Tips for Realistic Goal Setting

"If goals are not obtainable and realistic, you're setting yourself up for failure." That's a reality check from Margie Lawson, a counseling psychologist with a Master of Science degree in Counseling Psychology.

According to Lawson, research indicates that Americans expect to complete 42 percent more than they can possibly do in any given hour, afternoon, or weekend. Their to-do list reads more like the Great American Novel than a day's work. It's a good thing to push yourself, but do you push yourself harder to fail? Have you compiled an unrealistic list of things to do and set yourself up to fail?

Self-Defeating Behaviors

Lawson identifies these over-achieving behaviors as self-defeating. "A true self-defeating behavior (SDB) is an action or attitude that once worked to help an individual cope with a hurtful experience that now works against the individual to keep him or her from responding to new moments of life in a healthy way."

SDB behaviors might include: Procrastination, Perfectionism, Overdoing, Disorganization, Time mismanagement, or Unrealistic goal-setting.

If you are one of those that push yourself each day, then read on to find out how to SOAR: Setting Obtainable and Realistic Goals, a term coined by Lawson.

Write It Down

Purchase a fun notebook (colorful, odd-shaped, day-timer, spiral bound, whatever makes you happy) to write your to-do lists. A day-timer can often be limiting because the calendar is already in place, but a bright pink notebook with blank pages can open the mind to change.

In writing your goals down, you are better able to keep up with your scheduled tasks for each accomplishment. It also helps you to remember each task that needs to be done and allows you to check them off as they are accomplished.

Start Small

Managing day-to-day activities can often be more overwhelming than big projects. Instead, set realistic short-term goals. Items on a daily To Do list for an executive assistant might be: print boss' calendar, return phone calls and emails, edits the transcribed letter to the president, etc. Short-term is a task that can be done quickly, and is often repeated each day.

For big projects, start small and break each task into smaller manageable ones. For example, if you have to plan an executive partners retreat in less than four weeks. Don't overwhelm yourself with the big task and worrying about who, why, where, when, and just how you're going to squeeze all that work into an already full day! Start with site selection (link to internal article). Taking a small bite out of a big project moves your progress toward completion.

The Realistic To-Do List

Pull out your cool notebook, and write today's date at the top (or tomorrow if you compile list the day before). Create a table with four columns and label: 1) WINNER; 2) SUPERSTAR (optional); 3) ALT; and 4) RLT. Think about the first two columns.

• The first column is labeled WINNER. These are goals you actually achieved in the number of hours available to you today. WINNER is tasks that must be done today (often every day), regardless of your workload. Set appointments for your boss, respond to email and sort snail mail might be a few examples. What are those tasks for you?

• If the over-achiever in you is unable to whittle your list down to the barebones, use the second column to create a SUPER STAR list (optional). This is where you list items you MAY be able to fit into your schedule, but only after the WINNER list items are completed.

• List ANTICIPATED Length of Time (ALT) to reach the goal by the item. How long will it take you to write those e-mails? Book your CEO's travel arrangements? File?

• After you've met the goal, then make note of the REAL Length of Time (RLT) it required.

Stop and Think

As you go through your week, other items are going to want to sneak on one of those lists. It's up to you to stop and think before putting them on your list. Don't just slap one item on the WINNER list; another as a SUPER STAR goal. Perhaps you might want to add a MAYBE list - maybe you'll get to it; maybe you won't. You will at least have it written down, so you'll know it's there.

Evaluate Your Lists

It's important for you to make time at the end of each day to evaluate your lists. Here are some questions to ask:

• Did you spend your time today wisely?
• Was there something on your WINNER list that really should've been in your SUPER STAR column?
• You've created two time columns next to your To Do items - ALT and RLT? How close are they?
• Do you need to adjust your priorities?
• Are there items on either list that you continually avoid because they are too big to tackle?
• Do you need to break down into smaller, more manageable goals?

If you still find that you are unable to complete all the expected tasks, then perhaps it's time to sit down with your boss? You have some concrete details to show her how impossible is your day. Perhaps she can offer solutions, or at least help you decide which tasks are critical and which are less time-urgent. Don't use this opportunity to whine about all the work you have to do!

When you use realistic goal-setting as a tool to manage your time more effectively, you will become a better office professional.