Notebooks: Keeping My Focus

There are times that I need reminding that I am keeping my focus, and can relax. When I need reminding that I have gotten a lot done and can chip away at the next important thing, I refer to my notebooks. Years ago I used to work in an outpatient mental health and substance abuse clinic. One of the counselors there shared a really cool term with me when he saw how I always used a notebook; a surrogate memory.

I write things down when I think of them so I can continue to focus on whatever is happening; class, meeting, church, or even just watching TV. But I usually have that moment where I wonder what great idea I had come up with earlier that I knew I wanted to get done! My notebook/surrogate memory helps me.

Managing something bigger is helped by all the lists I put in my notebooks too. There are times when anything I am working on is helped by the order I do things in. I have done things when I have gotten in my own way and that is frustrating. The benefit is when I just get it all written down. A lot of my notebook entries are just every thought of getting things documented. Then I take a second look and either lump things together, put them in order or even look at who I need to get it done. Whether it is consolidating resources, getting help or planning financially, I can keep my own progress moving along well and this is really encouraging!

Crossing things off the list is super satisfying and what really keeps me coming back for more!

The Personal Notebook Starting Point

While the personal notebook has taken a few different styles or methods over the years, I really like the way I have been able to see how I look at annual visions broken down into monthly goals that take on weekly glances and daily bite size pieces. Of course age helps me realize how time goes by so fast, so this helps me believe my ideas are really "doable" and enjoy crossing these off the list.

I got started small though. This was a really satisfying thing to do on the weekend. I found it an easy and enjoyable time to start my Saturdays. I would look at everything I wanted to get done and would write it down so that I didn't let the weekend get beyond me. So many times I would get started on a project and would get distracted or get carried away with something else and would not get everything done on the weekends. When I just broke down what I wanted to get done on Saturday and Sunday, I got so much satisfaction from accomplishing things and checking them off the list! There would even be times that I would think "I know that I wanted to get something done today, what was it?" I would check my list and it would keep me focused.

A small collection of notebooks stretching from 1988 to last year. There is so much learning represented here!

The Professional Notebook: Your Notebook Helps Your Staff

So far I have shared how keeping a notebook helps each of you/each of us. I cannot stress enough how keeping a well written, dated, detailed notebook helps you serve your staff. (You know, if that interests you)

1. Annual Staff Evaluations

2. Regular Meetings/Touch bases

3. Growing their skill set

4. Serving them/Follow through

Annual Staff Evaluations;

I am going on record right here and right now……take the evaluations you write for your staff seriously. Give it serious time, thought, effort, recollection and preparedness. They deserve this and the integrity of your leadership depends on it.

I know that there is a lot on your plate, my plate, everyone’s plate. If you do not take the time to create a valuable, meaningful document to reflect the last year of your direct reports professional life and work then you suck. I know that is harsh, but this is my blog and I firmly stand behind that statement. If you cannot see this need from their perspective, allow me to offer this; If you do not take the time to create a valuable, meaningful document to reflect the last year of your direct reports professional life and work then you are going on record as being a poor leader. In addition, if you have a staff member who transfers out of your department, then your writing will be a reflection of you and them. You because of what you document (or didn’t document) and them because they have provided the evidence. Either is your choice.

Regular Meetings/Touch Bases

Keep track. Document the conversations. Don’t cancel them unless the gift of time is better than just the busyness of keeping everyone’s calendars packed. This is a great place to document what you expect and what you’ve communicated. I used to work with Behavioral Health and Substance Abuse Clinicians. We were going through a state audit and one of the reviewers said that “a good chart should read like a chapter book, I should see the story unfold as I read through the notes”. The same is true for your touch base notes. Not just for keeping track of the good. Sometimes I need to review my notes to see that someone is definitely struggling. Having regular meetings with good documentation helps with providing evidence based discussions.

Growing their skill set

I believe very passionately that it is my job to create, mentor, teach and prepare my replacement. If you don’t, then I am not sure why you’re even reading this section based on the subtitle alone. I personally call this “lead to leave”. I don’t want to be defined by the title I have. I want to leave any job I get with stronger people staying than what I found when I first got there. And if I win the lottery, retire or anything else we all say, I want to lead teams so that when I am out, operations continue to run smoothly and someone is ready to step into the role.

Serving Them/Follow Through

Do not read this section if you do not believe that your job is to serve those “under” you. Continue if you understand and can handle the conversation that you serve the team that answers to you.

We have to follow through with what our team needs. Sometimes it is easy; you’re able to walk around and take care of getting supplies for someone who is required to stay at a desk. Or maybe it is just showing up and being there for a team who is trying to get work done and there is an obstacle, remove the obstacle. And tell the team what is going on. So what we are busy, not only is it important to tell people, but it is important to lay the ground work that they believe you will tell them information as you know it.

Work Hard & Be Nice to People