How Well Do You Plan? Gabrielle K. Gabrielli, Ph.D.

Transcription

1 How Well Do You Plan? Instructions: for each question, circle the number that best describes you. I keep a detailed schedule and a to-do list. Never Seldom Sometimes Often Always I synchronize my calendar to my devices I allow flexibility in my plans I accomplish all that I plan for a given day I plan time for what matters most to me My daily plan is destroyed by urgent interruptions. SCORING: Add the numbers next to your answers INTERPRETATION 6-10: Very poor planner You should consider using new tools and processes to help you plan more efficiently and effectively. Total Score 11-15: Below average planner You may already have a planning system, but using it more effectively will help to reduce the stress and lack of control you have in your life : Average planner Your planning system is working, but you can do better. You may need help focusing on priorities, dealing with urgent interruptions, or writing your daily plan : Above average planner Your planning system is working well. Keep up the good work, with periodic reviews to ensure you re planning around what matters most in your life : Excellent planner...or candidate for burnout? You have mastered planning and should experience the serenity that comes from taking charge of your life. But make sure you re in control of your planning rather than letting it control you. Quiz adapted from USA WEEKEND by time management expert Hyrum Smith, Franklin Covey chair. Page 1 of 10

2 Setting SMARTER Goals People often set goals, but they do not achieve them. SMARTER goals have a much better chance of being achieved. Use the guide below to write your own SMARTER goal. Post the goal somewhere you can see it, and share with others to further increase your likelihood of success. Specific Measurable Acceptable Realistic Time-bound Extending Rewarding Answer these questions to help make goals more focused: Who is involved? What do I want to accomplish? When will the goal be achieved? Where will this take place? Which requirements and constraints are there? Why do I need to accomplish the goal? Example: To help reduce errors, I will help my team better understand how their department s work affects overall workflow. 5 categories of measures to help you stay on track with your goal: 1. Quality 2. Quantity 3. Time 4. Cost 5. Satisfaction Example: We will increase sales in 2017 by 40%. In order to truly commit to a goal and take responsibility for its pursuit, the goal should be acceptable to you. Example: I will spend 40+ hours developing the content to prepare to teach the class. A goal should be challenging but achievable within your current resources and constraints. Example: I will decrease expenditures by 20%. Deadline-oriented; Results achieved within a specific time period Example: I will submit the mentor application by 4 March A goal should stretch a person s capabilities7 Example: To conquer my fear of public speaking, I will join Toastmasters. It should feel satisfying to complete the goal. Example: I will complete my first triathlon in 2017! Write Your Own SMARTER Goal Page 2 of 10

3 Managing Change Consider the ADKAR Model for change management (Prosci 1999) ADKAR Element A D K A R What it means Awareness of the need for change Desire to participate and support the change Knowledge on how to change Ability to implement required skills and behaviors Reinforcement to sustain the change Description Do you know the reasons for changing? You will need to know before you can decide to make the change. When awareness is built, it s up to the individual to make the personal decision to change. Do you want to make the change, and do you have support from others while making your decision? You must learn new skills needed to make the change. You must be able use and apply the new skills learned in the knowledge phase. Are there systems in place that will keep you proficient in the new way of doing things to prevent you from reverting back to the old way? Six specific applications of the ADKAR Model in managing change: 1. Making sense of change 2. Guiding change management plans 3. Measuring progress 4. Diagnosing gaps 5. Developing corrective actions 6. Enabling managers and supervisors Organizational Change. Page 3 of 10

4 Time and Priority Self-Assessment 1 = Never 2 = Rarely 3 = Sometimes 4 = Often 5 = Always Part 1: Rate Yourself. Using the scale above, please honestly respond to the number that best describes your assessment of yourself for each statement. 1. I keep an accurate calendar to keep track of my schedule. 2. I excel at balancing tasks and priorities. 3. I am constantly thinking of better ways to do things. 4. My work and home environments are organized and uncluttered. 5. No matter the obstacles or demands, I am good at focusing my attention to be productive. 6. I keep my calendar electronically and synchronize it to my devices. 7. I am aware of my circadian rhythms and schedule the most important tasks when my energy levels are highest. 8. I ensure that there are no distractions when I am working on an important task. 9. I schedule times to check rather than monitoring frequently throughout the day. 10. I have electronic alerts to remind me of tasks and priorities. 11. I have a list of written goals that are SMARTER (specific, measurable, acceptable, realistic, time-bound, extending, rewarding). 12. My daily agenda reflects what is important to me. 13. I am disciplined at working every day toward my goals. 14. No matter how busy I am, I schedule time for exercise daily. 15. I am good at saying no when requests are made of my time. 16. I can easily enter into a "Zen" state, or a state characterized by calmness, intuition, and focus. 17. I am great at delegating tasks and equipping others to succeed. 18. I am resilient after facing a discouraging event. 19. I keep a detailed budget and I ensure my finances are in order. 20. I get plenty of sleep every day, and I feel rested as a result. Total Score for Part 1 Page 4 of 10

5 Time and Priority Self-Assessment 1 = Never 2 = Rarely 3 = Sometimes 4 = Often 5 = Always Part 2: Rate Yourself. Using the scale above, please honestly respond to the number that best describes your assessment of yourself for each statement. 1. I have many priorities, and I often multitask to accomplish them. 2. I eat lunch at my desk in order to be as productive as possible. 3. I have no choice but to check as it arrives. 4. My work environment is not conducive to being efficient. 5. I keep multiple calendars and contacts in separate locations. 6. I spend a lot of time in meetings. 7. I have been known to procrastinate with tasks. 8. I check my social media accounts multiple times per day. 9. I take cigarette breaks at work. 10. My work is often interrupted. 11. There is a lot of stress in my life right now. 12. I wish I had more time to do things that are important to me. Total Score for Part 2 Part 3. Score. Subtract Part 2 score from Part 1 score to get Total Score. Your Score Part 1 Part 2 Total Score Subtract Part 2-1 for Total Score Part 4. Interpret Your Scores. Score Interpretation Excellent Needs Some Improvement Time and Priority Management Needs Much Improvement 80 or above or below Page 5 of 10

6 22 Tips for Efficient Priority Management 1. Spend the first or last 15 minutes of every day making a prioritized to do list. 2. Reevaluate your priorities and progress every day. 3. Decide what times of day you are most productive, and schedule your tasks accordingly. Work on less important tasks during your low energy times and more important tasks during your peak energy times. 4. Use wait time effectively by planning small tasks to bring with you. 5. Build flexibility into your schedule so that you can adapt when things don t go according to plans or when new priorities arise. 6. When you return a phone call, minimize phone tag by including a good time when you can be reached. 7. Use for routine distribution of information. 8. Don t let non-productive tasks consume your time. 9. Spend your lunch breaks away from your desk. 10. Ensure that all goals are SMARTER (specific, measurable, acceptable, realistic, time-bound, extending, rewarding). 11. Divide a difficult goal into smaller tasks to allow you to fit them into your schedule and make them more manageable. 12. Set completion dates for tasks to avoid procrastination. 13. When you find yourself procrastinating, determine what you are avoiding. 14. Reward yourself after completing challenging tasks. 15. Delegate routine tasks, but be sure that your designees are trained and equipped to handle any tasks that you delegate. 16. Get plenty of rest and eat healthy (including complex carbohydrates) to maintain energy levels and productivity. 17. Value your time, and ask others to do the same. 18. Schedule down time including vacations to rejuvenate and replenish your energy so that you will be more productive when you return. 19. Schedule exercise. It is a fact that physical activity and endorphins boost your energy level and enable you to be even more productive. 20. Take advantage of technology to set reminders, synchronize calendars, and keep you on task. 21. Make meetings as efficient as possible by having agendas beforehand and leaving with action items including who is responsible and by when. 22. Purge things from your calendar that don t help you toward your goals or bring you joy. Page 6 of 10

7 What Is Your Score on the Stress Test? Adapted from Social Readjustment Scale by Holmes and Rahe LIFE EVENT POINT VALUE YOUR SCORE (Insert values if appropriate in the column on the right) Your Event Points Times Score Death of a spouse 100 Divorce 73 Marital separation 65 Jail term 63 Death of close family member 63 Personal injury or illness 53 Marriage 50 Terminated at work 47 Relationship reconciliation 45 Dependence on alcohol or drugs 45 Change in health of family member 44 Pregnancy 40 Foreclosure of mortgage or loan 40 Gain of a new family member 39 Business readjustment 39 Change in financial state 38 Death of a close friend 37 Change to a different line of work 36 Increase in arguments with significant other 35 Acquiring mortgage or loan greater than $20, Retirement 30 Difficulty with supervisor 30 Child leaving home 29 Change in residence 29 Trouble with family members 28 Outstanding personal achievement 28 Significant changes at work 26 Revision of personal habits 24 Vacation 24 Change in work hours or conditions 24 Change in living conditions 20 Major holiday 20 Minor violation of the law 18 Instructions: If an event has occurred in the past year or is expected in the near future, copy the number in the score column. If the event has occurred or is expected to occur more than once, multiply this number by the frequency of the event. In the right hand column, write the point values for events that apply to you; then add up your score. INTERPRETING YOUR SCORE: 150 or less - low probability of stress manifesting itself in physical problems % chance that you ll feel the impact of stress with physical symptoms % chance that stress levels may lead to major physical problems. 300 or more - 80% probability that your stress levels may lead to major physical problems. The higher your score, the harder you have to work to get yourself back into a state of good health. T.H.Holmes and T.H. Rahe. "The Social Readjustment Rating Scale," Journal of Psychosomatic Research.11:213, Page 7 of 10

8 Stress Management Techniques Progressive Muscle Relaxation 1. Sit in a comfortable chair with your feet flat on the floor. Rest your hands on your legs. 2. Tense each muscle group 10 seconds as you inhale, and then exhale as you relax for about 20 seconds. 3. Imagine breathing the stress out of your muscles as you picture a place that brings you joy. Dr. Andrew Weil s Breathing Method 1. Exhale completely through your mouth. 2. Close your mouth and inhale quietly through your nose for a count of Hold your breath for a count of Exhale through your mouth for a count of Inhale and repeat for a cycle of 4 times. Dr. Gabrielle K. Gabrielli s Tips to REDUCE STRESS Remember the positive things in your life. Exercise, or just take a walk. Don t sweat the small stuff. Understand that goals must be reasonable. Create an atmosphere of joy. Eradicate the negative and learn to forgive. Smell the roses, and remember to breathe. Talk through your issues. Reflect on your emotions and life. Eat healthy foods and get enough sleep. Show gratitude. Save time for YOU and have fun! Page 8 of 10

9 Prioritized Time Log For a 24-hour period, monitor your time to the minute. Awareness is the key to improvement. Start Time End Time Total Hours Interrupted? If so, how? Activity Priority Value A = high B = medium C = low Page 9 of 10

10 Energy Log Instructions: Place an X in the appropriate box, charting your energy level at various times of the day. Do this for three typical workdays to find your times of optimum productivity. Morning Afternoon Evening Energy level at: Very High High Medium Low Very Low Morning Afternoon Evening Energy level at: Very High High Medium Low Very Low Morning Afternoon Evening Energy level at: Very High High Medium Low Very Low Page 10 of 10