The Blue Hat System

By: Jon Clement

Copyright 2011 Jon Clement

Smashwords Edition

A case of independent freedom.

BlueHatSystem @ gmail.com

Jon Clement

September 1, 2009

Version 1.1

If you had one day to change someone’s life – what would you teach them?

What is this?

The Blue Hat document is a collection of tips for every area of life.

Where to start?

This depends on how much energy you have:

• Introduction

• Browse the foreword for motivation then skim through the different sections.

• 1 hour view

• Read the foreword then understand how the system works.

• In-depth

• Learn how to adapt the tools and model them in your life. (See the concrete examples in the appendix ‘Ideal binder’).

We’re now at a tipping point between information and collaboration. Unfortunately, we haven’t agreed on a simple starting point for all knowledge. This manuscript fills that gap by providing a central collection of tips for personal effectiveness and theories on ways to deal with day-to-day circumstances. Topics include: how to understand your personal values, to habit forming tips, to best practices in design and creativity. Even though knowledge is ever expanding, I believe that any progressive thought will fit into one of the following chapters.

I could revise and add to this manuscript for another decade – but that’s what you’re for; Adding layers and connections to these basic models of living.

Please accept this first release and feedback any suggestions or concerns.

Jon Clement

Table of Contents

FOREWORD 7

TOP DOWN VISION 13

NEEDS 13

PURPOSE 13

BELIEFS 14

VALUES 16

GOALS 16

HABITS 18

PLANNING 19

GETTING THINGS DONE 21

Regular Review 22

TIME MANAGEMENT 23

Procrastination 26

OPTIMIZING 26

Productivity 28

MOTIVATION 30

MANIFESTING 32

IDEA HARVESTING 33

ORGANIZATION 33

Information management 37

ACTION 42

PERSONAL DEVELOPMENT 43

ENLIGHTENMENT 47

Consciousness 47

Failing 52

Awareness 52

Courage and fear 56

Self-confidence 58

Self-discipline 59

Perspectives 61

Circle of Influence 62

Attention 62

ACTIONABLE SKILLS 65

Mediation 66

Visualizing 66

Memory 69

Learning 70

Sleeping 75

Humor 76

Change 77

Behaviour 82

Health 84

Design 86

Problem solving 92

Technology 130

Communication 130

People skills 158

Creativity 158

GENERAL 158

TOOLS 158

COMPLEXITY 158

SAMPLE HABITS 158

BRAIN 158

BUSINESS 158

PROJECT MANAGEMENT 158

BUSINESS OPERATIONS 158

ENTREPRENEURSHIP 158

SELF EMPLOYMENT 158

CUSTOMERS 158

CAREER AND WORK 158

INNOVATION 158

NATURAL ENTERPRISE 158

Overview and motivation 158

Entrepreneurship Groundwork 158

Marketing 158

Research 158

Tap the knowledge of crowds 158

How-To Research 158

Finance 158

Accounting 101 158

Association 158

Management 158

Goal-Setting 158

Defining Roles 158

Networking 158

Managing Growth 158

Stakeholders 158

Business Innovation 158

Knowledge Management 158

APPENDIX 158

TWELVE STEPS TO BRAINSTORMING 158

REFERENCES 158

IDEAL BINDER 158

DOCUMENTING DEVELOPMENTS 158

THE INCOMPLETE TRIGGER LIST 158

OPEN QUESTIONS 158

SCAMPER 158

TRIX MATRIX 158

TRIZ: 40 INVENTIVE PRINCIPLES WITH EXAMPLES 158

HATS CHARACTERS 158

TEMPLATE: PLUTO IDEAL BINDER 2.1 158

OLD INTRODUCTION 158

SEED ACTION FLOWCHART 158

VISUALIZING DEPOSITORY DATA 158

TEMPLATES 158

Things I’m still working on:

Language translations:

• An upgrade to the website that supports discussions.

  • http://www.BlueHatSystem.com

Foreword

There are no fast and easy results. I originally began my personal development research with self-help books. However, they where all vague and filled with inflated personal success stories. Where were the actionable ideas and suggestions? Some books suggested new concepts but failed to consider whether people have the means to organize and execute them. This manuscript is my distilled collection of tips for dealing with the world. Wondering where to start? Have a look at the table of contents then begin reading from any section.

Start by considering the big picture. We are born with a very narrow view of the world and our blinders focus our attention to the details. Our blinders begin to open as we age and gain experience. Finally becoming peacefully self-aware, our understanding of the world shifts from the simple task, to the process, to an executive view of our place in the future.

Similar to the way our ear overhears a conversation in a noisy room, our brain adapts to filter details that once held our attention as a child. This ‘perception bouncer’ dampens the noise so that we can concentrate on higher thinking. Over time however, many experiences become objectified and the meaning is glossed-over or lost. A good example is the ‘big-city syndrome’ of ignoring everyone who walks past you. Your brain assumes that it’s just another person.

The lesson: Suspend your pattern of objectifying and redirect your attention to what is happening.

How do ideas pop into our heads? People observe different things and have different experiences. My newest theory is based on the barber’s comb. Try this visualization:

Picture a bucket filled with soapy water and thousands of black barber combs. Each comb is an experience or thought. As you begin to think of a topic such as cars, the combs (or thoughts) related to cars begin to bubble to the surface of your conscious mind. When I say the world ‘tires’. Ten combs jump from your bubbling subconscious and into your mental ‘ram’. Each thought comb has a tooth that is associated with the word ’tire’. For instance, one comb might be a memory of an old tire without a hub-cap. Another could be the thought of the oversized wheel on your tri-cycle when you where a child. The point is that associations and connections can be triggered between all our experiences. Being aware of your ‘perception bouncer’ will improve your ability to focus and consequently the effectiveness of your memory.

Frames of thought are important in conversations. To get a new point across to someone with different experiences, you may have to change your perspective and put yourself in their shoes. You’ll never convince someone until they are ready. Begin by understanding the problem from their point of view. Is their definition of ‘perfect’ different from yours? The biggest problem with communication is the illusion that it has occurred. Don’t listen with a preconceived notion as you wait for your turn to speak. Instead, give total appreciated attention. Stories and analogies make concepts easier to understand because they can be internalized into a myriad of existing frames of thought. Also be aware that hardwired frames can give automatic responses. For instance, the mention of eggs around Grandpa will immediately cause him to tell his story of ‘The Chicken or the Egg’. What can you do?

Doubt! Acknowledge that you don’t know anything for sure. The doubt will cast new light and allow for deeper questioning. Doubt that you know what Jim will say next. Doubt that your morning routine is the most efficient or pleasant that it could be. Escape your current thinking. The ‘Slow movement’ points out that there is time to appreciate, assess and question your feelings and actions. Think through arguments and draw your own conclusions. It’s more challenging but also more rewarding to share your own opinion. Don’t take yourself too seriously. You can’t be perfect. Acknowledge and know your biases. Cut to the chase, be consistent and keep tabs on yourself.

So how do you get things done? Want to lose weight? Eat less and exercise more. I don’t enjoy starving myself so why not start by running regularly. How do you remind yourself to do that especially when it’s not a habit? How do you know whether you have the time to run? Don’t you already have too much to do at home? What about your other big plans like learning the guitar? Was that ever important to you in the first place? Let’s try approaching the problem systematically.

Be ready for ideas that pop into your head:

1. Have a trusted place where you can collect, process, organize, review and action your ideas.

2. What is your next action?

You don’t need the newest PDA (personal digital assistant) to be organized. It’s more important to have, for instance, a cue card that is always ready to collect your thoughts and insights. Ideas will either fad as fast as a good joke or fill your conscious mind with worry. You shouldn’t have to think of something more then once. Either do it now (if it takes less then 5 minutes) or add a reminder to your trusted cue card. Let your advanced worrying be advanced planning and thinking. Clearing your mind is the first step to being creative and aware. Spend an entire weekend pouring through every piece of scrap paper, and every object in your home <see trigger list in appendix>. Process each item by considering the ‘next action’. If you have shirts that need mending, your next action is to find a needle and matching thread. If there’s no ‘next action’ then toss it in the garbage. Also consider ‘buckets’ related to items of reference, commitments, things to read/review, or reminders such as bill deadlines. You can only plan what you want to do by first knowing everything that you need to do.

Remember that ideas are meaningless without action. Follow through on commitments and do regular reviews:

Monthly, review every item on your list to get a big picture view of your life.. Remove anything that is irrelevant. Highlight upcoming deadlines or high priority items.

MOST importantly: The weekly review. Every week pull-out the cue card that you’ve been doodling on One side contains inputs (new ideas) and the other side the previous weeks’ actions. Once a week you must review this! Transfer unfinished actions and your insights to a new cue card. Drop any items that are no longer relevant. If you’re nearby your ‘to-do’ repository, collect and categorize these inputs into your trusted system. Try to stick to only two major priorities every week.

You’re now in a position to schedule a weekly run. But how do you know what’s important to you? When is it acceptable to sacrifice family time for work? How can you apply less effort more effectively? It’s easy to set priority when they’re laid out for you (i.e. school) but how does it fit into the big picture? How do you choose between productive and important things?

Don’t sweat the small stuff. Will this matter a year from now? Abandon it if it has met its purpose. Determine whether you stress easily over small things by being aware of your feelings as you try to handle two conversations at once, for instance, between a business call and your niece. In your moment of stressing over work -- are you forgetting what’s more important to you?

Try to proportionalize what you have to do. Most people spend more time worrying about risks and things that they have no control over. You are surrounded by a circle of influence; Things that you can control and people who you can impact. Success is often viewed as the number of choices you have. How can you increase your circle of influence? Be proactive and separate the urgent from the important. Breakdown the important tasks and try to do a simple next step. When focusing on a new project, begin with the assumption that you will not be rewarded for it. Instead, challenge yourself every day.

Knowing your goals will help choose the important areas of your life to focus on. You may choose to focus 30% on hobbies, 30% new business and 30% personal time. Visualize being successful in the future. Step backwards to consider the steps that will take you there. Listing your values and what’s important to you will help set a mission statement.

How can someone master their creativity without the help of the rest of the world? Avoid nay-sayers and never try to do too much by yourself. The path to self improvement is self assessment. Truthfully acknowledge your biases and follow through with your goals. People only change or get courage when there is no alternative or the risks out ways the fears. Write a vision statement of success and routinely review your performance against your goals.

Use a Mind map when developing a new idea. Focus on the connections between high-level concepts rather then following strict rules. Find the need and fill it. Things are this way for a reason. Take the time to research, observe and understand the reasons for why things are the way they are. The cost of not knowing is immense. Look beyond the simple answers. When Einstein was asked what makes him different from other people he said,

“if the average person was told to find a needle in a haystack - they would stop once they find the needle. I on the other hand, would tear through the haystack until I found every last needle”.

Use a challenge question to help focus good ideas. Any trend monkey can come up with ideas, but are they solving the right problem? If you’re dealing with a complex system, you’ll have to look for patterns and barriers by probing and sensing. Fail often to succeed sooner. Someone working on a concept (even if they’re failing) is more important than a lot of people thinking it’s a good idea. When creating something for a customer, experience-map all their interaction points and keep it simple. It’s the enthusiasm that defines us.

Before enlightenment, chop wood and carry water.

After enlightenment, chop wood and carry water.

1-2-3 Steps to Creating Anything

STIMULUS RESPONSE

You have options.

From the smallest task of changing a light bulb, to writing a letter, to building a dollhouse, to building a real house. As your projects get more complicated – there are standard tools that can further spark your creativity or help manage the information overload.

Goal of this project: Simply empower everyone.

• It must be easy enough for my mom to explain to her friends.

• It must support procrastinators (like me).

• It also must entertain the ‘keener’, business person or artist.

Where to start? Dots and boxes.

Imagine three boxes. Each one is more detailed then the previous:

<< 1

The circle in box (1) is you. You might glance around the room and focus on something. While shopping, you may cross items off your grocery list. You’re paying attention to the moment and doing things that make the most sense.

>>

<< 3

Box (3) holds the bigger picture. You share connections with others. Maybe there’s something you’ve always wanted to do. Hard work requires organizing, developing and planning.

<< 2

Box (2) reminds you that you can influence things around you (and they on you). Faced with a difficult decision, you’re suddenly self-aware and are reminded of how it might affect your weekly goal of, for example, spending less money. >> >>

This system is based on these three characteristic steps. The following concepts highlight how you can prepare yourself for any situation.

This concept may be easier to understand graphically:

One day it occurred to me that I had too many things happening at once and too many undeveloped ideas in work and at home. What makes someone sit down to compose a masterpiece? They often start with an idea and produce a beautiful result. What path gets them there?

IDEA RESULT

Where to start

Sit for a minute and consider all the things you’d like to do. Consider what’s on your mind and people you need to visit. Be in the moment and look at your surroundings. Be creative and try to think of ways to make yourself more comfortable. What projects do you want to complete? Where do you start?

Getting Started

The ‘Blue Hat’ system outlines the basic skills needed for being organized, creative and proactive. These separate chapters can be read and referenced individually. For instance, the innovation section is related to concrete business applications and may not be as applicable as the ‘worldly’ advice in the middle chapter.

Getting Things Done The ‘blue hat planning chart’ at the end of this booklet flowcharts the process for clearing your mind. It outlines how to be effective even when you don’t have the time or energy.

Creativity This section describes the natural creative thinking process. The 12 step process can be used to help tackle any problem. Use this module as a reference for your next brainstorming session.

Values We are held together by our values. How often do we revisit what is important to us? Isn’t this a necessary step in setting the major goals in our life?

Innovation The above three learnable skills can then be applied to business innovation. This section explains how to be an entrepreneur.

“The beginning is half the action.”

The ‘Blue Hat’ system is a set of guild ines for pushing your thoughts to a final solution:

Collect  Process  Organize  Review  Do

Get things done on your own terms by moving your thoughts through a trusted system. You don’t manage time, you have time. Select the next task based on what you feel like doing. Solve the problem by visually walking through the natural problem solving process.

“Life is denied by lack of attention, whether it be cleaning windows or trying to write a masterpiece.” – Nadia Boulanger

We are in the information age. The internet has made access to information easier and current knowledge obsolete faster then ever before. If you’re learning something new – when will you know that you’re finished? With so many open loops and things that have to get done, how can we focus on the moment and pay attention to the now?

Make a front-end decision on what you’re thinking about. Sort, commit, and remind:

- Focus on the idea in your head

- State it in one sentence

- Describe how it will make things different

- Note the next physical task.

Follow these simple steps and clear your mind now! Why are you worrying about remembering? Instead, have “mind like water” that is ready for productive thinking. We have never been taught how to think about our work. Most of it has already been defined (School projects, firefighting an overdue thank-you letter). Why waste time worrying about it if it’s beyond your influence? Instead, have a system that reminds you of things in the context that you can act. For instance, being reminded to pick up spare batteries when you’re at the grocery store. Scan horizontally at all the topics around you (voice mail, broken computer, etc.) Then think vertically and focused on how it can be tackled.

“Let our advance worrying become advance thinking and planning.” -- Churchill

Manage what engages you at the lowest level. You should be thinking about things, not of them. Organizing your tasks will free up enormous creative and constructive thinking.

Top down vision

Needs

We’re only human. Our needs and desires are bounded by time and our physical limits.

A young asked Socrates how to gain wisdom. Socrates plunged the mans head under water as the man struggled for life. Finally, Socrates let him up to breathe, and when the man, gasping for breath, asked why Socrates nearly drowned him, Socrates replied, “When your desire for wisdom is as great as your desire to breathe, then you will find wisdom.”

Hierarchy of needs.

Some needs take precedence over others. For example, if you’re hungry and thirsty, you’ll tend to take care of the thirst first. If your security is compromised, you’re unlikely to spend energy on personal growth. This hierarchy of needs was first described by Maslow near the turn of the century (in descending order of importance):

• Physiological.

• Oxygen, pH and water.

• Safety and security.

• Safe circumstances, shelter, stability, employment, health and protection.

• Love and belonging.

• Friends, relationships and community. Sharing a common destiny.

• Esteem.

• Status, fame, recognition, attention, confidence, achievement, respect of and by others.

• Cognitive

• Knowledge and meaning.

• Aesthetic

• Appreciate beauty, balance and form.

• Self-Actualization

• Morality, creativity, spontaneity, problem solving, acceptance of facts and lack of prejudice. Realizing personal potential, self-fulfillment, seeking personal growth and peak experiences.

• Transcendence

  • Helping others achieve self actualization.

Purpose

Describing your purpose

Begin by breaking the big picture into smaller chunks:

Who am I?

What do I want to accomplish?

Who is important to me?

Why are they important?

How much control do I have over my vision?

If your life has no real purpose, it doesn’t matter that you can’t avoid hard work because you’ve decided that your life doesn’t matter anyway. Beyond yourself and a handful of others, virtually no one cares what you do. Stop waiting for happiness – it is right here, right now. It won’t happen once X happens. Your desires won’t produce happiness if you always want more. Pursue what you want but don’t make your happiness depend on them.

• Purpose

  • It provides the context for readiness and action.

  • It provides stability and security.

  • It leads to leadership and helps you align.

• What you want to do? (Your desire)

• What you can do? (Your ability)

• What you should do? (Your purpose)

• What you must do? (Your needs)

• Creating your purpose

• What kind of player are you?

• Does your career express your inner-self?

• Consult your emotional intelligence rather then sitting down and simply writing a mission statement. Your purpose is something you’re passionate about.

• Be clear about your overall context.

• For example: To live consciously and courageously, to resonate with love and compassion, to awaken the great spirits within others and to leave this world in peace.

• Focus on service and giving to others. Fear will always shrink your perspective.

• Get a blank screen and type, “What is my true purpose in life?”

• Write the dozens of answers that come to mind until it makes you cry.

• Envision your new ‘self’.

  • The awakening will create a feeling of disconnection between your current life and the one you envision. Your broadened perspective may make you feel like your life is pointless as you compare it to the vastness of time and space.

• You may feel disconnected, alone and isolated.

• You may notice things that no one else does.

• You may begin to question whether your new perspectives are accurate.

  • Once you acknowledge the trivial as trivial, you’re ready to refocus your life on things that have the potential to matter. Take a moment to consider the larger reality.

Beliefs

How we establish beliefs

• On any new subject we generally accept the first point of view that fits into our established frames. After this point we tend to:

  • Reject any argument that is inconsistent with this view.

  • Accept any information that reinforces or fills the point of view.

  • Exceptions

• If information comes in a conversation with someone whose judgment we trust.

• If the information is rich in context such as a story.

• If the information is delivered with emotion (tearful speech, or cleaver propaganda).

• Beliefs must be accurate! We make decisions based on them, not of reality itself.

• Helps choose one goal over another?

• Socrates had an idea of examining one’s beliefs through cross-examination known as the dialectic.

• New beliefs enable you to take different actions thereby producing different results.

• Holding a belief is a choice.

• Your actions reveal beliefs.

  • Understand who you are by observing your actions.

  • There’s no progress if you’re claiming one thing while acting in violation of it.

• Beliefs must be:

• Consistent with your observations of reality.

• All inclusive.

• Flexible under new circumstances.

• Ethical.

• Congruent.

• Consciously chosen.

• Examined and deliberately altered or integrated.

• Pleasure-increasing or pain-reducing.

• Empowering.

• Installing new beliefs.

  • New beliefs will guide you to think about the world differently. This change of perspective can be risky.

  • Write down a goal and list any beliefs that may stand in your way. Replace limiting beliefs.

  • Your subconscious must accept and integrate the belief with the other thoughts in your head.

• Visualize and make verbal affirmations.

• Living the beliefs

• You’re responsible for your thoughts and for creating your reality.

• Have positive intent and stay in the moment.

• Whatever you give your attention to will expand.

• Continuously improve and tune your beliefs.

• Visually assess the various ways you can live your life.

• Empowering beliefs

• Embrace the situation.

• You don’t have to do anything you don’t want to do.

• Context

• Your context includes your collection of beliefs and values. It acts like a filter to things you see and understand.

• It was conditioned by your upbringing, education, family, community, government, media, etc.

• Most people don’t know their biases. As a result, they mistake their context for their reality.

• Consider the nature of reality: religious, spiritual and philosophical beliefs.

• You’ll be defined by things you do well

• Your natural talents, strengths and experiences.

• Your learnings and experiences (study and practice).

• Your passions and dedication to overcome obstacles:

  • Failures, mistakes, criticism, rejection, obnoxious people and pressure.

• Your audience

  • How your role is recognized, appreciated, respected, encouraged and needed.

I’m interested in how someone can develop their “creative sovereignty” without the help of the outside world. Ignore everybody. Avoid crowds. Be responsible for your experience. Nobody cares. Do it for yourself. Ask what people do rather then what they think. People vote with their feet. It’s better to see someone working on something rather then a lot of people who just think it’s a good idea. Visionary statements that include all the right words are worthless without action.

• Do it now.

• Use your trash can.

• Have a routine of doing little things when you have the chance.

• Have a place for everything. Pick up after yourself before it gets out of hand.

• Write dates on the calendar and check it everyday.

• Use organization gadgets.

  • Beware of post-it notes.

  • Is it an action, reference or reminder?

• People who are chronically structured will give you a piercing gaze if you disturb their things.

  • Their desks will have paperclips on magnets and everything at right angles.

Values

Consider deriving your values from your goals. For example, before you can set a course for a plane, you must first determine the airport where it will land. Knowing your values will bring clarity and focus. Use the new found clarity to make and take committed action. Consult your values before making key decisions. Sample values include: Clarity, health, peace, connection, intelligence, honor, courage, humor, mastery, impact and growth.

• Values as described in Ultima IV:

  • Truth = Honesty

  • Love = Compassion

  • Courage = Valor

  • Truth + Love = Justice

  • Truth + Courage = Honor

  • Love + Courage = Sacrifice

  • Truth + Love + Courage = Spirituality

  • The absence of Truth, Love, and Courage is Pride, the opposite of which is Humility.

• Strong character qualities from Star trek:

  • Virtuous

    • Be guided by an inner moral compass that is brave, honest, honorable, just and self-sacrificing.

    • Be clear about your purpose in life and work for personal fulfillment.

  • Be competent.

  • Be self-disciplined. Own yourself.

  • Be mature and responsible without complaint.

  • Do hard work

  • Have mutual respect.

  • Be principle centered.

  • Strive for intelligence.

  • Grow and develop skills. Enjoy being creative.

  • Be self-awareness.

  • Have order.

  • Don’t allow yourself to be type-cast or say, “well you’re always like that.”

Goals

The next step is setting your goals (rather then letting someone else dictate them). Goal-setting will improve the quality of your present moment reality and your decision making ability. It will give you greater focus and clarity. Always ask yourself, “How does setting this goal improve my present reality?” Trash it if it doesn’t. You’ll eventually have to focus on a goal while you let others slide. Put energy into goals that are truly important to you.

The goal setting activity:

• Put your goals in writing.

• Set clear goals and know exactly what you want.

• How often will you show up?

• How actively will you participate?

• Assign deadlines.

• Make your goals clear.

• Explain why you want to achieve it.

• Don’t let the fear of failure stop you from setting a goal.

• Don’t inherit goals from peers.

• Be detailed.

  • Objectify subjective goals.

• Specific numbers, dates, times or binary terms.

• Use present-tense and personal affirmations.

• Cut out distractions that keep you from doing what you love.

• Your top priorities should usurp other commitments.

  • This is antisocial but rigorous!

  • Saying ‘yes’ when you want to say ‘no’ is the same as saying ‘no’ to one of your passions.

• You are not responsible for others’ expectations of you.

• Focusing too much on your goal can cause you to lose sight of the big picture and the meaning of those actions (tunnel vision).

• Have a compass rather then a planned life route.

• Rigid goals create excessive attachment.

• Fixed goals will cause you to lose the flexibility to adapt to present-moment opportunities.

• Be flexible

• Don’t blindly follow your plans.

• Stop and reconnect with your goals to decide which path is best.

• Use unexpected shortcuts.

• Avoid minor distractions.

• Your list of goals should be dynamic.

• Easy to edit, reword, remove and add to.

• Your activity will be driven by the gap between your goal and the current state.

• Keep moving forward by periodically resetting the current state. This avoids the mental model ‘enough is enough’ or the belief that a small amount of progress is satisfactory.

• Most goals don’t need a next action.

• Have about 30 life goals.

• Use a mix of ambitious and silly goals to give you momentum and confidence.

• Ambitions: Write a book.

• Silly: Get a pet fox.

• Novelty-seeking: Go to the opera.

• Personal: Fall madly in love.

• World-improving: Give 10% to charity.

• Educational: Learn Chinese.

Realizing your goals

• Work on a specific goal for ninety days.

• Manage your impulse and delay gratification.

• Talking to your friends will create accountability and support.

• Reconnect to your mission by daily re-reading your goals.

• Once your subconscious mind grasps the goal, it will work backwards to discover how to achieve it.

• Formulate a strategy.

  • When making a 90 day plan, look ahead at least two years.

  • Planning will help you to visualize the result.

• Take the time to become clear about what you want; then declare it!

  • Don’t ask too many questions.

    • Is this possible?

  • Once your intention is declared wait for the resources and synchronicities to arrive. Then follow this with planning and action steps.

  • Once you’ve achieved a major goal, select a new goal and update your values list to accommodate.

Habits

You get nothing out of just reading this. Value will be realized only when you apply what you know! Convert knowledge into habits. Repetitive actions will be hardwired into your neurons and will allow for faster problem solving since your brain is free to focus on other information.

Things that bring us pleasure or plain have created strong neurological links. The destructive habits may run unknowingly. Begin by being aware and acknowledge these habits and subtle biases.

• Review your current behaviours.

• Track how often your bad habits occur.

  • Choose habits that you’re able to influence.

• We respond to pleasure and pain. When the urgency of the situation has passed, we revert to our old habits.

• We vacillate between rigor and procrastination.

How to change habits

• A change in your actions will induce a change in your thoughts.

  • Fill in the blanks: In order to be 5% more __________ today, I need to ________

• Grab a piece of paper and brainstorm a list of ways to improve

  • Focus on action rather then results.

  • Make it specific and measurable.

  • Don’t give up and expect to succeed.

• Replace old patterns with new ones by redirecting. Visually re-channel the negative thought energy into a positive one.

  • Turn the negative thought into an exaggerated mental image.

  • Select an empowering replacement thought.

  • Turn the positive thought into a mental image.

  • Mentally chain the two images together.

    • Chain the activities together: Wake early, run then eat.

Overcoming the addiction:

• A 30-day period of total abstinence to control the addiction.

• Avoid some situations.

• Find another way to fill the destructive need.

• Try the 30 day challenge.

  • You can’t focus forever, instead, try conditioning yourself and focus hard for 30 days.

  • Do it everyday or substitute with another intentional activity.

  • Restart the day count whenever an exception is made.

  • Expect to be challenged during week 2 or 3.

  • After your 30 day trial of doing something everyday.

    • You’ll be far enough to establish it as a habit and it will be easier to maintain.

    • You’ll break the addiction of you old habit.

    • You’ll gain confidence from the 30 days of success behind you.

    • You’ll grow from the experience.

    • You’ll have 30 days of results and practical feedback on what you can expect if you continue in the long-term.

      • You tested the habit!

• Additional habit forming methods

  • A big change can be easier to implement, since it requires heightened emphasis and a change in environment.

  • If you notice your new standards being violated, immediately bring it to your conscious awareness.

    • Interrupt your old pattern by correcting yourself out loud.

  • Use the pain of leverage.

    • Have written goals.

    • Put yourself on the line with a public announcement or wager.

    • Your willpower should be driven by the pain of not following through.

      • Connect the pain to the idea of staying where you are.

  • Have an identify shift. A long term change requires a redefinition of self.

    • Reorganize all elements of your life that reinforce your past identity.

    • Change your environment, house, and the people you hang with if necessary.

  • Replacement.

    • Habits can only be replaced.

      • The habit serves a function. It might reduce stress.

      • List all the positive alternatives that must be replaced in your old habit.

  • Experiment, journal and examine your experiences.

  • Simulated techniques.

    • Run your habit in a false setting?

    • Practice waking up to your alarm clock before you go to sleep.

Planning

Millions long for immortality who do not know what to do with themselves on a rainy Sunday afternoon. Decide what to do, then do it.

• Decide what to do

  • Have an accurate model that connects your mission, roles, goals, projects, tasks and actions.

  • Be congruent with what you say, do, think and feel.

  • Remind yourself of the purpose and reasons for your work.

  • Review your beliefs.

    • How are you sure that your mission is a smart thing?

    • Observe data from your perceptions, facts, logic, intuition and emotions.

      • Journal about both sides of your feelings.

    • Are there any in-congruencies? Are there more accurate beliefs to consider?

      • Symptoms of poor planning may include: fear, constant procrastination, self-sabotage, lying, anger, resentment or frustration.

      • If new data challenges your current understandings, you need to integrate it or drop the incongruent belief.

  • Doing the right thing is more important then doing things right.

• Prioritizing.

  • “I don’t have enough time”, means that it isn’t important enough to you.

  • “I don’t know how”, means that you’re not willing to learn.

  • You can’t control:

    • Information.

      • But you can control what to learn.

    • Time

      • But you can control how you prioritize the actions that fill time.

        • Visualize the results of tomorrow.

      • Look for opportunities to STOP doing things:

        • Automate your bill payments.

        • Fill up the entire gas tank.

        • Keep you keys in a specific spot.

        • Only check one email box.

        • Skip commercials.

        • Use Google reader (RSS).

      • If you had access to all the tools, opportunity, time and energy, what’s the most important or time-sensitive thing you can do?

  • Priorities are silos and must be set using the big picture.

  • Priorities can be bumped and trumped.

  • Is it really high priority or just your guilt?

  • Be honest with what you can do with what you have.

  • Achieve the results with the least resources.

  • Evaluate projects based on their overall importance.

  • Rank your priorities in a matrix using ‘CARVER’:

    • Critically. How critical is it to your main objective?

    • Accessibility. Do you have the means and the prerequisites?

    • Return. What’s the expected return on your resources?

    • Vulnerability. What amount of resources (time, money) are needed?

    • Effect. What’s the overall impact?

    • Recognizability. Are the path and goal clear?

• Blueprint for planning:

  • Write down your goals, list the benefits, identify obstacles, create a plan of action, and set a deadline.

  • Write down your ideal scene set five years in the future.

  • Write down your goals.

  • Turn your goals into positive present-tense affirmations.

  • Deal with doubts and fears.

  • Write a simple plan for your goals.

  • Take the most obvious first action and keep going.

• View your subjective experience as enjoyable.

  • Examine yourself.

    • What are your strengths and weaknesses.

    • What do you do well? Consider how you’ll execute the plan.

  • Create self-doubt by pushing yourself beyond your comfort zone.

    • Give yourself permission to fail but don’t give yourself permission not to try.

    • Define success as your enjoyment of the experience rather then trying for a master performance on your first time.

  • What does personal growth mean to you?

    • Think of how you can add value to others versus what you want.

    • This enjoyment is the key to rapid personal growth.

    • Plan the most enjoyable path to your goal. This will avoid failing during the implementation phase.

      • Constant work will allow you to focus on the details but may cause you to miss big opportunities.

      • Use relaxation tips to freshly survey the entire landscape.

        • Choose interesting projects.

        • Add variety.

        • Break up long stretches of repetitive work.

        • Work in different locations.

          • Take field trips.

        • Blend solo time with social time.

        • Create a pleasing work environment.

        • Involve others.

        • Use creative off-the-wall methods.

        • Enjoy plenty of downtime.

        • Avoid the unpleasant.

        • Design for flexibility.

        • Doubt yourself.

        • Be willing to change.

        • Realize when you’re on autopilot.

        • Avoid the destination addiction.

        • Meaning will come from a developed sense of purpose.

        • It’s alright to be vulnerable.

Getting Things Done

Keep your brain available by putting any thoughts or actions into your trusted input box. Inventory everything without distinction or prejudice. Sort them using the most immediate criteria like context, location and who is present. What’s the next action for this thought? Action it, file it or throw it in the garbage.

• Getting things done overview

• Script it as a list

• Decide on goals.

• Identify do-able steps.

• Do it

• Follow your script.

• Make mistakes

• Adjust the script.

• Take full responsibility and accountability.

• No excuses

Do One or Two Things Really Well

Focus-on and demonstrate what you’re good at. Move from an idea to the action by identifying the internal and external motivators that will make the goal worthwhile Shortening the time between your idea and the first action step. You can’t know everything. Your tasks should be ‘want to’ not ‘have to’. Link your tasks to the rewards of accomplishing them.

• Believe in yourself. You can do anything.

• What can you do better then anyone else?

  • It should be interesting or useful.

  • Develop this skill.

    • Avoid things that distract you from this.

• Confirm your skills through demonstration.

• Follow your instincts.

• Focus on action rather then your resources and tools.

• Be able to implement direct solutions.

• Keeping a short priority list will help you focus.

• Task items should be written as if delegated.

• Have a project kill day.

• Wake up early, exercise, create a to-do list, isolate yourself, minimize breaks, group small or similar tasks together, walk quickly and take the next day off.

Create the Results

• Use your attention

• Subtle intuitions, feelings, ideas and dreams.

• External trends, markets, shifts, feedback, and other’s needs.

• To go beyond the status quo and create something extraordinary you need to be deeply connected to your intention.

  • Follow your primal purpose and commitment.

  • Go beyond doubts, fears and unexpected obstacles.

• Creativity will draw on the part of your brain that is playful, associative and intuitive. Suppress your analytical and practical thoughts as you begin the creative process.

• Stretch your thinking

• Take risks, challenge old paradigms and limits. Push the envelope.

Connect two or more things together. For instance, the Walkman is a connection between walking and a stereo.

An imperfect job completed today is always superior to the perfect job delayed indefinitely. Work on the task that has the greatest long-term payoff until urgency requires that you switch. Have a very rough first draft. Revise it as necessary. Avoid the chilling feeling that there’s something you’ve forgotten.

Skeptics don’t want to be the fool, but they behave foolishly by missing too many opportunities.

• Hold yourself accountable to the opportunities that you’re given.

• Forced efficiency suggestions that the more you put on your plate, the more you can accomplish.

• Your opinion of yourself matters more then the opinions of others.

• Be ready for negative reactions as you take bold new actions.

• You’ll never discover your true capabilities without taking some risks.

Regular Review

• Daily

  • Visualize the day ahead.

  • Work from a simple to-do list.

  • How was your day?

  • List the bad then good.

  • Identify two areas of focus for tomorrow.

  • Visualize your day and keep your focuses in mind.

• Weekly review

  • The weekly review requires a complete overhaul and sanity check of the system. Include a major project list with obstacles.

  • Identify unblocking items.

  • It can be motivating to know why and what went wrong.

    • This will help plan the steps that need to be changed.

  • Decide what you want to pay attention to.

  • What tips can you share with your future self?

• Remove stagnant or guilt-inducing goals.

• What things should you continue doing?

• What do you need to improve?

• What do you need to start doing?

• What distracts you?

• What are your mental bottlenecks?

• Which short term projects have a long-term significance?

• Review your habits.

• Review what you learned.

• Review upcoming socializing events.

• Plan for your upcoming entertainments.

• How was your character pushed?

• What productivity system did you use?

Time management

After having set a meaningful purpose in your life, you now have a compelling reason to improve your time management skills. This accurate model of reality will highlight the differences between important and unimportant tasks. Because, evidently, choosing to do something will bump something else off your list.

Blocking Time

The Parkinson’s Law states that the more time you have, the more perceived importance and complex the task will become.

• Shorten the work time to limit tasks to the important (80/20)

• Embrace constraints.

• Be a master of quick turnarounds and work in short bursts.

• Forcibly distract yourself for a set time (20 minutes).

• Have ‘buffer days’ or time where you organize or read articles.

• Keep a 1 hour block of time late in the day for project management, reviewing objectives and administration.

• Set a defined and measurable goal for the following day.

• Time boxing.

  • Decide how much time to work on a project.

    • Slice your time into topics.

  • Do the best you can within the allotted time and don’t over engineer.

  • Work on a small piece of the task for 30 minutes.

    • Immediately reward yourself for putting in the time.

      • Lay groundwork for future fun. Order a book or plan a weekend trip.

  • Taking action will shift your focus from the difficulty of the task.

  • Don’t worry about reaching a milestone. Just put in the time.

  • Time-box will help avoid over researching and help you consider the cost-benefit ratio of the work you’re doing.

Recognize when you have a block of time or are in the right context. Maybe you can only get things done at home. So, rather then linear time, you have opportunity through a rhythm-based context. During the day, I only look at doable, complete-able, executable pieces of larger outcomes. Avoid the make-work project.

5 minute warm up. Journal or consider the focus and outcome of your work session.

20 minutes: Work uninterrupted within your space and time.

5 minutes: What did you accomplish? Set up time to complete open loops.

Be ready to kill bad projects by saying no.

• The 50-30-20 rule (A-B-C). Invest in A tasks for 50% of your day.

  • A tasks yield significant benefits over a 5-year time span.

  • B tasks over a 2-year time span.

  • C tasks make a difference in the time span of 90 days or less.

• Log how you’re spending your time.

  • Cut back on total hours to force increased efficiency.

• Do it now.

  • Don’t get bogged down in planning and thinking.

  • Expect to learn from failure.

  • Make upfront decisions.

    • Use analytics.

    • Sit outside the silos.

    • What is the trade-off decision?

  • The best managers act boldly on partial or ambiguous data.

  • Do the whole thing at once by batching similar tasks of similar context.

• Take a real break.

  • Acknowledge that you’re switching fully break mode.

  • Work with 100% concentration or don’t work at all.

  • Checking email is not a break.

  • Rest until you feel capable of action.

• Mastery requires hard work, patience, self-discipline and a long time perspective.

  • Is this the most important thing I should be doing now?

    • Keep a list of projects that will have a significant impact if completed in a timely manner.

    • Constantly generate forward impact.

      • You may have accomplished, but how much effort was in circular make-work projects?

    • Will there be any significant impact whether I do it or not?

      • Will it succeed anyway?

  • “80% of success is showing up.” – Woody Allen

    • The regular long term habits make the difference.

    • Try the 30-day trial ‘show up’.

      • Show up to Toastmasters meetings.

      • Show up to give, volunteer and share.

      • Show up to opportunities, write a book or start a business.

      • Show up to grow, read and journal.

      • Show up to your relationship, set aside time for your partner.

Major Branches – Stepping Back

Reduce the number of urgent tasks so that you can focus on what you’d like to do.

Avoid urgent unimportant tasks.

• What are you wasting your time on? Keep a not-to-do list.

• Lower others’ expectations.

  • Train others not to give you urgent unimportant tasks.

  • Avoid non-essential meetings.

• What’s the consequence if I never do this?

  • Can you automate your bill paying?

• Delegate the tasks to people who value it more.

• Have a sense of ownership

• Give feedback in conversations.

• General good tasks.

  • Help others.

  • Exercise

  • Get better at something.

  • Travel

  • Eat better

  • Start something

  • Reconnect

  • Just be

  • Work

  • Create something new.

Workflow strategies:

• Alternate between projects.

• Allow big chucks of time on certain projects.

• Complete as many small items as possible.

• Do the oldest or newest first.

• The squeaky wheel gets the grease.

• Goal driven.

  • Have a clear purpose.

    • Understand what and why do you want to create?

    • Your purpose should guide you rather then bound.

  • Identify a compelling motive.

    • Why do you care and why does it matter?

  • Make the challenge worthy.

    • Your attention will wander if it is too easy.

      • Mix things up by using a time limit or unusual style.

    • Your beliefs may get in the way if it is too hard?

  • Master your tools and have the right environment.

  • Avoid distractions by committing a block of time (3 to 6 hours).

Types of Projects

• Low risk, small projects

  • For example, modifications, extensions, cost reductions or tweaks.

    • Use a financial model with simple metrics: payback period or NPV (net present value).

  • Consider the ease of implementation, availability of production capacity and customer importance.

    • Small projects are typically a response to a customer request however, they typically end up consuming all development resources.

    • Resource scarcity cause managers to select ‘sure bet’ projects that are typically smaller and close to home.

• New products

  • Finances are less predicable.

    • Use a multi-item scoring model when prioritizing.

      • Considers strategic fit, competitive advantage, leverage, market attractiveness, and financial return vs. risk.

      • Quarterly and financial targets leads to less commitment in new product development.

      • New projects don’t have a well known financial outcome and it can dangerous to apply financial prioritization methods like payback period, NPV and productivity index. Instead, assign resources using ‘strategic buckets’. Don’t have different competing strategies, otherwise the short term, simple and inexpensive projects would always win. Consider using buckets of ‘new products’, ‘improvement and modification’ or ‘platform developments’.

• Progressive projects

  • Observes financial metrics and quantitative success criteria.

• Breakthrough projects, platform and technology developments.

  • Most financial criteria is useless in the early life when key investment decisions still must be made.

    • Use a scoring model with a business unit that considers strategy and feasibility.

Procrastination

• Start with the smallest step and reward yourself heavily.

  • Conditions will never be perfect.

  • Force yourself by starting mechanically.

• Extend your time perspective 5 or 10 years.

• Don’t do the little thing first!

  • Something may change.

    • It may cease all together.

    • New resources may appear.

    • Time pressure may make it possible to complete the tasks faster.

• If you’re going to procrastinate, focus on things that are usually forgotten.

  • Organize your work area.

  • Socialize.

  • Tie up loose ends.

  • Run errands.

  • Clear your inbox.

  • Nap.

  • Go to lunch.

Optimizing

Optimal Experience

Do an activity simply because it is self-rewarding. Consider how a typical day can be optimized:

• What’s the best way to do X?

• Buffer non-essential work as it arrives.

• Work everyday like you do the day before you’re leaving on vacation.

• End your day with a cue for the next day.

• Get an early start and physical exercise.

• Mediate.

• Have a relaxing workspace.

• Communicate effectively.

  • Have deep conversations.

• Read and journal.

• Focus on long-term goals.

• Assess what’s needed then match your competencies.

• Regularily compare your performance against your goals.

• Don’t do too many things at once.

• Drop projects that have achieved their purpose.

• Travel less.

• Have two priorities at a time.

• Be trustworthy.

• Document agreements and learnings.

Daily Practices

I find it much more productive to spend my time doing more purpose-centered work in a dirty house.

• How to gather information

  • Prepare, research and continuously scan.

  • Invite and reach out.

  • Become part of the situation.

  • Pay attention.

  • Ask questions.

• How to broaden your thinking.

  • Reflect.

  • Sense.

  • Offer.

  • Connect.

• Add meaning to ideas.

  • Experiment.

  • Persuade and clarify.

  • Create and interpret.

  • Synchronize and organize.

  • Resolve and commit.

• Appreciating.

  • Realizing.

  • Integrate it with your experiences.

  • Correlate and imagine.

How to reminder yourself to do something today.

• Practice

  • Use reminder stickers.

  • Follow scripts.

  • Schedule practice time.

  • New habits require time.

  • Mistakes are a sign of life.

A calendar is great for time dependent reminders. However, understand that most actions depend on a context. Do at least one important item everyday, otherwise, the urgent tasks will eat up your time. Break important jobs into manageable, short steps with next actions.

Similar to not trying a new food, people deny the potential of things because they avoid trying them. Communication, rather then information will change the world. It drives action!

Creating Success

• Visualize a successful outcome.

  • How would you act, walk, handle problems and what would you say?

    • Begin acting that way immediately.

      • At the end of the day mentally review how you behaved.

        • Recall the times where you didn’t act the way you wanted. Visualize yourself acting the way you want in the future.

• Get out of the office regularly.

• Ask children for the answer.

• Exercise during your lunch break.

• Reward yourself in specific ways for small successes.

• Take more naps!

• Arrive first to the office.

• Redesign your work environment.

• Stare out the window without feeling guilty.

• Reflect on how you could accomplish the goal in half the time.

Personal Performance management

Use your natural talents, learned skills and focus your energy. Accept that organizational culture changes slowly.

• Making it work for you.

• Set goals, objectives and expectations.

• Link what you're doing to your goals.

• What are the measurable next actions?

• Commit and give credit.

• Evaluate performance and reward everyone for a good job.

• Budget your energy.

• Learn to anticipate unsatisfactory results.

• Put energy into doing rather then thinking. Turn “I should” into “I will”.

Resistance is intangible, transparent and will put you down! It hides in excuses and the ‘high’ we get from doing things just when we have to. Don’t ignore your inner genius, the small voice or your heart. Don’t succumb to gossip, cell-phones or the material world.

Productivity

• How can you increase the value created?

  • How long does the created value last?

  • What’s the essence of the value? Are you helping people survive?

• Decrease the time required to create the value.

Daily productivity

• If it doesn’t need to be done -- delete it.

• Begin with the worst task.

• Have daily goals. Decide what to do and do it.

• Take advantage of your peak times.

• Allocate uninterruptible blocks of time for work that requires concentration. Be unreachable.

• Begin a task by knowing the target you must reach.

• Outsource maintenance activities.

• Group similar tasks together to maximize single tasking.

• Get up early and be productive before anyone else wakes up.

• Deliberately pick up the pace. Talk, walk and work faster.

• Create an agenda to keep focus and efficiency in meetings.

• Pareto principle: 80% of the value of the task comes from 20% of the effort.

• Take action without knowing the entire plan.

• Minuteman. Take 60 seconds to balance the pros and cons then make a firm decision.

• Set a deadline for a task.

• Arrive early.

• Have articles handy to fill gaps in time.

• Allocate blocks of time for those important but non urgent tasks.

• At the end of the day, set out the first task you’ll work on the next day.

• Break complex projects into smaller defined tasks. Start today.

• Avoid distractions by jotting them down on paper.

• Complete a random piece of a large project.

• Outline and improve on your common processes.

• When the outcome is just for show -- cut corners.

• Split your RSS feeds into productive and entertainment.

• Give an evil eye to anyone who disturbs you.

• Synchronize recurring events.

• Schedule one day a month for house keeping.

• Keep your writing tools nearby.

• Keep essentials in one place.

• Create a gift box.

  • Last minute gifts, cards, wrapping paper.

• Have a charging station.

• Avoid traffic.

• Plan an efficient errand route.

• Don’t visit a store that’s out of your way.

• Keep some backup money to avoid visiting the ATM when rushed.

• Programming requires concentration.

• Break something before stopping for the day.

The essentials.

• Clear your head and get a larger view of your life.

• Which tasks get the most return?

• Drop or say no to unimportant tasks.

• We are defined by what we say no to.

• Eliminate distractions and work in a quiet environment.

• Focus and do one thing at a time.

• Promote your work. Take it as far as you can.

• Be lazy and use existing plans or templates.

• Write less but more effectively.

• Eliminate actions that have little impact.

• Find the pressure points.

• Leave unnecessary events unattended.

• Disappear.

• Create non-negotiable unalterable terms. For example, “I will workout 3 times a week.”

Motivation

• Use the power of momentum

  • Get the motivation and ‘ball rolling’ by scripting the first five plays.

• Get clear and imagine your ideal space.

• Be certain

• Get excited

• Get focused

• Get committed.

• Add challenges if the goal is too easy.

• Try an uncommon path.

• See that your goal is contributing to the greater good.

• Chart, graph and display your progress.

• Don’t go full-tilt right away.

• Never skip two days in a row.

• Don’t be driven by others expectations.

  • Society will try to get you to conform like everybody else.

• Gain motivation by gathering in a group while sharing a vision. Each person should define and take the next steps necessary to achieve the vision.

• There will always be excuses – list them then start anyway.

• Be accountable for your commitments.

• Refocus with the help of a coach or book.

• Create your next days to-do list.

  • Use “start here” reminders.

  • End your writing in mid-sentence.

• Only decades of studying physics will let you create a beautiful bridge.

• The Martini motivation method.

  • Force yourself to write 1000 words a day for 365 days. Relax with a dry martini once you’re done your daily quota.

• The chain method.

  • Seinfeld marks a cross on his calendar every day he moves his goal forwards. Try to create an unbroken chain.

• Emotional motivation

  • Anchor by connecting an emotion to a physical trigger.

    • Write down the pleasure you associate with a task.

    • Include the pain of not doing it.

  • Drive by love and fear.

    • Fear makes you unconditionally self-centered and driven by greed.

• You don’t win tennis games by focusing on the scoreboard. You do it by developing your skills and focusing on the game; Though try to stay mindful of the scoreboard.

• Instead of unpassionately repeating daily affirmations, hold and increase your energy by holding “I’m happy” in your mind.

• Decide what you want to accomplish.

• Determine what price you’ll have to pay to get it.

  • Resolve to pay that price.

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