Category: Small Business Information

National procrastination week (No, you don’t get to procrastinate)

Did you know? The first full week of March is National Procrastination Week, supposedly an entire week dedicated to putting things off.   

Um… you know that is NOT what I’m going to recommend, right?  Instead, let’s look at how to get things done, even when the path is difficult!

I am a solo entrepreneur, which is a fancy term for a small-business owner who does EVERYTHING.  In the midst of delivering organizing services, coaching and offering presentations, I also need to plan and grow my business for the long term with new ideas and products.

 Lately, I’ve been wrapping my head around a remarkably daunting project (hosting webinars), and last week, I mentioned to a fellow business owner that if I was an employee in charge of this particular project, I would have fired me by now!

Sometimes, we just need to do what needs done!  Can you relate?  Either professionally or personally?   Got a project you’ve been dragging your feet about?

If you’re procrastinating, it’s time to figure out what exactly the problem is.  You need to do something, but:

You… Don’t know how.

  • Call in your experts.  Years ago, I spent time and energy worrying if I should become an LLC or an S or C Corporation.  What a waste of time.  I didn’t need to figure out, I just need to contact a trusted friend, my attorney Eileen Kerlin Walsh. She knew exactly what I needed and made it happen with a minimum of fuss.  The same strategy worked when I needed to update my website.  I didn’t need to learn how to build a new one, I called my expert, my webdesigner Claire at Aplify7,  and she made me look great with no hassle!
  • You don’t need to know everything, you just need to reach out.

You… Worry about the cost, monetary or otherwise, of working on a project.

  • Is this project worthwhile?  Explain out loud why you need to do this thing or meet this goal,  and perhaps that will help motivate you to act.
  • Sometimes action costs money or time or other resources, true.  But if you’re procrastinating around a business venture, or health care issue that you can’t seem to make the appointment for, or house repair that you’ve been avoiding, the better question is “Can you afford to NOT do this?”
  • While I wrote this, a friend reached out to me about trademark and copyright laws for protecting their business brand.  I don’t know the answers, so I asked my experts and of course, they stepped up! But this was a great example for weighing the potential high price of working with a knowledgeable attorney vs. the even higher cost of NOT acting and having your brand damaged.

You … Don’t want to, it may be uncomfortable.

  • Have you ever noticed?  We spend far more time dreading the unknown task than it usually takes to complete it.  I missed an article deadline recently for another publication, and I dreaded (and avoided) for days fessing up and letting the publisher down.  And they were kind and not bothered at all.  I spent far more time being uncomfortable about NOT doing something than actually doing something about it. Seems rather silly now.
  • Know yourself. We like to be comfortable, right?  So agree to be just A LITTLE uncomfortable, try just a small new thing, in the interest of progress.  Once you try something, it’s not new anymore.

You… Don’t want to start when there isn’t time to finish. 

  • Do you hear yourself when you say these things?  We tell ourselves we only want the finished project, but we never start?  That, my friend, is what we call a Contradiction.
  • Set a timer, focus on time dedicated and not completion of the task.  Some progress towards a goal is still progress, even if you don’t complete the project this time.
  • Acknowledge that Perfectionism and Procrastination often go hand in hand, and may be working against the actual completion of your project.

You… Don’t know how long it will take.

  • Yup, this one terrifies me. For example, I procrastinate about making phone calls.  Not logical or wise, I know. But my very real fear is getting stuck on the phone and not knowing how long the call may last.  But I can decide how much time to dedicate to a task.  Even if I won’t complete the task, I can still start.

You… Are just not feeling it right now.  

  • We’ve all been there.
  • Long ago, a client said she was waiting to wake up one morning and be suddenly motivated to exercise, keep her house clean, get a job, etc. And because she was paying me to, I asked the tough question “Has that EVER actually happened?”  And the answer was… uh, no.  So, we fake it until we make it.
  • Intentionally procrastinate for a few (JUST A FEW!)  minutes.  Set a 10 minute timer, step back, change your scenery, get up and grab a cup of coffee or tea.  Then get back to work!
 Rest assured, I am saying these things to ME right now, too!  Observe National Procrastination Week by actually getting over some procrastination!
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
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO

Create Productive Work-From-Home Space: National Clean Off Your Desk Day

Last week, I heard from a newly minted college graduate.  She is very excited to start her first  professional position with a national company, working from home.

Hmmm… “Working From Home”.   A quick glance at wikipedia revealed related terms like “telecommuting”, “remote work” or “teleworking”.  This is a growing trend, with many of us working at least some of the time from non-traditional work space.

According to this recent New York Times article,  “More American employees are working remotely, and they are doing so for longer periods… Last year, 43 percent of employed Americans said they spent at least some time working remotely, according to the survey of more than 15,000 adults.”

With this conversation in mind and National Clean Off Your Desk Day (second Monday of January) here again, let’s talk about Organizing Your Work Space for Working-From-Home.  Let’s look at solutions to common Work-From-Home Challenges!

Be Professional and Productive While Working From Home

There are habits we can create to feel professional and productive, no matter where we work.

  • Create a morning routine – get up, work out, eat a healthy breakfast, get clean, etc. – even if your commute is the 10 feet between your living room and office.

    My Company Wellness Program 🙂

  • We all benefit from the clear definition of a start and end to our work day.  If you need separation in your day between personal time and work, go for a run, for Mass, for coffee, or to drop off the kids at school.  Then, come home and boot up!
  • Dress professionally, even if you don’t see another person all day.  No PJs for productivity!
  • We need to minimize distractions (more on this later) working from home, but the opposite is also true.  Remember to walk around and take breaks!

My Company Cafeteria (a.k.a. my kitchen counter!)

Stay Connected:

  • A common challenge of working from home is feeling isolated.  Remember, Community comes in many forms.
  • Check with your company!  If your company has teleworking opportunities, they probably also have strategies in place to help employees stay connected.
  • Find a mentor or accountability partner within your company.   You can also ask the professional association attached to your industry, or even just someone you really respect.
  • Join networking or FB groups within your chosen field or geographical community. My FB and networking groups are amazing resources for me as I navigate my day!

Physical Workspace:

  • If you are clear on the Work of your Work, you can probably work from anywhere!
  • No one needs to know where you work!  Some days saying “working from home” doesn’t feel professional, so I might say I’m working “remotely” or “virtually”, whether I’m at a client’s office, my own home office or Starbucks!
  • Your Actual Work Space:
    • If you skype, or have video conference calls, invest in a back drop or standing screen that looks more professional than your family room or basement!
    • Organize your work space, especially if you need to switch from student focus to work focus, like my young friend.  A clean desk helps you focus.  My accountability partner mentioned just last week how much more creative she feels when her work space is organized and clutter free.
  • Need Professional Space for a change of pace or a group project?  Perhaps your team is coming into town for training?  Many communities have available shared professional spaces or  business centers.  For a fee, these centers may offer work spaces, office services such as copiers or fax machines, conference rooms to rent by the hour or day, and even administrative help.   For example, I am a member of BAPA here on the South Side of Chicago, and their business center offers office equipment and conference room space free to paid members.

The “Home” part of Working-From-Home

  • Be clear with your house-mates what your tele-working will mean.  You may be home but still on the clock!  (The same goes for pets – one client closes the door and curtains to the back yard, to signal to her faithful furry companions that play time is over!)
  • A closed door can be an arranged signal that quiet time is needed, or that a conference call is in progress!

Consider these ideas when creating your productive work-from-home space!

Got Resolutions? Perhaps We Just Need to Get Back To Normal!

On New Year’s Eve, I was thinking about positive changes to make in the new year.

I found myself saying “Know what? Change is hard.”

Saying it out loud, though, I immediately realized that I was wrong.

No, change isn’t hard.

Sometimes, change is extremely easy.  For example, just a few weeks ago, I was exercising daily and making healthy food choices.  And … then… the holidays happened.  And it is -2 degrees as I type this.  So there are still too many cookies in the house, and our daily walks are on hold until the weather breaks or I get on the treadmill.

While it’s easy to believe the self defeating statement “Change is Hard”, that is all it is – a self-defeating statement lacking truth.

We convince ourselves that “Change is Hard”, and then we set ourselves up for failure by:

  • setting unrealistic Resolutions;
  • starting a new journey without a map or plan;
  • setting the bar too high; 
  • pursuing goals that are not right for us right now;
  • not asking for help; or
  • expecting big change overnight.

But here is the good news – Change doesn’t have to be hard.  And for the New Year, just getting  back to what you are supposed to be doing can be a big step in the right direction.

Start with just getting back on track, whatever that looks like to you.  Let’s leave the bad holiday habits behind.  It’s time to:

  • Get to bed on time;
  • Clear that kitchen counter, and put the snacks out of sight;
  • Take that January list I suggested you make, and add action dates to it; 
  • Curb or stop spending money;
  • Unsubscribe from advertising emails;
  • Stop running around like a crazy person; or
  • Conversely, start moving again and be productive;
  • Clear holiday / all other clutter from surfaces;
  • Log into your on-line banking, and pay those bills;
  • Re-boot your morning meditation / routine / reading hours, etc.;
  • And From My Friends:
    • Use my little elliptical stepper in the evening (SM);
    • Go to the gym with my neighbor / Work out (JM/JH/LB);
    • Eat better (PB/LB);
    • Reduce sugar intake, decrease sugar / artificial sweeteners (LZ / MC);
    • Finding a planner I like and actually use it (LR);
    • Write 3 gratitudes each day, focusing on the positive; (PM)
    • Refocus on work, the Holidays allow a lot of distractions (LB);
    • Start running again! It is just 30 minutes out of my entire day, so no excuses (MO);
    • Spend time regularly to tidy/organize my papers & desk so that it STAYS tidy & organized (MTO);
    • Have fun – so often, I fall in the trap of pursuing accomplishment of various items in my ‘to do’ list that I neglect to devote time to things that are purely enjoyable (SRC).

I am so happy for us!  Know why?

WE KNOW HOW TO DO THIS!  We know what to do.

We know what healthy habits are, and how to re-establish them.

We know how to be productive, we just need to get back to it!

We know how to be good to ourselves, so let’s be good!

This year, let’s start the year with returning to what we know.  How about we review our good habits that may have gotten a little lax over the last month?  Let’s start the year strong, with realistic expectations to build a strong foundation, and then climb from there!

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
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO

If Nothing Changes, Nothing Changes.

(Click here to see / hear me read this article on a Facebook Post.)

I have an article half written for publication this week regarding great questions a client asked about menu planning.  But that is not the point of this post.

Fact is, my thoughts on the menu-planning article were pushed away this morning by the recurring mantra “If Nothing Changes, Nothing Changes”.  (I googled this quote, to give it and it’s author proper credit, but it is unclear as to who actually coined the phrase.)

“If Nothing Changes, Nothing Changes.”

This phrase has been rolling around in my head since last night when I co-taught a class with my friend Mark at the Oak Lawn Public Library on Bullet Journaling.  Bullet Journaling is a great productivity tool, and I promised some of the class participants that I would publish more about it soon.  But that is not the point of this post.

“If Nothing Changes, Nothing Changes.”

People don’t attend classes because they want everything in their lives to stay exactly the same. People choose to learn about new things because they want to think or do things differently.

“If Nothing Changes, Nothing Changes.”

So, what do you want to change about your life, and what are you willing to do differently to create that change?  Some times, change happens to us from the outside.  Sometimes we are the catalyst for change from inside.  In this instance, I am asking YOU what YOU want to change or make better.

“If Nothing Changes, Nothing Changes.”

Last Fall, I was asked to make a really big change, to take on a responsibility that would help my community.  One of my very wise sons asked me 3 questions:

  • “What will change, from day to day, if you take this on?”
    • The answer was “I will have to make room in my schedule for these new responsibilities, but I can and am willing to do make the necessary modifications, to let go of a few roles and responsibilities to make room for this new one.”
  • “What GOOD can you do?”
    • This was the more important question for me.  Yes, this big responsibility might be time consuming and a little intimidating, but the idea of the GOOD that could come from the change was enough to inspire me to act.
  • And, “What did Dad (my husband) say when you told him?”  That one made us both laugh!

Change is exciting and motivating and energizing.  It can also be occasionally terrifying, uncomfortable and paralyzing.  Change can be difficult.

What if the change is the wrong change?

Yes, but what if it’s the right one?

What if change is awkward or hard or uncomfortable?

Yes, but what if it’s not?

“If Nothing Changes, Nothing Changes.”

There is an old adage that I read recently, “There are 7 frogs on a log, and one decided to jump. How many are frogs are on the log?”

The answer, of course, is 7.  Until that one frog actually jumps, there are still 7 frogs on the log.  Decision making is important, of course, but real change only comes from Action.

“If Nothing Changes, Nothing Changes.”

So, think your thoughts, dream your dreams and make your plans. Then act.

Take that single small first step towards change on your own terms.  Jump off that log.  Because “If Nothing Changes, Nothing Changes.”

National Organize Your Home Office Day: My High Tech Me Project

Did you know?  The second Tuesday in March is National Organize Your Home Office Day.

I’m entertained by the fact that, thanks to technology, I started this blog seated at my favorite satellite office, the Corner Bakery near my home.  Not to be confused with my favorite Conference Room, the Beverly Bakery, also near my home and where I take my breakfast meetings.  The real irony is that I’m avoiding baked goods, but I really love these places!  And now, I’m home in my actual office.

These “home office” musings remind me that my “Home Office”, or in my case, just my “Office”, is anywhere that I am at that moment, thanks to technology.  There is a dark side of tech, though:

I’ve been struggling with the myriad methods of communication available, and how to manage them all well.  For example, last summer, a friend asked “Did you get my message?”, so I went back to check my:

  • recent texts;recent voice mails on my mobile phone;
  • recent voice mails on our home phone;
  • FB messages on my personal page, and
  • FB messages on my business page;
  • professional email;
  • personal email;
  • at the time, cub scout pack email (as I was still Cubmaster and she is a scouting friend);
  • twitter; and
  • actual snail mail, and my really big white mail box because she lives down the street, and could have left something for me.

Ridiculous.  Not the message or the friend (she is lovely), but the number of places I had to check for communications.  Ugh.

Fast forward: I spent the first 7 weeks of 2017 working on what I called my High Tech Me project. My plan was to make the moving parts of my office experience work better together.  To organize my “office” and clear communication clutter, I organized my tech.  After assessing my needs, I (just to list a few steps):

  • streamlined my IPad and IPhone apps, and set up my laptop so all the devices communicate with each other;
  • set up my devices to update automatically overnight, and installed yet another external hard drive;
  • purchased a few more chargers and surge protectors for the places we all use them the most (and my chargers are pink as the only female in the house, to easily identify who swiped my stuff);
  • fully embraced Gmail for my personal email – it’s easy and has an app!, and I left behind our old email provider that doesn’t have an app and regularly froze up or kicked me out;
  • wi-fi enabled my new IPad (woot woot);
  • adjust my privacy and notification settings on all my social media and email accounts, to better manage my information;
  • explored Evernote, and now use it more fully to organize my thoughts and notes;
  • unsubscribed from dozens of retailers and email mailing lists; and
  • re-established a relationship with Siri on my apple devices, and while we still don’t always see eye to eye, we’re making progress (and Siri is now an Australian male voice and I refer to him as Nigel.  Whatever works.).

On this National Organize Your Office Day, remember these important points:

  • Technology is amazing and overwhelming, but it is just a tool.   It’s here to make our lives better, so set yours up to improve your life and not detract from it (and if you don’t know how, ask my web guru Claire and she will say – When in Doubt, Google it Out!)
  • BACK IT UP.  To the cloud, to a hard drive, to your lap top.  Back up your information. And get a case for your phone.  Yes, you,
  • Keep current on your device udpates, all the time.
  • De-Clutter or streamline what you can. Unsubscribe, send all your emails to one address, get rid of your home phone (we’re working on this one!), mirror your devices so you only have to remember one set-up, etc.
  • Make maintenance a habit.  I have actually added a line item to my daily routine to remind me to check different communication methods until it becomes a habit.

 

You’re Smart. And Smart People Make SMART Goals

Make goals ACHIEVABLE.
  • Make sure that the goal you set out to achieve is actually do able.  I can change the world, it’s true.  However… I probably can’t grow a foot taller, join a professional sports team or run a marathon in the next week.
  • Remember, too, that achievement requires action.  We can’t just sit there and expect things to happen.  Goals go nowhere without action.  Create an action plan to achieve your goals.
  • Let’s take a moment here to remember:  we can only make goals for ourselves; and we cannot force goals on others. Our goals may be in conjunction with another person’s goal, like a business plan with a business partner, or a healthy living plan for the whole family.
  • Break down your goals to make them achievable.  Big goals are a  series of small goals, or, broken down even further, a series of tasks or steps.  Set a big goal, then break it into bite-size actionable steps.
  • Make your goals achievable, but also use them to stretch you as a person! Don’t make your goals too small!

Make goals TIMELY.

  • Set a time frame for your goals.  A SMART Goal needs to be timely, time specific.  “I will achieve xyz goal by March 1st” or “next Tuesday.”
  • Every goal needs a deadline, or else its just a wish.  Set a deadline, and then make mid-goal benchmarks to check your progress.  Make the goal time-frame long enough but not too long!

National Clean Off Your Desk Day: Whadda YOU looking at?

No, really, what do you see?

This time every year, we have a chance to review, refresh and de-clutter our work space with National Clean Off Your Desk Day, celebrated annually on the second Monday in January.

I’ve published many articles about organizing your work surface, but today I suggest you lift your eyes, and organize your visual work space (your view).

Look up from your desk for this one.  What do you see? Look straight ahead, side to side. Order or chaos?  Positive messages or nagging responsibilities?  Simple beautiful things, or old and outdated things?  We are all influenced by our visual fields, but we can also become overwhelmed with visual clutter.

Let’s make it better!  Think about this statement:  “I want to see that which I want to attract.” For me, I want to look at a view that is simple, streamlined, functional and beautiful!

Spend some time cleaning off your desk space today (yes, you still need to do that!), and then Look Up! and apply the same steps (from Julie Morgenstern’s SPACE Method) to taking care of your view!

SORT your stuff into categories:
Clear the stuff off that message board or wall in front of you.   Yes, all of it.

Then, sort the stuff into categories, for example:  Photos, memos, messages, task reminders (bills on paperclips to send in or pay, post it notes with “call Bob”, or “order baby shower gift”), decor / tchotchke / kitsch, things to go elsewhere or to other people, etc.


PURGE:

Ok, friends. Time to get real.  Let’s go back to the statement “I want to see that which I want to attract.” Keep only the items that encourage, nourish and support your work.  Put away the rest, or purge it completely.

If you are not ready to part with all the stuff, consider a seasonal visual work space / view: swapping out your photos or inspirational messages every week / month or season.

(I like my Chrome extension Momentum: every day I’m provided a new beautiful photo, an inspirational quote and a space to jot down my intention for the day.  Then I see it whenever I sit down to work at my computer.)

A few words about… Post-It Notes.  I have a love/hate relationship with Post-It Notes. Post-Its are meant to be momentary reminders.  However, when we use Post-Its a lot, we start to look past them.  When I ask clients about the notes all over their work space, I’ll hear “Oh, they’ve been there so long, I don’t even see them anymore.”  Then WHY ARE THEY THERE?

So, jot a note on a Post-It Note, and then do something with it.  An event reminder?  Put it in your calendar.  A phone number?  Enter it into your contacts.  A task reminder or creative idea?  Add the task to your to do list, or the idea to your idea file.  AND THEN TOSS THE NOTE!!

ASSIGN A HOME, CONTAINERIZE and EQUALIZE:

When assigning a home and containerizing the stuff in our field of vision, consider keeping only those things that are useful and beautiful.  Keep pictures that make you smile (only a few), inspirational messages (only a few), and a handful of little items that evoke positive memories or creativity.  Add a plant, if you’d like!

Consider boundaries – limit your visual clutter to a small space in your line of sight or just one shelf or tray for kitschy items.

We want a nice view, but not too nice!  Have nice things to look at, but not so nice that they pull your focus from your work.  I love my vision board (thanks, MTO!), but if I look at it all the time, I take it for granted.  It’s more inspiring for me to intentionally look at it, and then set is aside and move on to my tasks.

Now, set a reminder to do this again every few months, to keep your View looking good!

OK, daylight’s wasting! Get on with cleaning off that Desk!

You Can Change the World in 17 Minutes (or less)

Big progress and big changes can be made in little pieces.

Too often, we believe that great progress towards a goal can only be made with a great investment of time and effort.   We get stuck in perfectionist thinking, believing that we can only make progress or work on a project if we have a bunch of uninterrupted hours all together (that doesn’t sound like my typical day or week, how about you?).

However, maintenance and progress towards goals really can happen in bits and pieces of time, in 5 or 10 or 15 minute increments, fit in around all the other tasks and responsibilities we take care of  on a regular basis.

For example, consider the 7th game of the 2016 World Series.  

I would love to know what was said to the Chicago Cubs team during the 17 minute rain delay in the 7th game of the World Series back in November.

If you were watching the game that night (as myself, my family and most of the cities of Chicago and Cleveland plus millions of others were), you may remember the rain delay.  

It was a late night with an extra inning, so when the rain delay was called, I decided to go to bed.  In those 17 minutes, I plugged in my phone to charge, brushed my teeth, put on my PJs and hit the pillow.

As I drifted off, I heard my husband and sons start to chat again and I figured (correctly) that the delay was over  and the game had resumed.  So Of Course I got up and watched the fantastic end.

17 minutes.  The team all said how important and pivotal the talk in the weight room was, how simple and moving words made the difference.

17 Minutes.

And here we are, in 2017.  Let’s appreciate that symmetry.  As we begin 2017, what can we learn from the 17 minute rain delay?

Do not underestimate the power and potential and progress that can be found in small bits of time.  5, 10, 15 minutes?  17 Minutes?  I’m just sayin’!

So, what can we do in 17 minutes (or less) that can help us have a better, healthier, kinder, more productive, more organized 2017?

  • Take our vitamins; 
  • Take a power nap; 
  • Take a shower; 
  • Make our bed; 
  • Run an errand; 
  • Text or call a friend when we think of them; 
  • Pay a bill, either in person or on-line; 
  • Pray; 
  • Respond to an email ( I just booked a presentation for April.  2 minutes.  done!); 
  • Delete a bunch of emails; 
  • Unsubscribe from a catalog or retailer; 
  • Steep a cup of tea; 
  • Clean out the fridge; or 
  • Fold a couple loads of laundry, and put it all away.

And per my awesome friends and readers:

  • Reorganize our purse or bag (receipts; discard or file, update or toss notes/ lists, change, bills in place;
  • Clean that pile of mail off the printer;
  • Clean out junk mail (both physical and email), as well as
  • Empty the recycling bin (virtual and physical);
  • Throw out the garbage in the car (No, C., no judgement here!);
  • 10 minute pick ups in each room;
  • Take 5 min when you use the bathroom to wipe it all down;
  • 10 min quick clean up of my desk;
  • Gather dishes(coffee cups!) from various reading spots and put in dishwasher;
  • Empty and reload dishwasher, makes a huge difference;
  • Go through the house, gather shoes, put in correct bedrooms;
  • Do a once thru the house to pick up items and put them where they BELONG; and
  • Stash a bag on every floor for donations, add to the bag as you come across things to purge!

Imagine with me, friends.  If we were open to taking little steps instead of waiting to take great strides to our goals.  We could feel the rush of accomplishment in a steady glow, stay motivated, makes changes mid-stride. Let’s think about 2017, and all the great progress we can make in 17 minute-or-less pieces!

Here’s to a great 2017!

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
www.Facebook.com/MColleenKlimczakCPO
Via Twitter, @ColleenCPO

Tech and Back To School: Update your Home, Habits and Devices

c89201_usb_phone_pakGetting your Tech and Home organized for family productivity is a great idea any time,  but especially for Back To School! Read on for 11 tips for getting your Tech and Home in order!

Update Your Home for Tech.

  • Centralize your office supplies and printers.  Have you noticed?  As our capacity to work anywhere in the house has expanded, so has the spread of office supplies and clutter. Establish one printer space and a wireless network for printing.  Then, collect all the supplies stashed all over the house, and create office supply (pens, papers, post-its, etc.) storage near the printer.  This will: save time searching for items; save money when we can find what we need and don’t have to buy more (I found lots of new items that we can use for back-to-school); and cut stress when we don’t have cabinets in every room dedicated to half-used notebooks or derelict writing supplies.
  • Work Stations Are Good. Consider your favorite library or coffee house – flat work space, no storage.  Have specific spots available for family members to work – home office, kitchen counter, traditional desks –  and let folks be flexible and share the spaces.  At these specific spots, make sure there is good lighting, access to an outlet, a comfortable chair (or make it a standing work station, also awesome!).   Keeping specific work stations makes it easier to find that rogue charging cord or book left behind.51L838PvfDL._AC_US200_
  • Desks are Bad.  Have you also noticed? New desks have changed a lot.  New desks (more likely to be called a Work Station) don’t offer drawers these day, and that’s a good thing (see the centralized supplies idea above!).  Traditional desks with multiple drawers full of paper and supplies and clutter are just waiting to drive us crazy!
  • Establish a Charging Station.  Find a convenient-to-everyone counter or shelf, NOT on your surge protector with usbkitchen counter where you need to make dinner; add storage for cords not being used; and a surge protector (new ones include USB ports).  We mounted ours on the wall, to cut down on counter clutter.  And here’s an idea – if your cords “wander off” sometimes, like mine, label the chargers and cords with a sharpie or label maker, or choose a color per person (once I started buying pink earphones and cords, they stopped disappearing.  Go figure!).

 

 

Update your Habits.

  • Pick Your Battles.  In recent history, I have advocated for keeping tech and charging out of bedrooms.  The light of technology devices disrupts our sleep signals, texting and notifications can occur 24/7, and even the fields generated by electronics can disrupt sleep in some sensitive folks.
         However, slowly the chargers have moved into the bedrooms, which aggravates me, but my 16 and 18 year old offer solid arguments, and need to learn to manage themselves.  I am reminded often that the world they are growing up in looks a lot different than the one I grew up in.  So, I have stopped pushing so hard on that, though I still encourage screen-free time and getting enough sleep.
  • Using your cool new charging station, make charging your devices a habit, part of your routine.  We have extra charging cords stashed in the car and at work, just in case!
  • Use On-Line Portals for School. Most schools have on-line parent / student portals these days, and some teachers have websites for their classrooms, where students can access homework and educational resources.  Make checking on things part of your habits (for example, I have a item on my daily to-do list to remind me to check the on-line announcement page for the high school).
  • Passwords and Log-Ins. Keep a page for each child’s passwords and login info for their student portals and on-line resources (these often go missing in our house!).

 

Update your Devices.

  • Buy the warranty.  Since our tech devices go with us everywhere, chances increase that something bad may happen to them.
  • Stay up to date!  Automate your device or computer udpates, or add “check updates” etc. to your weekly routine.41DGbXhN5zL._AC_US160_
  • Keep the college laptop safe.  (Love these, thanks MJS!) College students should invest in and use a lock to tether a laptop to a desk at the library or in a dorm room.  Also, buy an extra long charging cord in case your student is on the top bunk.
Save yourself hassle later, and invest time a little time and energy this week getting your home, tech stuff and tech habits ready for Back-To-School.
To:

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Small Business Week: How to NOT Overbook Your Calendar

Recently, a friend/client/networking partner had to cancel a morning meeting because she had overbooked her Tuesday.

Another client had to reschedule a document drop-off with me because he “ran out of day today.”

No judgement here.  Been there, done that.

In her text message to me, the overbooked friend/client/networking partner asked me to write a blog about how to not overbook our schedules!  So, friend, in honor of National Small Business Week, here it is!

When do you work?  Where?  How?   Workdays and work places have changed, due to worker and industry preferences.  A “typical” workday is anything but typical, more than half the workforce works for themselves or small businesses, and many of us work from home (or Starbucks, or someone else’s home, etc).

As the lines of work and home blur, it’s difficult to keep all our commitments straight!  So, to help get the most out of your schedule, without resorting to teleportation or cloning, here are a few ideas:

  • Check your schedule regularly, with an eye out for potential snags or trouble spots. Don’t wait until tomorrow to plan for tomorrow. or until next week to plan for next week.
  • Schedule recurring events.  Actually put them in your calendar / planner / etc.  Yes, you will probably remember.  But then again, you may not.  Just write them down.
  • Better yet, Just write everything down (or make a note in Outlook or Google Calendar, or your planner, or however you track such things).  I can’t be trusted to remember things unless I write them down.
  • Determine realistic time estimates for your regular tasks.  Have you noticed?  We tend to underestimate how long our favorite tasks take, and overestimate how long dreaded tasks take.  We assume the easy stuff will go quickly, but get snagged or run late when something goes wrong.
  • Factor in commuting time between meetings where applicable,  and multitask your travel time.  I’ve been leaving a more generous time cushion between client appointments, to accommodate conversations that go a little long, traffic troubles, or a quiet moment to eat my lunch on the way to the next appointment.
  • Keep your calendar and contact information up to date and with you at all times, so if you do find yourself overbooked or running late, you can do the polite and professional thing and call ahead.
  • Do not feel you have to explain yourself.   No one needs to know that you need to leave a meeting on-time to get to a 6th grade soccer game.
  • If you do double book yourself or if life gets in the way, just OWN UP, APOLOGIZE and reschedule.  Make that call with solutions in mind, as in “I’m very sorry, something unexpected came up and I’m going to be late to our 1 o’clock meeting.  Would you like to push it to 2 pm, or reschedule for a different day?”
  • Meetings.  Ah, meetings.  Meetings, by definition, involve other people.  And talking, and planning and note taking and assigning tasks.
    • Don’t be ‘that guy’ or ‘that woman’.  You know, that one with the late, rushed and loud arrival. Be early, be prepared, and be quiet until there is something to say.
    • Don’t like making pre-meeting small talk?  Smile politely, then make a show of reviewing your notes, or making new notes (even if it’s your packing list for vacation, or an email for later).
    • After the fact:
      • Set an alarm to keep from getting chatty.
      • Factor in processing time for your notes and action steps from the meeting, before heading to your next activity.

As you move through your week this week, keep your schedule in mind, and try a tip or two to make that next workday or meeting go more smoothly!