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Ideas for Impact

Save Yourself from Email Overload by Checking Email Just Three Times a Day

April 15, 2016 By Nagesh Belludi Leave a Comment

Email, instant messages, and alerts have evolved into our primary mode of communication. From project management to socializing, everything at work and in our personal lives centers on electronic messages. Many of us have found the unending tide of these messages unmanageable.

Research has shown that checking messages just a few times a day can help reduce stress and prevent the feeling of being incessantly ‘invaded’ by emails.

If you feel weary, annoyed, and unproductive from a daily deluge of messages, try the following techniques to regulate your electronic communication.

  • Turn off alerts on all your devices. Productivity studies have shown that people take 15 minutes on average to return to serious mental tasks (thinking about a project, writing reports, or debugging computer code, for example) after being interrupted by an incoming email or an instant message.
  • Maintain a zero inbox, i.e. consistently process all incoming email and get your inbox to zero messages. See my previous article on this productivity technique.
  • Set up and use subject-specific folders to hold your incoming and sent messages. This makes it easier to retrieve emails later.
  • Do not check emails continually throughout the day. Instead, process only three times a day: once in the morning, once during lunch, and then again before going home. Don’t waste the most productive hours of your day doing email.
  • Reserve time to focus on email. Set a time limit on your activities and blast through the messages without interruption. Stop when the time runs out. (Remember Parkinson’s Law: work will expand to fill the allotted time.)
  • When you process email,
    1. If you can respond to a message in less than two minutes, do so right away.
    2. If a response may need more than two minutes or you must look up information, defer it. Leave the incoming email in your inbox or file it in a ‘Draft’ folder. Dedicate the last email session of a day to respond to such emails and clear the Draft folder.
    3. Delete, file, or delegate.
    4. Process all emails and fully clear your inbox by the end of the day.
  • Tell people you correspond with the most (your boss, employees, peers) that you check email only a few times a day. Let them know that if they need to reach you immediately, they could come over to your desk or call you. If possible, encourage them to follow your email discipline.
  • Limit off-the-clock correspondence. Don’t make a ritual of catching up on work email after dinner or during the weekends.

Idea for Impact: If your inbox is driving you crazy, some discipline can help you process—not just check—emails and mitigate some stress.

Wondering what to read next?

  1. How to Email Busy People
  2. Checking Email in the Morning is an Excuse for Those Who Lack Direction
  3. How to Organize Your Inbox & Reduce Email Stress
  4. A Great Email Time-Saver
  5. Don’t Say “Yes” When You Really Want to Say “No”

Filed Under: Effective Communication, Sharpening Your Skills Tagged With: Communication, Email, Networking, Time Management

Self-Assessment Quiz: Are You A Difficult Boss?

April 12, 2016 By Nagesh Belludi Leave a Comment

If you answered “yes” to any of the following questions, you need to reflect on and adjust your management style.

  • Do you give employees more critical feedback than appreciation, compliments, and positive feedback?
  • Do you undercut praise with criticism? In other words, do you deliver criticism with praise in the form of a “feedback sandwich,” undermine the positive impact of praise, and weaken the significance of the corrective feedback?
  • Do you give unfeasible or contradictory orders? For example, do you fail to give employees enough resources, time, and direction to get a job done?
  • Do you play favorites?
  • Do you reward “yes” people?
  • Do you avoid taking responsibility for your mistakes?
  • Do you focus on assigning blame and finding fault instead of fixing a problem?
  • Do you set deadlines and forget to follow up?
  • Do you micromanage too often?
  • Do you regularly coach your employees?
  • Do you invent busy work?
  • Do you stand up for your employees?
  • Are you sometimes self-absorbed and manipulative? Are you sometimes cold or abrupt?
  • Do you fail to give productive people encouragement, autonomy, and latitude?
  • Do you expect that there’s only one way to do a job, and that’s your way?
  • Do you raise your voice unnecessarily?
  • Do your employees avoid eye contact or dread meeting with you?
  • Do you act as if your team or organization would fall apart if you were to go on a vacation for a week? Do you expect regular updates from your team even while you’re on vacation?
  • Do you withhold information from your staff because it takes too much time to fill them in?
  • Do you ignore workplace concerns (inappropriate dressing, for example) until they evolve into problems? In other words, do you let concerns fester and let problematic situations get worse?

Wondering what to read next?

  1. Five Pitfalls of Coaching Success
  2. General Electric’s Jack Welch Identifies Four Types of Managers
  3. How to Lead Sustainable Change: Vision v Results
  4. Eight Ways to Keep Your Star Employees Around
  5. Don’t Push Employees to Change

Filed Under: Leading Teams, Mental Models Tagged With: Coaching, Feedback, Motivation, Performance Management

Inspirational Quotations #627

April 10, 2016 By Nagesh Belludi Leave a Comment

Divide each difficulty into as many parts as is feasible and necessary to resolve it.
—Rene Descartes (French Philosopher, Mathematician)

An honest private man often grows cruel and abandoned when converted into an absolute prince. Give a man power of doing what he pleases with impunity, you extinguish his fear, and consequently overturn in him one of the great pillars of morality.
—Joseph Addison (English Essayist)

You can discover more about a person in an hour of play than in a year of conversation.
—Plato (Ancient Greek Philosopher)

The moment there is suspicion about a person’s motives, everything he does becomes tainted.
—Mohandas K. Gandhi (Indian Hindu Political leader)

Reviewing what you have learned and learning anew, you are fit to be a teacher.
—Confucius (Chinese Philosopher)

We would like to live as we once lived, but history will not permit it.
—John F. Kennedy (American Head of State)

Think you can, think you can’t; either way, you’ll be right.
—Henry Ford (American Businessperson)

I wasted time, and now doth time waste me.
—William Shakespeare (British Playwright)

Work as though you would live forever, and live as though you would die today. Go another mile!
—Og Mandino

Blessed be the hand that prepares a pleasure for a child, for there is no saying when and where it may bloom forth.
—Douglas William Jerrold (English Dramatist)

Older men declare war. But it is the youth that must fight and die.
—Herbert Hoover (American Head of State)

In every object there is inexhaustible meaning; the eye sees in it what the eye brings means of seeing.
—Thomas Carlyle (Scottish Writer)

Conscience and cowardice are really the same things.
—Oscar Wilde (Irish Poet)

Filed Under: Inspirational Quotations

Life Is to You as to Everyone Else: What the Stoics Taught

April 8, 2016 By Nagesh Belludi Leave a Comment

Mosaic of Alexander the Great, who Sucked at Geometry

Life is as hard for one as for another

Roman Stoic philosopher Seneca’s Moral Letters to Lucilius (Latin orig. Epistulae morales ad Lucilium) tells a story of Alexander the Great’s schooling.

Even at a young age, the hugely ambitious Alexander dreamt of conquering empires. He had no patience for formal learning. When faced with the difficulty of understanding geometry, he whined to his tutor, “Teach me something easy.” His tutor replied, “These things are the same for all, as hard for one as for another.”

'Letters from a Stoic' by Lucius Annaeus Seneca (ISBN 0140442103) Alexander, king of Macedon, began to study geometry; unhappy man, because he would thereby learn how puny was that earth of which he had seized but a fraction!

Unhappy man, I repeat, because he was bound to understand that he was bearing a false title. For who can be “great” in that which is puny?

The lessons which were being taught him were intricate and could be learned only by assiduous application; they were not the kind to be comprehended by a madman, who let his thoughts range beyond the ocean.

“Teach me something easy!” he cries; but his teacher answers: “These things are the same for all, as hard for one as for another.”

Imagine that nature is saying to us: “Those things of which you complain are the same for all. I cannot give anything easier to any man, but whoever wishes will make things easier for himself.” In what way? By equanimity.

You must suffer pain, and thirst, and hunger, and old age too, if a longer stay among men shall be granted you; you must be sick, and you must suffer loss and death.

On a related note, the great Roman Emperor and Stoic Philosopher Marcus Aurelius wrote in Meditations (trans. Gregory Hays,) “Alexander the Great and his mule driver both died and the same thing happened to both. They were absorbed alike into the life force of the world, or dissolved alike into atoms.”

Idea for Impact: Put your problems and worries in perspective

Beyond the randomness (or providence for those of you with a religious bent) of where we’re born and whom we’re born to, life is generally fair to all and cannot be easier for anyone. The trials and tribulations of life are equally difficult for everyone. Complaining about others having it easier is futile.

Learn to play the hand you’ve been dealt. If you’re fraught with pain and suffering now, don’t ask, “Why is my life so difficult? Why can’t it be easier?” Take solace in the realization that even the greatest and the mightiest had their share of life’s struggles. Make it easier by viewing life with calmness, composure, and evenness of temper.

Wondering what to read next?

  1. A Prayer to Help You Deal with Annoying People: What the Stoics Taught
  2. Choose Not to Be Offended, and You Will Not Be: What the Stoics Taught
  3. Why Others’ Pride Annoys You
  4. The More You Can Manage Your Emotions, the More Effective You’ll Be
  5. Zen Parable of the Overflowing Teacup: The Power of an Open Mind

Filed Under: Mental Models, Sharpening Your Skills Tagged With: Anger, Attitudes, Getting Along, Philosophy, Stoicism

Do Self-Help Books Really Help?

April 5, 2016 By Nagesh Belludi 1 Comment

Do Self-Help Books Really Help?

Thousands of self-help titles are published every year with the promise of helping you lose weight, manage relationships, cope with stress, or solve personal problems. Almost all contain glowing testimonials by people whose lives have seemingly been transformed. However, taken as a whole, are self-help books merely empty assurances designed to sell a product?

Self-Help Books Bring Hope that Change is Possible

Even though self-help books have been accused of promoting the “false hope syndrome” and contain many exaggerated and untested claims, by exposing readers to a sizable dose of hope and promise, these books help readers cope with their problems and challenges, even if the books don’t necessarily make readers thin, rich, and ecstatically happy.

Self-help books can be classified as those that offer general-purpose advice (e.g. on personal growth or career success) and those that offer advice on specific, well-defined problems (e.g. transition into a management position, seeking and using advisers, managing a life transition such as pregnancy or divorce.) It is the second type of self-help books that are most effective, especially in combination with some counseling or mentoring. In fact, psychologists use the term “bibliotherapy” to identify therapy that involves reading specific texts with the purpose of healing.

A Matter of Discipline, Not Motivation

The helplessness of self-help books is not so much with the books themselves, but with the readers. Most people who buy dieting books don’t seem to lose weight. They feel no outcome whatsoever from reading the books and tend to dismiss the books as “not working.” Often, they don’t realize that losing weight and getting in shape comes not from buying and reading these books, but consuming the recommended food and practicing the weight-loss strategies and fitness regimens contained in these books.

Self-help books that offer a framework for thought and action can be effective only if readers can translate the motivation from the book to a discipline to take whatever action necessary to achieve what they desire. As I mentioned in my previous article comparing discipline and motivation, people who actually get things done are those who find a way to work at whatever they are interested in even when they do not really feel like doing it.

Idea for Impact: Self-help media (just like mentors, therapists, counselors) can motivate and teach specific skills that can produce real change, but only through discipline and regular practice.

Also, read my articles on why extrinsic motivation doesn’t work here and here.

Wondering what to read next?

  1. How to Read the AP Stylebook
  2. What Are You So Afraid Of? // Summary of Susan Jeffers’s ‘Feel the Fear and Do It Anyway’
  3. The Problem with Self-Help
  4. What Your Messy Desk Says About You
  5. Elevate Timing from Art to Science // Book Summary of Daniel Pink’s ‘When: The Scientific Secrets of Perfect Timing’

Filed Under: Leadership Reading, Sharpening Your Skills Tagged With: Books, Discipline, Motivation

Inspirational Quotations #626

April 3, 2016 By Nagesh Belludi Leave a Comment

If you have health, you probably will be happy, and if you have health and happiness, you have all the wealth you need, even if it is not all you want.
—Elbert Hubbard (American Writer)

One learns little more about a man from his feats of literary memory than from the feats of his alimentary canal.
—Frank Moore Colby (American Educator)

Leaders need to provide strategy and direction and to give employees tools that enable them to gather information and insight from around the world. Leaders shouldn’t try to make every decision.
—Bill Gates (American Businessperson)

Anger blows out the lamp of the mind. In the examination of a great and important question, everyone should be serene, slow-pulsed and calm.
—Robert G. Ingersoll (American Atheist Politician)

Pleasure is a reciprocal; no one feels it who does not at the same time give it. To be pleased, one must please.
—Earl of Chesterfield

Once our minds are ‘tattooed’ with negative thinking, our chances for long-term success diminish.
—John C. Maxwell (American Christian Professional Speaker)

Our minds are lazier than our bodies.
—Francois de La Rochefoucauld

The more refined one is, the more unhappy.
—Anton Chekhov (Russian Short Story Writer)

To do more for the world than the world does for you—that is success.
—Henry Ford (American Businessperson)

The ideal man bears the accidents of life with dignity and grace, making the best of the circumstances.
—Aristotle (Ancient Greek Philosopher)

When you get to the end of your rope, tie a knot and hang on.
—Franklin D. Roosevelt (American Head of State)

Wisdom is knowing what to do next; virtue is doing it.
—David Starr Jordan (American Zoologist)

Filed Under: Inspirational Quotations

When Should a Leader Pass Blame?

April 1, 2016 By Nagesh Belludi Leave a Comment

A leader is the “captain of the ship.” He is responsible for his organization’s every outcome—good or bad. He is wholly accountable for everything that happens under his authority.

If there is a problem caused by his mistakes or errors within his organization, a leader should not shirk responsibility. He should not abandon his team if things go wrong, nor should he pass the blame or use an employee as a scapegoat.

However, a leader cannot see and touch all his people, especially if his organization is large. He cannot be personally responsible for a rogue employee who steals information, misuses funds, or engages in unethical behavior. In such circumstances, the leader may pass blame.

Although a leader cannot police every action taken by every employee, the leader should be held accountable for not instituting and overseeing a rigorous control system to prevent problems, deter unethical actions, and to identify employees that engage in such behavior.

A leader also sets the tone for all his employees—not only in terms of goals and priorities but also in terms of proper organizational behavior. A legendary case in point are the ethical rules that investor Warren Buffett set in his company after the 1991 bond-rigging scandal at Salomon Brothers: “I want employees to ask themselves whether they are willing to have any contemplated act appear the next day on the front page of their local paper, to be read by their spouses, children, and friends, with the reporting done by an informed and critical reporter. If they follow this test, they need not fear my other message to them: Lose money for the firm, and I will be understanding; lose a shred of reputation for the firm, and I will be ruthless.” Even now, Buffett includes this statement in his biannual letters to his managers and displays a video of this speech at every Berkshire Hathaway annual meeting.

Wondering what to read next?

  1. Power Inspires Hypocrisy
  2. The Poolguard Effect: A Little Power, A Big Ego!
  3. Power Corrupts, and Power Attracts the Corruptible
  4. Shrewd Leaders Sometimes Take Liberties with the Truth to Reach Righteous Goals
  5. Look, Here’s the Deal: Your Insecurity is Masquerading as Authority

Filed Under: Leadership, Leading Teams Tagged With: Attitudes, Ethics, Integrity, Leadership

Lessons from Sam Walton: Learning from Failure

March 29, 2016 By Nagesh Belludi Leave a Comment

Sam Walton (1918–1992) experienced failures and setbacks. And, like all successful people, the iconic founder of Walmart and Sam’s Club prided himself on learning from those experiences.

Walton’s Initial Success … and Then, in a Heartbeat, Failure

By 1950, a 32-year-old Sam Walton had established himself as a successful retailer in Newport, Arkansas. In 1945, Walton had purchased a Ben Franklin variety store and set up a five-year personal goal to make it the most profitable variety store in the region. By 1950, Walton had a record $250,000 in sales and $30,000 to $40,000 in profit (some $2.5 million in sales and $300,000 to $400,000 in profits in today’s dollars.) His success had attracted a lot of attention.

Not only that, the young Walton family—Sam, his wife Helen, and four young children—had firmly established itself in Newport. Sam and Helen were very active in the community and had taken up prominent civic and church duties.

An innocuous legal oversight cost him this success. When he had signed the lease on the property rental for his Ben Franklin variety store in 1945, thanks to inexperience and excitement at becoming a merchant, Walton had agreed to give back the landlord 5% of sales. He later discovered this was the highest any retailer had paid for rental.

More significantly, Walton had also neglected to add a clause in his lease that would give him the option to renew the lease after five years. Therefore, in 1950, when the lease on Walton’s Ben Franklin store expired, his sneaky landlord knew there was nowhere else in town for Walton to relocate his store. The landlord refused to renew Walton’s lease at any price! The landlord bought Walton’s well-established store along with its fixtures and inventory and transferred the store to his son. Walton was devastated; he had no choice but to give up his successful store. In his best-selling autobiography Made in America, Walton recalled this as the lowest point of his business life:

I felt sick to my stomach. I couldn’t believe it was happening to me. It really was like a nightmare. I had built the best variety store in the whole region and worked hard in the community, done everything right, and now I was being kicked out of town. It didn’t seem fair. I blamed myself for ever getting suckered into such an awful lease, and I was furious at the landlord. Helen, just settling in with a brand-new family of four, was heartsick at the prospect of leaving Newport. But that’s what we were going to do.

Sam Walton Was Not One to Dwell on Disasters

All the hard work he had put in to build a successful store and the earning power he had established over five years had become worthless because of an innocuous mistake. Nevertheless, Walton didn’t let this disaster get him down.

I’ve never been one to dwell on reverses, and I didn’t do so then. It’s just a corny saying that you can make a positive out of most any negative if you work at it hard enough. I’ve always thought of problems as challenges, and this one wasn’t any different. I don’t know if that experience changed me or not. I know I read my leases a lot more carefully after that, and may be I because a little wary of just how tough the world can be. Also, it may have been about then that I began encouraging our eldest boy—six-year-old Bob—to become a lawyer. But I didn’t dwell on my disappointment. The challenge at hand was simple enough to figure out. I had to pick myself up and get on with it, do it all over again, only even better this time.

This Newport experience turned out to be a blessing in disguise for Walton. His family relocated to the relatively obscure Bentonville, Arkansas, for a brand-new start. Walton started over and established himself as a retailer again—only in even bigger and better ways. In 1962, Walton decided that the future of retailing lay in discounting. His strategy of buying low, selling at a discount, and making up for low margins by moving vast amounts of inventory, made Walmart the most successful retailer ever. From 1985 until his death in 1992, he was the richest man in the world.

Successful People Learn from Failure and Get On

'Sam Walton: Made In America' by Sam Walton (ISBN 0553562835) Walton’s was a typical entrepreneurial response to failure—successful people take risks, fail sometimes, but pick themselves up, ask what they can learn from the experience, and try again, even harder the next time.

On a related note, Bill Gates, the most successful entrepreneur of his generation, once said, “Success is a lousy teacher. It seduces smart people into thinking they can’t lose.”

Complement this lesson on failure with J.K. Rowling’s reflections on the benefits of failure in her famous 2008 commencement address at Harvard: “Failure meant a stripping away of the inessential. I stopped pretending to myself that I was anything other than what I was, and began to direct all my energy into finishing the only work that mattered to me…The knowledge that you have emerged wiser and stronger from setbacks means that you are, ever after, secure in your ability to survive.”

Wondering what to read next?

  1. How to Face Your Fear and Move Forward
  2. Fear of Failure is an Obstacle to Growth
  3. To Be Lost is Simply to Be Becoming
  4. Success Conceals Wickedness
  5. Wishful Thinking Is Free. Movement Pays.

Filed Under: Leadership Reading, Sharpening Your Skills Tagged With: Attitudes, Discipline, Entrepreneurs, Learning, Persistence, Personal Growth, Success

Inspirational Quotations #625

March 27, 2016 By Nagesh Belludi Leave a Comment

Nearly every man who develops an idea works at it up to the point where it looks impossible, and then gets discouraged. That’s not the place to become discouraged.
—Thomas Edison (American Inventor)

Real knowledge, like everything else of value, is not to be obtained easily. It must be worked for, studied for, thought for, and, more than all, must be prayed for.
—Thomas Arnold

The very substance of the ambitious is merely the shadow of a dream.
—William Shakespeare (British Playwright)

I realized that if what we call human nature can be changed, then absolutely anything is possible. And from that moment, my life changed.
—Shirley MacLaine (American Actor)

Our own heart, and not other men’s opinion, forms our true honor.
—Samuel Taylor Coleridge (English Poet)

Adversity is the true school of the mind.
—The Talmud (Sacred Text of the Jewish Faith)

Thought is the sculptor who can create the person you want to be.
—Henry David Thoreau (American Philosopher)

Look, what envious streaks do lace the severing clouds in yonder east! Night’s candles are burnt out, and jocund day stands tip-toe on the misty mountain-tops.
—William Shakespeare (British Playwright)

It should be noted that children’s games are not merely games. One should regard them as their most serious activities.
—Michel de Montaigne (French Philosopher)

I am enough of an artist to draw freely upon my imagination. Imagination is more important than knowledge. For knowledge is limited to all we now know and understand, while imagination embraces the entire world, and all there ever will be to know and understand.
—Albert Einstein (German-born Theoretical Physicist)

Eighty percent of success is showing up.
—Woody Allen (American Actor)

Few people know how to be old.
—Francois de La Rochefoucauld

Filed Under: Inspirational Quotations

A Majority of Formal Training Doesn’t Stick

March 25, 2016 By Nagesh Belludi Leave a Comment

Most formal corporate training programs fail because (1) they’re not extensive enough to indoctrinate a new behavior and (2) they tend to dwell more on “doing” and less on ingraining a prescribed thought process.

Corporate training programs work best if there is an immediate need for employees to use certain techniques and tools. If more than a few days pass between training and the application, employees may not recall what they’ve learned. Therefore, training programs are most effective when they are about need-to-know-now topics and relate to employees’ current problems.

When employees try repeatedly to apply a new skill and fail, they can get dispirited and revert to their old patterns of behavior.

As I mentioned in my previous article, formal training can be very effective with a good deal of follow-through reinforcement under the watchful eyes of a diligent coach, such as a Process Sherpa.

Idea for Impact: Employees will not use a skill consistently until it’s ingrained in their work habits.

Wondering what to read next?

  1. Making Training Stick: Your Organization Needs a Process Sherpa
  2. Overtraining: How Much is Too Much?
  3. To Inspire, Pay Attention to People: The Hawthorne Effect
  4. Learning from the World’s Best Learning Organization // Book Summary of ‘The Toyota Way’
  5. Fire Fast—It’s Heartless to Hang on to Bad Employees

Filed Under: Leading Teams Tagged With: Change Management, Development, Employee Development, Learning, Management, Mentoring, Training

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About: Nagesh Belludi [hire] is a St. Petersburg, Florida-based freethinker, investor, and leadership coach. He specializes in helping executives and companies ensure that the overall quality of their decision-making benefits isn’t compromised by a lack of a big-picture understanding.

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