Move from flapping to focus

Proudly supported by DOT (Digital Office Technology)™ from Telstra

THE FLYING SOLO STEP-BY-STEP GUIDE TO

Move from flapping to focus

Brought to you by

How to shift from flapping to focus 1. Start by recognising why you’re in a flap! In the bestselling business classic, First Things First, authored in 1994 by the legendary Stephen Covey, we are introduced to a framework for prioritising work. By splitting our time into quadrants, Covey demonstrates how important, strategic tasks end up being rushed or overlooked due to time spent on relatively unimportant, non urgent distractions.

In the image above we’ve cheekily amended Covey’s wording and created our own soloist version! Here’s an explanation of each quadrant:

2

The Flying Solo step-by-step guide to: Move from flapping to focus

MISSING IMPORTANT BUSINESS CALLS? Set your mobile and landline to ring at once so you can answer customer calls the first time. DOT (Digital Office Technology)TM, the all-in-one landline, mobile and broadband solution from Telstra. Find out more at telstra.com/dot

Ian, Altered Images Photography

THINGS YOU NEED TO KNOW: DOT (Digital Office Technology)™ is only available in locations where an ADSL2+ service of sufficient quality is available. If you cancel early, you must repay equipment costs in addition to any early termination charge. The Spectrum device and TM are trademarks and ® registered trademarks of Telstra Corporation Limited ABN 33 051 775 556.

Fire! This is Quadrant 1. The zone where everything is required in a rush or panic. Both ‘urgent and important’ this can be an exhausting and stressful way to work as there are inevitably a number of negative consequences should we fail to complete our task immediately.

Lost Down in Quadrant 4, we find activities that are neither urgent nor important. Think reality television; endless hours on Facebook and Twitter; trawling through pages of junk on eBay…you get the idea!

Over here! It can be easy to fall into the trap tantalisingly offered by Quadrant 3. Here we’re responding to the seemingly urgent demands of others. The little red exclamation marks in your inbox. The ringing phone that demands to be answered. The ping of another social media update. All stuff that keeps you busy, spinning your wheels. Without diligence, Quadrants 3 and 4 can steal masses of our time. And guess what happens when you waste hours in ‘Over here!’ or ‘Lost’? Yes, you’ve guessed it: You end up surrounded by ‘Fire!’ Urgent deadlines. Missed meetings. Rushed or skipped meals. Ultimately you end up flapping around and overwhelmed. Quadrant 2 ‘Nirvana’ is where we need to be spending the bulk of our time. We know what’s important, but we’re not hurried or stressed as the urgency aspect is in check and we’re thinking ahead.

4

The Flying Solo step-by-step guide to: Move from flapping to focus

In the section below, summarise what distracts you from focusing on your priorities and what you intend to do to make amends.

My main Quadrant 4 ‘Lost’ culprits are:

ACTIONS:

The interruptions that scream ‘Over here!’ (Quadrant 3) are:

ACTIONS:

5

The Flying Solo step-by-step guide to: Move from flapping to focus

2. Next, clearly define your business and personal priorities This time a direct quote from Stephen Covey on the principle of working on our priorities.

One day this expert was speaking to a group of business students and, to drive home a point, used an illustration I’m sure those students will never forget. After I share it with you, you’ll never forget it either. As this man stood in front of the group of high-powered overachievers he said, “Okay, time for a quiz.” Then he pulled out a one-gallon, wide-mouthed mason jar and set it on a table in front of him. Then he produced about a dozen fist-sized rocks and carefully placed them, one at a time, into the jar. When the jar was filled to the top and no more rocks would fit inside, he asked, “Is this jar full?” Everyone in the class said, “Yes.” Then he said, “Really?” He reached under the table and pulled out a bucket of gravel. Then he dumped some gravel in and shook the jar causing pieces of gravel to work themselves down into the spaces between the big rocks. Then he smiled and asked the group once more, “Is the jar full?” By this time the class was onto him. “Probably not,” one of them answered. “Good!” he replied. And he reached under the table and brought out a bucket of sand. He started dumping the sand in and it went into all the spaces left between the rocks and the gravel. Once more he asked the question, “Is this jar full?” “No!” the class shouted. Once again he said, “Good!” Then he grabbed a pitcher of water and began to pour it in until the jar was filled to the brim. Then he looked up at the class and asked, “What is the point of this illustration?” One eager beaver raised his hand and said, “The point is, no matter how full your schedule is, if you try really hard, you can always fit some more things into it!” “No,” the speaker replied, “that’s not the point. The truth this illustration teaches us is: If you don’t put the big rocks in first, you’ll never get them in at all.”

6

The Flying Solo step-by-step guide to: Move from flapping to focus

What are your top 5 business priorities? 1 2 3 4 5

What are your top 5 personal priorities? 1 2 3 4 5

7

The Flying Solo step-by-step guide to: Move from flapping to focus

3. Take action! 1. Define your roadmap In line with the priorities you defined earlier (or to help generate others), create a vision for your business and life to clarify exactly where you’re heading. This of course will help you determine the steps along the way.

Resource: Learn how to create a vision of your perfect business.

2. Work in blocks of time Ensuring you work in the Nirvana Quadrant is helped immensely by segmenting blocks of time to work, uninterrupted on tasks.

Resource: Test out the powerful Pomodoro Technique for time management.

3. Create a supportive workspace Make sure your work environment is designed to support you. Do you need to establish boundaries with those around you? Do you have a pleasant office that allows you to focus? Perhaps it will help to work ‘offsite’ now and then?

Resource: Put aside some time to fine-tune your work style and work space.

4. Set limits and stay balanced Practice saying ‘no’ to things and put your personal wellbeing at the top of your list. Sometimes a break away from your desk is precisely what’s needed!

Resource: Podcast - how to have a great business AND a balanced, enjoyable life.

5. Work with a buddy Working for yourself need not translate to working by yourself. Reach out, buddy up and experience the power of accountability.

Resource: Get involved in Flying Solo’s forums and explore our Guide to Meetups.

We wish you all the best in your journey from flapping to focus. The Flying Solo crew Running your own business? Join the FREE Flying Solo Community for support, exposure & how-to guides. Visit www.flyingsolo.com.au

8

The Flying Solo step-by-step guide to: Move from flapping to focus