Joelle K. Jay

Archives for January 2011

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Have Two Lists

Busy high achievers often see themselves as people of action, but they’re not always as efficient as they think. Check your own efficiency with this question:

How many To Do lists do you have?

Do you have one gigantic list that’s so long you can’t even read it in one sitting?

Do you have dozens of sticky notes plastered all over your desk?

Do you not even have a list at all?

If your answer to any of these question is “yes,” the better answer is “no, NO, NO!”

To excel as a leader, you’ve got to get the system down. There are many ways of list-making and action planning that are far more strategic than the To Do list. You can find some of them for free on the website (www.TheInnerEdge.com).

But for starters, consider how Adam Barnes, vice president of External Affairs at AT&T, makes his lists.

“You have to come up with priorities that are realistic. You can’t make every single thing a priority. You have to be disciplined in your rankings. I have two lists: the list of stuff I need to get done and the list of stuff I want to get done.”

Right now find a piece of paper and divide into two halves. On one half, write one list by answering the question, What do you need to get done today? On the other half, answer the question, What do you want to get done if you can?

Follow this system for 21 days. If you do, you’ll soon find yourself with no list at all. As one of my clients recently reported, “I never have a To Do list, because everything’s already done.” Imagine. That could be you.

Taking Effective Action is the Third Practice of Personal Leadership. You’ll know you’re taking effective action if:
• You know exactly what to do today to attain your vision, and you’re doing it
• You end every day feeling energized and fulfilled
• You’re getting the results you want.

Did you enjoy this profile? You may be interested in the eCourse, Getting an Edge: 21 Ways World Class Leaders Share Their Secrets for Leading and Living Well. Each of 21 profiles just like this one comes in a separate email – once a day for 21 days. For more information email Info@Pillar-Consulting.com.

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The Catalyst

What is the one thing you could do that would have the greatest impact on your vision? The answer is your catalyst. In the sciences, a catalyst is a substance that increases the rate of a chemical reaction without being consumed in the process. For you, a catalyst is an action that dramatically increases the rate at which you achieve your vision, without consuming you.

To take effective action, you can get the potency of a catalyst by using an action plan appropriately called the CATA List. The CATA List is a chart divided into four categories:

  1. Catalysts
  2. Achievements
  3. Tasks
  4. Avoidances.

These categories help you sort interminable lists of To Dos to find the ones that pack the biggest punch. Then you trim away the rest.

“C” is for Catalysts
To find your catalysts, ask yourself, “What is the one thing you could do that would have the greatest impact on your vision?”

Any item you call a “catalyst” must be an action that drives all the rest, either because it causes the rest of the actions to happen; it frees you to put your time where you want it; or it unlocks a barrier to action. The main criterion for your catalyst is that you know this one piece will do more than any other to advance you in the direction of your vision. If you’re writing a speech, a catalyst might be to stand up and practice. If you’re leading a company, a catalyst might be to communicate the strategic direction. If you’re trying to lose fifty pounds, a catalyst might be to go running or give up sugar. Looking at these examples, you can see how easily catalysts get crowded out by more pressing issues. Indeed, even though your catalysts have the most value, if you’re not careful they can easily get pushed aside.

To find your catalysts, think about what action you would take if you could find uninterrupted quality time because you know it would make the biggest difference in your ability to attain your vision.

“A” is for Achievements
The next category includes actions you classify as important. Really important. They may not have the transformational effect of your catalysts, but they are the kinds of achievements that matter on a day to day basis. These achievements typically take center stage in your life. They tend to be:
• daily actions
• key relationships
• priority projects
• deadlines.
As a rule, working on achievements makes for a very productive day.

“T” is for Tasks
You use the “tasks” category for the actions you’d like to take but can’t justify as truly critical. Yes, they are things that may have to get done, but they don’t have nearly the impact as your catalysts and achievements.

Tasks are big time consumers. Long meetings. Some networking. Obsessive perfecting of non-essential details. You might feel a little twinge when you admit these tasks are less-than-important, because you may want to do them. And you may get to. But only after the more valuable things are done.

“A” is for Avoidances
Many leaders find the “avoidances” category the hardest to fill. The items in this category take more energy than they deserve. When you’re trying to rid your action plan of excess, cut the fat by forcing yourself to put at least 25 percent of your To Dos onto this list. To find actions avoid, look for the ones that take a lot of time with little return. The “avoidances” list is a place to throw off extra baggage. Letting some actions go – undone – lets you to be lighter, more nimble, and available for the things that really matter.

As a whole, the CATA List takes the commitments that emerge from your focus areas and marries them in a single-page, concrete list of actions that ultimately lead to your vision for living and leading well.

When you create a CATA List, you have a quick categorization of everything you need to do, organized in order of value. As you think about all the actions on your To Do list now, can you see how categorizing your tasks in order of value might help you make room for working on your goals? Suddenly the most important thing you need to do isn’t just the most pressing; it’s the one that fits with your focus and leads to your vision.

To create your own CATA List, use the free worksheet available at www.TheInnerEdge.com. Go to the Worksheets & Audios page and scroll down to find the worksheet called The CATA List.

Please join us for The Inner Edge Book Club! This month we will be using the CATA List to break through to greater, more effective action. For more information, click here or email info@theinneredge.com.

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Turn Before You See the Island

If you truly mean to attain the vision you have set for yourself and your organization, you can’t just be organized. You’ve got to be strategic.

It’s the Second Practice of Personal Leadership: Find Focus.

Joe Pinto, Senior Vice President–Technical Support Systems at Cisco, explains.

“It’s important that leaders sit back and plan. My leadership team and I get together every three to four months. We sit down, and we have a couple of key stakeholders sit down with us, and we plan out where we’re going. We spend probably one fourth of the time looking back over the last three or four months, and three-quarters of the time looking forward to what decisions we’re making to run the business. [Our organization] is such a big engine that if we decide to turn the ship when we see the island, it’s too late.”

Planning ahead like this is critical, whether it’s for work (like when you’re planning your team’s direction), professional goals (like your own career advancement strategy), or a personal desire (like the way you want to experience the new year). It’s a commitment. It’s a sacrifice. It’s also a leadership “best practice.” So if you want to be a great leader, you’d best practice.

Again, here’s Joe’s three-part formula for finding focus:

1. Every three or four months, schedule a planning session.
2. Look back over the previous quarter.
3. Look forward to the decisions ahead.

I’ve created a guide that you can use every time you use this process. It’s called the Focus Areas Planning Guide, and it’s available (completely free!) at www.TheInnerEdge.com. Just click here.

Did you enjoy this profile? You may be interested in the eCourse, Getting an Edge: 21 Ways World Class Leaders Share Their Secrets for Leading and Living Well. The eCourse includes a set of brief leadership practices illustrated with the words and experience of a real business leader who exemplifies the practice. Each of 21 profiles just like this one comes in a separate email – once a day for 21 days. Email joelle@pillar-consulting.com now for more information.