by Helena Escalante | Accountability, Goals, Mindset, Planning, Productivity, Time, Tools
Estimated reading time: 2 minutes, 43 seconds.
TODAY’S IDEA: How do you spend your time?
— From 100 Blocks a Day (blog post) by Tim Urban, WaitButWhy.com
One of my favorite blogs is Tim Urban’s WaitButWhy.com, the ideas are brilliant and the stick figure illustrations make me laugh so much! A while back he wrote a blog that made me reconsider how I use my time and I want to share it with you here.
The idea is simple but very insightful: if we are awake for about 16 or 17 hours a day, that means that our days are made up of an average of 1,000 minutes. Urban says, “let’s think about those 1,000 minutes as 100 10-minute blocks. That’s what you wake up with every day. Throughout the day, you spend 10 minutes of your life on each block, until you eventually run out of blocks and it’s time to go to sleep.”
How are you using those 100 blocks on a daily basis? How much of that time is spent on working towards your goals? How much of it is spent in doing not-so-important tasks? How much is devoted to entertainment? Family? Friends? Exercise? Food? And how do one-day’s blocks differ from another? Are there any similarities?
The most important thing to keep in mind here is to “think about everything you might spend your time doing in the context of its worth in blocks.”
Imagine they’re laid out in a grid such as this one below that Urban created (click on the image to print it directly from WaitButWhy.com) and that you are going to label them with a purpose.
“Cooking dinner requires three blocks, while ordering in requires zero—is cooking dinner worth three blocks to you? Is 10 minutes of meditation a day important enough to dedicate a block to it? Reading 20 minutes a night allows you to read 15 additional books a year—is that worth two blocks? If your favorite recreation is playing video games, you’d have to consider the value you place on fun before deciding how many blocks it warrants. Getting a drink with a friend after work takes up about 10 blocks. How often do you want to use 10 blocks for that purpose, and on which friends? Which blocks should be treated as non-negotiable in their labeled purpose and which should be more flexible? Which blocks should be left blank, with no assigned purpose at all?”
Interesting concept as to how to see and use time, don’t you think?
ACTION
TODAY: Think of your day in 10-minute blocks. How are you going to use them? What would be the best use of your 100 blocks?
FUTURE: Go through the exercise of labeling the blocks, especially the daily, non-negotiable ones. What is most important to you? Devote at least one block daily to an activity that moves you closer to your goals. Analyze how you are spending your time and determine whether that is the best use of it. If not, find help, delegate tasks, automate them, or, if you can, eliminate those activities that are not getting you closer to your goals. And since you are reading this blog, a big, wholehearted THANK YOU for devoting half a block to it! 🙂
Know someone who needs to organize his/her blocks better? Please share this post with them via email, Facebook or Twitter, thanks!
by Helena Escalante | Growth, Leadership, Mindset, Opportunity, Planning, Resources, Sales, Tools
Estimated reading time: 4 minutes, 30 seconds.
TODAY’S IDEA: The listening matrix
— From Dynamic Communication: 27 Strategies to Grow, Lead, and Manage Your Business by Jill Schiefelbein
We’ve talked about listening before (here and here), but always focusing on you: how you listen and how you can listen better. But have you ever stopped to think how others listen to you? This is especially interesting in a business setting, when you need your listener to take action (sign the dotted line, for example).
In Dynamic Communication, Jill Schiefelbein broke down the listening modes into a very handy matrix to understand how people listen. “In order to move people to action, you need to understand how they are listening to you. […] Are they listening for information, or are they listening for knowledge? The answer is the difference between action and inaction—making a sale or missing an opportunity… People who listen for information do not decide. People who listen for knowledge decide.”
The listening matrix is a four-stage continuum: stages one and two comprise the time when people are listening to gather information; stages three and four comprise the time when people are listening to acquire knowledge and make a decision. The goal is to move the listeners from any of the first three stages towards stage four so that they can take action, whatever form this action may take (buy, go, do, donate, vote, enroll, etc.). The examples below are mainly focused on sales, but you can adapt them to whatever situation you need where the goal is for the audience to take action.
This is what the matrix looks like:
INFORMATION [1: The Writer → 2: The Thinker] → KNOWLEDGE [3: The Interpreter → 4: The Decider]
Stage One: The Writer
The writer is simply taking notes and collecting information, but is not there to make a decision. “Transitioning your audience from a writer to a thinker… can be done with a relatively simple line of questioning.”
- What do you think about [insert topic]?
- What is your opinion on [insert topic]?
- What are your feelings on [insert topic]?
- What is your view on [insert topic]?
- What is your perspective on [insert topic]?
Stage Two: The Thinker
At this point “your audience is still listening for information, but they may ask questions to clarify facts, figures, details, etc.” Once they take a breather from their notes, you can further engage them with these questions:
- What do you know about [insert subject]?
- Would you share with me what you know about [insert subject]?
- What does your company know about [insert subject]?
- How do you see that process working for your business? (This question is not designed for a yes/no answer; it’s used to generate further discussion.)
Stage Three: The Interpreter
Your audience is past the Information half of the matrix and is on to the Knowledge half. At this stage is when your audience “starts to interpret how something will apply—its consequences, its benefits—in their business.” By asking the following questions you will gain intel that will enable you to understand how your audience will adapt your information to their context. Schiefelbein says, “Remember, knowledge is information applied.”
- How would your business change if…?
- What would it look like if your organization used…?
- How would your job be easier if…?
- What would be the best outcome for you if…?
- How would you react if…?
- What would it take for this to work in your…?
Stage Four: The Decider
“Your success at this stage will be determined on how well you’ve connected with your audience and how well you articulate your request… Your job in this stage is to get the action.” Here are the questions that will help you get there:
- Can you see this working for your business?
- Do you see this meeting your needs?
- Are you comfortable recommending this to your board?
- Is this solution within your budget?
- Do you want to get started today?
- Is this something you feel your sales team could benefit from?
- Shall we talk about some solutions that we can work on together?
“No matter what, at this stage you need to get a “yes” or “no” and move to the next step of the relationship.”
ACTION
TODAY: Pay attention to the stages that your listeners are in, especially if you are having any conversations that require action. Adapt the questions above to move your audience to the next stage until they agree to take the desired action.
FUTURE: Adapt the questions above for your desired outcome whenever you are going to have a conversation where you need to move your audience from The Writer to The Decider. Document what works best for you and keep it as handy reference to use in a future. Don’t be afraid to test out new questions according to your project or situation. Once your audience takes the desired action, celebrate your success! And send me an email to let me know, I’ll be cheering for you. 🙂
Know someone who could benefit from this info? Please share this post with them via email, Facebook or Twitter, thanks!
P.S. – If you are in New York City next Monday, April 23 and want to meet Jill Schiefelbein (she is lovely and brilliant), she will be speaking at the same event as I: Unlearnings Live. This is a two-hour event to help you expand your world, your thinking, and the actions that make your work urgently important. Unlearnings Live is going to provide you with ideas to clear out any negativity surrounding you and create amazing environments that inspire your important work to scale. This will be an opportunity for your story to be told and for your ideas to be put into action. Please join us, we’d love to see you there!
by Helena Escalante | Creativity, Goals, Marketing, Planning, Resources, Tools
Estimated reading time: 3 minutes, 39 seconds.
TODAY’S IDEA: 5 Theses of the power of a presentation
— From Slide:ology: The Art and Science of Creating Great Presentations by Nancy Duarte
“Nearly all men can stand adversity, but if you want to test a man’s character, give him power[point].” –Abraham Lincoln
And with this fantastic quote [and its oh-so-funny addition] begins Slide:ology, a great, practical book by Nancy Duarte on how to craft great presentations and slides. We all have been at presentations where the slides are insufferable. (!) And if we are lucky, we have also been at (or watched on video) incredibly moving, beautiful, memorable presentations, such as TED Talks. What’s the difference, above and beyond the delivery? The visuals. You can have death by PowerPoint (very funny video), in which the slides act as a crutch for the presenter and are a true distraction for the audience. Or you can have slides that “act as a visual aid to reinforce the presenter’s message,” and help with recall of the main points afterwards.
“The audience will either read your slides or listen to you. They will not do both. So, ask yourself this: is it more important that they listen, or more effective if they read?” If they read, there’s no point in doing a presentation. “People will love you for respecting their time enough to use the media appropriately.”
“Communication is about getting others to adopt your point of view, to help them understand why you’re excited (or sad, or optimistic, or whatever else you are). If all you want to do is create a file of facts and figures, then cancel the meeting and send in a report.” – Seth Godin
Duarte created a manifesto with 5 theses that are the foundation on which powerful presentations stand. They may seem basic, but sometimes we need a reminder of the obvious, since we are so involved in the project that we don’t see it. I’m sharing the 5 points with you here verbatim as I think they have enormous merit.
- Treat your audience as king. “They didn’t come to your presentation to see you. They came to find out what you can do for them. Success means giving them a reason for taking their time, providing content that resonates, and ensuring it’s clear what they are to do.”
- Spread ideas and move people. “Creating great ideas is what we were born to do; getting people to feel like they have a stake in what we believe is the hard part. Communicate your ideas with strong visual grammar to engage all their senses and they will adopt the ideas as their own.”
- Help them see what you are saying. “Epiphanies and profoundly moving experiences come from moments of clarity. Think like a designer and guide your audience through ideas in a way that helps, not hinders, their comprehension. Appeal not only to their verbal senses, but to their visual senses as well.”
- Practice design, not decoration. “Orchestrating the aesthetic experience through well-known but oft-neglected design practices often transforms audiences into evangelists. Don’t just make pretty talking points. Instead, display information in a way that makes complex information clear.”
- Cultivate healthy relationships. A meaningful relationship between you, your slides, and your audience will connect people with content. Display information in the best way possible for comprehension rather than focusing on what you need as a visual crutch. Content carriers connect with people.”
Lastly, always remember the Golden Rule of presentations: “Never deliver a presentation you wouldn’t want to sit through.”
ACTION
TODAY: Watch one or more TED Talks and look at the visuals (here are one, two, and three presentations with slides from the 25 most popular TED Talks of all time). Notice how they help drive the point home. What made them memorable? How was the information displayed so that it delivered the idea/message and made it memorable?
FUTURE: Here are Seth Godin’s rules to avoid Really Bad PowerPoint. Go through them as well as through the 5 theses above every time you have to build a slide deck so that you can ensure that it will be successful and well received by your audience. And if you love design as much as I do and want to learn more about it to apply it to all aspects of your life, here’s an awesome free online course (one lesson per week, learn at your own pace).
Know someone who needs to improve their PowerPoint skills? Please share this post with them via email, Facebook or Twitter, thank you!
by Helena Escalante | Growth, Habits, Leadership, Planning, Tools
Estimated reading time: 2 minutes, 50 seconds.
TODAY’S IDEA: The 4 Rs of listening
— From Who’s Got Your Back: The Breakthrough Program to Build Deep, Trusting Relationships That Create Success–and Won’t Let You Fail by Keith Ferrazzi
In Who’s Got Your Back, Keith Ferrazzi highlights the importance of listening to be able to fully understand and help. He refers to the 4 Rs of listening by Dr. Mark Goulston, which are four different ways in which we listen to others:
Removed: “The kind of listening you do when you’re actually engaged in something else, like using your [smartphone]. You may parrot back what I’ve said, but you weren’t really paying attention.”
Reactive: “You are being somewhat more attentive. If I ask a question you reply with a straightforward answer. You’ve heard me, but you weren’t really mulling over what I’ve said.”
Responsible: “Takes place when you not only react to what I’ve said but reply with a further action or elaboration. This is the basis of all good conversation.”
Receptive: “This is the deepest form of listening. With this kind of listening you’re empathizing fully with what I have to say and feeling what I am feeling. This is the level of listening we all want to achieve [when we need help from others].” (Read Active Listening.)
“Only by listening carefully can you hope to achieve transformational change.”
There is a time and a place for each way of listening, we just have to figure out which one pairs up best with the occasion we’re in.
For instance, if I’m waiting at the Doctor’s office and I want to answer a few emails while I wait, I should plan and focus on removed listening. That way if, suddenly, I start paying attention to the TV on the wall, I can bring my mind back to my email before the nurse calls my name to go in, if not, I’ll have wasted my time and no emails will be answered. Or, if I’m in a meeting and I want to listen responsibly, when it turns out to be death-by-powerpoint (very funny video) and I’m tempted to make my to-do list for the weekend pretending I’m taking notes, I can go back to paying attention and asking intelligent questions as I had planned initially.
ACTION
TODAY: Think of the best way to listen according to the situation. If you are waiting in line for your turn to be called, it’s perfectly fine to be removed and playing with your phone or answering email, since all you need to do is be attentive to hearing “neeeeext” from the clerk at the window for you to walk up. But this is not how you want to listen when your best friend needs advice; you need to be completely present and receptive. As you are going about your day into each different activity, figure out the way you’ll listen; and if you catch yourself deviating from it, simply take your attention back to the appropriate R for the occasion.
FUTURE: I learned a while back that it’s important to set an overall intention before going into a meeting, an event, etc., that way you stay focused on the goal. Let’s take that same practice a step further and also set a listening intention so that we can bring our best selves to the occasion, and let our ears and minds be where they need to be for the best possible outcome.
Know someone who needs better listening habits? Please share this post with them via email, Facebook or Twitter, thank you!
by Helena Escalante | Accountability, Collaboration, Creativity, Goals, Growth, Habits, Leadership, Mindset, Planning, Productivity, Time, Tools
Estimated reading time: 2 minutes, 40 seconds.
TODAY’S IDEA: Illusions of agreement
— From REWORK: Change the way you work forever by Jason Fried and David Heinemeier Hansson
Raise your hand if you’ve ever been involved in putting together a report that is still sitting on a shelf somewhere accumulating dust… Oh, geez, both of my hands are raised!
Fried and Hansson in their excellent book Rework, say, “The business world is littered with dead documents that do nothing but waste people’s time. Reports no one reads, diagrams no one looks at, and specs that never resemble the finished product. These things take forever to make but only seconds to forget.” So true.
What they suggest is removing layers of abstraction and “getting real.” But what does this mean?
“Instead of describing what something looks like, draw it. Instead of explaining what something sounds like, hum it. […] The problem with abstractions (like reports and documents) is that they create illusions of agreement. A hundred people can read the same words, but in their heads, they’re imagining a hundred different things.” That’s why this famous cartoon about a tree swing is so funny and so on point!
It is similar to when you and your friends read a book: you all have different ideas of what the characters look like in your heads. And when you all go see the movie, you know exactly what each character looks like. “That’s when you get true understanding” and only then, everyone is on the same page.
The authors go on to cite the case of Alaska Airlines building up the Airport of the Future. “They didn’t rely on blueprints and sketches, they got a warehouse and built mockups using cardboard boxes… The team then built a small prototype in Anchorage to test systems with real passengers and employees.” The result was a success, as it increased efficiency by decreasing wait times and passenger frustration.
But this doesn’t apply just to large projects. The book quotes renowned furniture craftsman Sam Maloof who “felt is was impossible to make a working drawing to show all the intricate and fine details that go into a chair or stool.” He would simply get out the appropriate tool for that job and start working on it.
What project are you working on now where you could take out your proverbial chisel? Let’s avoid the illusions of agreement and have something real that we can indeed agree on!
ACTION
TODAY: Take some time to think about the many projects you are working on. Which ones are being handled under illusions of agreement? Don’t feel bad, it’s natural to work that way as we’ve all been conditioned to think it’s the best way. But now that you now the benefits of getting real you can speed up your goal by avoiding the distractions that come with abstractions. (Ha! I’m a poet and don’t know it…)
FUTURE: Keep in mind the distractions and the time spent on illusions of agreement. Share this info with your team and clients. For each project that you start, big or small, get in the habit of asking yourself and those involved, How can we make this real? That will push you to find better ways to accomplish your goals.
Know someone who needs to get real? Please share this post via email, Facebook or Twitter, thank you!
by Helena Escalante | Creativity, Goals, Growth, Habits, Leadership, Mindset, Opportunity, Planning, Productivity, Resolutions, Tools
Estimated reading time: 2 minutes, 33 seconds.
TODAY’S IDEA: Leaders and limitations
— From Common Sense Leadership: A Handbook for Success as a Leader by Roger Fulton
As I was going about finding an idea for today, I came across this one that I loved: it’s what leaders do when faced with limitations. Normally, I intertwine my thoughts and takeaways with the idea from the book. Yet, on this occasion, the idea is so brief, so concise and so perfectly written, that I’m taking the liberty of sharing it in its entirety here. Since we are all leaders, whether formal or informal, paid or voluntary, of large corporations or of our households… I think the thoughts apply beautifully to all. Enjoy!
“Leaders understand their own limitations, but they are not necessarily limited by them.
As an example, budgets can limit available resources, but a true leader will find a way to get the job done with the resources available. Staffing three shifts can’t be done with only two people, but a true leader will make the most efficient use of those two people to cover the shifts.
Time is always a limitation. Rome wasn’t built in a day. Yet a true leader will make the most efficient use of time available. Luckily there are some things that know no limits:
Dreams.
Human ingenuity.
Love.
Even though you may not be able to conquer the whole world, you can comfortably conquer a small part of it, even taking into account many of your limitations.”
ACTION
TODAY: Think of some limitations or constraints that you are facing in business or life, and put them to work for you. What are some creative ways in which you can deal with them? How can you make the most out of them? Fortunately there’s no limit to human ingenuity: set some time to brainwrite, and remember that there’s no such thing as a shortage of ideas.
FUTURE: Let’s turn limitations upside down and use them to our advantage. Try imposing a few limitations on yourself or your work to see if you become more efficient and effective. For instance, try to answer most emails in less than 3 minutes (the email game). Or try to finish a particular project or chore in 25 minutes. Need more time? Add another chunk of 25 minutes as opposed to giving it all your morning. How about cutting down meeting time from the calendar’s default of 1 hour to 30 minutes instead, and do it standing up to further keep it short? Cut your daily cooking time in half and devote the other half to playing a game with your family or to start working on a personal project. You can be as adventurous or as traditional as you can with this. Create some limitations and put them to the test, see if they work for you and if you become more efficient as a result of them. Then you can decide whether to keep them or not, or tweak and keep testing until you find the ones that work really well for you.
Know someone who would benefit from reading this post? Please share it via email, Facebook or Twitter, thanks!
