mails awaiting you, you are able to REALISTICALLY determine the amount of items in your Turtle stack which can, and cannot, be completed today.

This process of “Self-Delegation” truly supports you transforming your life from reactive to pro-active. It removes from your life that “Ready-Fire-Aim” approach that had caused you such frustration and stress.

Lastly, because my programs have, since 1973, been dedicated to the FAMILY, this will have you far more often sitting down at the dinner table, at dinner time, with your family.

It seems that the world has taken on the belief that everyone now utilizes devices such as the “Crackberry”, oops, I mean “Blackberry”. Well, that is not the case. I, for one, still use my trusty Franklin book organizer. The last time I checked, it does not have plug-in, synching or battery features.

Case in point: I recently drove out to see a client (not a short distance, I might add), only to find that my client was quite startled to see me. I asked him why he was surprised as we had set the date of this meeting a week ago. He indicated that he had an emergency come up and that he had sent me an e-mail an hour prior asking for a re-schedule. As I was not anywhere near my computer prior to my departure, the message never reached me.

He thought that for sure I should have seen his e-mail on my PDA. (WHAT PDA!!!) I simply pointed to my aged organizer book. He was incredulous that I was still using “such an ancient system”.

First of all, I do believe that I am not the last person on this Earth to use this form of organization (which does, believe it or not, have a calendaring section). Should anyone bother to note the volume of such systems sold at places like Franklin-Covey stores, Staples, Office Depot, etcetera, it would be revealed to them that while I seem to be a member of a decreasing population, there are still millions of us around the world still utilizing such a medium.

Second of all, I see that more and more people have grown a certain disdain for that instrument invented by one, Alexander Graham Bell. This is especially prevalent in the Generation ‘X’ or Generation ‘Y’ (or whatever alphabetical moniker is assigned to those “younger folks”), who text, instant message or, in only the remotest of circumstances use e-mail. But NEVER seem to think of using a telephone!

God forbid someone should pick up a phone and actually have a voice-to-voice conversation with another of the same species. NOTE-yes, I have a cell phone, however it is just a cell phone. I did not opt for the features that would have me find my car in a parking lot or know where the closest Proctologist is located in my geographical area.

The world needs to be a bit more respectful to those of us who have elected to not have a ’24-7’ device grafted to our hip. Isn’t a cell phone’s accessibility pervasive enough?

Do you avoid completing certain projects until the last minute when your back is up against the wall? Do you keep seeing the same items turning up on your “To Do List” day after day after day?

Are you one of those people who insists you work better under pressure? Then you are probably one of the millions of people in this country who suffer from procrastination and I do mean “suffer”.

Procrastination has many negative side effects:

• It eats up valuable time
• It reduces productivity
• It sabotages others
• It lowers self-esteem
• It causes an enormous amount of stress…just to name a few.

Now you may be asking yourself, “If procrastination is so bad, why do so many people do it?”

Some of the reasons are:

• I don’t like doing that particular task
• I don’t know how to complete the task
• I don’t like the person who assigned me the task
• I don’t feel confident in my skill level at that particular task
• The task appears too large to tackle.
• There’s too much work involved
• ETC.etc.etc

Regardless of the reasons for procrastinating, the results are still the same. The task does not get completed in a timely fashion.

Our Information Management program at ChaosOver, Inc. is designed to facilitate you in eliminating FOREVER the habits and patterns that have not served you. Procrastination is one of those behaviors. So how do you eliminate it?

You do it by processing the tasks or projects you have been avoiding, one at a time. Let’s use an example to illustrate the process:

Let’s say you have to write a report on a topic that doesn’t particularly excite you and is going to involve a lot of research and a lot of your time. The report was assigned to you on March 1st and is to be completed by March 15th. Today is March 6th and you still haven’t started it. You know you are procrastinating.

First step in the process is to go through a series of questions:

• Do I still need to complete this task? If the answer is yes go to question 2. If it is no, toss it.
• Can this task be delegated to someone else? If the answer is yes, delegate it. If the answer is no, go to question 3.
• What are the benefits of completing this task? In our example above the benefits may be :
  • My boss will be happy with me
  • The client will be happy and we may get more business from them
  • Our company will make money on this
  • I may get a raise, promotion, accolades
  • I will get it off of my plate and stop stressing over it.

• What are the consequences of not doing it? Again using our example:
  • My boss will be very unhappy with me
  • I could get fired or, at least, reprimanded
  • I could miss out on a promotion
  • I could be sabotaging a co-worker
  • We could lose a client
  • Our company could lose money
  • I will continue to stress over it and feel badly

Now that you have answered these questions, the task has taken on some life, some emotion, and has the ability to motivate you to action. So what do you do next?

You break the task down into its various parts. In our example above that may look like:

• I do an outline of what the report is to cover
• I identify whether I have all the information needed
• I identify resources for obtaining the information I am missing
• I do my research
• I create a first draft with completed information
• I re-write until I am happy with the end report

Now determine how long it will take to complete the first step ONLY. Let’s say you decide it will take an hour. Go to your calendar, whether it be a paper organizer or a computer program such as Outlook, and book yourself an hour to complete this first step.

NOTE- You must treat this appointment as a sacred commitment the same as you would if it was an appointment with a client. (Knowing that you have a deadline for this project and it is going to take several hours to complete, be sure to book that hour as soon as you can into your schedule.)

When you have completed step one, do the same with the next step and so on until the task/project is completed.

If you use this process with ALL of the things where you would normally procrastinate over, whether they are business or personal, you will find yourself eliminating the problem of procrastination FOREVER as you create the new habit of getting things done in a timely fashion.

The result… you will be happy, productive, effective, self-confident, and far less stressed. So go get started….NOW!

One of the world’s greatest pool players of all time is Willie Mosconi. What made Mosconi so adept at the game was not simply that he could shoot a ball into any pocket on the pool table, rather his uncanny ability, as a result of shooting his last shot, to have that little white cue ball in the perfect position for his next shot. In other words, Mosconi was a master of what I call ‘Next Step Mentality’.

How often do we find ourselves driving up to the home of a friend and suddenly realizing that we forgot to bring that special bottle of wine? Or being invited, with weeks of notice, to your boss’s home for a Sunday barbecue and failing to tell your spouse until the morning of the party.

Imagine the salesperson for a large and reputable hotel chain closing the biggest convention contract in the history of the hotel. As a result of this contract the hotel will be completely sold out for five days, eighteen months from today. However, in the exuberance and celebration in the sales department he neglected to inform the reservation department of the new contract.

The consequence…a catastrophe just waiting to happen and “I’m sorry, I forgot” just isn’t going to cut it. Here’s how ‘Next Step Mentality’ comes to your rescue:At the moment you’re logging the dinner at your friend’s home onto your electronic or paper calendar, for let’s say, 7:00 P.M., directly prior to that time, log the reminder ‘Bring that 2004 Russian River Valley Pinot Noir’.
At the very second that your boss is inviting you and your spouse to that Sunday barbecue, log on the evening section of today’s calendar “Talk to Mary regarding our availability for barbecue at Bob’s on the 24th”.

The hotel convention contract pending disaster could have been easily averted by the salesperson. As the client was signing the contract, the salesperson needed only to log on today’s calendar “notify reservations of Acme Freight convention”. Just another example of ‘Next Step Mentality’.

The rule of thumb is in asking yourself the following questions:

• Who would need to know what I have just learned?
• Who could benefit from this information?
• Who could be of help to me with this information?
• Who will appreciate the respect by my providing them with this communication?

You will come to find that this Next Step Mentality will soon become habitual.

You will see yourself thinking in such a way that your cue ball will always be in the perfect position for your next shot.