Category: Productivity

Leap Day! What to Do With An Extra, Bonus, Cherry-On-Top Day?

Leap Day!  I’m publishing this blog today because I can!  We only get this opportunity once every 4 years, so I’m taking it!

Turns out, it takes we Earth Dwellers 365 and a quarter-ish days ( 365 days, 5 hours, 48 minutes and 47 seconds to be precise) to fully orbit the sun, so every 4 years we need to add a day to catch up with those quarters.  We’ve known this for 2000+ years now, though Leap Day has moved around within the year at the whim of various leaders over the last 20 centuries.  Time really is relative, and a human construct.   This is the ultimate Time Management Blog!

2016 is a Leap Year, today is a Leap Day.  I know it still feels like a Monday,  and may look like every other day except on the page of your calendar, but today is a Gift.

My question to you is:  What Can You Do With An Extra Day? An added bonus, cherry-on-top day?

I asked myself – If I had a day all to myself, an added bonus, cherry-on-top day, what would I do?

And it turns out, I would probably spend it doing the things I already love.

  • I’d get up early, like always.  Not because I had to, but because it helps me be my best self.
  • I would talk with loved ones, and spend time with my husband and sons.  Time with them would be essential to making an added bonus, cherry-on-top day the best day it could be.
  • I would prepare and share and eat really delicious food.
  • I would still organize, though perhaps just my own home or time or brain for that day.
  • I would still be productive because, honestly, I don’t find sloth enjoyable.  I get pleasure out of getting things done, so my added bonus, cherry-on-top day would still be productive.
  • I would read, go to Mass, go out in nature, take a nap and watch a really great movie.
  • I would drink tea and eat girl scout cookies and write, just like I’m doing right now.
  • I would be surrounded by music of my choosing.
  • I would live in a clean, uncluttered space, and still clean up after myself, because a added bonus, cherry-on-top day, and every other day, deserves that respect, as do I.
  • So long as no one was getting hurt, I would let those around me do what they choose, too.Here’s what I would not do:
  • I would not argue with anyone.
  • I would not talk on the phone.
  • I would not watch the news.
  • I would not shop, or spend much money.
  • I wouldn’t hear about people shooting each other over sneakers in a Mall, or how some crazy guy killed people in my beloved hometown of Kalamazoo, because those things wouldn’t happen.I realized, as I pondered this whimsy, that every day is a gift, an added bonus, cherry-on-top day, whether its a Leap Day or any other day.  Imagine how powerful this blog and every day could be if I changed the “I would’s” to “I will”.

    So, to repeat my earlier question,

    What Would You Do With A Gift Day? An added bonus, cherry-on-top day?

    And what is keeping you from treating every day like that Gift?

    Intentionally spending your time how you want, with whom you want, and in the productive endeavors that suit you best?

Inarticulate Growls of Frustration About… Clutter!

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It’s amazing, and a little appalling, that some days I find myself uttering inarticulate growls of frustration.  It happens regularly when I stand in my family room.  I growl at my wonderful and amazing family members (and myself).
Why?
The pile of discarded shoes I trip over in the middle of the floor ..9 inches from the shoe rack.
The blanket folded (yes), but left… On top of the trunk where it actually belongs.
Coats heaped on the shelf… Right beneath the coat rack.  (Sigh).
Today’s discarded clothes leaning against the laundry hamper.  On the outside.
My recent favorite?  The wet and snowy shoes NEXT TO the doormat.
Let me admit – some days I am part of the problem.  Last week, we all came home from an outing and instead  of waiting for everyone to get out of my way so that I could hang my coat on the hook, I dropped it on a chair to hang up later.
Luckily for my family, I understand why these close-but-not-quite efforts happen, and I also try to not yell too loudly because I may have to yell at myself, too.
But we don’t have to live with clutter, or grumble at ourselves or others, if we can keep these following tips in mind:
It is amazing what 10 seconds can do.  Seems small, right?  But it takes just 10 seconds to
  • hang up our coat, put our keys on the hook where we’ll find them when we need them, and tuck our shoes out the of way;
  • put the tools away in the tool box instead of leaving them out where they may get lost or forgotten;
  • put my cell phone on the charger instead of just on my desk;
  • put today’s mail in my in-box instead of in another heap on some different surface where it will get ignored and gather dust.
Create a habit of setting things right once or twice a day, and this goes for both our professional and personal lives.    Check your work space at the beginning and end of your work day, and put stuff AWAY to clear that mental clutter or to prepare of the next day.  At home, try to take a sweep around the house before bed, or maybe in the morning AND in the evening, to put rogue items where they belong.  And this is not a solo affair – get others to put their stuff away, too – the afore mentioned coats and shoes and stuff all get hung up.
Be on the look out for regular system breakdowns.  If you or co-workers or family members always struggle with a regular task, take a closer look.  Sometimes we just don’t like  or want to complete a task, but it also may be too complicated / hard / confusing for us or others.  We may need to change or re-assign the task to get it done.  I was recently in an office where filing tasks were never getting completed because the file cabinet was physically blocked by a dead printer graveyard.  The filing tasks would NEVER be completed until we removed and recycled those printers.
Few spaces are ever completely stuff-free, and that’s ok.  Know what Done, or at least Done-Enough looks like, and once you’re there, move on to something else.
Remember, every moment can be an opportunity to do better.  We can growl or grumble. We can judge others and ourselves harshly for not completing tasks or leaving a mess or getting distracted, or… We can take a deep breath and do better.  Even just a little better.   We can put things away, clear the mental and actual clutter, and move on to something else.
Have a great week.

Clean Up Your Tech for National Clean Off Your Desk Day!

my portable office

my portable office

The Second Monday in January is National Clean Off Your Desk Day! If you look around, though, you may notice that desks and work spaces look vastly different than they did a few years ago!

My “desk” or “work space” is often just my smart phone, as I work through my days out with clients and at meetings.

Even in my actual office, I move between my laptop, IPad and smart phone as I work and connect with clients, or friends and family.  Here are 6 ways to organize your new and evolved “office”!

  1. Keep your tech items (laptop, tablets, smart / mobile phones) charged. Tech items are only good if they actually work.  Last year, my old IPhone battery slowly stopped holding a charge.  It became nerve-wracking, knowing I could run out of battery life at any moment.  Once I got my new phone, I realized how much I had stressed over the lack of battery life!  Save yourself some mental energy, and: make a habit of charging your stuff; keep extra chargers and cords in obvious places (like your desk at work, or in your car); and if a dying battery is a real concern of yours, invest in an external battery charger / power bank.
  2. Keep your tech items updated. Updates matter, and exist (in theory) to keep our tech items running smoothly.  Last Fall, I set my IPad and IPhone to automatically update, instead of trying to remember to update as needed (which I always forgot to do).  Again, one less worry.
  3. Keep your data up to date.  Create a habit of adding phone numbers and contact info into your phone as soon as it comes in.  Any time I receive a call or text from a new phone numbers, I add the contact to my list.  My habit is to not answer any calls from unknown numbers, too, so adding contact info helps me effectively decide what calls to answer and which to skip.  In addition, I connect my IPhone to my laptop multiple times a day to keep all the data current. I’m sure there is an automatic way of doing this, too, so I’ll need to research that!
  4. Clear your email clutter. This time of year, I have “Unsubscribe x 5” at the top of every day’s to-do list.  As I log into my personal or business emails, I un-subscribe from 5 unwanted ad emails, instead of just deleting them.  I am already noticing cleaner in-boxes!
  5. Clear your device / smart phone screen clutter. Clear screen clutter by keeping your most used apps on your first screen, deleting unused apps, and making folders for similar apps (like “travel” or “games”).
  6. Clean Your Tech, like actually clean, today!  Wipe down your cases, screens, keyboards, ear buds, etc.  Because, well – ewwww!

So how will you Clean Off Your Virtual Desk today?  Get to it, and good for you!

The Super Special Secret to Organizing Success (Ok, it’s not a secret)

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starting-line-running-trackYou’re busy.   You’ve got a home and life, work or volunteering or family, or any combination of those.  I would guess that you’re not sitting around, doing nothing.  Our days are filled.

But we know we want to make a change.   We want to get more organized, get a better grip on our home or finances or work life or time.  We want to make a change.  We NEED to make a change.

But that feels scary.  We know we have to carve out time, space and energy to do something different, something extra, to make progress.  We have to get a little uncomfortable, push ourselves a bit.  But where?  How?  If I’m going to get uncomfortable and push myself, I want to KNOW it’s right, KNOW that I’m doing the exactly right thing.

And there, friend, is the rub.  We need to do SOMETHING, but we may never know that we are doing the exactly right thing.   But here are strategies to start your Whole-Life or Just-One-Little-Corner-Organizing Project. Multiple strategies, because different strategies work on different days or with different projects.

1.  Start with a clipboard.  Grab a clipboard, paper and pen, and walk around your house, noting all potential organizing projects, big or small, realistic or ridiculous.   I often start client sessions with this step; asking questions, opening every door, challenging my client to think about what their space will look like when it’s “organized”.  Don’t edit this list yet, and don’t get overwhelmed.  This is just the list.

2. Look at the complete list, and start to pare down and strategize how to get these projects done.  The list is a great place to start, as it will show some commonalities, like how “Shelves in linen closet”  and “container under the kitchen sink to hold cleaning supplies” can both be satisfied with a trip to Home Depot or Menards.

Now, getting down to business…

3. Start with the easiest project.  Some projects are pretty straightforward. Maybe your home office just needs better lighting and a good printer stand with paper storage.  Again, one quick trip to Office Max, or perhaps a walk around your home or office to see if you already own furniture or a lamp that would solve your problem.  Start with easy, if that gets you moving.  Or…

4. Start with the toughest project.  Paper?  That is a tough project.  Toy Room?  Yes, that could be scary, too. I know, decision making is difficult.  But delaying those tough decisions is what created clutter in the first place.  Get tough, maybe even a little angry, and get to it.  Or…

5.  Start with a small project.  The day after Christmas, I tidied a kitchen drawer while I waited for my tea pot to boil. I continued drawer by drawer by cabinet over the next few days,  in 5 or 10 minutes increments.  Every drawer and cabinet has been tidied and purged, in little pieces.  Small projects keep us motivated but not overwhelmed. Or…

6.  Start with a large project.   Bite off the BIG BITE, the BIG PROJECT that will reap really big rewards once it’s complete. For example:  Garage?  It’s estimated that over half of the garages in the US hold clutter instead of cars.  Garages are big projects, but spending a day or two of really big work and effort will pay off with parking your cars in the garage instead of clutter.  Yes, this is a big project, and sometimes we need BIG results.

Ok, friend, let me share a secret.  Each of these strategies started with “Start”.  Yes, just one simple word, “Start”.  There is not secret to organizing or getting things done.  Each of those words is an action word.  Progress requires Action, and Action requires a START! So, the determinant of your success is not which strategy you use, it’s just that you use one and START.

Get back to ‘Everyday-ness’ first, THEN look at your New Year!

I love the holidays. I really do.  We’ve been blessed with wonderful times with friends and family, meaningful worship, rest and relaxation.

However, after many days of celebrations, I also love the return to “everyday-ness”. “Everyday-ness” was a term coined by Father Matt at Mass yesterday, in the context of “we need ‘everyday-ness’ to appreciate Celebrations”, and vice versa.

I liked the term, and it started me thinking.  We have to start with the basics, our routines, our ‘everyday-ness’ before we can move on to the bigger stuff.

Shower right away when you get up in the morning (unless you are that dedicated soul who actually exercises first thing).  I know, you may want to wake slowly or linger over coffee, but just shower already.  And if you’re thinking “well, I can do it later, or maybe i’ll work out later so I’m just going to sit around and stink until then”, just do it.  You can do it again later if you need to.

Have you ever noticed how your schedule gets snagged with “I”ll run my errands / get dressed / check in with work / leave the house / do anything productive AFTER I SHOWER” and then you delay this jump start to your day?  It’s not complicated, do it and get on with things.

Make your bed.  Yes, seriously.  You can send me links on Facebook for the fear-inducing microscopic images of creatures that will grow in your bed if you make it every day, and I will still say Make Your Bed.  Studies show a strong correlation between happiness and productivity and daily bed making, look it up.  Plus, if you wash your body and your sheets regularly, those creatures in the facebook images won’t survive.

Put actual clothes on, if you, too, have been lounging for a few days. Nothing productive ever happens in your fuzzy bathrobe or yesterday’s sweat pants.

Put stuff AWAY!   Have piles of things lingering around?  Unopened mail, opened Christmas gifts, clean dishes, clean laundry  (These are the things that I needed to put away this morning)? What’s in your piles?  Well, put it all away!

Feeling productive yet?  I bet you are!  NOW……   On to the Big Stuff!  This is a great week for planning.  These bonus weeks around Christmas and New Years present a great opportunity to do some Big-Picture dreaming / planning / imagining for your new year!

We’ll talk more about resolutions in the weeks to come, as well as strategic planning your whole house organizing, cleaning your virtual work space, organizing your finances for the new year, and that’s just January (can you tell I planned my blog topics today?)!  Happy New Year!

To:

Receive more ideas and suggestions like these;
Book time with me in person or virtually;
Arrange a presentation for your upcoming event; or
Discover the benefits of Organizational Coaching;

Please contact me.

Call / text 708.790.1940
Online at  http://peaceofmindpo.com
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Via Twitter, @ColleenCPO

Prioritize your Big Rocks This Week

Pressure.  I’m feeling the pressure.  This week’s blog marks my 300th published blog.  That’s a big deal, right?  I mean, wow, a major milestone.  And my grand idea is… non-existent.  I have a vague idea to write a blog about the life on a solo entrepreneur some day, and I thought that would be today.  But I’m just not feeling it.  I want my blogs to be about You, MY Readers, not about me.

But…. still…. nothing.

After a client cancellation this morning, I found myself with a few free hours.  Presented with a few unscheduled hours  – what to do?  Being the responsible sort, I took care of A LOT of work, woo hoo!!  I followed up with clients, booked appointments, and scheduled a speaking gig for November 7th.  Of 2016!!!  Wow!  Cleared out 2 inboxes, yeah!  Plus mowed and raked, since it is a lovely day.

But mostly, today I wrestled with priorities and how to fit all the big rocks in my jar for the next 2 months ( click here if you don’t know the reference:  http://www.sparkpeople.com/resource/motivation_articles.asp?id=264  ) .

I wonder if any of you wrestle with your priorities, too?

Take 30 minutes this week to map out the last two months of 2015, making space for your important priorities!    Here are mine, for the next two months:

Family:  We sent out emails to our fabulous families over the weekend and today about upcoming events, dinners and holidays, to carve out and protect important family time.  (and my brother recently shared this article with me, love it!  http://www.huffingtonpost.com/entry/secrets-danish-happiness_5630f211e4b06317991050dc )

Faith:  My Catholic Faith is very important to me, and with Advent and Christmas coming, I added daily Mass back to my calendar when possible.  And Christmas and all its wonder, of course, but I’m not ready to jump into that pool yet!

Money:  This morning, for the business I paid my bills and balanced my check book.  Better decisions come from being fully informed, so I started there.

Home: We ordered new bedding yesterday, which will get the bedroom paint project moving. There will be more to say in this category, but it was good enough to just put it on my list today.

Business: As mentioned, I have been very productive these last few days, professionally speaking.  I want to end 2015, my highest producing year EVER, strong.  So I cleared away some nagging to-dos, and made positive steps serving a lot of clients in the next few months.

Health:  After a weekend of over-consumption, I recommitted to eating healthier and avoiding sugar and white flour, and making time to exercise.

Saying Yes while Saying No:  I said Yes to events in 2016, but  I’m cautious about saying yes to any more 2015 events.

Fun:  I want something fun every weekend for the rest of the year.  When our travel plans changed this past Sunday, I sat at my computer all day and plowed through a long list of tasks.  Productive and necessary, yes.  Gratifiying, indeed.  Fun or family oriented? Nope, not at all.  So I want movies, hiking, road trips, etc.  Something fun every weekend.

What are your Big Rocks?  This week, plan the rest of 2015 and make room for your important priorities.

Let’s make it happen, Cap’n!

We come across great new ideas all the time, but how do we make the good ones stick? Set yourself up to succeed!  In a quick survey today, friends reported they are working on:
  • Regular meditation / exercise;
  • regular blogging;
  • schedule changes in the daily routine;
  • use the calendar on my phone since it always with me;
  • take pictures of children’s sports schedules then toss the paper;
  • grade daily (teacher);
  • perform an outside task (sweeping, raking, weeding, etc.) for 15 minutes daily;
  • drink more water;
  • make time for yourself;
  • know exactly what’s for dinner by breakfast; and
  • make bed every morning.
  • (These are all great ideas, thanks everyone for sharing!)

Here is how to make these happen, Cap’n!

Think it through!
Look at your current situation and the new habit from all sides.  Imagine what success looks like. Conversely, realize that every great new idea may not be for you!  Wonderful people whom I love and admire just ran the Chicago Marathon.  I can love and admire them and their achievements, yet not be want to train for or run a marathon.  Just think it through, for you and your life.
Recognize the potential obstacles.  
Great new habits may conflict with existing habits, by pulling time and resources away from other areas of our lives.  Look objectively at what the new habits require, and prepare to dedicate the time and resources they need.  Looking at the list above, all of these habits require at least a little time every day to execute, so we may have to cut other habits to make room for new ones.
Set up your physical space.  
Let’s look again at the list …
  • For meditation, we need some quiet space in our home, or to find a meditation class.
  • Drink more water?  We can put in a water cooler, buy re-usable water bottles, or get those little flavored drops to add.
  • Use the calendar on our phone?  Make sure to have the phone with us all the time.
  • Make the bed daily?  Clear the piles on the ground that keep you from straightening up.
  • We bought a used car a few weeks ago. I added the keys to my key ring, and rearranged the garage and the cars to make the new car easiest to access.
Set up your mental space.
Why do you want to create this new habit?  What are the end results you want to achieve?  Cement those answers in your mind!  Then make an appointment every day or week to make the habit happen.
Get Buy-In.
To maintain motivation, tell everyone you know about this new habit.  Sharing your plan helps others to help you, and creates accountability. If exercise is your new habit, co-op a friend or co-worker to exercise with you.  If you want to start meditating, tell your family and let them know what times you’d like to avoid interruptions.  Tell everyone the benefits of your new habit for them, because – let’s face it – most people want to know what’s in it for them.
 
Leave reminders..
  • Let’s use the “use the calendar on my phone” habit as an example.
  • Do you like auditory reminders?  Set your alarm for 5 pm every day (or whenever), and mentally review your day to add any scheduling events that need to go into your phone’s calendar.
  • Do you like to talk things out?  Set up a regular meeting with family or co-workers to review and upcoming events, and make sure they are in your electronic calendar.
  • Do you respond to visual reminders?  Leave a post-it note reminder on your paper calendar, to remind you to reach for the phone instead.
  • If your goal is “drink more water”, use even more specific reminders like rubber bands on your water bottle. I carry a 32 oz. bottle all the time, so I might put two rubber bands on the bottle, and move a band from the top to the bottom every time I refill.
Expect setbacks, but don’t give up.  Good habits take three weeks to establish, and years of practice to keep!  Expect some bumps in the road to success, but don’t give up when one occurs.  But the good news is that Good  Habits are worth the work!

Productivity Challenge: Get Up! Sitting at a Desk is Bad for You! 

“Getting Up and Moving Around at Work” has been my intended topic for this week, but I find it amusing that I’m writing it while standing because my hip is sore. I’m blaming the high heels I wore to a weekend wedding, though it could have been the Cupid Shuffle at the reception!

The research is in, and it shows just how bad prolonged sitting at a desk is for our health, our productivity and our happiness.  Too much sitting increases obesity, cardiovascular disease, diabetes, cancer and depression; and decreases metabolism, circulation and energy levels.  This challenge is compounded by the fact that so much of our leisure time is also spent sitting – driving, watching TV, sitting at home computers, eating, etc.  This sedentary and seated lifestyle is taking a toll on our bodies.  On a personal note, last winter I went to the Chiropractor because of intense lower back pain, and sitting too long at my desk was part of the problem.

There is a lot of information out there right now supporting standing-while-working and increased activity during the workday.  Standing up and moving around counteracts those negative physical effects of prolonged sitting.  There are also productivity benefits to standing and moving around (just google “productivity benefits of standing work stations”).  My energy and focus increase, while my stress decreases and my mood improves. Just by standing and moving around.

If you need more convincing, please do your own research – I did and I was amazed.  But how to incorporate this strategy into our day?  Try these:

1. Just Pay Attention. Making a change makes us pay attention to our current situation, and this usually leads to increased engagement and productivity.

2.  Include activity breaks in your blocked work time.  The Pomodoro Technique suggests 25 minutes of work and 5 minutes of break; I’ve also read 50 / 10.  The premise is that our minds focus for a certain amount of time (25 minutes), and then our mind and our body need a break (and not just switching over to Facebook, or checking our phone).   A break means getting up and moving, stretching, breathing deeply.  My phone’s timer App can remind me to take my 5 minutes, or I can use my microwave timer if I’m home – it’s great because I have to get up to turn it off!  The 5 minute break could be standing, stretching, walking around the office; or if you work from home, play with the dog, toss in a load of laundry, make a cup of tea, etc.  Track your progress with a FitBit or activity bracelet.

3. Stay hydrated:  I have learned a lot since my first trip to the chiropractor last winter, including the fact that I was chronically dehydrated.  Add more water to your day, and you will get up and move a lot more, to re-fill your water bottle, and to use the wash room!

4.  Run your own errands.  Technology is great and convenient, but often it replaces actual activity.  Yes, you could send someone an email, but you could also get up and walk over to their work space.  Or drop off papers instead of using interoffice mail, or take a walk at lunch instead of ordering in.

5. Consider a standing Work Space, or other options.  The standing work space is gaining popularity (go to Amazon.com and check out the variety of options!).   We created standing work spaces in our home (here is what I am using right now),  and more traditional offices are offering standing options, too.   We don’t need to only stand, though – my massage therapist reminded me that standing all day could have its own negative effects.   So, change up your space, and include both seated and standing options.

Stand Up!  Don’t let that desk chair do you in, Get Up and Move Around to Feel Better and Work Better!

“How Do You Get Out The Door On Time?”

A client recently asked: “How Do You Get Out The Door On Time?”

I love this question for its universality – we all may struggle with this sometimes, whether getting the kids to school in the morning, getting out the door to go to the office or catch the train, or perhaps, like me, heading out to a client’s home or business.  So look at each suggestion, and determine how you can implement positive change!

I asked some fellow working professionals / parents for their best suggestions  – thanks to all who responded!  And here are the Top 5 Suggestions:

  1. “Prep as much as you can the night before” (this applies to us all, not just parents).  This was by far the most popular suggestion among the people I asked.  Spend time every evening getting ready for the next day.  Pack your lunch(es), lay out outfits, collect gear (coats, backpack, shoes, papers) from around the house and place it all by the door.   Look at the schedule for other activities coming up, and prepare your gym bag, band instrument, sports uniform, etc., too.
  1.  “Get up earlier than everyone else”. Be sure to get yourself up and moving in the morning before you are expected to get any one else up and moving.  Even 30 minutes gives you a chance to shower, start your coffee and a load of clothes, and spend a few moments strategizing your day.
  1. Establish What Time is “On Time”:   I really wish that some kind and experienced parent had told me 15 years ago how the school day really begins.   I know now, so learn from my experience.  “The school doors open at 8:00 am, and the Preschool day begins at 8:10” is code for  – “be there, waiting with your student, at 8 am, and your child needs to be in his seat and ready to learn at  8:10.”  No kid wants to be the late kid.  No parents wants to be the late parent.  Save yourselves some stress, and aim for Early.  A little league coach laid it out for us many years ago.  Early is On Time.  On Time is Late.

Here are some other questions to ask yourself, when determining What Time is On Time? Where are you going?  How will you get there?  How long will Plan B take if you have to use it?  What is the earliest you can arrive?  How long does it take for you / your child to get from the back door to buckled in the car and leaving the driveway (could be 5 minutes some days!)? How long does it take to get from the parking lot to the door?

  1. “Get off Facebook.” …and email, and every other screen until you and your children are ready to leave. Yes. every screen, for your family and FOR YOU.  ( I know, its scary, but it’s worth it).  When you’ve gotten better at getting out the Door on Time, perhaps you can add screen time back into your morning schedule.   (What makes this suggestion ironic is that I asked the question via Facebook on a school morning!)
  1. “A morning soundtrack”.  At a recent meeting, a woman mentioned her morning affirmations.  In passing, as in “of course, because everyone does these already”.  Which made me inwardly cringe because, well, no I don’t have morning affirmations.  And the thoughts start to spin – maybe I should have them, how am I going to fit one more thing in my morning, blah, blah, blah.  And then, as I usually do when I start to get stressed, I turned to a short prayer, a few deep breaths and then music.  And the lightbulb went off in my head!  A-Ha!!  Prayer, deep breathing and music ARE my affirmations.  I was loading up my Morning Mix playlist just this morning, adding the songs that make me dance and sing along (loudly).  What music would get you moving in the morning?

So, try one of these suggestions this week, and see what helps you Get Out The Door On Time!

Productivity Challenge: Time Management!

This week’s Productivity Challenge is Time Management!
My associate writes:
“As a small business owner, we wear so many hats and have to stay on top of so many tasks.  
  • There are daily tasks, weekly tasks, monthly tasks; 
  • There are “big picture” issues to address – new product lines, new marketing ideas, personnel issues, all of the “where is our company headed?” type-stuff ; 
  • There are “small task” issues – placing orders with vendors, scheduling service calls, handling customer service issues, and even just answering the phone; and then of course
  • There are the “fires” that occasionally pop up that require me to drop everything and handle immediately. There is only so much time, and we work with a skeleton crew – so how can I better organize to stay on top of it all?”
As a fellow business owner, I can totally relate to all of these!  So, let’s tackle them one by one!
Managing the “daily tasks, weekly tasks, monthly tasks”.  With these recurring tasks:
  • Keep a Master To-Do List – a running list of everything that needs to get done.  I maintain my To-Do list in Evernote (a cloud storage notebook), so that I can access it from all of my devices.  I can even share my To-Do list (and other Evernote documents) with others, if I have info to share with staff or co-workers.  I have clients who use MS Outlook for the same purpose.   When I finish a recurring task for today on my Evernote list, I cut it and pasted it to the next day, week or month or whenever it is set to recur (For example, daily habits, weekly errands, and monthly billing and client care).
  • Actually block out time on your daily, weekly and monthly schedule for these tasks.  Make an appointment on your calendar, so other things don’t squeeze out these important tasks!  A client mentioned that her bill-paying was slipping and she was starting to incur late fees because she hadn’t blocked the time to manage her daily and weekly bookkeeping.
  • Attach paper / ideas / tasks to your time blocks, too.  For example, my Friday afternoons are blocked for bookkeeping tasks.  As bills come in, or tasks come up that are related to bookkeeping, I add them to Friday’s to-do list and tuck any paper bills in my Friday folder.

There are “big picture” issues to address – new product lines, new marketing ideas, personnel issues, all of the “where is our company headed?” type-stuff .

  • Big picture Issues:  We need to block time to make these big-picture discussions happen, too. They may not need to happen every day, but they are still important.  Have weekly check-ins with everyone involved, in person / Face time or via email, to touch base.  And once in a while (monthly, quarterly, etc.) Think BIG THOUGHTS!!! Set time aside, invite all the players / decision makers, go off-campus, set a time limit, and dive in!

There are “small task” issues – placing orders with vendors, scheduling service calls, handling customer service issues, and even just answering the phone.

  • There are no small tasks.  These “small tasks” are Our Work, whether they happen daily, weekly or monthly.  Communicating with our vendors and our customers – This Is Our Work! Even when these tasks seem small, they are really the most important tasks we can complete.
  • However…. we can still manage the flow of our work, to get more of Our Work done!
    • Phone calls can go to voicemail, or we can keep our calls polite but brief.
    • Emails rarely require an instantaneous response.
    • Do Not Reinvent the Wheel!  Figure out the best way to do something, and do it that way every time.  Those are your Standard Operating Procedures, and they create a uniformly excellent experience.  Start by creating standard email responses to frequently asked questions, and build from there.

And then of course there are the “fires” that occasionally pop up that require me to drop everything and handle that immediately.

  • Communication:  I received an email last week from my graphic designer: “I should be done putting out fires by XXX o’clock, I’ll call you then”.    Great way to handle it!
  • Flexibility is critical to time management success.  Having a Master To Do list means if we can’t get to something today, we can move it to the top of tomorrow’s To Do list.  Using Time Blocks are great, but we can block time later in the week just as easily as this afternoon.
  • Let me let you in an insider tip:  If you handle recurring tasks when they recur, manage the Big Picture and Small Tasks regularly – you will:  A. Have fewer fires to put out; and B. Be more prepared and able to quickly manage and put out the fires that to arise.

So, look at your task list today and this week, and consider how to manage your time and tasks to get your important work done!