by Randy Clark
It was reported last month that Dr. Frank Ryan, plastic surgeon to the stars, tweeted himself off a cliff. Recently, many states have passed laws regarding distracted driving. Some states have outlawed cell phone use in cars. At least one state outlawed teenage drivers from transporting teenage passengers for the first six months they drive. We all understand why, as distracted driving leads to mistakes. Yet, we see drivers talking on the phone, eating an egg McMuffin, and shaving as they pass you on the freeway! Multitasking diminishes the attention we pay to each task, while compounding the opportunity for mistakes. It does not work.
Obviously, multitasking does not play well with driving, but what about other tasks? Is it as obvious? In my opinion, multitasking does not work, but regardless (think flat earth society), scientific research supports this conclusion. Matt Richtel, the Pulitzer Prize-winning tech writer for The New York Times states, “While many people say multitasking makes them more productive, research shows otherwise. Heavy multitaskers actually have more trouble focusing and shutting out irrelevant information, scientists say, and they experience more stress.”
Are we getting stupider?
In an interview with Terri Gross of NPR’s Fresh Air, Richtel continues, “When you check your information, when you get a buzz in your pocket, when you get a ring — you get what they call a dopamine squirt. You get a little rush of adrenaline.” Richtel states, “Well, guess what happens in its absence? You feel bored. You’re conditioned by a neurological response: ‘check me, check me, check me, check me.’”
The Wall Street Journal’s Sue Shellenberger quotes in her article, “Multitasking Makes You Stupid” — “People who multitask are actually less efficient than those who focus on one project at a time.” Sometimes you have to multitask, right? Yes, but maybe not as often as you think. Before you attempt simultaneous tasks, stop and consider you are almost certainly diminishing both. Try this: Instead of multitasking — defined as attempting two or more activities simultaneously — complete one activity at a time. When you concentrate on one activity at a time, each activity will be improved.
What About Multitasking at Home With Dinner, Laundry, and a Toddler?
According to Dr. David Meyer, head of cognitive studies at the University of Michigan, “Some kinds of multitasking just don’t work very well. If the tasks require the same parts of the brain, such as two assignments that both draw on language skills, it’s going to be extremely hard to succeed efficiently. Listening for a child playing in the next room, while talking to your boss by phone, for instance, creates conflicting auditory-processing demands. How about sorting junk mail and listening to your child? We all do that, but we’re short-changing the child.” Can multitasking at home be reduced? I know, at least for me, I can accomplish more and do better when I concentrate on one task at a time. When I attempt to weed the garden and mow at the same time, I do a crappy job of weeding, mowing, or both. Of course, a stay-at-home parent may have a different view of multitasking. I do not have a toddler under foot and a five-year-old asking me, “why?” every two minutes, so I am unqualified to offer that advice. What advice can you share with the stay-at-home or working parent? How has multitasking worked or not worked for you?
One more Thing… Yes, The tweet Wall Was Distracting
My favorite tweet wall post at the recent highly informative BIN2010 Conference was, “this tweet wall is distracting me.” As much as I tried, I was distracted — and I observed others who did not have their full attention on the prez. Not only was the audience distracted, but the presenters were distracted, as well. Maybe it’s only the ADHD, but I’d like to know, do tweet walls distract you? Mr. Dorsey, tear down this wall!
by Randy Clark
Nancy Jarial, our Marketing Manager, called me this morning and asked, “What do you think about a blog post on the BIN2010 conference?” Of course I heard, “We need a post on BIN2010, RIGHT NOW!” I said, “Sure… let me squeeze that into my to-do list, it’s only three pages long.” But she heard, “I’ll get right on it, Nancy!” So… I got right on it.
What’s Age Got To Do With It?
Paul Poteet (@PaulPoteet) began his keynote address by stating he was the “oldest person in the room.” Paul, you were definitely not. I have shoes older than the average age of the audience in that auditorium. My wife asked how it went, and I told her it was a blast being with some of the best and brightest young people I could imagine. Does social networking transcend generations? Is it appropriate for a boomer to friend a millennial? I hope so. I hope we can get past any generational prejudices (well, I’m old, so I’d think that) and base relationships on similarities not dissimilarities. Okay… enough rambling.
Spinning With Ideas
Paul Poteet was HILARIOUS and informative. I hope everyone absorbed the lesson he put into action about having a back-up plan on stage, at work, or in life. Kyle Lacy (@kyleplacy) not only has the content (we all know that), he’s also a master at leading an audience with open-ended questions. Jason Falls’s (@JasonFalls) presentation, “The Art of Conversation,” gave concrete ideas on how to attract, rather than promote. I applaud Jason for the courage to share his own personal inappropriate posting experiences. Jeremy Dearringer’s (@Slingshot_SEO) discussion focused on search reputation by, among other actions, focusing on customer service. Customer service is near and dear to my heart. I had the privilege of mentoring and guiding Unique Home Solutions, an organization that developed the most award-winning service in the US, within an industry not known for service. If Bruce McClain (@sbh_bruce) from Scotty’s BrewHouse (@brewhouse) had not told us he was “filling in,” we would not have known.
Wish I Could’ve Gone To Them All
You rock, Rocky (and so did everyone else)! Rocky Walls (@RockyWalls) not only offered an entertaining, value filled presentation, he made it easy and comfortable to participate. From Erik Deckers(@edeckers), I have four pages of notes (yes, you can tell the old guy at BIN2010 by the pen and paper). Tricia Meyer (@sunshinetricia) put more content into an hour than I thought possible — she has a great personality. Carissa Newton (@fullcirclec) gave me the ammunition I needed to look at our team and say, “blog five days a week!” And what a great story Heather Sokol (@JustHeather) shared about her media and blogging experience — talk about leveraging opportunity. The burlesque-ing Chuck Gose (@chuckgose) got my attention with, “If you are bored writing it, imagine what it’s like on the readers’ end!” (Crap… I hope this is not boring.)
Face-To-Face Social Interaction Is Not Overrated!
While attending BIN2010 with Lindsey Richardt (@LindseyUHS) and Greg McMullen (@mcmullen_greg) from Unique Home Solutions, I had a great time chatting with Jon Bausman (@JonBausman) from Rickers Oil (@RickerStores), Kevin Mullett (@kmullett) from Cirrus ABS (@cirrusabs), and Jeremy Williams(@jeremyawilliams) with The Indiana Office of Tourism (@VisitIndiana). Also, it was too cool speaking with Amy Magan from 4th Frog Blog (@4thfrog) and Lindsay Manfredi (@LindsayManfredi) of Neon Love Life (@NeonLoveLife) (although brief, as I had no sleep — my band, Under The Radar, played at John Wayne’s Pub, Friday night). Check out Lindsay’s band at IndyFringe (@IndyFringe) on Thursday, August 26th.
I’m excited about following up on the seminars I did not attend — check out the slides! Thank you, BIN2010, for a head spinning, idea inspiring, information gathering, millennial confirming, networking event!
by Randy Clark
In my previous time management/time waster posts, I included interruptions, procrastination, and prioritization. Today, I’ll talk about poor planning and ineffective meetings. The proverb, “He who fails to plan, plans to fail,” warns us of the significance of planning to our success. Poor, little, or no planning is also a huge time waster.
BTW, it’s video day at the ole’ Brandwire Blog… enjoy!
Poor planning
Tackling a project without proper planning will, at least, prolong the project, if not, cause it to fail. Check out this example of a poor plan that does not achieve the desired result (my cat, Patty, likes this video).
Another example of poor planning is not creating clear organizational goals. Another is creating goals, without the required training to reach those goals. Creating goals without training is nearly the same as having no goals. Steven Covey says it better in this video. The same can be said for a lack of policies (what), procedures (how), missions (why), and vision (where we are going). If your organization does not have these in place, establish them. (If you would like ideas on how to get started, contact me.)
Consider these two points when evaluating your time and planning
• Unrealistic timeframes may lead to rushing the project, which often causes mistakes. When mistakes are made, time is wasted with “do-overs.”
• Messy work areas and useless, outdated papers, piled high, may interfere with the planning process (Do you really need those notes from 2007?).
Ineffective meetings
Unplanned or poorly planned meetings are almost always a time waster. Impromptu meetings easily become unfocused (think Steve Carell in The Office). The number of attendees multiplies the time wasted in unplanned meetings.
Survey says… two of the top five time wasters are — drum roll please — too many meetings, and meetings that are too long. What’s worse than an elongated meeting is a meeting that is not needed at all. A friend texted me last week on the way to a pre-staff meeting – that’s a meeting about a meeting!
According to a 2005 Microsoft survey, people in the U.S. spend 5.5 hours each week in meetings; 71 percent feel meetings aren’t productive. Unneeded team members involved in the meeting are another waste of time. Monologues with no participation from the group will bore others to distraction, which counts as a waste of time. Scheduling a lot of meetings may seem productive, but too often, it is the opposite.
So how do you plan your meetings? Do you have effective, shared goals, and how was this accomplished? How much time do you spend in meetings, and how productive are the meetings? And, of course, I’d love to hear your humorous or horrific meeting stories!
The next time management post will begin a series about time savers. Is that a sci-fi series? Tom Terrific and the time savers to the rescue… cue… cue… cue!
by Randy Clark
Are you putting off more and accomplishing less? Have you tried time management tools, like daily planners, but feel like you’re getting nowhere? (Does this sound like a commercial?) Do you want to understand why you procrastinate? Okay, start with the two minutes it will take to read this post. Do not do it later! Do not touch that dial. This post is designed to help you understand procrastination, offer a few strategies, and link to more resources.
Make decisions
Indecision leads to procrastination. Everyone has the fear of making bad choices; however, you must not let fear stop you from making a decision. Gather information, ask for input, and make a decision.
You are not perfect
You should not be expected to be right all the time (except for air traffic controllers when I’m on the plane, and my doctor!). What should be expected is a thought process, or the reasoning behind the decision. Do you suffer from perfection paralysis? If you cannot do it perfectly – you don’t do it at all! Stop! No one is starting a religion after any of us, so sometimes you will be wrong!
Have the courage to learn from your mistakes
If you had a plan that did not succeed, analyze the plan and learn from your mistakes. Okay, really… nobody wants to make decisions, because nobody wants to be wrong. You are not alone. Everyone is afraid of making a poor decision. Do your homework first, and make the best decision you can, based on the information available, because making no decision is a decision, and probably a poor one.
The Gumption Factor
We all put off tasks that are not as enjoyable as others. The gumption factor is defined as beginning and completing the least attractive, most demanding task. Try it — the feeling of accomplishment is wonderful. Procrastination can be the byproduct of a lack of prioritization. How are you prioritizing tasks? What type of tasks take priority? Are they important tasks, urgent tasks, or tasks you enjoy? What tasks and activities have been postponed? Do the tough stuff first!
Understand the stress you create
The stress of procrastination interferes with production, and it becomes a time waster — especially when it is caused by indecision, and the indecision process is recycled. This is stress amplified!
Procrastination is seldom a time management problem. It is a thought process problem that affects time management. To improve procrastination, the decision making process must be improved. Joseph Ferrari, Ph.D., associate professor of psychology at De Paul University in Chicago states, “Telling someone who procrastinates to buy a weekly planner is like telling someone with chronic depression to just cheer up!”
Want to learn more?
The first two chapters of “Procrastination: Why You Do It, What to Do About It,” written by Jane B. Burka, PhD and Lenora M. Yuen, PhD., are available at no cost.
We are starting a procrastinators club as soon as we can find the time — gettoitlater.com will be coming soon.
In the next post, I’ll outline time wasters such as a lacking of organization, poor planning, and ineffective meetings. Was it poor planning not to discuss planning first? But seriously, what strategies have you used to limit procrastination? What sites have you found useful?
Loading...
by Randy Clark
Time management is crucial to getting more
value out of your projects and improving the quality of your life. To improve your use of time, you must be brutally honest in analyzing your time usage. Let’s look at the following time waster:
Interruptions
Interruptions at any time — especially during the “golden hours,” before deadlines are met — should be limited. Determine your most important times of the day, when interruptions are frowned upon, and then consider the following:
Smalltalk and chitchats can be quickly and politely ended by explaining, “That sounds interesting, could we talk later? I’m in the middle of…”
Work-related questions and requests during critical times should be limited by asking yourself these questions:
o Does this require my guidance?
o Can another team member handle this?
o Do I need to do this now, and if not, when is the best time to accomplish this?
Establish a time and system to take messages from team members, vendors, and clients so as not to be interrupted during your golden hours.
Do not waste others’ time. Are you the initiator of the interruptions? It is important to enjoy yourself at work, but let’s focus on accomplishing work tasks, not delaying them. You must pick your times carefully.
Many team leaders find they spend too much time seeking solutions to a problem, when someone else on the team is better suited for the task. Interruptions take time away from planned projects, and diverting oneself from the project, takes more time to refocus. This often leads to mistakes, which adds time to the project in redoing the work. It’s like reading the same sentence again after an interruption. It’s like reading the same sentence again after an interruption. In addition, interrupting a project to assist with something that should be scheduled at later time, slows the process, and is a time waster.
Consider this: take the number of interruptions, multiplied by the time lost per interruption, for the total time wasted. For example, if you have five team members on a project, times a 12-minute interruption per member, you’ve lost a whole hour!
I’ve divided the time wasters segment into two more posts, with procrastination being next, but I’m not sure when I’ll get to it!
by Randy Clark
I was talking with Gary Meunier — one of our national account managers — about a bid we made to remove graphics from a fleet of vehicles, which a company was preparing to return at the end of a lease agreement. We did not install the graphics, but we are one of the few companies trained and prepared to properly remove the “bargain price” decals they had purchased. The company was surprised it would cost as much to remove the decals as what they paid to have them installed, because a cheaper material with a permanent adhesive had been used. It is difficult, labor intensive, and time consuming to remove such materials. The company did not know, at the time of purchase, the decals would need to be removed chemically or sanded off. These methods can cause so much surface damage that repainting is necessary; otherwise, the vehicle’s end-of-lease value is compromised.
My point is, take your time and do your research. The lowest bid is not necessarily the best. Also, consider it is just as cost-ineffective to use a material rated for five years on a vehicle that will be replaced in two years. Here are some additional points to consider:
· How will this vehicle be used?
· Is it for promotional purposes?
· Is it for daily use?
· Is it part of a fleet?
· Is the vehicle owned or leased?
· What is the lease agreement/obligations at the end of the lease?
· How much time is the graphic needed for?
· What will happen to the vehicles at the end of this time?
Hopefully, these points will help in getting the best value out of your latest projects and ventures. Please share your thoughts, as I’d love to hear of techniques you’ve used in negotiating your bids.
by Randy Clark
Our production manager at TKO Graphix, Tom McClelland, shared a story with me about a customer who was unable to match the existing rear panel of his vehicle wrap on his monster truck. The panel of the truck had been damaged in an accident (what a surprise) and needed replacing. However, when the truck’s owner went back to the graphics company, who had manufactured the original decal, they could not match the color even though the decal was less than a year old, not significantly faded, and was a standard color.
The question is, “How could this happen?” The company’s printing equipment had not been color-calibrated, and therefore not monitored. Without controlling these processes, colors are inconsistent. The color may be a standard spot color, but if the equipment is not calibrated and monitored daily, the color could vary significantly. Color profiling allows the graphics manufacturer to match a previous print product, like the monster truck. Color calibration requires all equipment to be part of a color-managed workflow. Usually, the control is a Pantone Matching System (PMS). Scanning a control color into the software allows uniformity on all equipment and between equipment. In other words, it will not matter which piece of equipment is used, regardless of inks, materials, or when it is printed. Color profiling also allows colors to match whether it is a vinyl decal, poster, sign or banner. Monitoring color daily and throughout the day will ensure consistency.
Okay, Do You REALLY Want To Know More About Color Calibration? If So, Read On…
Delta1-E(dE) is a single number that represents the distance between two colors. The human eye can detect color differences of one dE. However, it is not that simple because Light, Chroma and Hue (LCH) affect color perception. Blues are perceived differently than reds, reds are seen differently than yellows, and people do not see colors the same. Why doesn’t the color on the computer screen always look like the printed version? Monitors use RBG (red, green, blue) pixels, while most printers use CMYK (cyan, magenta, yellow, black). Plus, the type of material, texture and brightness will also influence perception.
In Conclusion
Before investing in graphics, do your homework. Here are some questions to ask your graphic provider.
1. What color management policies and procedures does the graphics provider use?
2. How does the provider ensure consistency between equipment, materials, applications, and date of production?
3. How often is the calibration monitored?
4. What is the company’s delta–E tolerance policy?
5. What are the provider’s approval policies in regards to color?
by Randy Clark
photo courtesy of Salvation Army
Last Sunday evening, my wife and I visited the Salvation Army shelter for women and children at 540 N Alabama St., Indianapolis, Indiana. West Coast Tacos chose the shelter to help “Bite Back” with the Salvation Army’s “Homelessness Bites campaign (www.homelessnessbites.org).” TKO employees had generously donated $300, (thank you, everyone!) which translated into 500 tacos for WCT to donate. We came along to help in anyway we might.
If you get online, you’ll find The Salvation Army is “…one of the largest social care providers in the World.” The Salvation Army is in 115 countries, and has 15,175 facilities — such as 647 residences for the homeless with a capacity of 34,945 (source). This is only a small part of over 50 programs helping millions. But all the statistics pales in comparison to actually being there, privileged to take trays of food to people waiting outside in the rain, chatting with children about how “hot” the red sauce is, hearing laughter, and watching the children play.
I want to challenge other organizations to help. Through 2009 and 2010, charitable contributions have been at modern-era lows. It’s time to help. As I mentioned to Kristen and Deborah of the Salvation Army, John from WCT, and Nancy from TKO, the Reverend Mozel Sanders Foundation began in 1959 with a few dinners, and now, with the leadership of his son, Reverend Roosevelt Sanders, they feed over 25,000 on Thanksgiving and distribute over 30,000 pounds of food, hygiene, and cleaning products every month. How far could this Bite Back event grow?
Over the last two weeks, we’ve collected donations and spread the word on Facebook and Twitter. Last month, my band and three other bands, performed at the annual Angels of Hope charitable event. All of this has been rewarding, but being there Sunday brought it to life! This is real. This is why we do this. You could see it on the faces of the West Coast Tacos team of volunteers. They get it. As we were leaving, I looked at my wife and said, “We’re very fortunate aren’t we?”
If you would like advice or assistance on this subject, do not hesitate to contact me: rclark@tkographix.com or 317-271-1398.
Let’s Bite Back —
Randy
by Randy Clark
I worked with a team leader, who, along with many of his responsibilities, had the important task of processing customer invoices. The invoicing process was slow and mistake-prone due to “urgent” interruptions that “only he” could handle. When I suggested the team leader stop to ask, “do I need to do this, and do I need to do this now?” — more often than not, he was able to work on the important task of properly invoicing clients, instead of running to the urgent emergency, putting out the fire “only he” could correct.
I have observed this urgent vs. important dilemma in every type of organization, department, and position.
Important tasks are those that help achieve the long-term organization and individual goals.
Urgent tasks are “sudden fires” that do little to achieve long-term goals, and may interfere with them.
Answer the following to determine if the task is important or urgent
· How does this task affect long-term goals?
· What will happen if this task is not completed?
· What are the benefits of completing this task?
· Why am I considering completing this task and why now?
Before jumping from one task to another, stop and analyze
· Who should do this?
· When should it be done?
· If I complete this task now, what tasks are being interrupted, set aside, or left incomplete?
· What tasks will help achieve my goals?
· What tasks will interfere with my goals?
· What tasks should take priority?
The next time you spend two hours in the morning answering email when you planned to make ten new sales calls (and didn’t), stop and consider if you are working toward your long-term goals, or are you operating by the seat of your computer? When you ask distribution to rush one package to a one-time customer — possibly interfering with important shipments — stop and think, should you have asked distribution before you promised it would be shipped (and created an urgent task for distribution)? When you ask production to interrupt a project to manufacture a Christmas product in July, because the customer needs it now, STOP and ask yourself, is this important or urgent?
