Category: Life Hacks

Stress Management: 2 Tools and A Great Question

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Recently, I was asked to create a presentation to help people manage their stress and find work-life balance around the holidays.

Because that’s hard! I mean, let’s face it, Work Life Balance is difficult to find EVERY DAY. Yes, every day. And, especially when the calendar is fuller and expectations are even higher, like around the holidays.

Let’s just call it what it is. We can work towards Work-Life balance any day. We’re talking about this in December, but I could probably start this with “Finding Work-Life Balance in the New Year”, and while you could be busy then for different reasons, the strategies might still be the same!

Let’s get started. I want to talk at stress management. Because, like and in conjunction with life balance, this time of year and every day of the year is a good time to talk about how we can take better care of ourselves.

First, a couple of tools that you can use around the holidays and also every other day of the year. You can use them at work or home or on the train or in your car or as you fall asleep, or at a holiday event while you try to not overreact to your obnoxious uncle, or standing in line at a retailers or when you really just want to go home. The two tools are Square or Box Breathing and Progressive Muscle Relaxation.

I have talked about square or box breathing before (click here to check out that article), go to my website’s blog page and search for “breathe”, and I want to put it out there again today. Square breathing is when we breathe in for 4 counts, we hold that inhale for 4 counts, we exhale for 4 counts and then we hold the exhale for 4 counts.

That’s it. We can count it in our heads, or perhaps we do it while we listen to a favorite song.

In for 4, hold for 4, out for 4, hold for 4. Imagine the 4 sides of a square or box as you breathe. Try it in sets for 30 seconds then 60 seconds then 2 minutes. We can just do this for ourselves any time we can use a little break. I practice square breathing multiple times a day, and it makes a world of difference in how I feel and how I manage my stress.

And, Progressive Muscle Relaxation. From Healthline.com, Progressive muscle relaxation (PMR) is a form of therapy that involves tightening and relaxing your muscle groups, one at a time, in a specific pattern. The goal is to release tension from your muscles, while helping you recognize what that tension feels like. Again, that was from Healthline.com.

This is a great technique to help us relax and relieve tension, but it is also really helpful for us to identify what stress feels like and where we personally hold stress in our body. There are many places that people commonly hold stress. Head and forehead, jaw, neck, shoulders, back, arms and clenched fists. And more.

So, How to:

Starting at our feet and toes and then working up our body, we squeeze our muscle groups for a count of 5 and then fully release the squeeze, all while breathing nice and deep and taking a few breaths between muscle groups. So as we slowly work up through our feet and then ankles and calves and knees and thighs and hips and on up our body, we may realize there’s an area that’s fully clenched all the time, like our shoulders or our fists or our jaw, and this awareness can help us to release that tension and also identify it quicker next time. You can do this any time you’re feeling stressed or anxious, and it is especially great to help you fall asleep.

And now for the Great question I mentioned in the title.

A trusted counselor recently suggested a strategy to help with instances when my anxiety or my ADHD start to run the show. And it really resonated with me. It is so simple. When I am feeling anxiety or stress, we can’t just eliminate those feelings. We can use tools like Square breathing and progressive muscle relaxation to help us cope. And he suggested, to help me manage anxiety and stress, to figure out what I like to do and do more of it.

Of course, I mean we know that, right? But I needed to hear it. And perhaps you need to hear it, too. Find out what you like to do and do more of it. Yep, I love that.

This a next level stress management, time management and productivity strategy, right?

Family members decided for themselves that they wanted to do more of the things that bring them joy. Amazing, right? And they realized that their pets bring them joy so they adopted a dog. And I look forward to meeting her. But they said “Let’s do more things that bring us joy”, and dogs bring us joy, so let’s get a dog.

Again, seems incredibly simple and profound. And I needed to hear it. And perhaps you do do, too. Figure out what we like to do, and do more of it. This isn’t even stress management advice, this is just advice for life.

We can start with the easy things that the world tells us to try, like a hot bath, a glass of wine, a facial or massage, a work out, whatever that looks like for you. But the possibilities are truly endless.

When he asked me the question “What Do You Like To Do?”, my first answer was music. In addition to being a certified professional organizer and organizational coach, I am a professional and liturgical musician. So I can consider how to do it more. On my own, or with my choir. This time of year, I can sign up for more Masses at church for Advent. I can set up my music stand in my office and practice vocally or playing my flute or ukulele more often.

We also follow and support a number of independent musicians and I’d like to do more of that. I can listen to more music. I can set myself up to succeed by creating more Spotify playlists that capitalize on the musicians I want to hear more of, or make lists of songs that will calm me down or energize me. And while I love Christmas music, and I do, I also keep listening to the bands I love even this time of year because that makes me happy, too. And I can look ahead to the tour schedules for our favorite bands, and put upcoming shows on my calendar, to continue to do more of what we like to do.

To manage stress and just live better, find out what you like to do and do more of it.

Other things on my list were being with family, reading, watching movies (theatre or streaming), hiking / being outside, cooking and baking, and travel. My challenge for now and for 2025 is to do more of those things.

On the other side of that, identify what you don’t want to do and do less of it.

My example of this is meal planning. A year ago, I identified that I wanted to eat well and cook my own food for health and budgeting reasons, and because I really like to cook. BUT I don’t want to cook as much, especially during the week. So, cooking on weekdays was something I wanted to do less of. Cooking brings me joy, and so do calmer and weeknights, so I make a point to batch cook on the weekends but not weeknights.

What do you like to do? Find what you like and do more of it. And find what you don’t like, and do less of it. There is beauty in the simplicity.

Use these stress management tools this week, if you need them, and ask yourself the great question, What Do I Like To Do? And do more of it!

He Said “I Think This Is A Change I Can Make”

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I recently attended the Joint Annual Conference for the Illinois Associations of School Boards, School Business Officials and School Administrators. This was my 8th time attending, for my 8th year as an elected Board of Education Member and more recently Board President. And I always learn so much. I could write for days and days about all the things that I’ve learned. All of the learning applies to Education, obviously. And much of it applies to the rest of life, too.

At one of the keynote sessions, we heard from David Horsager. He’s an author, public speaker, researcher, and all around amazing person. He was phenomenal. I had the opportunity to work through his Trust Edge workshop a few years ago at the same conference, and this time we learned from him live!

And yes, I now have an autographed copy of his newest book, “Trust Matters More Than Ever”. But I digress.

I am NOT going to distill all that he talked about in his 70 minute presentation in today’s article or podcast. I will read the book, though, and share out more specifically soon.

He shared an anecdote when he was talking about Consistency in Leadership, though, and it really resonated with me in terms of habits and routines.

He mentioned that this time last year his doctor told him that if he wanted to be around to see his children grow up, he needed to make some changes. He shared that information at one of his presentations at the time, and after the presentation while he was chatting with 2 attendees, they mentioned that they chose to not drink their calories. That was a simple strategy this couple used to eat and drink healthier. And David shared that as he reflected on that idea, he said to himself “I think this is a change I can make.”

“I think this is a change I can make.“

“I think this is a change I can make.”

This is not an article or episode about calories. It’s an article or episode about making positive change.

Let me make a few assertions, as we get started:

  • There are areas where you and I could use some improvement.
  • Change needs to happen.
  • Change CAN happen.
  • You and I are capable of making positive change.

David shared that he realized he didn’t have to take big actions to make change, that he could do it in small pieces instead. And, so can we.

“I think this is a change I can make.”

Exploring and finding those changes we can make to make positive improvement seems more doable, manageable, applicable.

So, what does that look like for you and me?

  • We reflect on our life and situation.
  • We identify areas for improvement.
  • We set our goals.
  • And we determine the steps we need to take, to move us from where we are today to where we want to be.
  • And then we take those steps.

“I think this is a change I can make.”

David shared this example: As an international professional speaker, he takes hundreds of flights a year. His simple change to make was to switch from full sugar soda on the flights to diet sodas. He didn’t give up every beverage every day, he changed his choices just on airplanes. That felt like a simple switch, a change he could make. He identified the situation where he could employ this, and he started making small changes, which he reported, yielded big results over time.

Asking again, what does that look like for us?

It looks like a “Do This” instead of “Do That.”

Not changing the habit in general, just tweaking it. If you and I need to make a change, an example could be “No red meat” (and actually that is a change I have been advised to make). I’m not going to stop eating, or stop eating out, or stop cooking, I will just not choose red meat.

Or, we could walk instead of driving a few blocks to a destination.

Or, I can go to bed at the same time, but add in 10 minutes of meditation and reading a good book instead of doom scrolling so I fall asleep sooner and get better rest.

“I think this is a change I can make.”

If you’re reading this instead of listening, it sounds like “Hmm, I could do that. That’s something I could do.” As in, it doesn’t have to be hard. Doable, specific. We have looked at SMART Goals, right? Specific, Measurable, Achievable, Relevant, Time Specific.

“I think this is a change I can make.”

Doesn’t that feel positive and hopeful and reasonable and empowering? It keeps coming back to me in my mind. We can identify something small we can do to make progress, and then we do it.

My priest was talking about this in Mass, too. That the Kingdom of God is many things. And it is also in the small and consistent actions every day. Yes, it may be big and sweeping actions, but it’s also showing small kindnesses every day, or making time for prayer every day. Making positive change looks like doing little things consistently.

And here is my last point,

When I started writing this article, it seemed like a New Year’s or January article and message. I was very passionate about it so I wanted to write it all down, but I almost didn’t share it this week. However, the message also needs to be – We don’t have to wait. When we figure out that we need to make a change, and then also figure out what that change is that we can make, we don’t have to wait. And, I decided I didn’t want to wait to share this because any day, any moment is a good time to make a positive change.

We don’t have to wait. You don’t have to wait for January, or when you get home from that trip, or for the perfect situation to arrive, or until the planets align. We can choose small, simple changes and start right now, making positive change. I wanted to share this with you and start thinking about it for myself, because I’m never going to ask you guys to do something that I haven’t also thought of or tried, because that is the way this works.

We reflect, identify areas of improvement, determine where we want to go and how to get there, and then we make the changes we can make that move us toward that goal.

I think that is a change I can make.

A Routine’s Last Steps Are The Most Important

Recently, a client asked me how I schedule things. And since that means different things to different people, I delved a little deeper and asked a few more questions while we worked.

We were working through a pile of The Smalls in her home office. Do you know The Smalls? Imagine the things that come out of your pocket, like a pocket full of change or receipts or sunglasses or cough drops. It’s the bowl of weird things that ends up on our dresser or by the bathroom sink or in a heap on the table by the door. Safety pins, charging cords, random pens from the bank, tags from a sweater. The odd little small stuff that can drive us crazy. The Smalls.

As we were working through The Smalls, what she really wanted to know about was How to Create Routines. Routines in general, but in this case, a routine for maintenance, for example, better managing and eliminating The Smalls.

So, she was asking how to create routines? And specifically, the Maintenance Part of routines.

I love this question, we should all ask this question. And this particular client asked the question that day, but I have worked with dozens of clients answering the same question for themselves.

And as a refresher – What are routines? Using a morning routine as an example, a routine is a short list of 5-7 tasks that we must complete every morning (or afternoon or evening or when we go to a certain place or do certain things) to survive (sleep, eat, bathe, drink water) and also maintain a basic level of functionality in our life (start laundry, pay bills, buy groceries, exercise).

How do I know she was asking about maintenance? I see this client once a month. When I arrive in the morning, she is always awake, showered and dressed. The cat and dogs have been fed, dogs have been out, and she usually has some laundry started. There are many parts of her routine that are solid. I know she has mastered survival tasks in her routine. If this sounds familiar, I would guess you, also, have conquered survival, the basics, the essentials. So what is missing?

For this client, she was asking about a routine to take care of The Smalls and other clutter in her house before it got to the troublesome level.

Next level, then, is getting good at our routine maintenance tasks. After survival tasks are complete, what are those maintenance tasks we must complete every day, again, to maintain a basic level of functionality in our life?

Unfortunately, since maintenance is often less urgent than survival, we can sometimes let those tasks slide in the rush of our day to day. The danger, of course, is that since routine tasks are tasks we must complete over and over again, we can get lax in the execution and completion of them. And as we relax our standards, we stop maintaining our maintenance. The switch, then, the point is, we need to understand the vital importance of “done” or “complete” in our routine maintenance tasks, and commit to “done” and “complete”.

We need to define for ourselves what done is, what done looks like.

I worked with an adult client many years ago who said that no one had ever explained to him what “clean your room” or “organize your desk” meant, even as a child. And if that is not something that you are used to, or, like this fellow, if it doesn’t come naturally for you, or if that is not the way your brain works, then being told to clean your room or organize your stuff is meaningless.

When my sons were little, instead of just saying go clean your room or go organize your dresser, I talked with them about what steps to actually take. When they were really little, pre-readers, I made a sign with pictures, like a picture of a bed to remind them to tidy up their bed, a picture of a laundry basket to remind them to put their dirty clothes in the hamper, a picture of a hanger to put their clean laundry away, put their books away, make sure the floor was relatively clear before they went to sleep (because who wants to step on a Lego in the dark, am I right?!). When it was clean, we would stand in the doorway and I asked them to take a mental picture of what “done” looked like, so they could get back to “done” on their own some day.

First, we need to know what “done” and “complete” look like and entail.

Another example: We get up and get ready for our day. Great. If we turn around, though, what does our home look like behind us? You know Pigpen from Peanuts, who always had the little cloud of dust behind him? What does it look like behind us? We got up, but did we take 30 seconds and make the bed? We took a shower, but did we take 11 seconds to hang up our towel or put it in the hamper?

What does the bathroom look like when we’re done? “Ready to leave” is one thing, and it is all about us as a body, and it’s very important, but is your space ready for you to leave? Truly “done” or “complete” requires the extra 30 seconds that we spend in the bathroom before we finish in there in the morning, where we hang up our towel and we straighten the shower curtain and we wipe the fingerprints and the dirt or anything off the sink, and we have put all of our stuff away that we use every day. Those last few steps are what maintains that minimal functionality in our spaces.

Because we’re going to have to do it all over again tomorrow.

Those last steps are also part of the routine tasks. We have routines around times and events to make them run more smoothly, and to set ourselves up to succeed next time, too. And those last steps are vital to that end.

In my presentations, I talk about my routine around taking my supplements every morning. I mention that I used to forget to take my supplements, but I anchored the supplement habit to my morning coffee habit and now I always remember to take my supplements. Adding a few details here, I take a few supplements that need to be on an empty stomach, and as I start my coffee, I take those right away. Then I leave the other batch, the later with food batch, on the counter so seeing them will help remind me to take them. Later, when I am headed out the door for my day, a glance at the counter while I grab my second cup of coffee will remind me to take the rest if I haven’t already. “Done” and “complete” look like a clear counter. Maintaining the maintenance, and also leaving a clean slate for the rest of my day. Because I am going to have to do it all over again tomorrow.

Another global example: Bill-paying. Your bills are paid – awesome! Hopefully, you have a routine around paying bills on time, a date in the calendar to take care of those! Again, awesome! And yes, that is an achievement we can celebrate! And… did we file the papers that were left after the bills were paid? Or empty the overflowing paper recycling bin in the office, or run the handful of papers that need shredded through the shredder? Or look ahead at when we are set to pay bills again and put that on the calendar, too? These final steps of the routine task of Paying Bills often get overlooked, and then their neglect adds to our mess or disorganization going forward.

Other places we can put this idea into practice:

Managing The Smalls by identifying them as smalls and setting our space up for maintenance. Add a garbage can nearby to toss everything you can, keep a jar there for loose change or an envelope for receipts. And take the 5 seconds to toss the trash and file the receipts.

Your work space at the end of the day? Set a timer for the last 5 minutes of your work day and set yourself up to succeed tomorrow. Done looks like cleared and waiting for us and tomorrow’s work.

After traveling, unpack completely and put the suitcase away. AWAY. Complete.

Making dinner and eating dinner, sure, but also cleaning up after dinner. Because tomorrow morning, we’re going to need to start the cycle again and a clean kitchen is a better place to start our day.

I worked with a different client the other day, and the timer on her phone went off when we still had 15 minutes of our appointment left. Because … she is wise and she knows we need to put stuff away. We made a few last labels with my label maker, put the bins of clothes in the closet, took out the trash, loaded the bags of donation into the back of my car, talked about what her next steps are to continue to making progress. We do the work, and then we have our routine around maintaining maintenance. Taking those last few moments to set ourselves up to succeed next time.

Consider your routines this week, and determine what Done and Complete look like for you, and then commit to maintaining the maintenance and setting ourselves up to succeed next time!

This Week, Clear Clutter and Prepare for Cold Weather!

The day this episode comes out, the day this article and newsletter drop, I am hosting a free “Clear the Clutter Webinar” via zoom, check my website, socials or newsletter for the link!

I want to talk about clearing clutter today.

Clearing clutter reaps benefits beyond a clearer surface. We live lighter, we’re less distracted visually, we are safer in our homes without things in our way as we walk and without clutter gathering dust, mold or mildew, germs and small critters. Taking positive action to improve our physical spaces provides positive boosts to our mood and energy level as well.

I feel like it’s time to clear some clutter. We don’t need a reason, but there are good reasons to clear clutter this time of year!

Yes, it is the change of seasons.

Yes, the clocks have changed, and the evenings are getting darker and darker earlier. And we’re nesting, as we spend more time inside our homes.

Yes, the holidays are approaching, but I am not going to focus on those today!

So, for cooler weather, for wellness, for the holidays, because it’s the right thing to do! Sometimes, we need to move physical clutter to create movement in our brains and calendars and energy, and now is as good a time as any!

As though in support of this topic today, I received an email from an author I follow (Jon Acuff, if you know you know!) that a great year in January starts in November. (I am paraphrasing, but it resonated with me!)

Let’s do this!

I started writing this article on November 1.

That morning, I put away the Halloween Decorations and washed my front door, because – ew. Lots of little finger prints and such from our visitors the night before. I also sent a bag of candy in to Greg’s office for the communal candy jar because we DO NOT need all of that candy in the house because we will just eat it. I intentionally enjoy the clear and undecorated look of November before adding Christmas decor on December 1, so after all the surfaces were clear again, I smiled and took a couple deep breaths.

So, de-decorate from Halloween if you haven’t yet.

Next up, the kitchen cabinets. Shelf by shelf, category by category, review the food in your cabinets for expiration dates. Toss anything that is expired or stale, then put stuff back grouped by category so you can find it again when you’re looking for it.

Now do some Pantry shopping. What is Pantry shopping? It is what it sounds like. It is intentionally using up what you have on hand, in the pantry, before going to the grocery. As you review your items in the cabinet, take note of items you already own that you can use in your menu plan for the next few weeks. Clear some cabinet space and save money by using foods you already own. In addition, with a few thoughts ahead for your holiday cooking, use this as an opportunity to inventory and plan your holiday food shopping.

Next stop – your refrigerator and freezer! Did you know, November 15th is National Clean Your Refrigerator Day? Let’s tackle the fridge and freezer like we tackled the cabinets! Start with the easy and obvious. Review your food, and toss anything that is expired or even questionable. Make note of any prepared food that you need to use up, and add the foods in your fridge and freezer to your menu plan for the next week to make some space and save some money. And, make note of what you might need to replace or stock up on.

Now that the kitchen is looking better, we can turn our attention elsewhere.

Let’s get clothes and shoes ready for the Cold.

Have you switched your clothes and closet for the season yet? Sadly, it is time to put away those summer items and bring out the sweaters. If your dresser and closet are crowded, the easiest way to make some space is to pull out strictly summer items and store them until Spring. For storage, tap underutilized storage space like the closet top shelf or under your bed.

It is also a great time to do a final check – clean your summer bedding, if you have it, and pack it all away until Spring. Or, take items to the drycleaner and set a reminder in a few weeks to pick them up.

How about your landing and launch pad spaces, front or back door? I just checked out the baskets by our back door. In warm weather, the baskets contain baseball caps, rain ponchos and umbrellas. I tossed anything that needed to go, brought out the hats and gloves and scarves, and put away the baseball caps and ponchos. The door where we come and go from is now ready for cooler temperatures.

Also, as you swap out the warm weather shoes and outerwear at those landing and launch spaces, or in your closet for colder weather items, now is a great time to collect any summer shoes or sandals, in my case, check them over and take them in for repairs now so they will be ready for you in 6 months!

Whew. Kitchen is looking better, areas where you come and go look better, your bedroom and closet is looking better, too. And… moving on…

Get your house ready for the colder weather:

  • It’s time to switch all the ceiling fans to clockwise for colder weather. Clockwise pushes the warm air back down.
  • By the time this episode drops, we will have checked the smoke detectors because we change the clocks this weekend.
  • We, or I will say, my hubby put away the patio furniture, rain barrels and gardening paraphernalia weeks ago. And the air conditioning unit got tarped until spring.
  • Now is the time to clear the outdoor walkways, and get your sidewalk salt ready!
  • Get your car ready for the cold, too – find that snow brush and ice scraper, and add some granola bars and a blanket to your car!

A few final words about recycling! In addition to Clean Your Refrigerator Day, November 15th is also America Recycles Day!

Cardboard – can we just talk for a minute about recycling your cardboard? We had boxes stashed on two different shelves, saving them for “later”. We had WAY too many and almost all of them went into the recycling bin. My typical answer about the question of cardboard is that more will always come. We can confidently break down and recycle what we have, because more will always come.

Anything else easy and obvious? Return items that need to be returned, drop off those bags of donations.

Spend some focused and dedicated time this week clearing clutter in important spaces, either in small bursts or one or two longer sessions, and reap the benefits for weeks to come!

Get Good At Transitions: Intros & Outros

I am going to start this article with the end in mind.

The last line is: “Get good at transitions with clear and consistent communications, a plan and focus, respect to timelines and occasional flexibility as needed.” And you will soon see why.

In addition to being an organizational coach and certified professional organizer, I am a liturgical musician. I have the supreme honor of enhancing worship with and for my community. In addition to enhancing worship, I also have the supreme honor of supporting my community in times of transitions, experiencing joys and sorrows at weddings, funerals, sacraments and holy days.

Recently, I had the true joy and privilege to sing at a wedding. The bride and groom were happy, the families were happy, the weather was perfect, there was a lovely feeling of celebration in the church. It was great. The benefit to planning for and singing for a wedding, as opposed to other sorts of liturgy, is that we have a lot of time to plan. I sat down with the bride and groom 7 months ago to review the order of the ceremony and fill in items like the readings. We also reviewed where in the ceremony there are opportunities for music, either instrumental or vocal or both, and discussed if they or their family members have specific requests and favorites. Since then, we texted, emailed and spoke, checking in again with the couple, their families and the deacon performing the ceremony.

Communication happened, everything was smooth sailing. The few hiccups that did occur were quickly managed.

Then it was the Saturday morning of the 2:30 pm Wedding. And everything was still fine, and continued to be – there is no cliff hanger here. I am not leading up to some big blow up. Everything was still sailing smoothly. But what occurred to me that day was, with months of planning for a 45 minute ceremony, that we needed to get VERY CLEAR on the 10 minutes before the ceremony began.

All the planning, all the rehearsing – and oh yes, I did rehearse – if my neighbors weren’t also singing the songs in their sleep after listening to me rehearse for the 2 weeks prior, I would be surprised. All the planning and all the rehearsing were for the ceremony itself, and we were super prepared. But success is often measured for such things as the ceremony, of course, but also how smoothly it begins and also ends.

It comes down to a few minutes, and then the moment. And… But?… And… we were ready. We had a clearly defined goal, laser focus on the goal, clear and consistent communications around the goal, and everyone did their part to prepare for the event. We were ready, AND I needed to nail those 10 minute leading up to the moment the bridal party stepped off.

It’s funny, because your perspective absolutely changes from six months out, reviewing the time line and checklists, hiring an accompanist, purchasing the sheet music, rehearsing, etc. Down to those last 600 seconds.

Shall we start playing the three minute and 47 second song at 2:24 as a prelude? But we have to make sure that the bride can hear it, because that was the one request she made to me via text the morning of the wedding. Or, as I thought about my chat that afternoon half an hour before the wedding with my friend, the mother of the bride, and how she mentioned that the only song that was specifically her choice was the song we were playing as the Mothers are seated. I had considered cutting it short (it also is 4 minutes), but she loves it, it was her only request, so guess what – yes, we played the entire song.

So, we had a goal and deadline and parameters, but the whole point of the day was to love and support the bride and groom and their families, so we made it all happen in that very short amount of time. We nailed that transition so the rest of the event could flow smoothly.

Similar thought process – soon after, my choir and I were warming up to sing at Mass and for whatever reason our Sunday morning rehearsal started late. We usually try to run through every song once in that Sunday morning rehearsal, but that day, we didn’t have as much time as we usually do. And when that happens, we focus on rehearsing the intros and outros. I don’t actually know if outro is a word, but if you talk to a musician, they know what intros and outros are. An intro is, for example, the first four measures of a song before the vocals begin. And the outro is how you plan to end the song – you vocally end with a whole note, then the instruments do another couple of measures, for example.

We know how the songs go, we aren’t worried about the middle. We just need to know we will start and end the same. Clear communications, a goal and focus, a clear plan. We need those intros and outros to be clean. If there is going to be a mistake, it is likely at those transition points and not in the middle of a verse. If we start messy, sometimes it throws us off and we miss other things in the song. And no one wants to finish rough because often, no matter how amazing the song was, people are going to remember the last 10 seconds and how you finished.

We focus on transitions, whether it is the few minutes before or after an event, or the first or last few seconds of a song, because those matter. Those are the most likely places to stumble, so we practice those even more than the rest.

This is not a music lesson, though it may sound like one. It’s a life lesson, with musical examples because I am me. Let’s look at how to apply solid intros and outros to life.

Our work or school days are predictable, for the most part. We know how to do our work and we know how to go to school. Our commute to and from work or school is relatively predictable, though sometimes we hit traffic or some other complication.

The more likely places we are to stumble in our day, the places that might stress us out or make us late, are the intros and outros, the transition for sleep to awake, from home to travel, the “leaving the house in a timely manner and well prepared” part.

Driving our car to school or work, and even doing our work isn’t where we stumble. Getting out of the house to drive, or leaving work on time to be ready for the rest of our day – that is where we stumble.

So the actual trip is no big deal, but if we don’t get our acts together, and so therefore don’t make it out the door in a timely manner and therefore we’re late for the rest of it, that is where we’re going to stumble. Right. Transitions. Transitions. Transitions are where we have the greatest opportunity and greatest incidents to stumble.

Let’s get really good at transitions.

Last week, I prepared to present at an event at a local community college. I love these events, it is great to go out and meet people! And I started my planning a few days before to make sure my transitions were solid. I made handouts ahead of time just in case my printer got cranky and I needed a Plan B. I purchased my promo materials months ago, and it’s all packed with my gear. I loaded everything into the car a day or two before, to make my day easier for the actual event. Anticipating the actual work, I had no worries about presenting or networking – those are easy. The potential transition that could slow down or mess up my day was changing out of client appointment clothes and into more snazzy presentation clothes, so I packed that bag ahead of time as well. And I knew how long the commute from my client appointment to the event should be, and allowing some cushion, I knew my hard stop time to get me where I needed to go.

Get good at transitions. We want to make sure we are as prepared as possible for those transitions. I’m never worried about my client appointments, but sometimes I’m worried about the commute, getting there, ending on time to get to my next appointment, and home again.

Let’s consider how we can practice those intros and outros even more. Keeping the analogy, when we practice intros and outros, we communicate ALOT beforehand about how we are going to start and finish, we imagine the song in our head, we set a tempo, we take a deep breath and then we begin.

“Get good at transitions with clear and consistent communications, a plan and focus, respect to timelines and occasional flexibility as needed.”

Recipes For Life, Not For Stew or Cookies!

If you have followed me for any time at all, you know I love to cook. I don’t cook as often as I used to because there aren’t as many people in my house these days. But I love to cook. And though some of my articles and episodes and social media content are about cooking (those are some of my most popular videos, it’s funny), this week’s topic, despite the name, is not one of those.

This is not a cooking topic, even though it’s about recipes.

But let’s use a food recipe as a launching point for the topic. When I cook, sometimes I make something that I have made so many times, the recipe is in my head and I don’t need to read an an actual recipe anymore.

Chocolate chip cookies or pretty much, you know, your basic cookie base, right? Two sticks of softened butter, three quarters of a cup each of white and brown sugars. Far too much vanilla. Oh, wait, maybe that’s just me. Whip that until it looks right, add two eggs, and then add whatever else that you want to add. For most types of cookies we make, next we add two and a quarter cups flour with a teaspoon each of soda and salt. For oatmeal cookies, it’s more oats and less flour. For peanut butter cookies, it’s more flour. I just wrote that in one sitting. I could have done it my sleep, and perhaps somewhere along the way I have.

How about beef stew? Cut your stew beef into small cubes, then sear them in your pot with some flour, salt and pepper. Dice your carrots, celery, onions and potatoes also into small cubes – we like a little bit of everything in each bite. Then add water, bullion, A1 Steak Sauce and Worcestershire Sauce. Mmm, delish. And that one is in my head, too. I don’t need to write it down and I wouldn’t need to look at it.

These two examples are of foods that are almost a routine, but not quite. Through starting with a recipe long ago and then through repetition of the recipe, I can make these items without referencing a physical recipe. But it’s in my head.

I talk a lot about routines because I really do believe that they are the building blocks for, oh, I don’t know everything, but there are some things we do that are not routine tasks.

Routine tasks, in my mind, are things that we do multiple times a day, or every day, or maybe a couple times a week, or once a week. And the repetition over time cements the process or task in our heads. Repetition and practice, we’ve talked about those, too. Repetition cements the practice.

The practice. I think that’s the other part, too, is the sequencing that comes in a recipe. So it’s not just the list of ingredients in a recipe, it’s also the, “what do you do with them”? If it’s a cooking recipe, ingredients are listed in the order that you use them. So if there’s something in the recipe that needs to be “chilled for 2 hours”, for example, that block of ingredients is probably going to be listed first.

Now, Let’s look at this in terms of time management.

Because some tasks and projects need to be done the same way every time. You do those steps first, and then 2 hours later, you do the other steps. That is how a recipe works, at least in terms of food.

We can use recipes in our day to day life as well, even if they don’t have food attached to them.

In my time management and productivity presentations, I talk about recipes, also known as shortcuts or checklists, because they help us. We determine the right ingredients for a task or project, and then the best sequence to complete the task or project efficiently and effectively and consistently. Like a recipe. Then we make note of the recipe and refer back to it every time we need to complete that task or project or similar, at least until we have the process or practice remembered or cemented.

And we do this to get the expected and preferred outcome. We figure out what we need and how to fit it together to get what we want from the process, and we document the ingredients and steps to an refer to them again and again.

I was at a conference, reviewing some notes between sessions, and a table of techie people near me were talking about recipes. And I quickly realized they were not discussing food. They were talking about recipes for non routine tasks. Like CODE! Yes, they were talking about coding. They were talking about leaving themselves notes about steps and sequences to ensure a positive outcome next time. And we all can benefit from that idea, right?

Let’s think about how we can incorporate the idea of recipes, of notes about steps and sequences, in our own lives.

Recently, I was reminded about the importance of recipes for non-routine tasks by a phone call from a family member asking about how to do something on their phone. Reasonable question.

I’m not familiar with their phone, but I’m familiar with some phones, and have a good idea of how things work. I asked if they had done before what they wanted to do now (send photos in a text to a friend), and they said yes, but it has been a while and they didn’t remember how. Fair enough, we all have moments like that, I know I do.

But, they were out of practice and we needed to re-determine the steps and sequence. We needed to determine the recipe, and also remember to refer back to it next time.

Truth is, I have recipes for different processes myself. I recently documented a recipe for my weekly content process and I have found it very helpful. Let me explain:

I have a topic per week for my newsletter and podcast episode and social media content. I set those up on my editorial content calendar 2 and 3 and sometimes wonderfully, like 4 weeks in advance. I get the idea from something I have learned or current events or from a reader question, and I realize discussing the topic would be beneficial for all of you. I start to think about what it is I want to talk about. For the topic every week,

  • I determine the topic;
  • I verbally record me talking about the topic on a voice memo;
  • I name the voice memo, email it to myself and upload it to a transcription website;
  • I copy the transcribed text into my blog platform and start writing the article;
  • I record the podcast episode about the topic based on the article;
  • I finish and edit the article, add photos and links;
  • I publish the blog article;
  • I write the newsletter for this week’s topic with the link to this week’s article;
  • hopefully, I also record a short video to be shared on my social media channels and you-tube; and
  • the podcast episode and newsletter come out on a Tuesday together.

Now that I have determined the ingredients and sequence to this process, I have written it down. And it almost a routine task, but here is another complication that necessitated the writing of the recipe. I do this every week. And the process is longer than week.

What complicates the process is that I initially recorded, for example, this article content about recipes about four weeks ago. My content calendar is complex but I like it. I have these recipes per topic all loaded into my master to-do list, and each week’s content is in varying stages of completion.

As I write this article on a Monday for next week, also today I am publishing this week’s completed article and sending the newsletter out tomorrow regarding this week’s topic. This Recipes article I am writing and content is scheduled for next week, and I have articles started for other upcoming topics, as well.

Each week and topic have a nice clear publication day, but I am also mid-process at any given moment on two or three other topics.

Yeesh.

Do you see why I need recipes and check lists?! I needed to schedule the ingredients and sequencing for each week’s topic. I wanted to simplify, to automate, to give my brain a break. There is just too much to track with all of those processes running, and I needed my brain capacity to also be used for a million other things in my life so it was time to document and then repeat regularly the recipe.

Now it’s all documented, and when I complete a step, I delete the step because I can. For example, on my master to-do list and the recipe for the Recipes article and podcast,: Recording, check!

It is the ingredients, sure, but also the sequencing. Sequencing is super important to understand. For example, there’s no way I can publish my article if I didn’t have it written yet! Seems so obvious. I know, but sometimes we need obvious.

Where in your day, your week, your month, your year would recipes help you?

In a recent article and podcast episode about quarterly planning, I mentioned activating my October 1 holiday planning list. Yes, I have one of those. Because we do these things over and over. Why not figure out the right way to do it, the best way to do it, the quickest way to do it, the easiest way to do it, the right ingredients and proper sequencing of steps? And once we have done it and we’re paying attention and we’ve figured out that wow, that idea really saved me time and stress, and everybody was really happy about it, Oh – let me write that down! So that awareness of what we’re doing and documenting that process, super helpful.

Leave yourself some love notes for later in the form of recipes. Through your experiences and triumphs, you have gained the knowledge and earned the wisdom. So let Wise You leave Future You some notes from later, the recipe, the ingredients and proper sequencing, and make your life so much easier going forward.

Yes, I helped my family member with the tech question. And later, when I sit sit down to work on my content calendar, I am going to appreciate the recipe that I wrote for myself and future me as I edit one article and publish another and do the things I need to do with ease, without having to scratch my head and wonder what my next steps or worry if I have forgotten something! I hope you found this helpful!

ADHD Awareness Month: Aware In Many Ways

October is ADHD awareness month.

If you know me at all, you know that I like to play with words. And ADHD Awareness, those two words together, have multiple meanings for me.

ADHD Awareness could mean “I am aware of ADHD. I’m aware of its definition, some of the top behavioral traits that go along with ADHD in children, or in adult males or adult females”, etc.

That could be one way that we are aware of ADHD.

This first part, the “I am aware of ADHD” part, may seem unnecessary to you, but I experience ADHD resistance from people regularly. Because it is invisible, I hear that “ADHD isn’t real”, or “that person doesn’t have ADHD, that person needs better self control or to just try harder”, or, from older generations, “ADHD didn’t exist when I was a kid, so it doesn’t exist now”. Yes, it did exist, we just didn’t have a name for it. And we do have a name for it now, and we know more now, thank goodness.

We cannot deny ADHD exists, or that a person has ADHD. And in terms of awareness, unless you are a clinical psychologist, we also cannot diagnose somebody with ADHD.

I have also heard the complete other end of this spectrum, instead of ADHD doesn’t exit, I hear “Well, we all have ADHD sometimes”. Or “aren’t we all a little ADHD?”, as if that was possible. While this may seem like a more accepting stance than “ADHD doesn’t exist”, it still doesn’t yet respect the impact “Attention Deficit Hyperactivity Disorder” can have on the folks who have it.

Disorder.

Disorder.

There are external behaviors or characteristics that we all may have that people with ADHD also exhibit. Our focus may wander, we may act impulsively, we may have high energy, we may struggle with time management. I have talked about the characteristics of ADHD in other articles and podcasts. From time to time, we all exhibit what may be characteristics of ADHD, but what determines ADHD is how long we exhibit them, how often, to what extent, how they impact our day to day functioning, and with what other behaviors and characteristics. So to respond to “we all have ADHD sometimes”, or “we’re all a little ADHD” – Yes, we all may exhibit the behaviors we expect from someone with ADHD, but how much do those negatively impact our lives? If we are neurotypical, if we do not have ADHD, for example, we are much less impacted.

The first step of awareness is to realize that ADHD exists and what it means. And the next is to find out how it shows up. “ADHD Awareness” can also mean awareness of how ADHD shows up in ourselves and others.

The current data shows that more than 11% of the child population has ADHD (per the CDC website), and that number accounts for only the diagnosed cases. Because ADHD is invisible, and because some people with ADHD can become adept at managing their ADHD on their own or masking their challenges, the actual number is definitely much higher.

So we can be aware that it exists, and we can be aware that we definitely know someone with ADHD. Using that 11% or more of the population statistic, if you know 100 people, at least 11 of them likely have an ADHD diagnosis. If you only know 10, it’s likely at least one has ADHD.

Now, here’s what’s interesting to me in what I do. I’m a certified professional organizer with specific training from Coach Approach for Organizers and the Institute for Challenging Disorganization in helping clients who have ADHD. I help them, through coaching, to find essential structures that support them in the midst of ADHD, to help them to be the best they can be.

And because of who I know and who I work with, and because people feel comfortable enough with me to share, far more than 11% of my circle has ADHD. I find that interesting but in no way negative. It’s noteworthy but not in a bad way. It exists. It exists for a lot of the people that I know, and I have ways of helping them.

A long time member of my community asked me to write more about ADHD, especially Later In Life Diagnosis. There has been a swell of ADHD diagnoses in adults over the past few years. Pre-pandemic and pre-lockdown, many people with undiagnosed ADHD got by and made things work. But the loss of external support structures and the added demands and stresses that came with our home and work lives during pandemic and lock down made many people realize there may be problems that exist that have never been addressed.

And as mentioned before, there are strategies that help all of us and also people with ADHD to get more done, be more productive, manage our responsibilities, manage our stress. I look forward to helping my clients, neuro-typical and neuro-diverse. That’s the answer for me.

In this ADHD Awareness Month, let’s gain awareness of ADHD a little more locally, then, as in “I am aware that this family member or this coworker has ADHD, and I will spend time in October exploring with them what that means for them. If I am in a supportive role for that person, how I can best support that person?”

At the conference I attended last month, we discussed a really powerful and simple tool for working with a neuro-diverse person, like someone with ADHD or that may be autistic. And truly, I think it is a great tool to use for communication with anyone. We ask – what is normal for you?

(And recall, I just talked about normalizing in a recent podcast episode!)

For example, I could say to a client or family member or co-worker,

“Some people like to listen to music while they work. Does that work for you? And if so, what would be your normal music to listen to?”

Or,

“Some people like to use timers to remind them to wrap up a project and move on to their next appointment. Sometimes that works for me. What is your typical way of transitioning from one task to the next? A timer, a visual cue, a verbal reminder from me? Do you have a typical way? What is your normal?”

Ask others “What is your normal?”

Normal movement, temperature, conversation level, work schedule and rhythm, etc.?

These are examples of organizational coaching questions, and I am a professional who works with clients with ADHD. These might feel formal to you, but perhaps you can think of some on your own to open up these topics of conversation with the people around you.

And, my friend, you are allowed to ask for these questions and solutions for yourself, too.

Using myself as an example, because I don’t have to ask permission: if you asked me what my normal is:

I like a visual calendar with blocks of color. I like a digital calendar because I can maneuver the info quickly and easily.

I don’t like being hot, it makes me feel physically ill.

I do not like to listen to music while I work, mainly because I am working with words and I find it hard to have the words I am working with conflicting with the words I am hearing. In a conversation with my husband recently about working with music on, he mentioned he likes music and it works for him because he is dealing with numbers. I appreciate that insight.

I appreciate patience from a person who interrupts me for me to catch up with what they are saying because it takes my brain a moment to switch over to them.

I don’t like to be late, it makes me really anxious.

Those are parts of my normal. What is your normal? Once you know it, can you ask for it? And can you ask others how to support their normal as well?

In this ADHD Awareness Month, let’s understand that ADHD exists, and what that means. And let us gain awareness around ADHD in the people around us and even in ourselves.

Other articles of mine on ADHD:

https://peaceofmindpo.com/2021/10/13/adhd-awareness-month-for-yourself-and-for-others/

https://peaceofmindpo.com/2023/10/23/october-is-adhd-awareness-month-more-than-just-awareness/

PSA: It’s Time To Organize Your Medicine Cabinet

Public Service Announcement this week!

In the past few years, I have moved away from writing and sharing specifically organizing articles and topics, but three different reminders came to me recently, and I feel like this is a great topic for this time of year. And I will be sharing a video, too, probably on my you-tube channel, as a trial run.

Let’s talk about… your medicine cabinet. Maybe your linen closet. Your kitchen cabinet. Your dresser or bedside table. What do all of these areas have in common? These are the likely places in most homes where medications, supplements, toiletries, etc., build up. And settle. And slowly expire while no one is watching.

To clarify, I am going to talk about bathroom medicine cabinets today, but also more globally about medications in general. Because not everyone stores their medications in the medicine cabinet.

In my presentations, I share the definition of clutter as “Clutter is anything you don’t need, use or love, and isn’t loving you back.” And seeking the proper reference for that quote sent me down a google rabbit hole, so if you know who said it, please tell me and I will share the proper credit!

Barbara Hemphill, considered one of the originators of the professional organizing industry, says “Clutter is Postponed Decisions”, which is also so true!

We can see that clutter is in itself annoying and troublesome. Having clutter, seeing clutter. But next level, clutter also covers up what we DO need and DO use and DO love. We need to check in on our medication and clean out our medicine cabinet, so as the weather gets colder, we can find what we need when we need it!

My three recent reminders were a conversation with an accountability partner, a client medicine cabinet project, and a reminder about Covid 19 home tests!

On my biweekly call with one of my accountability partners, she mentioned she is participating in a clutter challenge where they tackle one area a day for 5 minutes. And the recent area was the medicine cabinet!

Then… I worked with a client and spent 2.5 hours getting through and organizing her medicine cabinet, under the bathroom sink and a bathroom cabinet – three garbage bags and done!

And then, I received an email that we can again order Covid Tests free through the USPS, and I know, without even checking, that we don’t have any. I filled out the online form and my free tests are on their way. When they arrive, I will put them away in a specific place in the hall linen closet where that type of item lives.

Obviously, I am meant to talk about Medicine Cabinets, etc. this week!

Let’s get to it!

Clear Some Work Space:

Clean off the bathroom counter, reviewing all the items first and purging anything that can go.

Collect some garbage bags, a note pad or grocery list and a freezer bag or two.

Open the medicine cabinet, and take note of where things are now. As in, where do you always reach for your toothbrush, or where do you always keep the first aid items so you can find a band-aid in a flash?

Take it all out. Yes, take it all out. Wipe down all the surfaces. Yes, all the surfaces. It is likely you have not cleaned out the medicine cabinet in a while, or ever, and the surfaces could be sticky and dusty from years of neglect.

Collect All The Things:

Collect all the medication from those different areas, or tackle them individually. Your choice. But please consider the different areas as part of a larger theme, and tackle them all within a short amount of time because there is typically SO MUCH OVERLAP.

Too many spaces for storing our medications can lead to duplicates, a forest of partially used products, and items that expire before they can be fully used up. And with many storage spaces, we still can’t always find what we need when we need it!

Purge, and Take Notes of What You Purge:

Review, review, review. Pick up and look at each item. Item by item, review expiration dates, intended use, and just how it looks.

If a medication is expired, you likely need to let it go. Into the trash if it is an OTC item, and into a baggie to be dropped off at a hazardous waste collection site or event if it is a prescription medication.

And If a medication doesn’t look right, doesn’t seem like the right color, isn’t the consistency you expected – it likely needs to go, too. Better safe than sorry. Sometimes an item expires to you, too. For example, a client had bottles of Infant Tylenol and teething gel, and her “baby” is 6 years old.

Make a note of what you purge. If it is an item you still need to have on hand, add it to your shopping list. There are some items that you likely NEED to have on hand. Cooler weather is coming, and with it, a higher possibility of illness.

Location and Containers Matter:

Once you have reviewed your items, it is time to put them away. Consider how and where you want to put things back. Consider who is using the medications, or if the medications need to be kept out of the reach of children or pets.

Keep in mind, too, that often medicine cabinet shelves are adjustable. On the recent client project, I took out one shelf and adjusted the other shelf to better accommodate tall items that she was struggling to store. I have a very short shelf in my medicine cabinet for combs and toothbrushes, which leaves more room on other shelves for taller things.

Another idea, years ago I worked with a client who was a nurse and suggested she sort her medicine in her cabinet into two baskets, one for chronic issues like daily medications and supplements, and one for acute issues like “I have a cold, I have an upset stomach”. This idea resonated with her, and we put the daily basket on the lower shelf because it was easier to access and right at eye level!

As you assign a home for your medications and supplements, please consider that warm damp areas are THE WORST place to keep your medications and supplements. Extreme heat or damp can negatively impact the quality and efficacy of a medication. And bathrooms and kitchens tend to be warm and damp. If you need to store medications or supplements in the bathroom or kitchen, make sure they are out of direct sunlight and away from heat sources like your stovetop or oven.

I rarely tell people to buy containers, but medication needs to be easily identified, within code, readily accessible and within reach. With these qualifications in mind, we can see that medications and supplements can benefit from storage in specific containers. I love these containers, clear storage containers, for storing and accessing medications. Measure your space and order accordingly. My favorite source is Amazon, but you can find similar items at your big box home good stores or The Container Store.

I am sorry to say: wicker is gross, at least for medications and toiletries. It harbors dust and moisture. Wicker doesn’t contain leaks, wicker baskets are typically not a standard size and they are impossible to deep clean. Please consider clear containers for storage.

Next steps!

Now, how to responsibly dispose of medications that you need to part with? Over the counter medications are typically safe to put in the trash. DO NOT flush any medications as they should NOT be in our water supply.

October 26, 2024 is a National Take Back Day. National Take Back Days happen in April and October, and are national initiatives to help the public properly and safely dispose of unused and unwanted medications. Check out the DEA website or google Take Back Day October 2024 for locations and events in your community. In addition, many municipalities have permanent drop-off containers for every day. For example, I can drop off unwanted prescription medications at my local police department.

The other important next step is to re-stock any medications that you needed to purge, so that you have the items on hand when you need them. You know you and your household the best, but there are also some medications that we are all recommended to have in hand, such as an antihistamine for allergic reactions, acetaminophen (Tylenol) or ibuprofen (Advil) for fevers, etc. Check out this article from the Cleveland Clinic for recommendations, including the above suggestions and also cold and flu remedies, gastrointestinal relief and first aid supplies, etc., or google the question for yourself.

This is a great project to work on, in general, as it improves your health and also saves money by helping you focus on what you have and what you need and purging the rest. And who doesn’t like clearer spaces in your bathroom or kitchen?! Give it a try!

Getting Specific With Quarterly Planning

A client asked recently:

“I’ve been thinking about your recommendation to do quarterly planning. I’m consolidating my to-do lists and thinking about how to restructure my categories. And I like the concept of quarterly planning. If you haven’t written a blog yet about your process, I’d really like to learn the specifics of how YOU go about planning quarterly.”

I just love this. Thank you, dear client, for asking the question. You know who you are.

I wrote about quarterly planning back in January, check out the article here. I have other articles on planning, as well, if you’d like to know more, head over to PeaceofMindpo.com, click on the Blog tab and add Planning in the search bar.

I don’t always get too specific about me in my articles and podcast episodes, but this is one topic that probably should be specific! And a reminder, as in all things, I am sharing what I do as AN example, of one way of doing something. It is not a requirement or demand – EVER. Just an example, and perhaps a suggestion!

I like setting quarterly goals because, for me, setting a yearly goal sometimes seems too big or too long, and anything less than a month seems too short. Let me rephrase – I do set annual goals, but I like to break those broad goals down into more manageable pieces, and an every three month planning cycle with 6 week to three month goals works for me.

Conveniently, this client asked this question as I plan my fourth quarter of 2024, my Q4. For me personally, at least, planning in Q4 is a great illustration of the importance of quarterly planning.

Q4 starts with October and ends in December. I am in shorts and a t-shirt as I write this. My window is open, the breeze is blowing in. My birthday is at the beginning of Q4, and the next holiday on my horizon is Halloween. (note to self, put up Autumn decorations)

But, as a certified professional organizer, board of education member, planner of family functions and Catholic liturgical musician and human being, I know that the calendar for the next three months is going to fill up FAST, and the to-do list will as well! Soon and very soon (a song reference!), the focus will shift to Autumn, to Thanksgiving, to Advent and to Christmas. Just this morning at Mass, my music director mentioned that she would like to put together an Advent Concert the first week of December. And I, of course, said “Sure!”

All things seem possible when you start planning them months in advance!

Back to the original question: How do I actually quarterly plan? Let’s do this.

Grab your calendar, digital or paper.

  • Me personally, I am sitting here at my laptop as I use Google calendar, and I have my bullet journal, my phone, my to-do list and a cold beverage.

Check out what is already on your calendar for the next three months, personally and professionally.

  • For Q4, I already have many recurring events on my calendar in my many Focus areas, and I bet you do, too.
  • I have regular client appointments, meetings and coaching calls.
  • My choir has our rehearsal and Mass schedule set.
  • The Board of Education has monthly meetings and committee work on the calendar.
  • I also have non-recurring events in my calendar already like presentations, concerts, doctor appointments, etc.

Reflect on your Focus Areas:

I talked recently about Focus Areas, and we need to have them in mind as we do our quarterly planning, or any planning, for that matter. As reported, mine are my business and my different income streams, my family, my home and wellness, Board of Education work and church ministry.

What are yours? Make sure you keep them in mind as you plan!

The next step is to weave in the set plans.

And this step is why I said Q4 is a great illustration of quarterly planning.

Because, as an example, every year in Q4, we have many set plans around our holidays with our families.

I have a planning list that I pull out and activate on October 1 regarding the holidays. According to the list, in the next week, I will check in with my side of the family regarding when we want to celebrate our Christmas together. I will check in, too, with my sister-in-law for dates for my young niece and nephew’s Christmas concert for school. (Typically a Thursday evening in early December). I will check in with my college student around when he wants to come home for Thanksgiving and what day in December he will likely be done with finals and need a ride home from college. All of those tasks are already on my to-do list as I fill in those big flexible events and make sure they are on the calendar.

You may not personally be thinking December thoughts right now, but a whole lot of people are! For example, here in Chicago, in late September I received the email from a local news agency that reservations are now open for The Walnut Room, a holiday tradition for many! Yes, it is time to plan!

Work in some flexibility and grace.

I am getting better at weaving in prep time ahead of and re-entry after the big events. For example, my husband’s company throws quite the holiday event every year. And, every year, I seem to scramble to get ready and downtown in a timely manner. This year, I blocked the afternoon before the event from client appointments so I don’t have to rush. Similarly, I have my annual Illinois Association of School Boards conference mid November. It is already on my calendar for November 21-24. AND, there are a lot of other things that go into that conference, before and after. So I just blocked time the day before and the day after for some flexibility and rest.

Now, let’s talk Goal Setting. Any incomplete goals to roll forward from last quarter? Now is the time!

Check in around your Goals from the last quarter, how did they work out? If you need to roll something forward, now is the time! A reminder, way back in January when I talked about quarterly planning, I recommended that you dole out your achievements over the whole year. So you may have goals for 2024 that you haven’t completed yet, and that is ok. We can still get a lot done while also respecting the fun and festivities of the holidays – we just need to plan ahead and that is why we set quarterly goals!

Planning and Goal Setting go no further if we don’t attach the necessary actions.

As you work on your plan for your fourth quarter, plan the actions and steps associated to your quarterly goals.

I will use Thanksgiving as an example. We know Thanksgiving is Thursday, November 28. (action) My family and I will figure out the menu and who is bringing what dishes via text over the next few weeks. And then, as other examples of actions, I will start adding shelf-stable grocery items to my weekly shopping list for the foods I am assigned to bring, I will start a bag of things to take with me and I will block some time on the calendar that week for shopping / packing / prep.

What if, in addition to work and life, you are also a crafty person and want to make holiday gifts this year by hand? Commendable, and I love it. AND you have to put all of those tasks and time and actions on the calendar and to-do list NOW so you aren’t caught unprepared in a few months.

Make sure to leave time and energy for the actions attached to your Q4 plan! And put them on the calendar and to-do list now!

Honor your own season and cycles.

Be reasonable, and adjust your expectations.

Yes, Q4 is here. Fall, holidays, travel, school events, yes – I get it. AND, that means different things to different people. In transparency, my birthday is in early October. So this time of year, in addition to Q4 planning, I am always thinking big strategic planning ideas for MY next year, MY next 12 months towards my next birthday. I think in cycles like that and I find it helpful.

I love Fall. Perhaps you don’t. Perhaps you struggle with less and less daylight this time of year, and you need to factor in more rest or adjust your to-do list expectations down a bit. Honor your own season.

A final note – you may be listening to this in October of 2024, or maybe you’re listening some other time in the future. You are not late to the party. ANY day is a good day to plan. And then ACT, of course, but first plan. Let this day be whatever you need it to be, but be intentional and do your day on your terms!

Focus Areas: How Do You Spend Your Resources?

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I presented this past weekend at The Traveluxe Ignite 2024 Conference. Their tag line for the conference was “Aspire to Inspire”, I love that!

It was so fun to be in a big room full of fantastic human beings, and I am truly grateful they welcomed me into their circle.

I spoke to them about Goal Setting, using the tools of SMART Goals and PACT Goals, both topics that I have presented dozens of times and spoken about in past articles and podcast episodes. 

Leading into the Goal Setting segment, though, for these folks, I first brought up the idea of Focus Areas.

Our Focus Areas are where, in our life, we use our resources of time, money, energy, passion, focus, etc.  Our Focus Areas are what is important to us. And while I mention “Find Your Focus Areas and stick with them” in my Stress Management presentation, and I have published an article and podcast episode about them (if you want to know more, go check out December, 2022), I needed to expand my teaching content for this presentation and I wrote that content in the last couple of weeks.

The Questions I ask are:

  • “What are your Focus Areas, right now?”
  • Knowing that, “What do you want your Focus Areas to be?” and then
  • “What do you NOT want to focus on?”

Today, we are going to look at that first step, that first question, “What are your Focus Areas, right now?

Productivity Coaching is all about awareness first. We start with awareness. 

We ask, what are we doing? What are our focus areas right now?  Where are we spending our resources? 

Because, here’s the thing, we may think we know what our Focus Areas are, but we also may require a more realistic report of what is actually happening. Sometimes were are not full aware of what we’re spending our resources on. I can believe in my heart that I am focusing on what I want to focus on, but how I spend my resources may tell a different story.

Once we identify our current Focus Areas, then we can ask what we DO and Don’t want them to be, but first we have to identify what they are right now. And, to determine what our focus areas are right now, I suggested a few questions for my participants to reflect on.

I asked, What are our resources? Broadly, our resources are time, money, energy, emotion, passion, space. Right? All of those things are our resources. And all of those things are finite. So we want to make sure that we are spending our resources on the right things.

We’re checking in on what is. And how do we do that?

I recommended strategies in my presentation to find our focus areas. I recommended that, to identify what you are focusing on, look at your bank and credit card statements for how you are spending your money.  Review receipts if you pay for items in cash. Start gaining awareness on where you spend the resource of money.

And that caused a little stir in my audience.  Apparently, something similar had been part of a conversation some other time in the conference, so, reading the room, it caused a stir, though not in a bad way, per se.

I know it’s hard, but that’s why we’re going through this process, right? We want to make sure that we’re doing the right things in the right areas. We want to determine what that is for ourselves. We want to make progress. Yay.

Productivity coaching. That’s what we do.

But we need to know where our resources are going.  And once we know, once we are aware of where our resources are being spent, we can then ask – is this where I WANT them to go?

I’m reminded of a conversation I have had with a family member a couple of times now about travel, as in “When are you going to travel internationally?” And my answer is, and has been, “I have well educated children.” To remind them that our resources have been dedicated to areas other than international travel for the last 10 years or more.

So, as we identify Focus Areas, wee look at where we are spending our money. And we can review other resources, as well.

Where are we spending our time?

If you’re curious about, or seeking awareness around how you spend your time, look at your calendar. This week, of course, but also the last few months or years, and what you have on the calendar looking ahead.

I would like to say that I am dedicated to my own wellness, that it is a Focus area, but a review of my calendar shows that while I am up to date on my medical stuff, I have gotten out of the exercise habit and now it is not on my calendar.  With that awareness, I can either recommit (which I hope to), or I need to be more realistic in the story I tell myself about my Focus Areas.

“How do I spend my scheduled time?” is a good question, and we can also look at our past to-do lists and our current to-do list.  Many of the women I spoke to at the conference mentioned they love paper planners, so another great place to look to identify your Focus Areas is past journals and planners.  In one of my next articles and episodes about Bullet Journals, I will likely talk about how I was never much of a journaler / diary keeper until I started using a Bullet Journal and now I am glad I can go back and review past journals to help me guide my actions today.

Next, was can ask, How do I spend the resource of energy, focus, passion?  An indicator of this is to look at your incoming and outgoing communications, like your phone calls, emails and texting history.

(That suggestion caused a stir, too).

But it is true.  Texting is very personal for most of us, and it is an indicator of our Focus areas. A quick review of my last week of phone calls showed checking in w family, and lots of new client calls. My texting shows the themes of Family / My Parent’s wellness, my kids and husband, ministry at my Parish, Board of Education work, and personal and home management.  Yep, sounds about right.

I have walked through this process myself, of late, when creating this content.  And I feel like another upcoming article and episode will be how to clean up our spending, as I have begun that adventure for myself now that I have gained more awareness.  But that is for another day.

As I wrap up today, let’s recap:

  • Thinking about Focus Areas is important to setting goals and getting things done.
  • It is important to identify what our current Focus Areas are to then ensure that we are doing what we want and need to be doing, and making adjustments if necessary.
  • And
  • To identify what our focus areas are, we can review where we spend our resources, those personal and precious and finite resources we have, like our money, time, energy, focus, emotion, passion. With that awareness, we can then decide for ourselves how we want to move ahead.

I hope you found this helpful, and please let me know how this helped!