How to deal with activities that break our focus

The most common activities that break our focus are interruptions and distractions by others. If we have a wimpy “no muscle” then we will be dominated by them. Dealing with them is easy. All you really need to know are the four response options and the three focus techniques for saying no.

The four response options to interruptions are easy to use. How do you decide which one to choose? Simply color your choices as we described in the first chapter. The four response options are:

1. Respond and do it now when it’s red.
2. Reschedule for a later time when it’s green or yellow and can be postponed.
3. Refer it to someone else if it’s not in your domain.
4. Refuse to do it when it’s gray. This is when you use your “no muscle.”

The four techniques for refusing or saying no are:

1. The Immediate Response Method

This is when you refuse a request on the spot, immediately after it is made. There are four elements you can include in your refusal statement to soften the response.  The elements express:

• A desire to be helpful
• A singular reason you can’t
• An expression of regret
• And a thank you for asking

Here’s an example of the refusal statement using those elements. “I’d love to help but right now I just have too much on my plate, I’m really sorry but thank you for asking.” This is a classy approach most people will feel good about.

Caution: When giving a singular reason for saying no such as your plate is full, don’t give details. The more specific reasons you give, the less persuasive you’ll sound. You are not obligated to give reasons.

The Delay Tactic

This is when you are unsure and you want to think through the request. People often say yes when they should say no because they are under the pressure of the moment.  For example, use a simple statement such as, “I’d like to but I’m not sure I can. Give me some time to think about it and I’ll get back to you.” If, after thinking about it, you decide you can’t, then use a refusal statement with the elements described above.

The Helping Hand Approach

This technique is driven by a sincere desire to be helpful even though you must say no. For example, recommend to the person somebody else who might assist them, or you could suggest alternative solutions. You might also agree to commit some limited time to it. It’s good time management to always lend a helping hand when we can.

Just say NO

This takes courage. But when a person approaches you with “gray matter” just say NO.  Remember, gray stands for activities that are a complete waste of time, such as office gossip.  In our seminars we go through an exercise where participants stand up and yell in their loudest voice, “NO…NO, NO, NO.  What part of no don’t you understand! Can’t you see that I am working here!”

Practice these techniques and your “no muscle” will get stronger and stronger.

For more great productivity tips and strategies go to http://www.attackyourday.com.

Group Like Projects

Attack Your Day! Studies have been done about the power of grouping like projects, it drives efficiency.

Here is how it works. If you have a certain amount of corresponding to do, do it all at once. If you have a certain amount of telephone calling to do, do it all at once. If you are in sales and have a several customer proposals to do, do them all at once.  Block time and do group like projects all at once.

Its a great habit to get in to and is an effective way to get activities done. If you do this, you will be more efficient.