LEADERSHIP Fall 2018
Managing Your Biggest Time Wasters pp. 6-7 Goal Setting for Success pp. 8-9
Ready to Exercise? Take It Inside Setting Priorities to Obtain Big Goals Easy Ways to Organize Your Workplace
Leadership Fall 2018
A word from your Account Management Team... Welcome to the Fall 2018 issue of Leadership!
Fall is often a busy time for any organization. Often we find ourselves balancing our priorities of the 3rd quarter with the pressure of preparing for next year. To help with “Autumn Crunch Time” we have packed this issue with resources to help you work more efficiently by organizing your workspace, getting rid of time wasters, and finding workout equipment for your work or home office. We hope these resources help you blast through this fall without a hitch, and as always, MINES is here if you need! To start off , check out page 4 for some guidelines on how to set priorities to get your projects done. Next, on page 5 you’ll find some tips on choosing good in-door exercise equipment. Next, head to page 6 for ideas around getting rid of the things that waste your time. Next we talk about goal setting (page 8) and top it all off with ways to organize your workplace (page 10) so you can get work done with minimal hassle and distractions.
Workplace issues have you or your employees down? Remember that with MINES you have access to unlimited supervisor consultations and conflict management services. We are here to help. Please call us at 1-800-873-7138 anytime. To your health!
– The MINES Team
MINES & Associates 10367 West Centennial Road Littleton, Colorado 80127 800.873.7138 www.MINESandAssociates.com
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Life Advantages - Author Delvina Miremadi © 2018 Setting Priorities to Obtain Big Goals pg. 4 Goal Setting for Success pp. 8-9 The Staywell Company, LLC © 2018 Ready for Exercise? Take It Inside pg. 5 Managing Your Biggest Time Wasters pp. 6-7 Easy Ways to Organize Your Workplace pp. 10-11
Total
Wellbeing
2018
TotalWellbeing is your way to connect the dots between the 8 core dimensions of wellness: Physical, Occupational, Intellectual,
Environmental, Financial, Social, Spiritual, and Emotional Wellness. Understanding these dimensions is the first step toward a sense of complete wellbeing. In 2018 we take ideas around wellbeing and tie them into the bigger picture, your community, and the rest of the world. It is important to understand the influence that the world has on our wellbeing and the influence we may have on others. All year we will be looking at ways to strengthen your connection with your community by providing information, insight, and resources to help on a personal level along with ways to give back to the people around you so we can all thrive together!
Enhancing Awareness Inspire Wellbeing
The 8 dimensions of wellbeing don’t just apply to one person, they apply to everyone we know and everything we do. Social influence is a huge factor that contributes to each of our levels of wellness, but it all starts with the individual. With this in mind, our challenge to you in 2018 is to see how you can apply wellness goals and concepts to the activities you do everyday. Any time you learn something new, teach someone else and help them use it to enhance their own life!
Total Wellbeing World View
In 2018 we aim to build on the concept of wellbeing awareness. We will be providing resources, stories, and tools to help you see the bigger wellness picture from your community to the rest of the world. Check out our articles in this magazine and head to minesandassociates.com/newsletters to check out our monthly newsletter with even more great wellness information.
Wellness Webinars
Support from the experts Join MINES for any of our free monthly webinars. 2018 will cover great new topics ranging from improving your credit, having a stress free summer, turning negatives to positives, and much more! Visit our website to learn more, or register for upcoming events at www.minesandassociates.com/webinar.
Is there a topic you’d like to see us explore? We’d love to hear from you.
Shoot us an e-mail at communications@minesandassociates.com and let us know what you’d like to see.
www.MINESandAssociates.com | 800.873.7138
Setting Priorities to Attain Big Goals Once you set a big goal (if you need help setting goals, go to page 8), your next step is to outline each step along the way that will incrementally get you closer to achieving that goal. This process is known as prioritizing. When you use prioritization to help you achieve a big goal, the work needed to get to that goal won’t seem as daunting or overwhelming. The first step in attaining a major goal is mapping it out. By doing this, you can see the steps needed to accomplish it. Follow the guidelines below to help you prioritize and obtain what you really want.
Strategize
Once you find something you want or need, it’s time to strategize. For example, if you are interested in purchasing a new car, find out how much money you would need to afford it. Then, write down ways you can save this money; maybe you could open a savings account and deposit a portion of your paycheck into it, or maybe you could reduce spending on dining out and instead put that money towards the new vehicle. Whatever route you choose to attaining your goal, map it out, and stick to it.
Outline What Is Most Important
Don’t be deceived by appealing items that you think you need in order to attain your big goal. Stay focused on what’s really important. For instance, do you really need the leather seats on that new car you’re looking at, or could you do without that upgrade? Examine what is most important, and be real about what you could do without. Let go of the things you don’t need, by reminding yourself of the larger goal at hand and what matters most to get you there.
Seek Out Alternatives
Referring back to the car example, if you don’t get the leather seats, there may be other alternatives that can also suit your lifestyle. Cheaper cloth seats can be comfortable, easy to clean, and may be available in colors that you like, so investigate other choices that can make you just as happy as the more expensive options. By seeking out other alternatives when trying to reach a major goal, you can more easily attain that big goal without wasting time and money on things you can live without. M
Strategize... Outline... Seek...
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Leadership Fall 2018
Ready to Exercise? Take It Inside Exercising at home or work can be just as effective and enjoyable as taking a bike ride outside. It can also save you time and money compared to joining a health club or gym. The key is to have equipment that works well for you. With all the varieties and price ranges available, you may not realize that about 95 percent of all home exercise equipment isn’t used. Here are some guidelines that can help you avoid investing in equipment you won’t use.
Take a test run
After you have an idea of what type of exercise equipment you are looking for, give yourself plenty of time to shop around. It is important to use any piece of equipment before you buy it. Many stores have floor models that you can operate. Stay on the machine for a few minutes to make sure it is easy to use. If your family will be using the equipment, you may want to give family members a turn on it to make sure it is user-friendly for everybody. Before you make your decision, go back and try the equipment a few times, and ask yourself these questions: • Is the machine comfortable? For example, with a stationary bike, make sure you can reach the handlebars and pedals easily and the seat is adjustable. A treadmill should be big and sturdy enough for your longest stride.
• Can the equipment fit through the doorway at my home or work? How much space will it take up? Measure the doorways and the space in which you plan to use your new purchase. Bring the tape measure to the store, and measure the equipment. Will you be able to move around the room once the equipment is set up? How will it look there? • Do I have the type of power supply needed? Some home exercise equipment requires special electrical supplies or outlets.
Money and value
Make sure the equipment is sturdy and will stand up to wear and tear. If you are choosing between two similar machines, buy the one with the better service warranty. Also, find out if the store provides in-home repair service, so you won’t have to lug the equipment back to the store or to a service center if it needs to be repaired.
What equipment is right for you?
Answer these questions before you buy home exercise equipment:
• What do I enjoy using? If you like to bicycle, shop for a stationary bike. If you prefer walking or running, consider a treadmill. • What are my goals? For aerobic training or weight loss, a stationary bicycle, treadmill, stair climber or ski machine is a good bet. To strengthen and tone muscles, shop for free-weights or a weight machine. • What is my budget? How much are you willing to spend? Keep in mind that you will ideally have this equipment for years to come. M
Fall 2018 Leadership
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Managing Your Biggest Time Wasters Reducing outside interruptions is crucial to premium performance at work. But what can you do if phone calls, visits from co-workers, and rambling meetings waste hours of your work time every day? “You can defend yourself by learning simple techniques that will help you manage time-wasters,” says Stephanie Winston, president of The Organizing Principle, a management consulting firm in New York, and author of “The Organized Executive.” “And you can establish greater control without being rude or shutting yourself off from others’ needs.” The following suggestions will help you gain control of your worst time-wasters:
On the phone
• Keep calls brief. Get to the point immediately when you’re making or returning a business call. Develop strategies for dealing with long-winded people, such as beginning calls with, “This is Mary. I have a meeting in 10 minutes. What can I do for you?” • Consolidate call-backs. Return all your calls at a given time each day. Begin with priority calls and work down the list. • Return calls when people are less likely to chat. For example, call right before lunch or near the end of the day.
• Develop a message-tracking system. If you’re disorganized, you may spend more time looking for your messages than returning them. Avoid putting message slips under a paperweight or in your in-box; they tend to get lost. Instead, use an old-fashioned desk needle or add important calls that must be returned to your master to-do list.
Drop-in visitors
Interoffice visits are a part of office life. Whether you welcome these visitors or not, the following strategies can help you regain control if you’re constantly interrupted: • Send a clear message. Close your office door or post a note on the entrance to your cubicle saying you’re busy until a certain time. You’ll deter all but the most insistent visitors. • If your desk faces the door or a corridor, reposition it so a passerby can’t easily catch your eye. • Consolidate visits. Limit appointments to a specific block of time each day or week.
• Set time limits. Limiting spur-of-the-moment sessions without being rude requires tact, but it can be done. When someone asks if you have a minute, you can respond with, “Could it wait until this afternoon? I’m really swamped right now.” • Confer in colleagues’ offices. When co-workers want to discuss projects with you, offer to meet in their offices. “It’s much easier to excuse yourself than to ease someone out of your office,” Ms. Winston says.
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Leadership Fall 2018
Eliminating time wasters begins with identifying the areas where improvement is needed. Currently what are your top 3 time wasters that you’d like to manage better?
1: ________________________________________________ 2: ________________________________________________ 3: ________________________________________________ Endless meetings • Eliminate unnecessary meetings. Before calling a meeting, ask yourself if the issue could be handled by an email, telephone call, or informal conference. • Distribute an agenda in advance. List the topics to be discussed and note any papers, figures, and information people should bring.
• Set time limits. Try to schedule meetings just before lunch or quitting time. Doing so will curb a tendency for attendees to ramble on. • Take control. If you’re the moderator, limit the discussion to topics on the agenda. Unstructured meetings are usually unproductive. “By learning to define your time as your own,” Ms. Winston says, “you are then free to enthusiastically speak and meet with co-workers, clients and other contacts without compromising your own productivity.” M
Fall 2018 Leadership 7
Goal Setting for Success
Being successful often requires goal setting and achievement. However, in order to be successful in your career as well as your personal life, you have to do more than simply create goals. You have to have a plan that drives you from one goal to the next, and challenges you to continuously improve your skill set. There are two ways to plan for success. First are the long-term plans which look at what you want to accomplish every quarter and over the course of the full year. And second are the short-term plans which cover what you expect to accomplish from one week to the next and month to month.
Long-Term Plans Create Goals
What do you want to accomplish? Before you can make a plan of action, you need to look internally and identify what it is you want to make happen for yourself. This should be something of high priority and something you have a passion to achieve.
What Do You Need for Success?
You can’t achieve your goals if you don’t have the tools and resources in place to support your efforts. These resources include additional help, emotional support, schooling, transportation, and other elements. Be sure you think this through and have the proper support systems in place before you begin.
Assign Responsibilities
If you have others helping you reach your goals, what are their responsibilities? Who’s going to be doing what? Take the time to clearly define everyone’s roles so they know what’s expected of them and how you want them to support you.
Action Steps
What needs to happen to put your plan into action? Outline a process for each step and decide which steps should be part of your short-term plans.
Create a Schedule
When you know what it will take to accomplish your goals, you need to set up a schedule so those action steps are taken care of on-time. Look at yearly, monthly, and weekly calendars.
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Leadership Fall 2018
Select Start Dates Create a timeline that gives you control over your goals and puts your project into perspective. Be sure to be realistic and leave yourself some flexibility in case something interrupts your plan. Life events can often get in the way of our ideal process, however, if you leave some time to account for these interruptions you will be more likely to stick with it.
Set Goals
Action Plan
Review
Short-Term Plans Weekly Goals A weekly plan is developed to help you recognize what you need to do from one day to the next. A weekly plan should support your monthly goals and should be developed all at once for each month.
Daily Plans
In order to meet your weekly goals, you have to consider what it’s going to take from one day to the next to stay on track. Your daily responsibilities are your “to do” list. They should be prioritized so that you’re focused on taking care of the most important action items first. However, you should also look for flexibility in your daily schedule, as some needs might suddenly arise that require you to reorganize your priorities. M Fall 2018 Leadership 9
Easy Ways to Organize Your Workspace
Maintaining an organized office can reduce your stress and increase your productivity. Review the following strategies if you struggle with keeping files, documents, and computer peripherals in their places.
Keep your desk clear
An uncluttered desk removes distractions and helps keep your mind focused on tasks that need immediate attention. The only things that should be on your desk are those you use daily or weekly.
Keep hanging file folders to a minimum
Rather than putting one manila folder inside a hanging folder, group three to five related files inside it and label the hanging file with a main category.
Weed out what’s not needed
Periodically go through your files and throw out papers you no longer need. When deciding which papers to toss, ask yourself if you’ll ever refer to them again or if you could get them from someone else, if necessary.
“Every time you handle a piece of paper, do something to move it forward... Keep papers store vertically in files... Keep your daily planner paper-free.”
Strive to handle papers only once Every time you handle a piece of paper, do something to move it forward. Take action on it, file it, pass it on to someone else, toss it, or add the action called for to your daily to-do list.
Go vertical
Keep papers stored vertically in files instead of horizontally in piles. This will keep you from wasting time shuffling through piles of paper to find what you need.
Keep your daily planner paper-free
If it’s bulging with scraps of paper, notes, and cards, record the information in the planner and file or toss the papers.
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Leadership Fall 2018
Stash those receipts Keep an envelope handy to hold receipts when you travel. When you return to your office, attach them to your weekly expense report or file them in your personal tax file.
Use your computer to store information
Doing so will keep you more organized than collecting stacks of paper. Save files on your hard drive, individually labeled flash drives, or another external storage device.
Give it a name
Label electronic, as well as physical, files clearly to avoid searching through every file to find what you want.
“Keep your system simple and logical... Use your printer selectively... Communicate with co-workers and clients electronically.”
File things so you can find them Keep your system simple and logical. Making it alphabetical whenever possible and labeling everything clearly and boldly will make it easier for your assistant or a co-workers to access your files in your absence.
Think before you print
Use your printer selectively by resisting the temptation to print drafts of documents. Before hitting the print button, ask yourself: Can I work with it on-screen? Do I really need to save a hard copy of it? What are the chances I’ll need to refer to it again in this form? Can I archive it on a disk instead of in my filing cabinet?
Communicate without paper
Find out which of your co-workers, clients, customers and business contacts are capable of paper-free communication. Communicate with them electronically whenever possible to avoid unnecessary paper clutter. M Fall 2018 Leadership 11
A note to Supervisors... From time to time, situations arise when a supervisor is not sure how to respond to a particular behavior. The Employee Assistance Program is available on a 24/7 basis for consultation on issues such as: referring an employee to the EAP, how best to respond to and manage difficult behavior in the workplace, and whether training or some other form of group intervention (such as an organizational intervention or a conflict resolution) may be helpful for a particular situation. The EAP can serve as an ally to anyone who is working with a troubled employee.
• 24/7 supervisor consultation regarding problems in the workplace
• Assessment of behavioral risk on the job • Return-to-Duty conferences
• Advisory services in writing, revising, and implementing policies
• Supervisor and Manager training
• Unlimited formal Work Performance Referrals
• Coaching for management and leadership skills
• Conflict resolution for supervisor-employee problems
MINES believes that employees are an organization’s most valuable resource. Your EAP is always available to provide you and your employees with support.
The MINES Team
Questions? Reach us at 800.873.7138 | www.MINESandAssociates.com