It never
stops. Email, phone calls, faxes, memos,
reports, magazines, trade journals,
audiotapes, radio programs, television
-- you're constantly assaulted with
information. It comes from every
direction. The growing role of computers
and the Internet make the problem even
worse, because computers can spew out
information at a rate that is almost
incomprehensible.
How do you deal
with it all? How do you manage to get
through the day without being completely
bogged down by information?
It's
not easy. It takes a strong focus and
discipline to avoid getting pulled of in
any number of directions.
Stephanie Winston, in her book Getting
Organized, outlines what she calls the
TRAF System for dealing with paperwork.
The concepts of the TRAF System can
apply just as well to email and many
other sources or information.
Each of the letters in the acronym TRAF
stands for an alternate action that you
can take with any piece of information
which crosses your path.
T is for
TOSS. One of the best ways to deal with
something is to throw it away. I do this
so often with email that I'm afraid the
"D" key on my PowerBook is going to wear
out! Likewise, the recycling bin in my
office is also beginning to show signs
of wear from the loads it must bear. No,
I don't discard anything that requires
an answer, but much of the information
you get each day doesn't deserve to
clutter up your desk, your file cabinet
or your disk drive. So ask yourself
"What would be the negative consequences
if I didn't read this?" If there are
none, then toss it. Small bussiness
ideas, small busines management guides
and tips, starting your own new bussines
R is for REFER. If you can delegate
someone else to take action on
something, then do it. Ask yourself if
you really need to be the one to act on
something, or if someone else could do
it just as well. Many things can be
passed to others who can deal with them
more appropriately.
A is for
ACTION. If a piece of information comes
to you that demands action, then put it
in a special folder or add it to your
"To-Do" list. Then take action on it as
soon as possible so you can move on to
something else.
F is for FILE. If
you receive some information that you
will need later, then file it where you
will be able to get to it. But remember,
80% of all papers filed are never seen
again, needed, or used. So if the
information is something that you can
always get elsewhere (and with more and
more information available online, this
is increasingly the case) then there's
no need for you to keep your own copy.
The important thing is to quickly deal
with every letter, phone call, fax,
email, memo or other information that
comes to you. One of the biggest wastes
of time is dealing with the same thing
over and over again. You pick it up,
read it, wonder what to do with it, and
stick it back on your desk. Again and
again you pick it up and read it. If you
deal with things as soon as they come
up, then you'll avoid a lot of wasted
time and effort.
Keep the TRAF
System in mind as you go through your
day, and take control of the information
in your life.
Yesterday we
discussed the importance of having a
vision, a "why". Naturally, as masters
of the "how", the first thing we'll want
to know is "how?" How do we find a why?
It is really very easy. You find a why
by asking "why?"
Think of something you want. Chances
are the first thing you think of will be
something material. That's OK, there's
nothing wrong with that. Just make sure
it is something you really want, not
something you say you want just because
you think you should. I'm going to use,
as an example, a boat. Not just any
boat, but a 50 foot sailing yacht with
seaworthy rigging and a big, comfortable
living space.
Next step: ask
yourself why. Why do I want this boat?
To sail to the South Pacific.
Again, ask yourself why. Why do I want
to sail to the South Pacific? Hmmm.
Let's see. I've always wanted to do it,
but I just kind of took it for granted.
I guess because it would be an exciting
adventure.
And again, ask why. Why do I want an
exciting adventure? Well, that's getting
kind of tough. I want an exciting
adventure because I want to experience
life to the fullest.
Fair enough.
That's a good reason. And why do I want
to experience life to the fullest? Whew,
this is getting a little intense. I want
to experience life to the fullest
because I am fascinated by the
possibilities that life offers.
Fascinated? Well, OK, I admit it. I'm
obsessed with the possibilities that
life offers.
Now we're getting
somewhere. And why am I obsessed with
the possibilities that life offers?
The answer: because that's me. Bingo!
We're there. We've asked "why" enough
times that we've gotten down to the
ultimate why. And that, by the way, is
mine, as nearly as I can determine it,
though the example given is not the way
I arrived at it. I am driven by
possibilities. That is my why.
How will you know it when you reach
yours? Trust me, you'll know it. It will
be a very emotional experience when you
get to the basic why of your life. And a
very empowering experience. Because once
you've been there, so many things will
become clear. To borrow a line from
Disney's Pocahontas, you'll see things
"you never knew you never knew." You'll
gain a deeper, clearer understanding of
yourself and your place in the world,
and an appreciation of what your life
has to offer.
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