# Presentation: 133495

## 2004ARS  National Administrative    Officers’

**Kansas City, Missouri**
**May 23 – 27, 2004**

***Leadership and****** Training Conference***

## 2004ARS  National Administrative    Officers’

**Kansas City, Missouri**
**May 23 – 27, 2004**

***Leadership and****** Training Conference***

## Taking Care of Business!

**High Performance**

**Personal Renewal**

**Health**

**Happiness**

**Life Balance**

**Energy**

**Connection**

**Focus**

## Slide 4

## Objective

**Sustained high performance in the face of increasing pressure and change**

***Perform in the Storm!***

## Taking Care of Business!

## What is the Source?

**$$$**
**Culture**
**Leadership**
**Emotions**
**Values and Purpose**

## Body

**Emotions**
**Mind**
**Spirit**

**Physical**

**Positive**

**Focus and Concentration**

**Values and Purpose**

## Energy Dimensions

**Physically**** energized**
**Emotionally**** connected**
**Mentally**** focused**
**Spiritually**** aligned**

## Core

***Energy*****, not time, is the fundamental currency of high performance**
***Capacity***** depends on your ability to expend and recover energy**

## Energy Management

***Oscillation:  *****Moving between expenditure and renewal**
**(****Stress**** ****and**** ****Recovery****)**

***Rituals:***** Routines that promote oscillation**
**(****Habits****)**

## Oscillation
Stress               Recovery

**Stress****               ****Recovery**

***Rituals****** ***
**Habits**

## Building Capacity

**Too Much Stress**** = *****Breakdown***
**Too Little Stress**** = *****Atrophy***

## Stress

**Stress**

**Recovery**

## Building Capacity

**AO**

## Building Capacity

**AO**

***Physical***

***Mental***

***Emotional***

***Spiritual***

## Physical Energy

**Physical Energy Depends Upon**
**Exercise**
**Diet**
**Sleep**

## Typical Day

**Coffee and muffin**
**Work until lunch**
**Eat at desk**
**Drowsy **
**Snack**
**Wearing down but push through**
**Work late**

## Typical Day

**Home **
**No energy for family**
**Eat dinner**
**Watch TV**
**Fall into bed**
**Sleep poorly**
**Get up and start all over again**

## Recovery

***Body and Mind need ******Recovery ******every 90 – 120 minutes!***

## Work Day

***Sprint***
***Continuous Marathon***

***Press hard for 90-minutes, then recover***

## Physical Energy

**Managing Physical Energy**
**Go to sleep and wake up consistently at the same times**
**Get 7-8 hours of sleep a night**
**Eat breakfast every day**
**Eat 5-6 small, nutritious meals a day**
**Minimize simple sugars**

## Physical Energy

**Managing Physical Energy**
**Eat more calories earlier in the day, fewer at night**
**Drink 48-64 ounces of water daily**
**Take breaks every 90-minutes at work**
**Get some physical activity daily**
**Do at least 2 cardiovascular and 2 strength training workouts a week**

## Emotional Energy

***Positive Emotions drive performance!***

***Negative Emotions drain energy!***

## How Do You Feel When You Are Performing at Your Best?

**Calm**
**Focused**
**Optimistic**
**Confident**
**Happy**
***Having a Ball!***

_***Internal Climate***_

## Emotional Recovery

***Emotional renewal and recovery come from any activity that is enjoyable, fulfilling, and affirming***

## How many hours a week do you devote to activities purely for pleasure?

**What percentage of the time are you deeply relaxed?**
**When was the last time you truly let go and were completely disconnected?**
**How often do you experience a sense of joy or deep satisfaction?**

## I know it’s only rock ‘n roll . . . 

***I know it’s only rock ‘n roll . . . ***

***. . . but I like it!***

## The ability to summon positive emotions during periods on intense stress lies at the heart of effective leadership.

***The ability to summon positive emotions during periods on intense stress lies at the heart of effective leadership.***

## Managing Emotions

**Close eyes**
**Control breathing**
**Relax face and other muscles**
**Soften voice**
**Speak slowly**
**Empathize**
**Use positive language**

***Music***

***Relationships***

## No single factor more clearly predicts the productivity of an employee than the relationship with his/her direct supervisor

***No single factor more clearly predicts the productivity of an employee than the relationship with his/her direct supervisor***

## Emotional Energy

| HIGH NEGATIVE
Angry
Fearful
Anxious
Defensive
Resentful | HIGH POSITIVE
Invigorated
Confident
Challenged
Joyful
Connected |
| --- | --- |
| LOW NEGATIVE
Depressed
Exhausted
Burned Out
Hopeless
Defeated | LOW POSITIVE
Relaxed
Mellow
Peaceful
Tranquil
Serene |

**NEGATIVE**
**(*****Unplesant*****)**

**POSITIVE**
**(Pleasant)**

**LOW**

**HIGH**

## Mental Energy

**Focus**
**Concentration**
**Positive Thinking**
**Critical Thinking**

## Mental Energy

**Poor mental energy means:**
**Short attention span**
**A pessimistic outlook**
**Too narrow a perspective**
**Poor ****physical**** energy makes it difficult to concentrate**
**Poor ****emotional ****energy undermines optimism**

## Mental Energy

**Realistic Optimism**
**Seeing the world as it is while working positively toward a solution**

## Mental Energy

**The brain gets sharper the more it is used**
**Mental energy depends upon:**
**Mental preparation**
**Visualization**
**Positive self-talk**
**Time management**
**Creativity**

## Mental Energy

**The brain gets sharper the more it is used**
**Mental energy depends upon:**
**Mental preparation**
**Positive self-talk**
**Time management**
**Creativity**

***Visualization***

## Laura Wilkinson

**Laura Wilkinson**

**Gold Medal**

**Platform Diving**
**2000 Olympics**

## Mental Oscillation

**Think Hard**

**Do Something Mindless**

## Where are you

***when you get your best ideas?***

***In the shower***

***Resting in bed***

***Walking in the woods***

***Listening to music***

## Mental Oscillation

**Think Hard**

**Do Something Mindless**

**Get Away**

**Daily – walks, naps**
**Vacations**

## Mental Oscillation

**Think Hard**

**Do Something Mindless**

**Get Away**

**Daily – walks,**** ****naps**
**Vacations**

## Naps

**A short nap improves performance by 34% and alertness by 100%**
**NASA Fatigue Counter Measures Program**

## Naps

***Don’t think you will be doing less work because you sleep during the day.  That’s a foolish notion held by people who have no imagination.  You will accomplish more!***
**Winston Churchill**

## Spiritual Energy

***Energy unleashed when we tap into deeply held values and a strong sense of purpose***

## Spiritual Energy

***Provides sustenance during adversity***
***A source of motivation, focus, determination,resilience***

## Values

**Honesty**

**Growth**

**Integrity**

**Commitment**

**Service**

**Fairness**

**Human Dignity**

**Trust**

- QUALITY

***Excellence***

**Potential**

## Purpose

***Living for something beyond ourselves***

## Purpose – External Motivation

**Between 1957 – 1990**
**per person income doubled**

**No increase in reported levels of happiness**
**Depression grew ten times**
**Divorce, suicide, alcoholism, drug abuse rose dramatically**

## If a man hasn’t discovered something that he will die for, he isn’t fit to live.

**Martin Luther King**

## Slide 51

## Pat Tillman

**Pat Tillman**

**1976 - 2004**

## BuildingSpiritual Energy

**Meditation**
**Writing (Journal)**
**Reading**
**Prayer**
**Service to others**

## Rituals

***Acquired behaviors that become automatic***

*Put first things first . . .** *

***. . . without thinking***

## Rituals

**You already have some**
**Link to deepest values**
**Recovery rituals**
**Positive behaviors**
**Physical, Emotional, Mental, Spiritual**

## Building Rituals

**Create a Vision Worksheet**
**Write a personal and work/career vision statement**
**Identify work-related performance barriers and their performance consequences**
**Build positive rituals for each barrier**

## Vision Worksheet

**My deepest held values**
***3 most important lessons you have learned - why are they so critical?***
***3 qualities you admire most about s*****omeone you deeply respect **
**Who are you when you are at your best?**
**Tombstone inscription that captures you**

## Personal Vision

***My highest priority in life is my wife and children.  When we are together, I am committed to giving them all of my energy and attention.  To make that possible, I must also take care of myself physically.***

## Career Vision

***At work, I hold myself to a high standard of excellence.  As a leader, I model each of my primary values – most of all kindness, concern for others, and integrity.  I make others feel cared for and confident that they can count on me to live up to my commitments.  Whatever I do, I do wholeheartedly.***

## Barriers

**Low energy**
**Relationships lack depth**

**Poor performance, relationships lack depth, compromised happiness**
**Compromises leadership and connections to family and friends**

## Rituals: Low Energy

**Work out 3 times a week**
**Break every 90 minutes during work**
**Take healthy snacks when traveling.  **
**Eat and drink every 2 hours when on the road**
**Leave office by 5:30 at least 3 times a week**

## Rituals:  Relationships

**Call someone I care about on my commute home**
**Leave a morning note for my children**
**Eat breakfast at home with my wife**
**Lunch with a direct report every week**
**Pick up children at school on day I work from home**

## Administrative Officer

**The**
**ARS**

***Administrative Officer***

## RL’s and Scientists

***I need this stuff, ***
***and I need it now!***

## Headquarters

***Send me the data –***
***Right away!***

## Area Office

***No, No, No***
***You’re doing it wrong!***

## Everyone Else

***You never have time for me!***

## Slide 68

## Slide 69

## AREA OFFICE

**HEADQUARTERS**

**AREA OFFICE**

**RESEARCH LEADER**

## AO

**AO**

## Slide 72

## Breakfast

**Majority do eat breakfast**
***Lots of coffee***
***3 cups of coffee and a pop tart***
***A Coke and a donut***
***A bag of Tom’s Peanuts***
***If you consider a whole pot of coffee breakfast***

## Before Coffee

***Before Coffee***

## After Coffee

***After Coffee***

## Work More than 8 Hours a Day?

**49 Yes**
**13 No**

## Do ARS Work on the Weekends?

**51 Yes**
**11 No**

## Lunch – Working at Desk?

**Majority do eat lunch**
**Most eat working lunch at desk**
***I don’t eat lunch, too busy***
***Often eat crackers I have stashed in my desk***
***It’s a rule for me to get out of the office***

## Check Business Email at Home?

**Majority say YES**
***. . . And on vacation too!***

## Slide 80

## Regular Hobbies?

**Majority say YES**
***I have hobbies but rarely have the time to engage in them***
***Reading***
***Biking***
***Quilting***
***Listening to jazz***

## Work Stick with You?

**Vast Majority say it Sticks**
***Always thinking about it***
***It seems to follow me***
***When I’m not in the office, they find me***
***It takes pressure from a family member to force me to go home***
***Does waking up in the middle of the night thinking about what I didn’t get done count?***

## Work Stick with You?

**Vast Majority say it Sticks**
***Work is with me 24/7***
***For survival I have learned to disengage***
***It sticks even though I try to let it go***
***I cannot completely disengage, especially when I am dealing with idiots!***
***I dream about it!***
***Now I have an ulcer***

## Typical Workday

**A stroll in the park – ****0**
**A continuous marathon run – ****48**
**A series of short sprints/relaxing time – ****10**
**A forced march – ****4**
***A marathon through an obstacle course!***

## Close Friend at Work?

**Majority say YES**
***It’s the administrative team against the scientists***
***Not having someone to confide in adds to the stress***
***I have a wonderful Lab Director to whom I can talk without fear of judgment***

## Enough Sleep at Night?

**About 50/50**
***Not always restful sleep***
***Ever Take a Nap?***
***YES  1     NO  61***
***Wishful thinking***
***Is this a trick question?***

## Exercise Regularly?

**YES – 23     NO - 39**
***I exercise my freedom of choice and the right to change my mind***

## How do You Feel at the End of the Day?

***Drained***** used 23 times**
***Exhausted physically and emotionally, mentally drained and spiritually empty***
***Expended, drained, and devoid***
***Once in a while I feel exhilarated by an especially sweet success***
***Relaxed yet energized and at peace***

## How do You Feel at the End of the Day?

***Drained***** used 23 times**
***Underappreciated, frustrated, tired of fighting with Ph.D. scientists and getting no support from my RL***
***There are days I am so tired I cannot believe it***
***Worn out but optimistic***
***Drained but fulfilled because I am helping people***

## How do You Feel at the End of the Day?

***Drained***** used 23 times**
***Disheartened over issues and circumstances at the office***
***I feel drained and depleted and buried under the pile that is still going to be there tomorrow***
***I don’t have anything left to refocus on other things***
***I’m going backwards instead of forward***

## Ever Feel Underappreciated?

***YES – 36   NO - 26***
***Absolutely***
***How did you know?***
***Not a lot of “thank you’s”***
***This location is very appreciative of the administrative staff***
***Some think I just dictate new rules and talk on the phone***
***We’re expected to give more and never say No***

## Regular Time Off to Relax?

***YES – 18   NO - 44***
***If I do there is an enormous guilt feeling***
***I can’t because of my workload***
***I feel guilty when planning a vacation***
***The only time I take off is for medical appointments***
***I have never taken off work to just relax***
***I’m learning how to do this***

## Ever Compromise Values?

***YES – 41   NO - 21***
***Are you kidding me – everyday!***
***This is such an important question***
***It’s always about who has the biggest stick and the most clout***
***Trying to make sense out of an unreasonable situation will only make you crazy***

## Describe Your Job

***Energizing***
***Overwhelming***
***Painful***
***Just do it!***
***I’m an underappreciated insignificant entity***
***If you enjoy what you do, you never work a day in your life!***
***Challenging***
***Extreme***

## Describe Your Job

***Overworked, underpaid, underappreciated***
***A blessing***
***Complex and challenging***
***Only 2438 days left until retirement!***
***Hectic and rewarding***
***I love my job and the opportunities to support the mission of the Agency***
***Unreasonably demanding***
***A figurehead***

## Describe Your Job

***It’s only a job***
***It’s not rewarding or fun, it’s just a job***
***A paycheck***
***I feel like Jesus:  He preached, led, schooled the doubting Thomases, helped those who couldn’t see or understand, and was willing to give His ultimate with little appreciation***
***Never Ending***

## Is Job Taking Too Much Out of You?

***YES – 53   NO - 9***
***Gets more complicated rather than easier***
***Work is not a problem, it’s the requirements put on us all the way up the chain***
***I am struggling to satisfy everyone***
***It’s my fault because I allow it to happen***
***It’s beginning to wear on me and retirement looks better all the time***

## Is Job Taking Too Much Out of You?

***YES – 53   NO - 9***
***Being a good AO will chew you up if you let it***
***If money were no object, I would consider whether I want to do this for the next 20 years***
***When everyone is happy and all is working well, my job is the most enjoyable job in the world***

## Is Job Taking Too Much Out of You?

***YES – 53   NO - 9***
***It has taken its toll on my family life***
***Not enough of the decision-making input is from the bottom up – HQ serves a different master politically and that skews policy and accountability away from practical solutions***
***This job is not my life, it’s where I earn a living***

## Slide 100

## Slide 101

## Principles

**Manage energy**
**Physical, Emotional, Mental, Spiritual**
**Capacity diminishes with overuse **_**and**_** underuse**
**Balance expenditure and renewal**
**Build capacity by pushing beyond limits**
**Rituals are key to high performance**

## The Power of Full Engagement

**Manage time**
**Avoid stress**
**Life is a marathon**
**Downtime is wasted time**
**Rewards fuel performance**
**Self-discipline rules**
**The power of positive thinking**

**Manage energy**
**Seek stress**
**Life is a series of sprints**
**Downtime is productive time**
**Purpose fuels performance**
**Rituals rule**
**The power of full engagement**

***Old Paradigm***

***New Paradigm***

## You get up every morning

***You get up every morning***
***From your alarm clock’s warning***
***Take the 8:15 into the city***
***There’s a whistle up above***
***And people pushin’, people shoving’***
***And the girls who try to look pretty***

## And if your train’s on time

***And if your train’s on time***
***You can get to work by nine***
***And start your slaving job to get your pay***
***If you ever get annoyed***
***Look at me I’m self-employed***
***I love to work at nothing all day***

## And I’ll be . . . 

***And I’ll be . . . ***
***Taking care of business – every day***
***Taking care of business – every way***
***I’ve been taking care of business, it’s all mine***
***Taking care of business and working overtime***

## Taking care of business

***Taking care of business***
***Taking care of business***
***Taking care of business***
***Taking care of business***

## Taking care of business – every day

***Taking care of business – every day***
***Taking care of business – every way***
***Taking care of business - it’s all mine***
***Taking care of business and working overtime***

## Taking care of business

***Taking care of business***
***Taking care of business***
***Taking care of business***
***Taking care of business***

## Dave

***Dave***

***If science is the brain of the Agency . . .****** ***

***. . . administrative support is the heart!***