Month: January 2015 Page 2 of 3

What happened to my day? It seems like you can’t get to all the work that is assigned to you. Even critical work fails to get done. The deadline is Tuesday at 5 p.m., and you still have hours ahead of you.

The key is to focus on the work that is absolutely important, and nothing else. In other words, you focus on the “A” tasks, and you use “creative procrastination on “B” and “C” activities. Many people prefer the low priority tasks because they are less challenging, but until you focus on just the mission critical activities, you’ll fight an uphill battle with time.

#1: Ask your boss what matters the most.

You should call a meeting with your boss right away. Here is the subject line of your meeting request: Increasing My Productivity. That subject is sure to capture your manager’s attention. You’re probably the only person who is asking for clarification on the work that is most important to your organization.

There are usually three or four activities for which you must exceed expectations. By focusing 95% of your time on that work, you’re more productive. Once you have that agreement with your boss, you can avoid surprises. You save time because you are no longer working on the menial and routine tasks.

#2: Stop killing time on silly and non-work stuff.

It’s so easy to get distracted. You have to check the latest ESPN scores, schedule your next vacation, or review today’s Groupon deals. You do need a little free time every now and then, but many people waste valuable time on non-work activities.

Make a plan that you will work non-stop all morning on your key activities. Once you have that momentum, you can finish strong in the afternoon. You should also schedule meetings with key people to ensure you have the information needed to complete your work.

#3: Delegate as much as possible.

The rule is to delegate any work that others can do better than you, and avoid activities that are below your pay grade. I understand that you might not have a staff that reports to you, but you can still find creative ways to have others help you.

In most companies today, for example, people are hired based on specialized skills. For example, web developers focus on enhancements to the intranet site, CPAs ensure that the SOX requirements are met, and marketing analysts promote the brand to a particular segment of the population.

Interestingly, these “specialists” can help you get your work done. Ask your manager for guidance. You might be able to create a small project team to complete the work assigned to you. In fact, this type of collaboration increases the quality of your deliverable.

Get serious about how you manage your time. Determine what really matters to your manager, and commit all the time necessary for those tasks. Everything else can wait. You must be able to prioritize the important work from the trivial activities.

Avoid thinking that planning your workday is your manager’s responsibility. When you become accountable for your productivity, you become part of the top performers in your company. In essence, you demonstrate a key leadership skill that will open many career opportunities in the near future.

I’ve been teaching for more than 20 years, which means I have met many people. As much as I try, it’s tough to remember people’s names. I’ve tried memory tricks, such as associating the person with an object, another person, a city, and so on. I’m better at remembering names today than I used to be, but I have plenty of room for improvement.

Learning names is both a skill and an art. I remember a trip to Hawaii on which a tour guide blew everyone away with his ability to remember all the guests’ names – about 60 of us. On the early morning bus trip to the excursion, he went from the front of the bus to the back, asking for everyone’s first name. Around 5 p.m. that day, we boarded the bus to return to the hotel, with most of us sitting in different seats. After more than 8 hours, and even though we sat in different places, the tour guide navigated through the bus and called everyone by his or her first name. Impressive!

#1: Walking Down the Hallway

You are walking down the hallway, and you see someone you know. You’ve met this person before, and you should know her name. It’s hard to avoid eye contact, and she is waiting for you to take the lead. Woah!

Hi, I know we’ve met before. Do you remember me? My name is Mark.

By being proactive, you reduce the tension, and she will immediately respond with her name. Make sure to pay attention, and use her name in the conversation. By doing so, you are more likely to remember it in the future.

#2: At the Company Training Session

You are seated next to a colleague that you met at a previous meeting. Today, you are both getting ready for a mandatory ethics training session. Unfortunately, the name tents are late in arriving, and you strike up a conversation. It’s obvious you know each other, but the names escape both of you.

Hey! It’s good to see you again. Another training session! They never seem to end. Forgive me … but can you remind me of your name?

By greeting the person, and discussing the training session, you change the dynamics. In essence, you are breaking the ice. You can even joke around that you were waiting for the name tents. The point here is to get beyond the name issue. Once you do that, you can have an excellent conversation.

#3: Use the “Introduce a Friend” Trick – Company Party

We’ve all done it. You are at the company party, waiting in line to select your drink. Sure enough … the person behind you is familiar. Too familiar, perhaps! Your lifeline is your friend, who is waiting in line with you. Your tactic is to introduce your friend with the hope of learning the name of the familiar person. It worked!

Social events can be tough. You are often caught off-guard. However, the advantage here is that people are having a good time. You can try the following approach:

We know each other, right? What department?

[Pause]

Right! Got it! Based on the numbers, you guys are doing excellent work. Your name escapes me right now.

[Pause]

Jacquelyn! I should have remembered. How are you, Jacquelyn? It’s great to see you again.

You will not remember the names of everyone you meet. These strategies will help you get back on track. If you are genuine in your approach, others will not mind that you asked them their name. In short, you can expect those you meet to be friendlier if you take the time to call them by name.

Successful people have developed good habits that make them more productive. In many cases, these activities are not flashy, but over the course of several weeks, the results are tremendous.

Experts believe that habits can be built in 30 days. In some cases, it takes a bit longer to become proficient with a task. The problem for many people is that good habits require making changes and sacrifices. Bad habits, on the other hand, need little to no investment in anything – you just do what comes easily.

Here are 12 habits of highly successful people:

1. They are single-minded. Proficient men and women understand the importance of sticking with one task until it is complete.

2. Avoid the petty stuff. When you are climbing the corporate ladder, you are too busy to worry about rumors.

3. Determine the key requirements of the job, and make sure to exceed the expectations. They schedule a meeting with their manager to identify the key results areas (KRAs).

4. Look for opportunities to praise others. Helping others succeed is an important leadership trait. You must avoid thinking that others will replace you.

5. Develop the self-confidence to make high-level presentations. You must accept every opportunity to share your ideas. The first presentations are to your team, and later to your manager. As you improve this skills set, you are asked to make presentations to top management.

6. Assume accountability, not just responsibility. Responsibility means that you focus only on your work, your piece of the pie. Accountable people ensure the components come together to deliver the overall benefits to the customer.

7. Keep a calm and measured composure when under pressure. The fact is that mistakes will be made, whether by you or someone else on the team. Top-notch performers remain in control, and look for the most appropriate solution.

8. Seek assistance from others when needed. Successful people understand they do not have all the answers, and they are willing to ask for help. You must be open to feedback from anyone in the company, regardless of his position or length of time in the organization.

9. Show little concern for the day of the week or the time on the clock. The best employees of the organization are deliverables-oriented. They understand that working late or into the weekend are possibilities when critical work must be completed.

10. Invest time in professional development. Low performers are constantly complaining about lack of time and the many other reasons they cannot pursue learning opportunities. Top producers, on the other hand, are even busier, but they find the time to invest in themselves. In some cases, a weekend seminar every few months is enough to keep them sharp.

11. Develop the ability to share only what is important. Successful people avoid the fluff, and state precisely what they believe is the problem. They go a step further and share possible solutions.

12. Successful people are excited about the new workday. They are prepared to tackle big challenges, and no longer consider work as “something I must do.” Instead, they are committed to providing more value to the customer.

By practicing the habits on this list, you can make big strides in a month or two. However, behind each habit is a mind change and a commitment to becoming a big thinker.

In essence, those who learn these habits will soon be hitting the ball with the major leaguers in the organization.

I was at the supermarket earlier today, and I overheard a father comment to his young daughter, who looked to be about 10-years-old, “I can’t believe the price of meat here! Forget it! We’ll go to the butcher and get it much cheaper.” I did not stop to look at the price of the steak he wanted to buy, but my guess is that he was concerned about paying a dollar or two more than what he would find at the butcher shop.

You’ve probably figured out that my point has little to do with the price of steak at the supermarket. I am writing here about a bigger topic. My goal is to provide a few ideas about how you can increase your earnings so that you don’t worry about a few dollars here and there for items that you need or desire.

Make a Plan

The probability of hitting a target in the dark is virtually zero. Why waste your time? Instead, make a plan today to determine how much money you want to earn. You must have a specific dollar amount in mind. Once that goal is clear, write it down. Assume that you wish to go from $50K per year today to $100K in annual earnings 12 months from now. You now have a clear dollar amount, and the deadline for when it will be met. Therefore, your earnings will go from $4,167 to $8,333 per month. When the amount is broken down by the month, it becomes more tangible and doable.

Do Something – Anything!

If you have a job that has a limit on salary increases, such as many government jobs, you will find it difficult to make the 100% increase in salary. Therefore, start thinking about where your strengths lie. Are you good at completing projects? If so, market those skills on social media networks, such as Facebook, LinkedIn, and Twitter. You can also share your interest with colleagues. All you need is one or two opportunities to show your project management skills, and you will be in demand.

Look for Opportunities within Your Company

To make more money, you must assume more responsibility. There is no other way. I recommend volunteering for projects that affect the bottom line of your department and company. The manager or owner can easily justify an increase in your salary, even a big one, if you are generating more revenue for the company. In fact, they will not want to lose you, and you will have strong leverage when negotiating a new compensation structure.

Earning More Means Becoming Someone Different

The fact is that only 5% of the working population is going to accept this challenge. To earn more, you must get outside of your comfort zone. The ride will be far from smooth, especially in the beginning when you are facing new challenges. However, you will soon learn to manage these obstacles, and you will work with individuals who willingly share knowledge that helps you grow exponentially.

In a few years or so, you will have the time to enjoy as many barbeques as you wish.

The hourly rate you charge depends on the value you provide to your customer. Most of you are interested in earning a higher hourly rate for the work that you do. However, interest alone is insufficient. You have to demonstrate that you deserve a higher level of pay.

The first step is to calculate your current hourly rate, even if you are paid a salary. An annual salary of $40,000 translates to the following:

• $3,333 per month
• $833 per week
• $19 per hour

Therefore, $80,000 per year equals the following:

• $6,667 per month
• $1,667 per week
• $38 per hour

Now that you have an idea where you stand, you can start taking action to improve your economic status.

#1: Select an organization that rewards top-performers.

Some government employees tell me that increasing their pay is too difficult because the system is rigid and based mostly on years of working experience. If you work for an organization or industry that restricts the pace of raises, I recommend looking for a different career. The approach I am recommending here is to double your hourly rate in a year or two, and not in 40.

#2: Look for opportunities to become an expert in a particular area. In my case, I decided to pursue project management.

The first step was to become a Project Management Professional (PMP). With that credential, I set out to teach others the concepts and theories particular to managing projects. Once you have the credential, you have to take action. The more you become an expert in your field, the more you can control your hourly rate. In other words, you can demand a higher rate because your customers are highly satisfied with the caliber of your work.

#3: Look for opportunities outside your day-to-day employment.

I understand that adding more work to your busy schedule can be demanding. However, your services might be of interest to others, and they might be willing to pay premium rates. For example, a person with the talent to edit videos can charge $80 per hour or more, and an HR consultant may request $100 for services rendered. In essence, company leaders are open to outsourcing work, and they are interested in hiring people with knowledge of industry best practices.

#4: Create one talk or speech you can give to anyone who wants to listen, and who is willing to pay for it.

The point here is that you have something that others consider of value. For example, I once heard Dan Kennedy, a professional speaker and marketing guru, state that he created his $1,000,000 talk. His goal was to deliver that speech until he made one million bucks. While he thought it would take more than five years, he reached the goal in less than two. Interestingly, he had to overcome a noticeable stuttering problem to effectively deliver the talk.

In the calculation above, you set the goal to $38 per hour. By following the strategies mentioned here, you can reach that milestone within a couple of years, if not faster. Once you have momentum, keep using the doubling approach, which means that $38 is your new number. When you double $38, you now are earning $76 per hour, and $76 doubles to $152 per hour. At that pace, your annual salary surpasses the $300,000 mark. The key is to focus on the hourly rate because that is a number you can control.

You will experience challenges along the way, to be sure. Stay committed to improving the service value you provide to your customers. You want to help them improve their bottom line. When you do, they will be happy to share it with you.

Change is inevitable. You either accept it, or you are swept away with the tide. The fact is that the choice is already made for you: you either do something to remain competitive in your field, or someone else will soon replace you. From that perspective, the decision is easy.

While any forward-moving action is helpful, there are some change strategies that are more effective. You need to know where you are going. Knowing the final destination will help you make the right decisions. Of course, that means you have a vision regarding your future and you are prepared to set concrete goals. Once those steps are taken, you must take action.

#1: Focus on the Soft Skills

Your technical skills will only take you so far. In other words, your ability to write a program, set up a computer network, or create a flashy PowerPoint will land you a job, but for how long? Technical knowledge is a purchasable commodity that is omnipresent in the marketplace. Your HR department has access to thousands of people who can do the everyday work you were hired to do.

The soft skills are in higher demand. For example, do you have the ability to create enthusiasm within your team? Are other people happy when you walk into the room? Do others take note when you voice an idea? Do you step up to the plate when a challenge arises? These are the skills that will keep you on the payroll, and make you a more valuable asset to the organization.

#2: Do Something from Start-to-Finish

You’ve all seen great ideas in meeting rooms. For some reason, when you walk out of the room, the idea or initiative is erased from your mind. You have other pressing work, and you know that tackling a new project takes a ton of hard work.

Be different. When you have a project that can improve your department or the company as a whole, do whatever it takes to create a plan, find the right resources, seek funding, and get started. By planning and taking action, you will make a difference, and you will create separation between you and the mediocre employees.

#3: Get a Seat at the Table

I remember Chris Matthews of MSNBC stating that you can only become a meaningful participant when you have a seat at the table. Standing on the sidelines generates zero results and is a quick recipe for obsolescence. You must be ready for opportunities. In many cases, you have to take the initiative and get in front of the decision-makers.

You should volunteer for projects in your company. Do whatever possible to remain visible. What appears to be difficult today will become easier as you gain experience. By assuming more responsibility, you will gain the confidence of your leadership team.

I understand that visibility will lead to more work. The goal, however, is to pursue leadership-type work, which means that you are responsible for finding the right resources to do the day-to-day work. This leadership skill is in high-demand today, and will improve your chances of controlling the direction of your career.

A meeting provides the coordinator with the opportunity to get things done. In other words, you should get together only when there is something to do. I’ve attended some meetings in which the agenda was vague, which resulted in a waste of time for the attendees. To have a successful meeting, you must have a clearly defined plan. You need to know what will be discussed, who will attend, and the expected action items.

Standing Meetings are Unproductive

While I understand that standing meetings, those that are perpetually on your schedule, can provide some benefits, the fact is that many of them become routine. For example, the 9 a.m. Monday morning status meeting is merely an event designed to have a manager push information to the team members. Can this same information be provided via email? What if you had a 5-minute informal meeting with the key stakeholder? The point here is that meetings might be a less effective way to communicate compared to other mediums.

Here are three important questions you should ask during your meetings:

#1: Where are we now?

In project management, you identify baselines related to time, cost, and scope. You want to know the starting point. Similarly, in any meeting you hold, the coordinator must get a quick snapshot of where you stand. You cannot fix anything unless you know the beginning point. For example, are you behind schedule by two weeks? Are you under budget with the Thailand telecommunications project? Are you lacking critical resources for the hotel expansion venture? By knowing where you are right now, you can have a more productive meeting.

#2: What do you not know?

You can’t know what you don’t know if you don’t ask. During your meetings, you need to ask questions like: Do your team members have the necessary technical skills to handle the work? What is the uptime last month for the color printing machine? Is the risk management checklist you are using effective? What feedback are you receiving from the leadership team? What’s keeps you up at night? Ask specific questions to identify the root causes of problems and anticipate any potential risk events.

#3: What do we do now?

It’s imperative to walk out of the meeting with clear deliverables. Avoid scheduling a future meeting to discuss the action that will be taken. If no action points will result from the meeting, there is no reason to have it. Here are examples of action items:

• “Mark, contact Japan Airlines to determine whether they can transport our shipment to Tokyo”
• “Rayne, make sure to ask our CPA team how Sarbanes-Oxley regulations are tied to IT.”
• “Richard, work with the Strategy Team to create the objectives for the Peru data migration initiative.”

Avoid standing meetings. The mere use of the word “standing” signifies stagnation. Instead, take a creative approach to having your stakeholders come together. Make sure the agenda is clear regarding the discussion items, and invite only those who can bring value.

Before adjourning, review the main points and start assigning action items. Only assign work that can be measured, and reinforce the importance of accountability. One final point: if the discussion ends early, let people go and get to work.

Earlier in the week, I had the privilege of speaking with a talent manager (Dan) who spends most of his day looking to match job seekers with the requirements specified by hiring managers. Prior to this position, Dan worked at Oracle for more than a decade, and his IT experience is extensive.

As a professor, I often reach out to these individuals so that I can share the knowledge with my students. The goal is to provide guidance on what it takes to excel in today’s workforce. Perhaps more important, the plan is to ensure they have the necessary skills and experience on their resumes.

Here are the three must-haves recommended by Dan:

#1: Get the experience.

It’s obvious that actual, hands-on work experience is necessary. When building your resume, you need to include the applicable work that you’ve done. If you are in the HR world, you need to document the roles and responsibilities that match the employment offer. Employers want to know how you made the department and organization better. In other words, think big picture when composing the resume.

I understand that job seekers might lack the necessary experience. If this is the case, look for opportunities to assume work that is aligned with your career goals. Your transition might take a bit longer than your anticipated, but getting the experience is critical.

#2: Earn your professional certifications.

Dan mentioned to me, “Jimmie, I was looking at an employment website and noticed that PMPs are earning an average of $97,000.” I knew this figure was correct because I share it in project management courses, but it was nice to hear that Dan was also aware of it.

The bottom line is that professional certifications can make a huge difference in your career. The Project Management Professional (PMP)^® certification from the Project Management Institute (PMI) is just one of many that is in high demand. For those in IT security, I recommend the Certified Information System Security Professional (CISSP). There are other entry-level certs, and you should give them a try.

#3: Learn the soft skills. 

While having technical knowledge about your work is important, you must also learn the soft skills. Dan mentioned the following: critical thinking, teamwork, and leadership. In other words, you must have the ability to work within a team setting and be receptive to constant change.

When Dan first called, I was standing in line at my bank waiting to see a teller. However, I quickly determined that he was imparting valuable information. Thus, I grabbed a couple of deposit slips, and walked over to a quiet area. On the back of those bank artifacts, I took down the notes that I’m sharing with you today. While I lost my place in line, I’m glad I did it.

The fact is that the workforce is way too competitive today. Hundreds and thousands of individuals apply for the best jobs. To have a chance, you must document our work experience, professional certifications, and soft skills. By doing so, the chances of getting an interview with the hiring manager will increase exponentially.

There are some who believe that they can wait until tomorrow before taking action. The problem with this approach is that tomorrow might be too late. Those who often table action until a later date are usually those who have mastered the habit of procrastination, and they eventually forget what was so urgent just a few weeks back.

I do understand you have to create the business plan, run it by the important people in the organization, conduct risk management, consider best practices, and much more. To a certain extent, both process and protocol are important. However, you must avoid engaging in molasses management. In other words, taking action is important.

#1: The timing is wrong.

The timing will never be perfect. There are inherent risks in any business decision. I know some business leaders who are comfortable moving forward with 80% of the information. In the technology community, 50% might be all you can expect before the dynamics change.

The point here is that you must trust your instincts. Many of you have been in the same business for years, if not decades, and you must listen to your inner voice. You must either make a decision to tackle a new project, or wait for a better opportunity. In either case, you have to make a decision.

#2: Lack of resources.

Most organizations today face scarcity of resources. No one has resources sitting around, ready to jump in when the work arrives. In fact, companies are hiring fewer people to do even more work. You’ve all experienced the situation in which employees are cut and the work is spread among those who remain.

If you lack the people required to take on new work, consider the following: subcontracting, joint venture, outsourcing, or offshoring. Some options are better than others, and it largely depends on the type of work you do. With joint ventures or partnerships, you can expect to share the earnings, but you also spread the risk.

#3: You have too much on your plate.

All organizations have a ton of work on their plates. We’re all too busy. I remember not too long ago walking in downtown Pittsburgh, I asked a homeless person the following: “Sir, do you mind telling me where I can find the nearest grocery store?”  Without breaking stride, he responded: “I can’t help you right now. I’m running late.” This humorous example reminded me that nearly every person and company is overwhelmed with daily activities.

Do it Now!

Taking action means that you do anything to get you started. You might start writing the plan, or convene a focus group to discuss your options. The key is to create momentum. It’s important to seek guidance and feedback from those who will be involved in doing the work. By doing so, you are more likely to get buy-in to your vision.

Remember that you are going to face obstacles, especially at the outset. Some will even tell you that the opportunity has zero chance of succeeding. However, once you’ve done your planning and sought feedback from your core team, it’s time to take action. Developing this sense of urgency will get you into the ballgame, and then it’s just a matter of execution.

Like everyone else, I’m interested in strategies that allow me to get my work done faster. Of course, quality does matter, and this usually leads to putting in more hours during the day. However, there are strategies and techniques that can help you complete the core requirements earlier in the day.

Does this mean you can go home at 11 a.m.? I suppose this largely depends on the type of work you do and who writes your paychecks. If you are a business owner, you can call it a day when the requirements are done. However, if you’re a nurse, you will likely have to stick it out until the end of your shift.

The point here is to discuss strategies that make you efficient at what you do for a living. The Pareto Principle applies here, which means identifying the 20% of our activities that generate 80% of the results. With the other 80% of the tasks, you can use creative procrastination, or delegate them to someone with the time to get them done.

Know your 20%

It’s impossible to maximize your performance without first knowing the most important tasks important to your job. If you are a budget analyst, you need to collect the data from individual managers, input them into the system, and verify the accuracy of the data. You have other duties, such as attending meetings, contributing to projects, and analyzing financial trends. If planned correctly, you can complete the 20% of your duties in about 10 hours per week, which means you have 5 hours to participate in the 80% of activities that are less important.

Train Your Team

Regardless of your competence level, there is only so much one person can do. The most successful people are committed to training the members of the their team. However, training is just one part of the equation. You must empower them to make decisions.

Recognize that team members will make mistakes, and some of them might be significant. You must avoid the temptation to ridicule or punish someone when an error is made. Instead, it’s best to use the situation as a learning moment. Once the issue is resolve, you can review what caused the mistake. In some cases, the training program might be at fault.

Refuse to Kill Time

It’s far too easy to spend the morning reading the ESPN highlights or shopping for gifts online. Before you know it, lunchtime has arrived, and you have yet to address any part of your work. You have checked email and even responded to some of the urgent messages, but this is far from meaningful work.

The successful people understand that wasting hours during work will inevitably cause problems on the back-end. You must hit the ground running each morning. You cannot allow coffee breaks and personal activities to interrupt your work time.

Is the 3-hour day a real possibility? You can get work done faster, especially if you focus on the activities that are most meaningful. This may not mean that you go home earlier from the office, but it does mean that you can participate in other activities that are most important to your management team. Of course, you know the benefits that come to those who are proficient at what they do, and are willing to work on high-value assignments.