I wish I could
have more time!!
If you have not uttered these words often in
your lifetime and if you have not heard these words frequently from others, you
must not be living on the Planet Earth. In my professional career of over forty
years transforming organizations around the globe, I have heard this universal
lament from people at all levels. Whether they were trying to lead or follow,
they all lamented about the shortage of time. Higher their struggle, louder and
longer their lament was.
From the very inception of humankind, dearth
of time to accomplish what need to be accomplished has been cited as the key
reason for our failures and inadequacies. From time immemorial, there is an
ongoing attempt to harness time and make it last longer. Recent techniques
(time management, project management, cycle time reductions and others) and
evolving experts (time gurus, inspirational pundits and spiritual mystics) have
made a fleeting dent, but have not silenced this lament, and so, the agony
continues.
The most prevalent method used by individuals
and organizations to deal with critical issues/opportunities in a timely manner
is to create a list of all items called MUST DO’S (MDO’S), prioritizes
them, and organize efforts around those MDO’S. As the highest priority item is
completed, the efforts are shifted to the next higher one and so on. Although,
this discipline helps us to organize, prioritize, and execute better,
nevertheless, the list never ends as more issues/opportunities invade our world
and get added to our list. This makes our list of MDO’S endless and we continue
to justify our failures by blaming on the cruelty of time.
In order to shrink the list of our MDO’S and
accomplish more in our lives, I have successfully used and propagated an uncommon
but simple approach called DND’S (DO NOT DO’S). Looks like an alien word, but it has the power
of making our lives more fruitful and enjoyable. DND’S are a twist to our
habitual conditioning of being completely engulfed with our endless MDO’S. Think
for a moment, all of our time and energy is expended in working on our must Do’s, but we do not make
an earnest effort to identify and
discontinue our habitual activities and practices which do not add any value to
our goals and aspirations, and they continue to rob us of our precious asset-
the time.
Let us do a simple exercise. On a piece of
paper, on the left side, Please write down 5 most critical things you have to
do in the next 5 days and also write down 5 things on the right side which you
should not be doing as they add no value to your priorities and goals. If you
are like most people, it will take you approximately 3 to 5 minutes to write
down 5 critical items to do and it will be a real struggle and will take hours
for you to identify (if you are lucky) even one of those 5 non-value adding
things you keep on doing habitually and robotically.
Why it is so? Because,
firstly, our mind is all focused on what is urgent (MDO’S) at that
moment and we do not have motivation to think about anything else how
important it may be. Secondly, we have not conditioned our mind to
continuously identify and evaluate those non-value adding activities because
they have become a part of our system. The fact of the matter is that until and
unless, we identify and eliminate those DND’S (non-value adding activities/practices),
we can’t have adequate time to accomplish to our full potential.
"DND’S are a twist to our habitual conditioning
by encouraging us to undo part of what we are cultured and ordered to do
To emphasize the importance of DND’S, let me
share with you a true episode of my professional life as follows:
Effective
immediately, I am discontinuing my weekly staff meetings and will let you
know when we will need our next staff meeting.
My above message to all of my direct
reports was nothing less than an earthquake as it initiated speculations and
concerns. This declaration of mine came just a few months after I took charge
of an extremely large, but a very struggling organization.
In all organizations,
weekly staff meetings are mandatory rituals like going to the church, temple,
mosque or shrine on a fixed day of the week. Managers at all levels of
organizational hierarchy have to conduct these meetings. In all organizations
(with very few exceptions), any disregard of this ritual may lead to reprimand
or outright removal of a manager/leader from his/her assignment.
Well, the earthquake
and its aftershocks subsided, and eventually disappeared. For the next two and
a half years, I led that struggling organization through a transformational
journey without those formal weekly staff meetings, and that
organization became the envy of its counterpart organizations.
In the case of the
above-stated practice of weekly staff meetings that I discontinued, what I
discovered was that the harm done by that ritual far exceeded the benefit it
was providing for the organization. Let us look closely at the mechanics of
those weekly meetings:
· Each
member of my staff presented his/her state (progress), most of which I had
already known. They overstated their accomplishments (to impress me and their
peers).
· They
focused on excelling through presentations (mostly excellent
presentations of their lousy performances).
· They
provided an update on the actions generated in the last staff meeting (mostly
dictated by me).
· They
listened and made notes of the actions for the next weekly meeting (again
mostly dictated by me).
What was really
happening in those staff meetings (mandatory ritual)?
· I
was being told most of what I already knew (a waste of a precious asset- time).
· I
was managing their processes by telling them what to do (stifling creativity).
· I
demanded their progress update on actions mostly imposed by me (fostering
compliance).
· I
was giving them solutions and subsequent actions for their issues and
opportunities (creating dependence).
· I
was allowing them to make presentations-a mesmerizing act to impress me and
their peers (encouraging exploitations and manipulations).
Now you be the judge!
By conducting those staff meetings (a
mandatory ritual) in a structured and formal way, I myself (the so-called
esteemed leader of that organization) was wasting organizational assets,
stifling creativity, fostering compliance, solidifying dependence, and
promoting exploitations and manipulations!
By all standards of
fairness, for the first few months, I was not the savior or the leader of
that organization, but a meek puppet or a blind follower of organizational
formalities. Most leaders following harmful, structured, and formal practices
deserve to be fired, but in the realities of organizational functioning, they
get applauded for discharging their responsibilities faithfully.
By eliminating the
formality of that ritual—the weekly staff meetings—we created better avenues of
utilizing our time and energy in a more helpful, creative, and facilitating
way. Although on rare occasions, I used to conduct meetings with my
staff (not formal, not structured) to discuss some critical issues, but, I
initiated more personal interaction with them on a one-to-one basis by going to
their land of action (their areas) and sincerely encouraging them to see me if
they needed to. This way, our relationship became more open and honest without
my authoritative ego and their fear of authority. The miraculous
transformation of that organization in a short span of time was due to many
strategic and tactical movements of the turnaround journey, but the removal of
that harmful practice (DND) was a significant catalyst for the momentum of that
transformational journey.
By narrating this episode, I am not advocating that all staff meetings
should be discontinued to enable any
organization to achieve the pinnacle of success, but the fact of the matter is that in our
individual and organizational lives, there are countless habitual and formal
activities that do more harm than good and we are neither cultured nor
disciplined to question, evaluate, and refine/eliminate them. DND’S provide us
the courage and discipline to undo all or parts of those harmful habits and
formalities.
Institutionalizing DND’S Challenging
and discarding long-established habits/practices is like daring to
touch the sacred cow! So, the most critical question before us is: How can we institutionalize DND’S in the very psyche of an individual or an organization so that it becomes a part of their day to day functioning?. Since our mind is not conditioned to even think about DND’S and we are also laser focused on our MDO’S, it may look like a titanic task or a mission impossible! But, in reality, yes, it is hard, but not impossible. It can be done. Take my word for this. I have done it and have made many individuals and organizations to do it. What is required is the humility to accept its need, sheer determination to get started, and a firm discipline to practice and follow through.
touch the sacred cow! So, the most critical question before us is: How can we institutionalize DND’S in the very psyche of an individual or an organization so that it becomes a part of their day to day functioning?. Since our mind is not conditioned to even think about DND’S and we are also laser focused on our MDO’S, it may look like a titanic task or a mission impossible! But, in reality, yes, it is hard, but not impossible. It can be done. Take my word for this. I have done it and have made many individuals and organizations to do it. What is required is the humility to accept its need, sheer determination to get started, and a firm discipline to practice and follow through.
“What lies in our power to do, it lies in our
power not to do”
Aristotle
Let us briefly look into the following process
to institutionalize ND’S into an individual or organization’s psyche:
Process to institutionalize DND’S: It is all about
conditioning your mind and broadening your focus. To start with, first thing in
the morning, please write down five critical things (MDO’S) you have to do that
day on the left side and one non- value adding thing (DND) on the right
side which you need to stop doing. Keep all these six things in your focus as
you devote your efforts during the day. Next morning, evaluate the whole list, strike
down the completed items on the left side (MDO’S) and add more items but keep
the total to five MDO’s again. Evaluate and reflect on your progress for the
one item (DND) you wrote on the right side, but keep it there and do not add
any more item to the list on the right. Repeat this process honestly and
faithfully every morning for the next three weeks. After three weeks, if you
evaluation makes you feel confident that you have made significant progress in
not doing the one item on the right, add one more DND to the right and repeat
the process again for the next three weeks with your daily evaluation and
reflection for the five items on the left (MDO’S) and two items on the right
(DND’S).
At the end of the
second three week period, evaluate your progress on the two DND’S and make a
determination if you are ready to add the third one. Do not force yourself if
you are not comfortable with the results. In that case, let it go for next
three weeks period with your focus on the five MDO’S and two DND’S and then re-evaluate.
Continue the process till you have four DND’ on the right. From that point
onwards, for the next six months, you do not add/delete any DND and keep on
focusing/not doing those four DND’S along with focusing on deleting/adding but
total five MDO’S.
In this whole process, you are going to
experience five roadblocks engineered by your tricky mind. The following are those five
natural roadblocks and the helpful advice to overcome them:
1.
Ego:
Your mind will try to convince you that are too smart and you should not waste
your precious time on something which is not urgent at the moment. Curb your
ego and remind yourself that openness to new ideas is the only path to sustain
and enhance smartness.
2. Inertia: Despite your sincere desire to identify and discontinue your DND, you keep on procrastinating and putting it off for another day. Remind yourself that the only way to transform intentions (sincere desires) into intended outcomes (desired results) is to act now.
2. Inertia: Despite your sincere desire to identify and discontinue your DND, you keep on procrastinating and putting it off for another day. Remind yourself that the only way to transform intentions (sincere desires) into intended outcomes (desired results) is to act now.
3.
Identification: Identifying
your first DND can be the most difficult part as your mind is not conditioned
for this. Most people find the first identification very hard and give up and
thus rob themselves of a precious opportunity for their progress and
accomplishment. Be persistent, patient, and optimistic, and you will be able to pinpoint
that jewel. Process mapping by writing down every component of your daily
activities for a few days and assessing them with the yardstick of value (benefit/harm)
can help you to identify the first habitual non value adding activity (DND) and
you should start with that. Remind yourself that this is a personal
discovery and not something you can copy, borrow or steal from others.
4. Temptation: After identifying
and focusing on the first DND, you will be tempted to add more DND’S prematurely
without being reasonably comfortable with not doing the first one. Avoid this
tendency at all costs by reminding yourself that you cannot start
walking till you have learned to stand up.
5.
Setback:
It is not uncommon that after becoming reasonably proficient in identifying and
discontinuing a particular DND, you start doing it again. This failure should
make you feel bad, but it should not dissuade you and you must start over again
by not doing it with increased resolve. Remind yourself that failures are essential stepping
stones of any learning and improvement process.
During the six month
period of your daily reflections and not doing those four DND’S, you will be
pleasantly surprised to notice that your ability to complete your must do’s
(MDO’S) has started to increase dramatically and your lament for not having
adequate time to meet your priorities and obligations has started to subside
significantly. What has happened to you!
Is it a rare coincidence or a divine miracle? None of these two, but it is the
result of a simple and deliberate process of your mind habituation. By
following this process in a disciplined manner, you have broadened your focus
and have conditioned your mind to look at both sides of the coin (the value
added as well as the non- value added aspects of your activities) and have thus
learned the secret of optimal time management.
In conclusion, curb your ego of being too smart, take a pause from your overindulgence with your MDO’S and start embracing and executing DND’S with equal vigor and passion. By doing so, not only your lament for inadequacy of time will be quelled significantly, but, you will also make time your best ally. Additionally, you will experience a mysterious thrill in discontinuing your DND’s which is far more powerful than the satisfaction received from completing your MDO’S.