As I engage in one of my favourite past times (people watching), I notice how different passengers handle the compression of their personal space. The ubiquitous iPod is everywhere as people use a wall of sound to block out their fellow travelers; but some are engaged in quiet conversation and others in deep reflection.

I had forgotten how trance inducing, train journeys are. It is easy to drift away into your own thoughts and gain new perspectives on life. I have had several conversations this week with people about how they gain clarity and sort through complex issues whilst bombarded with constant interruptions.

My host in Sydney has built himself a small sauna at his house. Being Finnish by birth, he considers sitting in a heated pine box and throwing water on hot coals to not only be sensible but necessary to his sanity. Yari, his name, says that he gets his greatest ideas in the Sauna and regularly uses his time there to solve problems.

One of the participants in the training course I am conducting shared that she does Pilates at home each morning and uses this time to clear out the mental clutter and focus on the key issues she must solve for the day.

Research has repeatedly shown that managers have little time to step back from urgent tasks and think critically; the constant interruptions from e-mail and co-workers makes it almost impossible to think creatively and consider alternatives to knee jerk reactions.

As an executive coach, I have often facilitated my clients to find a ‘special’ place and time where they can think without interruptions; that they should take a blank notepad and a pen and jot down or mind map their thoughts. Those that have followed through on this action have often reported that they were surprised how much more time they have gained because they became more efficient.

Of course you can continue to do your thinking in the car, the train, the shower or build your own Sauna at the office!

Oops this is my stop – blog later.

It is a bit like if you were in a boat and have set your course, but the boat springs a leak and you spend your whole time bailing water and have no time to steer.

William Bridges created a model of change and transition that is highly relevant in today’s financial readjustment. When the collapse of Lehman Brothers started the domino effect of the global crisis, many of us would have experienced first shock, then denial, anger and fear. If you lost money or a job you might then experience grief, frustration, confusion, stress and loss of control.

As an executive coach and leadership consultant I have often witnessed this spiraling down into paralysis that Bridges calls the ‘neutral zone’. Symptoms of the neutral zone include ambiguity, anxiety and the absence of motivation. The cure for this paralysis is a new vision of what is possible.

Einstein said that, “A problem cannot be solved with the same level of thinking that created the problem.” When in the neutral zone, we are in a dark place and our ability to think optimistically and see possibilities is severely limited. What is required is a little magic, the magic of imagination. All of human achievement started with imagination, from running a mile in under 4 minutes, to imagining what it would be like on the top of Mount Everest to imagining walking on the surface of the moon.

A vision will inspire, motivate and engender creativity and it starts with using imagination to travel to the future when things will be better. The Executive who asks him/herself, “What is possible?” “What will we be doing when things are better?” To do achieve this we must take time to stop bailing the water in the boat and look to the shore. Most executives find this extremely difficult as they leave themselves little or no time to stop, step back and think strategically.

With a new vision of where you are going, you and your people will become more optimistic, think creatively and start planning actions that will move you towards success.

It was no surprise that Barack Obama beat John McCain; Dr Martin Seligman in his book ‘Learned Optimism’ talks about his analysis of US elections based on the number of positive or optimistic comments made by the candidates. Obama clearly offered a more optimistic view of the future and thus captured the popular vote.

Obama is being called a transformational leader because he:

1. Created a vision that inspired the American voters (and the world) to believe that there were new possibilities.

2. Stimulates people to think, to re-examine their ideas and find creative alternatives. Such an environment breeds imagination and innovation.

3. Treats people as individuals making people feel valued and encouraging them to contribute. He recognizes that people have unique talents, strengths and weakness and allowing for these differences without judgment.

The transformational leader must have what I like to call ‘realistic optimism’ which is a practical and pragmatic approach that is ideally suited to the current climate. Realistic optimism is the mindset that we can make the best of any circumstance; it is the acceptance that bad things do happen but with a healthy self-esteem and the confidence in our abilities we can overcome adversity, learn from the situation and be even better for the experience.

Optimism without right actions and following sound principles will not be enough. Lehman Brothers failed because of over-optimism and the senior management not being in alignment with their own company’s vision and values.

In the current climate it is tempting to focus on immediate need and make tactical rather than strategic decisions; I urge you to step back for a moment, get in touch with your personal or company vision and ask yourself, “Is this decision the right one for the long term?”

Andrew Bryant is the Director of Self Leadership International and is based in Singapore but travels extensively as an executive coach and leadership consultant.

Well, if the answer is yes to any of the two questions, you have probably fallen in the same trap so many people fall every day…the trap of Procrastination!

But how bad is it to procrastinate anyways?

Well, The Procrastination Research Group (so it even has its own research group!) made a survey on 2,700 individuals and asked them how much negative impact does procrastination have on their happiness? 46% said that very much and 18% said that an extreme negative effect.

Pretty bad, don’t you think?

So let’s explore what are the most common reasons of procrastination:

• Care Too Much About What Others Think

It happens that sometimes you want to impress others so much that when given a task you feel so much pressure that it delays your work.

• Striving For The Perfect

It sounds weird, but perfectionism can be what causes procrastination. You may want to strive for perfectionism so much that you feel disheartened even before you begin. This is because a goal that seems unachievable (and who can ever be perfect, anyway?) can be demoralizing.

• Doing Things Totally New To You

You need to embark on a totally new project and you have no idea at all on how to tackle it. The first reaction is to procrastinate. The uncertainty of the result of this task causes you to delay commencing the project.

• The Task Isn’t Meaningful And Motivating

This is another main reason what causes procrastination. The task at hand isn’t motivating to you, as it does not match your aspiration. It is not meaningful to you and therefore you drag your feet in completing the task.

• The Lack Of Confidence

Another common cause of procrastination is the lack of confidence in completing a task. It can be real that you lack the skills but sometimes it may be a perception that you lack the skill. Because of this you may totally avoid completing the task.

OK, but enough with the causes, here are seven solutions:

1. Give up being Perfect! (Nobody is and nobody will ever be!) It is much better to do a task 80% good, rather than wait until you are 100% satisfied and never actually manage to deliver it.
2. Just as most people can’t eat a whole birthday cake in one bite, some jobs cannot be done all at once. Some people come to realize that it is harder to put something off if they slice a job up into manageable pieces and do the task piece by piece, little by little. This might mean breaking down the time required to-do a task into smaller chunks that are spaced over several days or weeks. Some people don’t like large doses of something distasteful. They find that smaller doses spaced over time makes things easier to do and less procrastinatable.
3. Another way some people have reduced procrastination is to begin with an easy, an enjoyable, or the least distasteful piece of a job to get started.
4. Many ex-procrastinators have realized that working with someone else makes it less likely that they will put something off. Perhaps this would work for you.
5. It could be that you will come to realize that making a commitment to someone or setting a deadline for completing a task is one way to make procrastination more difficult. It is known that for many people, setting a goal results in motivation. For this to work, ex-procrastinators have found that the goal must be something they want to achieve.
6. Maybe you will discover that doing a job in the least distracting environment makes putting off work a little harder. For many college students, homes, dorm rooms, or apartments have many distractions and potential distractions. Perhaps you will find a place like the library to study where it is quiet and is going to stay quiet until you are ready to leave.
7. Like many non-procrastinators, you may find it enjoyable to reward yourself for doing a part of a job and for completing a task. Some examples of rewards are treating yourself to some delicious fruits, going to a movie, visiting with friends, or just doing something that you enjoy.

Confidence is a key success factor for modern managers and leaders and yet many lack confidence in the following areas:

1. Managing downwards when subordinates have higher qualifications or are qualified in a different discipline
2. Influencing peers or external stakeholder when there is no direct authority
3. Managing upwards even in a matrix organisation

I had two meetings in Singapore this week where Senior Leaders highlighted a need for increased confidence in the above areas, but I don’t think this issue is just related to Singapore.

With all three scenarios the key to confidence is personal power. Personal Power is like self leadership, it comes from knowing who you are and what’s important and exercising the right to choose.

When managing downwards, managers need to remember Henry Ford who said, “The generalist will always employ the specialist.” The manager doesn’t need to know everything about everyone’s discipline they need to know how to engage smart people to get the job done. Highly specialised people often miss the big picture and don’t connect outside of their discipline. The good leader knows a bit about a lot of different things and can therefore use the best skills or combination of skills within the team to get the job done.

Confidence to influence laterally comes from believing that your idea is a good one and knowing how to communicate the benefits of this idea or action to the other parties. In an age of social networking we should feel confident to socialise our ideas, after all, it is not the best ideas that get adopted but the best supported ideas.

To confidently and successfully manage upwards requires the manager or emerging leader to perceive their superior as a colleague rather than a boss. I don’t mean do away with respect or be over-familiar, but to realise that they are both subservient to the vision of the business/company. Just like influencing laterally, ideas that are framed as beneficial to the business will be well received.

When we succeed a something it builds confidence but we must have the confidence to attempt before we can succeed. If you require confidence to attempt something for the first time, remember Prior Planning Prevents Poor Performance – so prepare and then as Nike says, “Just Do It!”

This doesn’t guarantee success everytime but with confidence we know we can receive feedback, learn from our mistakes and do better next time.

BTW this Blog has just made it to the top 100 leadership Blogs

The simple reason is because for each activity that we engage our brain in, we need a period of warm-up (just like in any sport), and then only can we start performing at the peak of our potential.

The problem is that if we get interrupted in the process, we need to go back to the warm-up phase again. And the more we get interrupted, the less chance there is that we ever reach the peak of our brain potential. Therefore we end up wasting precious time.

E.g. When reading a book: if somebody interrupts, you have to read again the least the last few phrases, just to reconnect to the story.
So the basic principle behind preventing interruptions is to make sure you get stretches of uninterrupted time to work continuously on specific tasks, at peak potential of your brain.

Hints:

• Prevent interruptions from walk-in visitors by isolating yourself. Close your door. Put up a sign. Work in a conference room. If you work in an office, take a day to work on important projects at home if necessary.

• If you have an assistant, establish clear guidelines as to what kinds of interruptions are appropriate, so they can screen visitors. The assistant should have the authority to schedule a subsequent meeting, or divert the inquiry to someone else.

• Block off your time for priorities. Handle larger, important projects early in the morning, before you read your e-mail and before interruptions are likely to occur. Schedule a quiet hour to create essential private time.

• Set clear time frames. Inform co-workers or subordinates that you generally like to come in at perhaps 8:00 am, and work on your own until 9:30 am. Only then do you accept meetings.

• Change the layout of your desk so that you’re not facing traffic. Otherwise, you encourage interruptions.

• If you’re storing materials or files that people have to access frequently, move them to another area.

When They Walk In

• If they insist that it’s urgent, establish a clear time frame: ask them how many minutes they need, then agree to that time (or tell them how much time you can give them). This way you have a clear time frame for the discussion and the other will be forced to stick to it.

• Stop people from telling stories. Interrupt them and say, “Can you summarise how I can help you in one sentence?” If they ramble on, say “OK, so how can you sum up what you need from me?”

• If they’re asking for help, ask them what solution they propose? The more you do that, the more you force them to think for themselves. Therefore, after a while they will only come to you with problems they really don’t know how to solve.

But these are just some of the hints that I found most useful in handling interruptions effectively.
And would be happy to hear some more!

So, how do you handle your interruptions?