10 Tips on How to Get Focused When Multi-Tasking

Getting things done has been a big issue for me this week, both at work and at home. With the e.MILE Community growing by the day, my daughter putting the final touches to her  wedding next week, and my son starting 6^th form, there doesn’t seem to be enough hours in the day. There is a lot of advice out there about helping busy people make the most of their time and how to get focused, and I’m not very good at taking it. That said, when things get too much, I am able to step up a gear and I can remember times in my life, when I have managed through with some of the following tips.

I don’t know about you but I do struggle at times to feel in control when my “to-do-list” is over the page. To keep me sane, I’ve developed an almost a comic strip routine, a little like starting a new healthy eating regime, it only lasts a few days and then old habits usually take over. The routine goes like this: I draw up a new to-do-list; I prioritise it, and start working through it. What usually happens is an emergency occurs, or something unexpected becomes the priority of the day, and my carefully planned prioritisation goes out of the window. I spend a day or two trying to get through some bulk volume work, spend unplanned evenings catching up and then the whole cycle starts again.

My 16 year old son has just started into 6^th form, for a lad who simply hates homework, at least 16 hours of it each week is a big stretch; it’s a whole new paradigm shift for him, one which already into the 2^nd week has become a source of stress. Of course he has to build habits which are going to help him to avoid being stressed. As I was giving him some advice about how to focus, I realised it was about time to take my own advice. So here I am writing this blog (on time) because yesterday, I began the process of practicing what I preached. I have heard many times that you learn best what you teach, so I thought in that spirit, I would share my advice with you! If you are ultra-organised and can add to the list, please do share!  Any advice will help me I’m sure.

Ten ways to get focused :

1. Turn off the technology

With an array of teenage social media such as Snap chat, Instagram, Face book and IM, my son’s phone pretty much pings constantly. For me, my guilty time waster is to open emails when they ping into my inbox on my desk or laptop. This idea is as old as the first installed workplace computer, we all know we have to do it, but it takes some discipline and determination to ignore our ever increasing online communications.

2. Do one thing at a time

I know, I know it’s not rocket science, but I do flit about from project to project at times. My son started some Psychology homework, got stuck and instead of getting over the “difficult hurdle” he put it down and started something else. Doing one thing at a time means doing it from start to finish, without being distracted with something else. To actually do this takes determination and concentration, but it is well worth it as even difficult tasks get ticked off.

3. Diarise non urgent tasks a month ahead

If you have a million things to do and half of them are routine and definitely not going to be urgent in the next week or so, then diarise them a month in the future. I know it doesn’t get them off your list, but it gets them off your list for now. For me, it is like a breath of fresh air to know I don’t have to give those routine items a priority, and if I do happen to get up to date, I can always reach forward and get those things done and feel even more virtuous!

4. Chunk down daunting tasks

My son had his first 1000 word essay to do; he was daunted to say the least (while I tactfully kept quiet about the 10k and 20k feats which might come if he goes onto higher education). If you are daunted by the size of the task, then chunk it down into manageable tasks. Put each smaller task into a series of priorities and complete each one in order. It is easier to concentrate on a task if you know it’s only going to take an hour or so, than when you know it’s going to take a couple of days.

5. Have a purpose

When I have a mundane, but a priority task to do, I need a good purpose. So for example, when I got my tax return done earlier this month, I had to remind myself that if I got it done, not only would it not be hovering over me, like the ghost of Christmas Past, but I would be able to completely get focused on tasks I really love and enjoy. My son had to remind himself that he wanted to spend some of his weekend playing football and going out with friends, and not have to do homework instead. Having big picture purposes can help too, although tend not to be so effective, as small ones. At the moment, my son has a vision for his future, so he needs to remind himself that by focusing now, it will help him achieve his goals.

6. Don’t do it

Ok, this tip isn’t about focus, but getting rid of unnecessary or habitual tasks helps to get you focused on the important and necessary tasks. If you can’t find a good reason to do it, other than, you always do, or its part of your routine, or you’re scared to let it go, then stop.

7. Be in the right environment

We are lucky because we have a spare bedroom which my son is now using as his study. It means he can shut the door and escape from the hub-bub of the rest of the house. If you are in a busy office and can’t concentrate for interruptions and activity around you, then go somewhere else. I managed a busy office with over 80 employees on site, and as my door was wide open, I had a constant queue of people coming to see me. During one particular crisis we encountered, I was struggling to pull together an urgent report, when one of my dear team members, marched over, popped her head round the down and said, “excuse me, but this is for your own good”, and she shut the door and taped a “Do not disturb” sign on my door. Yes I should have done it myself of course, but being in reactive mode can sometimes be a lifelong habit.

8. Take a break

If you get to a point where you are finding it hard going, take a break. Taking a break does not mean checking your phone or emails, it is about going to get a coffee, getting some fresh air or even practicing a five minute mediation. It is about quieting your mind, not populating it with fresh information.

9. Establish a routine.

If you are a morning person then getting through your priority tasks should be done as soon as you get to your desk, or as soon as you can. You know what times of the day you are most productive, don’t waste those times on routine non urgent tasks, reserve them for the things you really need to do to make a difference. Once you’ve established your time zone, then stick to it and make it a habit as prevalent as brushing your teeth.

10. Borrow tips

My tenth tip is borrowed from a great mentor of mine, the eminently successful Peter Thomson, who is the UK’s most prolific Information Product Creator. So sorry, I don’t want to steal Peter’s thunder, so you will have to wait for this one, as I have interviewed Peter for the next issue of our monthly E-Zine “The Extra MILE” where he tells readers all about his work and in amongst his great advice he also shares his brilliantly simple tip to help people get things done, which is brilliantly effective! Do visit our website, and sign up for the E-zine to be sent directly to your inbox so you don’t miss out on Peter’s sage advice.

Get our great new flipbook “30 Days To A More Motivated Team” when you sign up to receive regular updates from the e.MILE Community. Come find more about Leadership Development and our Great e.MILE Community (Motivate, Inspire, Lead and Engage). We love connecting with like-minded people, and we want to help you either get your message out, or you can search the directory for the expertise you need.

Christina has managed people for twenty seven years and led hugely successful teams. She has worked with people at all levels in various organisations to help them achieve their potential, and she has been actively involved in the learning and development field in a number of different roles.

People Discovery is a Leadership Development coaching consultancy, based in North East England, working globally. The e.MILE Community is a networking, sharing and business directory for people who know “there must be a better way”

By Christina Lattimer

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How We Unconsciously Avoid Success

This week’s blog continues on the theme of sabotage I started a couple of weeks ago. What follows is a summary of how we can inadvertently stop love, happiness and success coming to us as a matter of course. Although it’s a difficult subject, the good news is once we accept that we have a dark side, we then can shine that much needed light on it and resolve it!

I’ve often wondered why people don’t as a rule live up to their potential:

People with fabulous skills who for many reasons don’t feel the need to use them. A great friend of mine has the interior designer skill of Lawrence Llewellyn Bowen. She tirelessly attacks her house like painting the Forth Bridge, where she just finishes designing and changing her final room, then starts again. Her imagination, flair and precision to detail and colour are amazing. She makes her living from a completely different profession, one which she contributes greatly, but is hard work and low paid. A few years ago I asked her why she didn’t take her outstanding design skills to the next level, get paid for it, and become a success. I realised there was a lot at stake when she gave me about 15 resounding reasons why not.

I wasn’t surprised, and I know enough never to judge another person’s destiny or life, but I’ve seen it again and again, when hidden talents are just that: hidden away and not acted upon.

When researching for my degree dissertation, one of the questions I asked about 100 people was: “If you had all the money you wanted and there were no obstacles, would you be doing what you do now?” I can’t remember the exact figures, but it was in the 80%+ bracket of those interviewed who said “no. They wouldn’t”. When I asked them what they would do instead, some had startling clear ideas, some had a bit of an idea and others didn’t know, what they were sure of though was it wasn’t what they did right now.

It’s not just about making use of our talent and skills, many of us (me included) procrastinate, and talk about the fact that “we should get more sleep” or “we should lose those extra pounds” or “we need to stop working so hard, spend time with the family, take that holiday we’ve always dreamed about. I imagine you can add to the list.

I’m listening to the audio version of “The Shadow Effect” (2009) a co-authored book by Deepak Chopra, Debbie Ford and Marianne Williamson. The three authors describe their unique perspectives of how our unconscious or our shadow affects us all. For those on a spiritual path, the book is a must, for those of you who aren’t  there is still many great psychological principles which are useful to understand if you want to really be your true self.

In the book, Debbie Ford describes how our shadow dictates our behaviour at times and how we need to look within to harness and direct what can be an unconscious destructive power. The problem of course, is, if we are being driven by an unconscious force, then we don’t know about it and are in denial! Our shadow is made up of all the characteristics, feelings, memories and traits we want to bury away and forget. The problem is, when such episodes are repressed then, they don’t go away and resurface in a number of destructive ways.

I have done enough reflection and work on myself to have experienced the sweet release when you face up to a painful or shameful memory, and come to terms with it, and so recognise the healing power of looking at our shadow, although it doesn’t make it any easier, and there is always something to look at! It is very much a lifelong journey.

In the workplace, again and again, I’ve seen characters who had potential to be a success, who at the last minute would do something to jeopardise their progress. I saw people yearning for a different lifestyle, not extraordinary outrageous changes, just simple ones, but forever keeping it out of their reach. There are many ways we sabotage our success, but for me these are the 3 most prevalent.

1.    Repressing painful memories, which make us fearful to move forward, or keep us locked in unsatisfying and dead-end relationships.

Not facing up to our inner pain seems like a good strategy. Who wants to feel pain? Of course we don’t. Allowing ourselves to work through pain heals and releases us from unnecessary suffering. The main reason we hold onto unnecessary pain, is that we have interpreted the pain we are feeling to mean something about us. “He left because I wasn’t good enough”, or,” he lost his job because he is just one of life’s losers” We bury the pain, because we cannot bear to face the incorrect interpretation we have arrived at.

2.    Allowing fear to prevent us from taking our talents to where they can benefit and help others.

Many of us live in our comfort zone and facing fears is part of growing and living. When I asked my friend why she didn’t want to take her interior design skills and get paid for her obvious talent, one of the many reasons she stated, was: “Who would want someone of my age to design their houses?” (She was in her mid-40’s at the time). What this response and many others amount to, one of our many human foibles is that many of us just don’t feel good enough. The truth is of course, that we are all good enough, and we don’t have to be perfect.

3.    Claiming inappropriate guilt when we have honored ourselves.

My friends got together many years ago, leaving their respective spouses. They had kids, and it was a terrible guilt-gut wrenching time for all involved. A couple of years ago, my friends realised that guilt was still dictating their lives, when their children were all stretching them to the limit and causing havoc. Although they didn’t realise it, they were not drawing appropriate boundaries and limits because they felt guilty. One of the ex-spouses had never married again, proclaiming that their life had been ruined. This spectre of blame and guilt over- shadowed the lives of the long married pair. When removing oneself from a poor relationship, it is a way of honoring oneself. That is not to say there should not be respect, kindness and consideration for the other partner who may not want the split; certainly if you want to move on from a relationship, you have to take responsibility. But how long should you wear that hair shirt? Of course, it benefits no-one and especially those children, who needed to understand that sometimes, life’s like that. Once they realised their guilt was governing their lives, they made some big changes, and months later, much happier children, and a much happier family life was achieved.

At work too, the collective shadow can come into play, keeping great potential cloaked in an unhappy comfort zone, creating conflict and affecting the success of the team. Organisations carry their own stories of guilt, repression of feelings and fear. That’s why story-telling and re-framing the past as well as stories about the vision for the future is so important for businesses.

Christina has managed people for twenty seven years and led hugely successful teams. She has worked with people at all levels in various organisations to help them achieve their potential, and she has been actively involved in the learning and development field in a number of different roles.

People Discovery is a Leadership Development coaching consultancy, based in North East England, working globally. The e.MILE Community is a networking, sharing and business directory for people who know “there must be a better way”

By Christina Lattimer

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Three Paradigms Which Can Sabotage Your Engagement Strategy

Let’s face it, organisations have to be outward facing, it’s no good naval-gazing constantly, because that will get them nowhere. Sometimes though concentrating on external goals, relationships and service can create a blind-spot for leaders which means they miss some of the most important dynamics in their own organisation. Today, I set out three dynamics which leaders must pay attention to if they want to truly create an excellent organisation. 

An ability to create an environment where employees are engaged and encouraged to bring out their self-motivation are “must have” leadership skills. I have worked with many leaders who have made great efforts to put in place a culture which gets the best out of people and gets them involved and committed. But sometimes their efforts simply weren’t, frustratingly, enough. Indeed many organisations invest much time and resource into getting it right, but even though they are well-intentioned, sometimes, often, their initiative is simply doomed; if not to fail, then at best, the outcomes simply don’t live up to expectations.

In my experience, there were times, even when the company was doing well, a constant thread of discontent existed amongst the team or even across the whole organisation. For a long time I put this down to human nature. There are positive people and negative people and you can’t get it right 100%: right?

I even found times when team and organisational results were high, and leaders were celebrating their successes; employee engagement indicators showed there wasn’t a corresponding “high” in the way employees were buying in or not to the success of the business. In one scenario, one organisation won accolades for leadership excellence when the engagement index for staff was actually sweeping the bottom of the industry league tables. Obviously the criteria for leadership excellence were missing some vital ingredients in engaging and enthusing their people.

For me, I have found, there are three common problems which if not tackled and given focus and attention will leave the best intentioned leaders and managers left scratching their heads in their efforts to create a great working environment. At first glance, most leaders and managers would probably deny these problems are alive and well in their workplace, but often denial can stem from the lack of perspective, given their proximity to the problem.

The three problems, I believe if not tackled will sabotage attempts to engage and motivate people are:

Lack of Drive to Excel

This syndrome often occurs when organisations are getting reasonable results. It’s a little like living with an old and trusted cooker. As long as it’s working and cooking tasty meals, then there’s no need to change. Once it’s broken though, then you will start looking around to see what’s out there, and slam, the realisation that your oven was “in the dark ages” compared to the brilliant new technology available and how much time can be saved with technological advances, comes into your awareness.

Many organisations are still “cooking on gas”, in their minds, but they haven’t caught on to the many brilliant possibilities that exist, if they decided to raise their game, and invest in something new.  In a nutshell, the organisational culture is resistant to operating outside of the established comfort zone, which would have been forced had results been poor or disappointing. Results which were “good enough” didn’t leverage sufficient motivation to change and achieve even better results.

Believing in Average Ability of their Employees

Some 5 years ago, I applied to win a place in a local Academy for my son. In those days Academies in the UK were few and far between. This particular school was amazing. At that time, results showed it was in the top ten schools in England. The school didn’t have formal feeder schools, so each one of its 190 odd intake of pupils was by application. They were and continue to be 2 – 1 oversubscribed.

In my ignorance, I expected the school to favour “bright” children, given its amazing results. What I found, still makes me wonder. The school intake policy includes an obligation to take in pupils from the whole spectrum of “ability” from children who had “special needs” to those who were nearing genius status. The bulk and the majority of children had to be sourced from average to below average results. It worked out at about 70% of the pupils were average achievers when they arrived at the school.

When the head was asked about how they managed to get such amazing results given the mix of abilities, he told the silent parents that unlike other schools, they truly believed that everyone was capable of excelling and so from that belief they got the best out of the vast majority of their pupils.

What I have seen in many organisations is a similar syndrome to that which most schools suffer, unlike the Academy. The general belief in the average ability of a large percentage of their employees which resulted in a self-fulfilling prophesy, i.e. they produced average results in the main.

Lack of Internal Customer Service

I have seen many organisations have great outcome related external customer service policies, and strategies. They have plans to engage people with the organisational “big picture”, “mission” and they hold focus groups and ask people constantly how they can make things better, but they continue to ignore the internal relationships between peers, teams and departments.

Insufficient attention is paid to internal relationships, contribution ethos, innovation, values and helpfulness within an organisation. This is all about internal customer service. Don’t get me wrong there is nothing wrong with friendly rivalry between teams if their starting line is that they always act “for the greater good of the organisation”. It doesn’t matter how much effort is put into engaging, planning and rewarding people, if the relationships aren’t designed to “serve” each other as internal customers, excellence is never going to be achieved.

Including some well needed perspective to lift your team out of their comfort zone, help foster self-belief in your people and get your internal customer service to work brilliantly must be part of your plan if you want to be brilliantly successful.

Get our great new flipbook “30 Days To A More Motivated Team” when you sign up to receive regular updates from the e.MILE Community. Come find more about Leadership Development and our Great e.MILE Community (Motivate, Inspire, Lead and Engage).   We love connecting with like-minded people, and we want to help you either get your message out, or you can search the directory for the expertise you need.

Christina has managed people for twenty seven years and led hugely successful teams. She has worked with people at all levels in various organisations to help them achieve their potential, and she has been actively involved in the learning and development field in a number of different roles. People Discovery is a Leadership Development coaching consultancy, based in North East England, working globally. The e.MILE Community is a networking, sharing and business directory for people who know “there must be a better way” By Christina Lattimer Follow us on  Google+