Posts tagged "energy"

5 Steps to Get Things Done (GTD)

“Contemplation often makes life miserable.  We should act more, think less, and stop watching ourselves live.” Nicolas de Chamfort

Every passing day signifies 24 hours of our life, which we will not be able to get back. Very often, days pass by so quickly that they turn into weeks, months and years before we know it. We often complain about the day not having enough hours, and yet, we tend to lose precious moments every day. It is only when we look back and think of what could have been, do we realize how vital it is to use the time we have to the best of our ability. I do not believe in regrets and beating myself up for what could have been. What upsets me however, is seeing myself waste time. It can be procrastination, day dreaming or the fact that I was overwhelmed with everything that needed to be done. Either way, I know I will not be able to get that time back. When searching for ways to organize my life and use time wisely, I found the GTD system, which has introduced accountability as part of my days. Listed below are 5 steps to use, and implement a system to get things done.

1. Collection: This begins with picking up pieces of our lives scattered all over the place. This includes cluttered desks, messy drawers, loose papers, over flowing inboxes and over loaded thoughts. We have to begin by collecting all these “open loops” and putting them into a system where we can process each and everyone of them. It requires much discipline and hard work to get all this stuff into one place initially. The key is to have a system in place which allows us to record these open loops as and when they are created. This takes a huge load of one’s mind, and allows it to focus, rather than be confused with all the happenings in your head. To learn more about how to get started on the collection step, please click here.

2. Processing: After step one, there will be much information to be processed. This means we need to go through each item and open loop, sort out which needs to be acted upon, those that need to be archived, and most importantly, those that need to be trashed. We have to make a conscious effort to minimize the number of items our system will hold as much as possible. Items which require 2 minutes or less of action, must be acted upon instantly, and those loops closed. For example, the expense sheet that needs your signature, sign it now, and send it to the required person. To learn more about how to process all your items please click here.

3. Organizing: Once we have the information after processing, it needs to be organized in a manner to enable us to refer to it, as and when needed. This means each item needs to be allocated specific buckets to slot into. These buckets can be projects or reference topics, in which to organize all the necessary items under one file. For example if you are launching a new corporate website, all the items and thoughts for that project need to be filed together. It is important to label all these action items with contexts that allow you to focus on them when required. Examples of contexts are “Phone Calls”, “Emails”, “Errands” etc. This way you can batch certain activities together. To learn more about how to organize your data please click here.

4. Reviewing: This is a critical step which refreshes your mind of commitments, and closes loops on projects taking up more time than they should. I use three reviewing cycles which are a daily, weekly and monthly review. In these review cycles, I ensure that my daily schedule is structured to maximize my time. Weekly reviews give me a higher level view of everything accomplished during the course of the week, and the progress made. Lastly, the monthly view provides me a snapshot of the larger picture. Without these constant reminders it is easy to get side tracked, and revert to old ways. To learn more about my review cycles please click here.

5. Doing: Very often it comes down to taking action. Lists are only useful, when the items on them are periodically checked off and progress made. Without action we could use the most sophisticated technology in the world to collect, process and organize our data; without seeing any improvements at all in our lives. I use the four criterion model where the task I choose depends on the context, time available, energy and priority. For example if my commute to work everyday is 30 minutes and I have access to my phone during that period of time, I use my “Phone Calls” list and make all the calls during this period of time. Likewise the task I choose depends on the time available, the amount of energy I have and most importantly how important the task is. To learn more about the four criterion model please click here.

There is not just one way the GTD system can be implemented into your daily lives. Everyone has different needs and requirements, each step can be customized. What is important is that we create a system which is reliable and all encompassing. We need to take the load of our minds and put it down on paper, where we can process it more efficiently. As David Allen says, the aim is to reach a “mind like water” state. Where we will be able to move seamlessly from one activity to another, while maintaining a high level of productivity and efficiency. I hope this simple guide serves as a helpful starter for those wanting to begin using this system. I would appreciate your comments, feedback and experience using the GTD system.

GTD Step 5: Doing

“Success will never be a big step in the future, success is a small step taken just now.” Jonatan Mårtensson

Going through steps one to four, can be a liberating experience in itself. Through these steps, we have I believe, brought some structure to our often chaotic lives, and now have access to a system with a broad overview of happenings in our lives. These steps must however be executed on a daily basis, in order to bring about a reliable system. We are the main engine for making this system work. The minute we stop inputting our commitments, action items and thoughts into the system, the reference angle is meaningless. Hence, we have to set-up the system in a manner that is easy to use on a daily basis. There are several methodologies used to keep the wheels spinning in a GTD system. Outlined below, is the one I prefer to use.

Four Criteria Model

1. Context: All my action items are always grouped according to context. Therefore, depending on where I am, and the tools currently available, I select a context to work in. For instance, if the commute to my office takes 30 minutes, and all I have access to at that time is my phone, I bring up the list of calls I need to make. If I am able to work on multiple contexts at the office, I will use the remaining three criterion to help make a decision.

2. Time Available: I am at the office and have a meeting scheduled in the next hour, I can use this time to come up with an agenda for a proposed meeting, or review the presentation I have to give on my computer. If I only have five minutes before the meeting, I can scan my list of short phone calls or emails, and deal with them  using this period of time. This way, I am able to maximize the awkward 5-10 minutes in between meetings, calls and appointments.

3. Energy Available: Some tasks require more physical and mental effort than others. Let’s say it is 7:30pm after a long day at work. I have a list of low energy tasks which I could do at this moment. Depending on the time and tools available, this is a great time to fill in expense sheets, data entry or another task which requires minimal effort. For tasks requiring more energy, I work to place them in the earlier part of the day when I feel fresher and have a clearer mind.

4. Priority: We all have critical tasks which need to be given a higher level of priority. These tasks are usually flagged in my task lists, and are completed as soon as possible. If an entire day goes by, and these tasks are left undone, it often feels like the entire day has gone to waste. It is essential that your task list clearly marks priority, to ensure that you see these flagged tasks first and get them done as soon as possible.

Using this model I am able to collect, process and organize my action items throughout the day. It is undoubtedly not the most structured approach out there as compared to other methodologies. I like to be able to switch between projects depending on external factors. Other people that I know have more structured approaches, where they complete certain types of work at predefined times in the day. It is important to select a methodology that you are comfortable with. The primary objective must be to make it easy for you to use the system regularly and refer back to it whenever required.

5 Steps to Better Startup Leadership

Dilbert.com

There is a school of thought which believes that leaders are born, not made. Others believe the same applies to entrepreneurs. I have yet to see any conclusive evidence to support these claims. I am a firm believer that, with enough passion, hard work and ambition, anyone can achieve what they set out to do. Wanting to become a great leader is undoubtedly a most challenging task. Volumes have been written about leadership skills and how to develop them. However, inspiration and understanding concepts from books will only get you so far. If you really want to test your abilities and believe that you have what it takes to be a leader, you must stand up and take responsibility. It is all about being action oriented and wanting to bring out the best in the people who work with you. 

Over the course of the week I have written about five areas I believe younger startup leaders need to become more effective in. I have seen the positive impact on a team’s productivity, motivation and drive when a leader has focused on the following segments:

1. Vision Development: As a leader, it is your initial responsibility to create a vision with your team, one which is strongly rooted in SMART goals. The team must feel and think that the vision is achievable, and know what action steps need to be taken to reach it. It is only when a vision statement becomes more than a piece of paper, will we actually see a boost in productivity of the overall team. To read more about the importance of creating a vision please click here.

2.  Leaders Attitude: A leader’s attitude is usually the defining difference between a good team and a great team. With the right attitude, we assist the team break down mental barriers which may be holding them back, take away the fear of making mistakes and generally help them push themselves further. Pay closer attention to attitude, it should result in a team having higher productivity,and being more motivated and driven to reach their goals. To read more about the importance of a leader’s attitude please click here.

3. Culture of Candor: The ability to express one’s thoughts, opinions and concerns, free from discrimination is something I believe needs to be infused into every team. As a leader, there must be a focus on breaking down psychological barriers which may be holding certain team members back. Being candid allows the team to work more effectively, brings more ideas to the tables as well as issues which may be disrupting the team internally, to the forefront. To learn more about the importance of candor please click here.

4. Resource Allocation: During your startup journey, you will need to make several key decisions regarding resource allocation. A startup without proper allocation of resources, ends up in difficult situations, which may result in layoffs, discontinuing product/services, drop in quality, overburdening of some assets and may even require shutting the business down as a whole. As a leader, it is your responsibility to put systems into place to allocate resources optimally through a structured and rigorous processes, while keeping in mind the larger picture. To learn more about the importance of resource allocation please click here.

5. Team Management: This segment involves more than just making sure everyone on the team is happy or motivated. It requires the leader to take responsibility to develop structured processes to handle recruitment, evaluations, firing and conflict management. As a leader we have to be constantly in touch with our team and the challenges they face, to ensure we do whatever it takes to help them reach their potential. To learn more about the importance of team management please click here.

Undoubtedly the startup leader is in for a lot of surprises. The aim of this series was to equip new startup leaders with some broad guidelines of areas they should be focusing on. I strongly believe that when enough hard work is put into the development of the segments outlined above, they will definitely have a positive impact on the team and the business as a whole. It is important that you enjoy your journey both as an entrepreneur and a leader. I wish you the best of luck in your future entrepreneurial ventures.

Managing the Team

Dilbert.com

We hear it all the time “People are our most important strategic asset”, it is like a mantra of the business world today, repeated by CEO’s of Fortune 500 companies and new startups alike. However, if  you get down to gauge what leaders and managers are actually doing, to develop and nurture these assets, the standard response includes; our focus is on training and development, creating a conducive work environment or, helping the team achieve a work/life balance. After which there is usually a change of subject, and the topic switches to more ‘exciting’ matters, such as, their latest technology innovation. This has been my personal experience with many leaders and managers. I feel they are missing critical components of what it takes to develop and grow a team. 

I believe the reason too much attention is not spent on the function of ‘HR’, is due to the fact that it’s results are intangible in the short term. What is the ROI of $X on training & development in a year? How does a more rigorous performance management system impact productivity? These are difficult questions to answer. However, trends are now becoming clearly apparent that senior management across the world are beginning to understand the importance of management of this asset. In the coming years, I expect to see radical transformations in this field. So, how does all of this impact a leader of a startup organization? 

As a startup leader, one has to play multiple roles. One of the key roles is to focus on being responsible for the management of your team to the best of your abilities. Until you can afford a good HR resource, this is a responsibility that falls in your scope of work. A couple of key areas where a startup leader should spend time during the early stages of the organization are:

1. Hiring: This component encompasses adding new people to the team, evaluating prospective partners and even vendor selection. In the beginning, adding an additional resource to say a team of 4, is a substantial percentage increase in head count. This resource will have a deep impact on the rest of the team and requires careful selection. As a leader, you are responsible for coming up with basic job descriptions, required competencies and the preferred type of personality needed for the role. Learn to trust your gut instincts as they are usually right. Develop a structured process for the hiring and evaluation stage to streamline future requirements when the team is growing at a faster pace.

2. Evaluation: When we think performance reviews, many imagine complicated forms which take forever to complete, and have no real impact on the individual. This is very true of a lot of performance review processes found in many organizations. I like to keep things simple, a couple of questions relating to past performance, areas where development is required, issues brought up by other team members is all that is needed. I think it is important to have metrics in place which can tell your team members how they are doing and where they need to develop. Develop a short evaluation form and conduct them candidly every quarter if possible.

3. Firing: This is a tough one. I am not comfortable with the firing process yet, it is however an important aspect of being a leader. When a team member, whether a partner or an employee, in spite of repeated reminders and warnings regarding performance or behavior, does not change, a difficult decision needs to be made. This process becomes easier if you have a culture of candor present in your team. One needs to communicate the basis of the decision clearly and be firm. One bad team member is all it takes to drastically reduce productivity and team spirit. The sooner these situations are handled the better.

As a leader it is your responsibility to be in touch with your team constantly. This helps to understand where they need assistance, what their concerns are, as well as be a source of inspiration and guidance. If  all we do is keep paying lip service to ‘developing our most strategic asset’, the team will not be able to reach its potential and we would not have fulfilled our duties as a leader. 

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Optimizing Resource Allocation

Dilbert.com

Resource allocation is an area I believe many startups pay inadequate attention to. It does not matter if you are bootstrapping or have just received a massive cash injection, planning resource allocation is a critical function. A startup without proper allocation of resources, ends up in difficult situations, which may result in layoffs, discontinuing product/services, drop in quality, overburdening of some assets and may even require shutting the business down as a whole. I have personally witnessed repercussions of misallocation of resources, this has made me realize even more, the vital importance of this function. 

During your startup journey, you will need to make several key decisions regarding resource allocation. Some key ones are hiring, purchasing of equipment,  investment in new products/services, upgrading of office premises, expansion, marketing and staff development. Apart from this, there will be a constant flow of new proposals and investment opportunities, these will make the allocation process even more challenging. As a leader, it will be your responsibility to manage the expectations of the business, stakeholders and your team, to reach an allocation mix, aimed at satisfying each one of them. In my experience, aiming for a perfect equilibrium is a great challenge, difficult sacrifices will need to be made and not everyone will be completely satisfied.

I like to keep things as simple as possible, here are a few basic steps I take when thinking about resource allocation:

1. Planning: If you are at an early stage in your business, use the business plan to give you a holistic picture of goals, and a time frame for achieving them. Use that as your guide plan for resource allocation to various segments. If you are already well into your business, take a look at the historic performances of your products/services, evaluate your cash flow positions for the coming year and allocate resources appropriately. It is important to be in a position to see the bigger picture before any resource allocation is done. 

2. Analysis: During the planning stage, there will undoubtedly be several options for resource allocation. It is important that all the opportunities are carefully evaluated. Conduct feasibility studies and market research before making any substantial investment. It is important to look at future requirements the investment will have as well. Overlooking future implications of current investments, can result in massive cash flow problems which can literally bring business to a halt. Where necessary, use a ranking matrix to evaluate your decisions.

3. Consensus: It is important to get feedback and have open discussions during the resource allocation exercise. Wherever possible, use experts in their respective areas to help guide and educate the rest of the team. The last thing you want to do as a leader is to appear to make key decisions such as resource allocation autonomously. As a leader, it is your responsibility to present all available options and give your point of view for the optimal course. 

The objective of this post is to emphasize the importance of proper resource allocation. The steps outlined should help in developing a basic framework to help you during this process. I intend to do a more detailed post regarding various resource allocation strategies soon for specific types of businesses. 

How Participative is Your Team?

Dilbert.com

I was introduced to the importance of candor in the work place in Jack Welch’s book Winning. Candor is essentially, the ability to express one’s thoughts, opinions and concerns free from discrimination or dishonesty. However, it has been noted by several psychologists, that the reason most of us do not integrate more candor into our daily lives, is because it goes against societal norms. It is essentially because we are constantly protecting our self interest, that we do not share our opinions candidly in sensitive matters, and do our best to ‘stay out of trouble’. We may survive without brutal candor in our normal daily lives, however, the absence of an environment of candor in a startup or business entity, will lead to missing out on many lost opportunities. 

It is the leader’s responsibility to integrate candor into the team. I believe that leading by example is the best way to fast track the integration of candor into a team. I remember the first couple of performance reviews I had with members of a team I had recently begun working with. Initially, when I asked questions relating to productivity levels of other team members or their last quarter’s performance, there was  a palpable  sense of discomfort. When I raised concerns regarding the performance of the business and asked the team to share their concerns, I was initially met with much silence. Eventually however, these psychological barriers will break down with adequate effort put into the process. As a leader, it is vital to help others feel comfortable in expressing their concerns and desist from becoming defensive or abrasive if they do not like what they hear. 

A couple of ways to introduce the concept of candor into your team is by:

1. Rewarding: During discussions and meetings, individuals who bring up viewpoints other’s have ben tip toeing around, should be rewarded through a pre-formulated mechanism. I incorporated this into a team I was working with, we kept a tally of who was adding the most constructive thoughts, ideas and suggestions. Keeping score, is in my experience, a great way to get people to participate.

2. Feedback: Institute monthly or quarterly feedback session among employees and yourself. If possible use a tool such as a 360 degree questionnaire to help get the process started. Everyone should provide their assessor and participant with a score on how helpful the session was. This helps get people talking and brings issues which may be bothering them, to the surface.

A word of caution,  integration of candor into your team environment may be met with initial skepticism. However, if the aim is to remain committed to making this a part of your team’s culture, it will most certainly give rise to more productive meetings, better ideas, faster approvals and eventually, lead to higher overall  productivity. 

It is all about Your Attitude

Dilbert.com

Startups usually comprise of small, tight knit teams. As the leader of this group, your energy level and mood is a compass for the rest of team. It is the leader’s responsibility to ensure that he/she does whatever is required to keep the team motivational level and outlook positive. I have found this to be very tricky sometimes. There are times when , a lack of sleep, or not feeling too well, leads to not having the required positive attitude at work. This is clearly visible to the rest of the team and has a viral affect on the rest of the team members and productivity does suffer. By the same token, if there is a member of the team who always seems to have a negative outlook, the leader has to combat these views with positive ones to bring a level of overall equilibrium. 

There will always be times when the economy is bad, the competition released a superior product, the team lost a critical member, or a host of other situations which bring the team morale down. I have experienced several of these situations and have learnt that my response to the situation will go a long way in deciding its eventual outcome. If I choose to give up, get depressed or blame others because of a particular situation, it has a domino effect on both the business, as well as the team. As a leader, we have to be aware of changing dynamics both within the team, and externally, and adapt to them seamlessly.

Listed below are a couple of ways to keep your attitude and energy in constant check:

1. At the end of every week/month ask for feedback from your team regarding your attitude during the time period, on a scale of 1 – 10. If you get a score of 6, ask about specific areas which you can work on to bring it to say 8 next week. This may seem forced and uncomfortable at first. However if there is a culture of candor present at your startup, this will be a breeze.

2. Document all the incidents you feel caused your attitude or energy levels to drop drastically. Were the changes directed to any one person? What caused them? What were the repercussions? Once we have some patterns regarding when and what is causing attitude and energy levels to drop, we can take specific steps to stop them from doing so in the future.

A leader’s attitude is usually the defining difference between a good team and a great team. With the right attitude, we assist the team break down mental barriers which may be holding them back, take away the fear of making mistakes and generally help them push themselves further. Pay closer attention to attitude, it should result in a team having higher productivity,and being more motivated and driven to reach their goals.

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5 Steps to Better Health

“Without health, there is no point. To anything.” Everett Mámor

Health is one of those things in life you value once you lose it. Ill health propels us to value it a lot more for a while, then we lose track of it yet again. We fail to understand that without good health, there is very little we can do. Ill health makes us realize that all the things we take for granted should be the very things we ought to be thankful for, day in and day out. As entrepreneurs we tend to push ourselves harder, as great things can only be achieved by great efforts. During this process one of the things we tend to lose track of is our health. I made that mistake recently and hence dedicated this series to help remind myself of the importance of good health.

Listed below are five factors critical to good health:

1. Sleep: Having sporadic sleep cycles can be most damaging to one’s health. Lack of sleep or inadequate and untimely sleep patterns cause lethargy and lack of concentration. This in turn results in not being able to perform optimally and eventually leads to developing related illnesses due to exhaustion. Developing and having the discipline to stick to a sleeping routine can have a positive impact on your health. To read more about developing better sleeping habits please click here.

2. Exercise: A lot of people feel tired at the mention of the word exercise. The association may be a result of associating all forms of exercise with the tedium of weights , running for miles, monotonous repetition and sweating through it all. Developing a healthy exercise routine however can start from something as simple as having a yoga or stretching routine when you wake up in the morning. It is vitally important to establish some form of exercise into your daily routine. To read more about easy exercise routines that you can adopt please click here.

3. Eating Right: Other than staying off the fatty junk food, there are many simple tips we need to integrate into our daily diet plan. I wrote about ensuring to drink enough water during the day and making sure that a healthy breakfast is how you start your day. These small changes impact greatly on energy and fitness levels. It is not necessary to go on strict diets and give up eating all favorite foods . What is important is that we make the small but important changes which will help us live a healthier life. To read more about eating right please click here.

4. Having Fun: Doing the things you love and enjoy has a deep impact on your health. It helps exude energy and a zest for life which is infectious. We have to stop sacrificing the things that bring joy to us simply to be able to assimilate into the society we live in. If you are not doing what you are supposed to be doing, there is no better time than ‘Now’ to start making the necessary changes. To read more about the importance of having fun please click here.

5. Positive Thinking: Having a positive attitude has a major impact on the quality of life. It has the ability to remind us how fortunate we are for everything we have. It helps us to shift focus from all the things we do not have, to all that we need to be grateful for. This level of inner peace creates an aura of positivity around us, which in turn attracts our wants and desires to help make our life a more fulfilling one. To learn more about the power of positive thinking please click here.

Losing perspective of the truly important factors in our lives is a mistake committed by too many people. We become so lost in the daily humdrum that we lose sight of the bigger picture. Life is way too short to miss out at truly living life to its optimum. It is important that we keep a healthy balance between work and fun in our lives. Only through such a balance can we experience a level of inner peace and help bring perspective to the chaotic lives we lead today.

The Little Difference

“There is little difference in people, but that little difference makes a big difference. The little difference is attitude. The big difference is whether it is positive or negative.” W. Clement Stone

All of us have fundamental choices in life. We can either embrace life for all its worth and live each day to make a difference, or we can simply go about, just living. This seems like a fairly easy decision to make, and it should be, because it is! Each and everyone of us is in control of the sort of life we want to lead. The decision is completely ours, and our life is a reflection of the decisions which we have chosen to make. If anyone is not satisfied with the results so far, it is up to them to change the way they may be doing things. In truth it all comes down to, whether we are looking at the glass half empty or half full. Two people can look at the same glass with radically different perspectives. In the end, what matters is our attitude, and whether we choose it to be positive one or negative.

I must admit, most of the time I do not understand why so many people have such a negative outlook on life. The mind boggles that someone deliberately chooses to look more at the negative side of life. There has to be some driving force behind such behavior, I have yet to understand it. Being negative not only brings your own spirits down, it has a domino effect on all those who come into contact with it. It permeates into every aspect of your life, from the way you walk, hold a conversation, relationships, social interaction and the vibes you give out. An aura develops around you which only seems to attract all the things you do not want in life. Why anyone would want to do something like that to themselves is a mystery.

Life is way too short for us to be worried about all the things which are not in our control. We need to focus on factors we can do something about, and our health is one those key factors. Having a positive attitude has a major impact on the quality of life. It has the ability to remind us how fortunate we are for everything that we have. It helps us to shift our focus from all the things we do not have, to all that we need to be grateful for. This level of inner peace creates an aura of positivity around us, which in turn attracts our wants and desires to help make our life a more fulfilling one. We all have the same fundamental choices in life. The decisions we make about these choices will impact and determine the sort of life we choose to live.

Are you Having Fun?

“People rarely succeed unless they have fun in what they are doing.” Dale Carnegie

Life without fun and enjoyment, is living life without, really living. It is imperative to enjoy ourselves in whatever we do in life. If we are not doing something that we enjoy, then it is time to face reality and make the necessary changes. Continuing to do something which one does not like is like a virus, and it slowly eats away at the soul. It becomes a cycle, and finding the courage to step out of it requires, a lot of courage. We make up all sorts of excuses why we choose to remain in jobs we do not like, in relationships which are not working or in businesses we no longer have any interest in. The longer we stay in such situations the more reasons we create for why we cannot leave them.

I believe this is often due to a clash of interest. We sacrifice personal goals, dreams and visions for what society deems acceptable. Along the way we forget who we are and what we really wanted in life. Unfortunately this is a path taken by far too many people and tends to have major repercussions further down the road. The fact is that each and everyone of us knows what really makes us happy. The longer we keep these emotions buried, the more we lose touch with them. Therefore, if there is something that you would rather be doing, take time out now, and first just write it down on a piece of paper. Then, think about it, and visualize ways you could eventually be doing that for a living.

My own decision to become an entrepreneur was made in a similar fashion. I was always fascinated with the world of business, and the challenge of starting out from scratch and building it into something, has been a lot of fun for me. Having been through a successful iteration of this process, there is nothing else that I would rather be a part of. Doing something that you love and enjoy has a deep impact on your health as well. One has a lot more energy and a zest for life which can be infectious. If you are not doing what you are supposed to be doing, there is no better time than ‘Now’ to start making the necessary changes.