Category: Small Business Information

Not Done Yet? Pay Attention to Your Neglect!

Wow, there is irony here. I drafted this article originally in early 2021. And it was neglected until now. And yes, I am absolutely paying attention to my neglect this week!

There are many things that I will never do or projects I will never complete, even if perhaps at one time I thought I would complete them.

And I am ok with that.

I’m encouraging you to be honest with – and OK! with – your self about those tasks or projects that you will never do, either.

Of course, if you know me and read my articles or listen to my podcasts – you know that I’m a big fan of goal setting and aspirations and dreams and plans. We all need them, and I will be your biggest cheerleader as you work towards them.

However, I also want us, you AND me, to mostly be realistic. (But still dream and aim HIGH!) Because, being realistic about the things we WILL NOT complete helps us to focus on and make time for the projects that we will do, that light us up and make our hearts sing!

This week, I challenge us to learn from our neglect.

For example, I own books that I have not yet read. I bought them upon the recommendations of others or glowing reviews or because they looked interesting. Perhaps they were a gift, or a loan from someone who thought I should read this book. I still have to choose if I am going to read the book or not, but I have also gotten much better about not taking on a book I probably won’t read. I can learn from my neglect of those books on the “To Read” shelf, parked there for years. Marie Kondo would say we can learn even from half-read books – we learned that we don’t want to read that book. And clearing away the books that I have neglected and that still don’t appeal to me moves the other books that I want to read up the priority list.

There has been other learning, as well. For example, I started writing this article 2 years ago. I had learned that, when I have a lot more free time, like in lockdown or while recovering from surgery, I still will not put together a jigsaw puzzle or elect to do an art project. So, if I come across a half-completed project in a drawer or cabinet, I will never say “Ooh, yes, this! Yeah, glitter!” Or whatever…

Now, again – don’t get me wrong: perhaps you are organizing a space and come across a project or a book or a long lost idea and say “Yes! Thank goodness I found this!” Sure, you got distracted or forgot about it but now that you have found it, you can’t wait to finish! Go for it!

I have certainly acted on neglected items in the last year, so this is NOT an article where I tell you to give up on your dreams. Long neglected, I thought about starting my own Finish Line Friday productivity session for months before picking a date and time and offering the first session. And I talked about starting a podcast for YEARS before actually launching mine back in November.

But, getting clear on what we do and do not want to spend time on is an important productivity concept. (For more on this, check out my article on Focus Areas.)

Where else can we learn from our neglect?

  • Clothes in the closet that are never worn can tell us what colors or fabric types we prefer or not. OR they can tell us that the events the clothes were purchsed for either need to happen (so schedule them!) or the item needs to go!
  • To-Do items on our task list that continue to crop up without completion may be the sign that that task is not as important as we thought it was.
  • Or, Road trips dreamed of, but never planned, or foods purchased towards a health goal that has never coalesced.
  • Piles of clutter in our home or office that started out with good intentions and now just languish and cause us anxiety.

If you have a pile of uncompleted projects (UFO’s per a friend who quilts, or “Un Finished Objects”!) or uncompleted tasks on the to-do list, here is how to think through the process.

  • Identify the tasks or projects that are neglected. Recognize the neglect is occurring.
  • Ask yourself some questions!
    • Is this project or task my responsibility to complete, or someone else’s?
    • Was this my idea or someone else’s?
    • Do I really want to complete this project?
    • Does this project / task still fit into my goals or vision of myself and my future?
    • Will the outcome make me happy or am I doing it for someone else or under someone else’s expectations?
    • Is this unfinished because I lack the tools, or the time or the know how? (And how to remedy this!)
    • If resources were unlimited, would I complete this project? (This one is super helpful! If time / money were not object, would I jump at the chance to do this thing?!)
  • Some of the questions may be answered with a “Yes, this is my idea and I still want to do this thing, and here is when I will do it!” And that is awesome.
  • And some of them are not, so Let go of the guilt. Let go of the expectations. Let go of the clutter that goes with them. Make space for the things that you do want to do, that are YOUR choices and that will light you up!

[(I find this so fascinating – when I first started this blog article, I was listening to a live-stream from Adam Ezra group, and he is talking about prioritizing and making the work we do joyous! (https://www.adamezra.com/) ]

Looping back to the beginning, for example, even though I won’t craft or put together a jigsaw puzzle, I WILL: read voraciously, learn how to play the ukelele, post Facebook Lives with songs solo and with my hubby, learn about new musical artists, etc. THOSE things will happen. And the books that have sat neglected for too long and that I no longer want to read have been purged from my reading pile to make room for the books I DO want to read!

Look around this week, identify your neglected items and ask yourself some questions to Learn From Your Neglect!

What My Producer Learned From Me About Organizing

I recorded the 15th episode of my podcast last week.

15 episodes.

15 Episodes!

Since I launched my podcast in November, the process has become smoother. Thank GOODNESS! Not that the process was hard, but getting over the initial fears and and bumps in the road took a little time. Everything was new and different, so I had to adjust and also learn how to make the process a sustainable habit integrated into my typical weekly schedule.

And I learned. Hooray!
And I had help. Also Hooray!


My producer Chris Lanuti with BroadcastBasement.com set up my accounts across all the podcast platforms and created my graphics. He makes me sound good every week, writes my descriptions every week (I like his better than mine), and continues to guide me along the podcasting path.

I am gratified to say that while I have been learning SO MUCH from Chris, he mentioned that he has learned a lot from our time together, as well. He is present as I record every episode and then he produces the episode, taking out all my goofs and ums / ahs, adding my theme music, etc. So the poor guy listens to me at least twice through every episode and content area! And he has learned a few things in all that listening!

As I grow professionally and grow my podcast, I would like to have guests with me for some episodes. Chris offered to be my first guest, and here are highlights from our recording session!

What My Producer Has Learned From Me About Organizing:

Prioritize Your To Do List!

Chris says he has always been a list guy, but sometimes he would look at the unprioritized list, only cross off a few things in a day and feel frustrated that he didn’t get anything done.  And yep, I feel the same sometimes!

But the better quesiton is, for Chris and for all of us, did he get done the work that NEEDED to be done TODAY? After listening to the organizing podcasts, he is better about prioritizing what is on the list.

For example, using the Eisenhower Box idea (Podcast Link, Blog Article Link), his tasks are broken into three categories: “Top”, “Next” and “Ahead”. And he gets more done more easily, without tasks slipping through the cracks.

  • “Top” tasks are both urgent and important and need to be done today.
  • “Next” tasks are important tasks that can perhaps wait a day or two or more. They’re important but they are not yet urgent. And
  • “Ahead” is a parking place for ideas for later, in the next month or two, or longer.   The ideas are safely kept on the list until it’s time to work on them.

How can you better categorize your to-do list to get more done?

***********************************************

Client communication / Newsletter:

In January, as we recorded one of my episodes, we were discussing “unsubscribes” from our client email platform (we both use Constant Contact).  I think we both had maybe 2 unsubscribes one week. He mentioned he didn’t usually click to see who unsubscribed but he did that week and was suprised to see they were people he knew pretty well and saw occasionally. And it felt personal!

So we both had to get over the fact that Yes, subscribers may come and go sometimes, especially in January when folks are cleaning out their inboxes! But that lead to the conversation around newsletters and communcating with our clients.

A Podcast is a tool of communication in itself!  But we have to communicate more directly, too, so let’s talk newsletters!

We both use newsletters to reach out to our community. Consistent, value-added communications are the best way to keep in touch. Recently, he changed the format of the newsletters he sends out. He said he “stole” the idea from me, but it’s a generally accepted practice, so I called it “incorporating a good idea”: In the same way that I have sections of my weekly newsletter to highlight my different product offerings, he now has info on the current episodes, an “if you missed a recent episode, here’s where you can listen”, and calls-to-action to check out and actually subscribe to the podcast plus check out other podcasts he also hosts.

Chris is better about segmenting his address list than I am.  His lists segmented by which podcast a person listens to, current advertisers, possible advertisers, etc. My address lists are segmented, depending on where I met someone (networking, classes, clients, etc), but I send out the same newsletter to all my subscribers every week.  Because…

  • I’ve been in business for 20 years, and the lines have blurred for many of my community members!
    • Organizing clients have become friends or networking partners or coaching clients, class participants have become coaching or organizing clients or friends, etc.
  • I consider you all my Community. And
  • Any subscriber can reach out to me for any reason, to hire me to coach, to organize, to set up a presention, to share an organizing or recyling resource, etc.

How can you better communicate with your community?

***************************************************

Experts: In business and in life, Find your experts.  Use your experts.  Be the expert for others.

Chris and I talked a bit about who our experts are, and how we use those connections that we have.

An example of how I use my experts is hiring Chris to set up and now produce my podcast. Since 2020, the not-knowing-how kept me from starting my podcast. Chris and I had talked about it, but it took me two years to take the leap. It took some courage, but I had the idea and the expert to help me get from idea from to finished product.

In the interview, I also mentioned how I puzzled for months over how to set up my business – C Corp, S Corp, LLC? I pondered, I read lots of information, I worried. And then I realized I had an attorney, my friend and networking partner, who could tell me what sort of business structure would best suit me and my situation. One phone call and about 15 minutes later, I was on my way (and she is still my legal expert, www.KerlinWalshLaw.com).

We must consider how long something will take us to figure out versus how someone else – our expert – can complete a task more quickly and competently than we can. This is a slow lesson to learn sometimes, but when we step out of our own way and let our experts practice their art, we can regain time (and therefore money), mitigate stress and have things done right the first time!

What expert do you know that could make your life easier today? Call Them!!!

Give a listen this week!

If you would like to know more about getting started with your own podcast, or if you want to check out any of the other podcasts from the Broadcast Basement, check these out!

Clutter Hot Spot: Your Tech Accessories

The challenge with this hot spot is that there isn’t always just one spot.

Sometimes the tech pieces

are

all

over

the

place!

The original inspiration for the Clutter Hot Spot series was client interactions in January. And in one week, I had 3 clients who had tech accessories stirred up into every space we were organizing!

IF we ever hope to find them again, we need to assign JUST ONE HOME for our less-often used tech accessories.

In my office, our ONE tech accessory home is a desk drawer. Right next to me as I write this article. It’s not exciting or big or complicated. It holds tech items that we might need again. In preparation for writing this article, I looked in there earlier today. The boxes for my Apple watch and airpods are in there (new-ish). Extra lightning charging cables (we buy these a few at a time), charging cubes, earphone covers, users manuals, the extra cord that came with my new monitor in its labeled bag. Also, mesh bags for corralling tech accessories when we travel. A few items I came across are now obsolete, like my last two Fitbits and their very specialized chargers, and those are all now in the basket in the garage waiting for a E-Waste collection event.

Let’s review the important parts of the story above:

  • One and ONLY ONE home for tech accessories you might need again.
  • The habit of putting tech accessories in that ONE home when we get them, and putting them back in there after we use them!
  • Labeling the accessory and what it belongs with to eliminate future questions.
  • Everyone in the house knowing where the extra tech accessories live.
  • The habit around reviewing the technology at least once in a while, to determine what tech accessories we need to keep and which ones need to move along to E-Waste recycling.
  • Making sure your E-Waste actually gets recycled. Check your local recycling resources for E-Waste recycling near you. If you’re near me, check out my recycling page for resources. (https://peaceofmindpo.com/2019/06/26/organizing-resources-to-reduce-repurpose-and-recycle/)

Look around your home and establish that ONE SPOT for your extra tech accessories, and commit to moving your tech clutter there as you find it!

Filing is For Retrieval, Not For Storage

I gave two presentations yesterday – well the same presentation to two different audiences – and I think I said this phrase a dozen times each. Filing is for retrieval, not for storage.

It is one of the first statements I make in my Clear the Clutter presentation, and I actually broke it down word by word for one of the groups. What can I say, I was inspired!

It can be a guiding phrase for us as we clear clutter from our home. Consider it a mantra! And here is a summary of all those 7 words can mean for you and me!

Filing.

Filing = putting things way.

Filing can be putting ANYTHING away, and not just papers. AWAY is the goal for organizing and clearing clutter. Putting clean laundry away is filing. Emptying the dishwasher and putting the dishes away is filing. Hanging up your coat when you come in the house is filing.

Filing is putting things away so you can expect to easily find them again.

Filing is for Retrieval, not for storage.

Retrieval = using again.

We put things away where they belong so we can find them again the next time we need them.

We expect to use things again, and we expect to use certain things together. We store related items together. We can ask ourselves “In what context will I need this item again?”

Sure, we could file our credit cards in a desk drawer, but that is not where we are going to use them, to retrieve them, again.

In our house, we store shoes in our closets, but we also keep a few pairs by the door because we use shoes when we leave the house. We use them all the time, and place them by the door for easy retrieval.

Not For Storage.

Not for Storage = Use your stuff, don’t just store your stuff

Most of us do not have unlimited storage.

I mean, hey – if you do, Good on you, we’re all just jealous. But most of us do not. And because storage is not limitless, we need to put limits on the stuff that we might store in our homes or businesses.

We should only be putting away the things that we actually expect to use again.

Now, sometimes we put something away, like a paid bill for reference, that we feasibly do expect to retrieve again. However, as the bill lingers, it becomes obsolete and grows less likely to be retrieved. We need to add in maintenance steps to our systems to purge those obsolete resources – papers, clothes, books, etc., once we no longer need them.

Next time you’re pondering a pile of clutter, and considering just tucking it in a drawer or in a bin, first remind yourself that “Filing is for retrieval, not for storage”. Maybe that pile of clutter just needs to GO instead of stay!

How to Break the “Just One More Thing” Habit

This is not what I had planned to write about this week, but readers asked for More! when I admitted in last week’s newsletter that I had and also conquered my tendency for “Just One More Thing!”.

You know, “Just One More Thing!”? As in … we need to leave in 5 minutes, of course I have time to write 3 emails, or start a load of laundry, or make one more phone call.

Perhaps you have this tendency, too? It is well intentioned. For me, I just wanted to get as much done as I could so I would wring productivity out of every last SECOND of my day. Except, this practice is not very productive and it occasionally tripped me up. It might only impact me or you, but the more complicated our schedules become, the more likely this habit is to impact others negatively as well.

20 years ago, I often fell into this flawed thinking, and this judgement error was exacerbated by the fact that I was the mother of small children. Even if I thought I had an extra 5 minutes, we all know how quickly those can pass as we assemble socks or shoes or backpacks for school. And I was also setting a bad example, pushing-pushing-pushing the deadline for leaving on-time to arrive on-time. (*You could swap out child references with co-workers in the above sentence and draw the same conclusions.)

What about leaving for work or for home or anywhere else you need to get to on time? “Just One More Thing” only works when everything else works exactly as planned. And we also all know that day-to-day life rarely works exactly as planned. There is a last minute search for keys or phone, slow elevators, traffic or bad weather, and as one thing leads to another, we find ourselves rushing around, arriving late and out of sorts.

I recognized and began to remedy my issue of “Just One More Thing” when I worked downtown and commuted on the train. If I drove, it didn’t matter if I left my office a few minutes late. I could just make it up on the drive or get home a few minutes late. No biggee. BUT… if I didn’t leave my office at 4:55 pm, I would not be on the Blue Line Platform in time to catch the EL train to the Metra station to get on the train that got me home by 6:05. Trains don’t care about “Just One More Thing”. Instead, I would have to take the next train that arrived half an hour later and made more stops. And that made a BIG difference.

WHY should you break the “Just One More Thing” Habit?

Why? Because you’re not a jerk. “Wait, Coll, how could ‘Just One More Thing’ make me a jerk?” Late for meetings, drop-offs or pick-ups? And what if you’re the one who called the meeting?! Unreliable? Missed deadlines?


Why? Because you respect yourself. Last week, a friend (you know who you are!) mentioned the words “self-sabotage” when she commented on my “Just One More Thing” admission. Ouch. Hard truth, but truth nonetheless. We have to respect our own boundaries. And we can’t expect others to respect our boundaries if we do not.

Why? Because there is value in “calm”. Or “On-time”, or reliable or consistent, or having time to say Hi to a friend or sitting in your favorite seat at the meeting because you didn’t succumb to “Just One More Thing”. (Find your why and remind yourself!)

Here’s How to Break the “Just One More Thing Habit”:

Realistic Time Estimates: Know how long tasks take. If you have 10 minutes, what can you really accomplish in that time? Two 5 minute tasks or one 10 minute task and nothing more. Nothing more than 10 minutes in 10 minutes! OR… one short task and take a few minutes for a deep breath and an early start. (I know we just talked about realistic time estimates in a recent article, but it bears repeating!)

To Do Lists: Keep a to-do list, so your tasks and ideas are reliably collected and you don’t have to worry so much about JUST ONE MORE THING before you leave the house, go to your meeting, etc. With a reliable list, you can pick up where you left off.

If you really only have 5 minutes right now, “send out the ships” to others first. My accountability partner uses the term “sending out ships” to describe those communications that require a reply or action from others.



I know my pace for work. I do not know, or presume to know, other people’s pace for work. Therefore, I try to send out requests or messages to others ASAP to give time to answer. Then I make a note of when I sent the message or request, when I need to follow up, tack on a great bit WAIT and then move that task to that future time or date. As I write about sending out ships, it feels like a matter of prioritizing, and perhaps it is. But this strategy helps me communicate more effectively and focus in on what really needs to be said or done. Which leads me to….

Prioritize. When we have limited time to complete a long list of tasks, we have to identify what has to get done right now and what can wait. Don’t get distracted by shiny things or loud requests. (Loud and shiny don’t make a task important.)

Know Your Absolute Deadline, and add time in from there. Check your traffic app for commute time, check the weather for possible storms, know your route and a few alternatives. No matter how well intentioned we are, we cannot travel back in time. (Trust me, I’ve tried.)

Give Yourself Grace, as you figure this out. For goodness sake, be as kind to you as you are to others and cut yourself some slack. Forgiving yourself ahead of time for NOT doing “Just One More Thing” is a good place to start!

To-Do List: What Is It? What’s On It? and How To Choose For Yourself?

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(Click here to hear / see this article in a Facebook Live post!)

Productivity and Progress flourish with a clear vision of what DOES and DOES NOT need to be done right now. And this clear vision starts with a good To-Do List!

As we get started, I need to share a few truths:

Yes, you need a to-do list, and not just one in your head. No, you will not remember.

If you won’t keep one for yourself, do it for others as other people rely on you to get things done, too.

I know how I use my To-Do lists but I was curious about how other people use theirs. I asked my Facebook community last week to share their insight around tasks and to-do lists. I know AMAZING people and they were forthcoming with their answers to these questions:

  • Do you keep a to-do list?
  • How do you track your tasks-to-do?
  • Are you a paper person or electronic person, or a mix?
  • Anything else you’d like to add, of note?

It turns out, people have strong thoughts about To-Do lists! My questions were mostly answered by folks who embrace to-do lists.  I did not receive any “No” responses, so either my FB tribe generally keeps to-do lists, or anyone who does not didn’t respond.

I quickly realized that this topic would take multiple articles to cover adequately! This week, let’s talk about what is ON a to-do list, and what is the right way to keep your to-do list (spoiler alert, there is no one “right way”!)

What IS a To-Do List? And WHAT is on it?

  • A To-Do List is a physical or digital list of tasks and errands you need to complete, often sorted by date, time or priority.
  • A To-Do List is a component of a productive day and of an effective planner. 
    • A planner is the composite pieces of a calendar, to-do list, contact information, goals, routines, etc.
    • Appointments are scheduled events.
    • Routines can be part of your To-Do Lists, or not. You can add your daily routine to your to-do list if you like, or if you are working on establishing new habits.  But you will have to decide for yourself if “Get Up” or “eat breakfast” need to be on your to-do list.  
  • An important feature of a good to-do list is the option to keep track of future tasks.
    • Keeping a long-term to-do list helps to turn ideas into actions (I should buy new deck furniture in the Spring”, or “next Christmas I would really like host a party”) and
    • Gives our brains a break from the pressure of remembering ALL THE DETAILS ALL THE TIME. (exhausting!)
  • I spoke recently about to-do lists with a client. He defined them as “the tasks that need to be jotted down for the in-between times.” Meaning, he won’t forget to get up, eat breakfast or walk the dog.  He also won’t forget to go to work or complete his work.  But he might need to remember to make a hair cut appointment, pick up a birthday gift for his mom or take in his truck for an oil change.  

How Do I Choose The Right Way To Keep My To-Do List?

The question is often “Tech or Paper?” when it comes to To-Do lists. However, reviewing the responses this past week, I am happy to report most people use a blend of platforms and tools for different situations and outcomes.

The choice between Paper or Tech does not determine success. MAKING the choice and USING the tools determines success. Don’t be afraid to be wrong! The Best To-Do List is the one you will actually use.

I’ve been asked recently to recommend a planner for a reader starting their own business. Regrettably, that isn’t something I can do. A planner, or for today’s article, a platform for a To-Do list, is a very personal choice. I can coach around determining necessary features or talk through the pros and cons of different types, but I can’t tell someone what kind of planner to use.

Consider a Blend!

  • If you are choosing your paper planner, consider:
    • Some popular paper planner brands are Happy Planner, Purple Planner, Franklin Planner and Bullet Journal.
  • If you choose tech:
  • (For both, I will share more paper or tech tools as I find them! )
  • Or Consider the Blend!
    • Some people prefer to see their entire month at once so they prefer paper. You may run out of room, though, if your schedule is complicated or your daily to-do list is too itemized for a small block.
    • There is pleasure and feeling of accomplishment that some say only come from a pen-and-paper to do list!
    • Work versus home: One person mentioned that her personal to-do list was digital (and more portable that way) but that her daily work to-do list is comprised of sticky notes and those are client specific and stay at work!
    • I like the portability that comes from a digital list – I use Evernote and can call up and update a list on my phone, tablet or laptop and it stays current. Plus, I can share the list with others as needed.
    • On the other hand, I use a Bullet Journal for jotting down notes on the fly or for the pleasure of writing by hand lists, ideas or journal entries (then I copy them over to my digital to-do list).
    • What I really appreciate is how my FB community blended methods, like jotting down notes on paper (anything from old envelopes to a beautiful notebook with heavy paper) and then supporting those tasks with audible reminders or alarms on their tech. Clever!

As you plot your productivity and progress, consider what tools will help you set-up your To-Do list! Have a great week!

Is It Time To Tweak Your Routine?

I feel like I talk all the time about Routines. I think about them often and how to make mine work better for me. And I spend a lot of time during presentations and coaching calls discussing the importance and creation of Routines for others.

Maybe I do talk about them all the time, though – after a brief review – I don’t seem to bring it up here on my blog space very often.

I am tweaking my own Routines this week and this month, and I thought I would bring you all along for the ride.

What are our Routines? Our routines are the set of tasks we set about doing on a regular basis – daily, weekly, monthly, etc. – that help us handle the essentials of survival and maintenance in our life and / or our work.

Routines:

  • provide structure to our days, should we need it;
  • ensure that essential tasks are completed as often as necessary;
  • help us stay balanced and make sense of life and work;
  • save us time, help us be productive, eliminate stress;
  • are a great foundation for anything else that needs to happen daily or weekly.

We create routines through repetition. Our routines are attached to certain times of day – “I get out of bed at 6 and take a walk”; or certain events – “I take a shower and change my clothes when I get home from a client appointment”. And our routines are tools – tools to make our life run more smoothly. Or building blocks, providing a strong foundation.

Routines are habits, but they can also be changed or improved as changes in life requires them to change. And let’s face it, life has required many changes recently.

I tweaked my routines back in March as my state’s shelter-in-place orders began, and I usually tweak my routines for summer, as school and kid schedules change, so I know it is time! I can sense a change, a need to review and re-establish my routines when things start to feel a little out of sync, just a little wrong. As though I’m wearing the right shoes but on the wrong feet.

So, how to make changes? Or create a routine from the beginning?

Start with Needs.

I need to take a walk every day for optimal health, I need to take my supplements. I NEED to do these things, but the WHEN is more flexible.

During the school year or when my husband actually has to drive downtown, we walk at 5 am. Lately, it’s more like 6:15. Needs remain the same, WHEN can change.

List out your needs. You can list all your needs for the day, but I will start with morning. My morning (anything between waking up and starting my work day) Needs may include, in no particular order:

  • take a walk;
  • take my supplements;
  • make my bed;
  • make sure I have something planned for dinner (maybe even start something in the crock pot);
  • pray;
  • shower and get ready for my day;
  • start a load of laundry;
  • water my garden;
  • You get the picture.

Your list may be longer or shorter, and may contain tasks my list does not. And that’s just how it should be.

Next, assign any specific times to your needs and then put them in a logical order. Looking at the example above, I might order them like this…

  • 6:15 am Take a walk;
  • water my garden (when I get home from my walk, since I’m outside);
  • shower and get ready for my day (because it’s hot and I’m sweaty after my walk);
  • make my bed;
  • start a load of laundry;
  • take my supplements (coupled with the dinner planning, since I’m in the kitchen);
  • make sure I have something planned for dinner (maybe even start something in the crock pot);
  • pray (I do this at my desk, usually when I sit down to start working);
  • 8 am Start my work day.

Perhaps you have different routines for different times of day. I have personal or house specific routines around dinner time and bed time, and they are created the same way – start with needs, move on to times and convenient bundling.

And perhaps a routine for your work day would help you be more productive? Same process!

I suggest both a daily and weekly routine for work place productivity. My day-to-day schedule can change – today was not a typical Tuesday (I started with a 1.5 hour coaching call and then sang for a funeral), but the first few tasks I complete every day when I sit down at my computer – check email, check business social media accounts, confirm tomorrow’s clients – are the same whether I start at 8 am or noon.

When it comes to a weekly routine, I find it helpful to assign tasks to each day, for example:

  • Monday – strategic planning, client care
  • Tuesday – write article and publish newsletter
  • Wednesday – update website and social media
  • Thursday – check in around presentations
  • Friday – billing and invoices

If this idea works for you, great! Fill in your own essential tasks instead of mine. Just like a daily routine, having a weekly routine around NEEDS, in this case the NEEDS of my business, ensures the continued health and productivity of my business.

So, how can you tweak your routines this week? Determine your needs for your self and your home and your work. Make sure the Needs that need to be met daily are added to your routines, and the same for weekly.

Choose the best time for your routine tasks to be completed. Are you a morning person? A night owl? Maybe you hit your stride late in the day?

Look around – is there anyone in your house or office better equipped to do a certain task? Maybe there are tasks you can delegate!

Put your tasks in an order that saves time or makes sense. Try it out for a week or two and make sure it’s working for you! And expect you will need to review your routines every few months to make adjustments accordingly!

I will be working on my own daily and weekly routines this week, too! I know we will all be better off after spending a little time figuring out the best way to spend our time! Cheers!

Prioritize and Make Better Decisions With The Eisenhower Box

“What is important is seldom urgent and what is urgent is seldom important.”
Dwight D. Eisenhower, 34th President of the United States

I have been remiss.  I know about a really great tool for prioritizing tasks and I have never written about it.  Sorry about that.  I learned it from Steven Covey’s books on productivity years ago, but it’s actually credited to Dwight D. Eisenhower and appropriately named The Eisenhower Box.

 (Not this kind of box…)

Seriously, I’ve never written about this?  Unbelievable.

Upon googling the term just moment’s ago, I learned the tool is also called the Eisenhower Decision Matrix or the Urgent / Important Matrix and these names begin to explain how and why this tool works.

Eisenhower drew this box, with the two axes of Important and Urgent.  His theory was that any and every task is either Important or Not Important, and either Urgent or Not Urgent.   Of course, there is some in-between, but those are the basics.  Here is the blank box.

(from theorderexpert.com)

Important tasks fuel your mission and vision, improve your bottom line, help you reach your goals.  (And Non-Important tasks do not.)

Urgent tasks have a time component that demands your attention, with a deadline attached. (And Non-Urgent tasks do not.)

What Eisenhower’s quote, “What is important is seldom urgent and what is urgent is seldom important”  also tells us is that we risk getting so distracted by urgent tasks all the time that we fail to take care of our important tasks.

These two axes together give us the option of 4 different distinctions for any given task or duty we have.

  • (Quadrant 1) Important and Urgent
  • (Q2) Non-Important and Urgent
  • (Q3) Important and Non-Urgent
  • (Q4) Non-Important and Non-Urgent

So, if we can agree that almost any task can either be Important or Non-Important, and Urgent or Non-Urgent, then we can use this tool to sort and prioritize our tasks.  If we can determine what is both important and urgent for our goals and productivity, we will get our important work done with more ease and focus and less stress and confusion.

If we take this tool one step further, we can designate a quadrant for all of our tasks, and take the next step – DO, DECIDE, DELEGATE or DELETE, required on those as well.

from luxafor.com

What would each type of task look like:

  • Important and Urgent:  Today’s work.  For me, go and work with client, give presentation, write article.   Working on these tasks is the best and most productive use of my time.  Their completion moves me towards my goals.
  • Non-Important but Urgent (time related):  Order routine office supplies, respond to today’s texts and emails, drop off donations from a client to a charitable organization, post to Facebook business page, publish newsletter.  Many of these tasks are important to do, but it isn’t important WHO completes the task.  I can ask myself, am I the only person who can do these tasks, or could I delegate them to others?
  • Important and Non-Urgent: design a new presentation, start a fitness plan, visit a financial advisor, re-imagine my website.  Make a Plan and a Date (though not today) for getting these tasks done. 
  • Non-Important and Non-Urgent: scrolling social media, binge watching ANYTHING, eating cookies, over-organizing the minutiae in your desk drawer.
    You could let any all of these tasks go. 

Let’s use the Eisenhower Box to prioritize your organizing projects.

At my classes, I give 4 possible projects and then walk folks through the decision process to pick the first project.  The four projects are organizing your

  1. Kitchen,
  2. Linen Closet,
  3. Garage or
  4. Attic.

Let’s imagine these are your 4 projects and you want to decide which has the highest priority, and is therefore your starting point.

All are important, so let’s consider urgent.

Attics are rarely urgent projects.  The stuff in the attic has been there for years, and it will still be there once the other projects are complete.

Garages are sometimes urgent, depending on the time of year.  Let’s say the goal is to organize your garage so you can park your car indoors this winter, but it’s June.  Important yes, but not too urgent.

Kitchen or linen closet?

Did your doctor give you a new diagnosis that requires a special diet?  Are you having a party soon, or you just really need to go to the grocery?  Then, your kitchen organizing project is both important and time sensitive (urgent).

What if there is a drive at a local animal shelter this weekend, though, collecting used towels and bedding for the animals?  That creates a deadline and therefore urgency for your linen closet project.

So, in order, we would tackle either the kitchen or linen closet first, then the other second, then the garage and finally the attic.

Make sense?

Look at your day and week this week and imagine where else you can use this great decision making tool!

What To Do this Monday for “Clean Off Your Computer Day”

The Second Monday in February is “Clean Off Your Computer Day”, designated by savvy IT people to clean old files off your computer – Embrace it!

If you’re thinking – “but Coll, I have unlimited storage capacity in the cloud, etc.” – I know.  And you’re right.  But unlimited capacity doesn’t mean you have to keep EVERYTHING,  and you should still organize what you have so you can find things again!

Here are my suggestions:

  1. Grab a note book, or open a new document in Evernote or Google docs.  These types of projects generate a lot of To-Do items!
  2. Clean up your actual computer:
    1. Turn off and unplug (if possible) everything.
    2. Locate and wipe off your computer’s fan(s).  My IT guy says this very important step is often neglected, and skipping it can hamper computer performance.  Keep your computer area de-cluttered to maintain good airflow.
    3. Grab your can of compressed air, and blow out your keyboard.  It’s amazing (and disgusting) what lands in there.
    4. Since everything is turned OFF, with an ALMOST DRY antibacterial wipe, wipe down your keyboard and mouse. I said ALMOST DRY, so if you do this wrong and screw up your electronics, I have 100’s of witnesses who read “ALMOST DRY” and who know I am not responsible.  Let everything dry completely.
    5. With a DRY and clean microfiber cloth, wipe off your screen.
    6. Since the compressed air is going to blow stuff around, use a slightly wetter wipe and wipe
      down your work area.  It’s typically a very germy place.
  3. I often get asked:  HOW DO I WIPE AN OLD COMPUTER SO I CAN RECYCLE IT?
    1. Every computer is different, so run a google search on “How do I remove the hard drive from xxxxxxxxxxx (brand and type of computer)”.  You will receive an instant answer involving a screwdriver and about 20 minutes of your time, and perhaps even links to you-tube videos to walk you through the process.
    2. Once the hard drive is removed, google E-Waste recycling in your area and get rid of the old computers, monitors and printers.
  4. Storage:  Back up, back up, back up.  External hard drive, cloud or both, take your pick. JUST BACK UP!
  5. Manage Your Memory Better:
    1. Operating systems are clever with their search capabilities, but you can still save time by setting up your system better now to find things later.
    2. When you search for something, sort documents in your hard drive in reverse chronological order, all the time.  Click on the “Date modified” column on your Documents Library page until your most recently used documents are listed at the top.
    3. DO NOT just have one large folder with everything in it.  Just thinking about that idea makes me cringe.  A single cluttered directory makes finding anything very frustrating.
    4. Use Naming Conventions and sub-directories when you save your folders and documents.  For example, my business sub-directory contains a folder called “Presentations”.  Within that folder, I have sub-folders for each type of presentation I give (so, Time Management, Kitchen and Menu Planning, Paper Management, etc.).  Within those folders, I have the actual presentation notes, but also the Handouts associated with the presentation, all starting with HO plus the presentation name, so I know which is which.  I use similar rules for naming other things, too, to quickly find files when I need them.
    5. My IT guy saves his documents first to large folders per Application.  For example, he has both a C:Excel and C:Word folder.  He suggests this strategy helps him find things faster.  Within those very broad “type” names, he then breaks down his files into categories.

Clearing computer clutter will help you save time and focus more clearly.  What will your clean-out your-computer day activity look like?

Originally published, February, 2014
Updated, February, 2019

The Unexpected Benefit From Email Problems!

Did you know?  It’s “National Clean Out Your InBox” Week.

An interesting phenomenon occurred a year ago.

I had a handful of tech issues.  My website was down for a few days, and in getting it back up and functioning, my email then disappeared for a few days (Heres’ a shout out for my web guru at Amplify7 who saved me!).

It was a fun time, let me tell you.

Ok, it wasn’t.  A terribly frustrating and unproductive 10 days.  But that is not the point.

The interesting part was this:  apparently, when my business email addresses were down, they generated “undeliverable” auto-replies to emails, newsletters and retailers that tried to send me messages.

And for those few days, the “undeliverable” auto-replies served to unsubscribe me from most of my daily / weekly blog followings and newsletters, as well as retailers and their daily advertisements.

Oops…

Since I send out an email newsletter every week, I understand how this happens.  When I check my statistics for each newsletter, I am prompted by Constant Contact to delete any “undeliverable” email addresses as well.

It was interesting, though.  Once the challenges were resolved, I was so appreciative to return to my normal productivity that it took me a few days to realize WHY my inbox seemed so uncluttered and calm.  For example:

…Actual emails from actual people rose to the top of the list like rich cream to the top of milk.

…I could actively seek out information I DID want without looking at the information I didn’t want.

…Distractions were diminished, and there was just LESS.

 

I DO NOT recommend shutting down your email just to clear out your inbox. With far less drama and frustration than I experienced last year, you can achieve a similarly Calm and Clutter Free InBox with these suggestions:

  • Unsubscribe, unsubscribe, unsubscribe.  This is a favorite suggestion for this time of year.  My friend Jan calls it the gift that keeps on giving.  Let go of subscriptions that no longer appeal to you, remove yourself from retailer mailing lists, or choose to receive fewer emails on the preferences page.  A client is having her teenage daughter help her with this on their regular commute to school.
  • If you have GMail, there is a Promotions Tab that automatically filters out email advertisement and promotions from your general in-box (google or you-tube for directions if you don’t have this yet).  If you are using another email platform, check for this type of option, though unsubscribing may still be the best option.
  • Learn from my most recent (just this past week!) email challenges – what is it about this time of year?  Set up your email addresses with recovery information that get’s texted to your phone or is directed to a different email.  I had these safeguards in place, of course, but when Yahoo switched over to a new business email platform last week, POOF!  those safeguards were gone (all is well again, thank you Customer Service).
  • I occasionally suggest creating an alternative free email address (like gmail) just for subscriptions and retailer messages, but ONLY if you plan to check it at least once in a while.  Some folks use these alternate email addresses for their bill-paying and notifications, but again – ONLY if you will check them regularly.
  • Passwords.  Oi.  This will be a future article just on getting our Passwords under control, like Password Management Apps to track such info.  For Clean Out Your Inbox week, I’ll remind you to keep track of your email passwords and log-in info, and while you don’t have to grant others access, let at least one trusted person know where you keep your info.
  • Don’t use your in-box as a to-do list, a place holder, a keepsake box, or… well… anything other than an in-box.  The term “in-box” leads us to believe there should be an “out” box as well.  Items should come to our in-box, be completed, and then moved OUT of the IN box.

Spend just a little time this week cleaning out your In-Box, and reap the benefits for a long time to come!