Tag: Time Management

Re-Entry After Travel: Bumps in the Road

Let’s call this one Re-Entry 2.0, or “Things to do your first 24 hours home!“

We traveled the last week of May for a family wedding in Baltimore.

In the interest of getting the Midwest grandparents (4) to the East Coast wedding, last Fall we rented a 15 passenger van for the event. This was my husband’s idea and it was brilliant. He and I took turns driving on the 11-ish hour trip to and from Baltimore. Seriously, he is brilliant. He even downloaded to his phone the top 100 songs from 1963 as a road-trip soundtrack. Our passengers were happy.

Here is a picture of the bus, or officially, the “Bus (NotSchoolBus)”. I’m calling it a “Bus (NotSchoolBus)” because that is the category type listed for it on the Safety Compliance Certification Label, a.k.a., the door jamb label.

Here's a shot of me and my co-pilot somewhere on the Pennsylvania Turnpike.
Me and my co-pilot (my son) somewhere on the Pennsylvania Turnpike.

The wedding was beautiful and the reception was great! I am so happy for my niece and my new nephew. They are delightful people who deserve every good thing in life. I love the rest of my family, too. There were good times and great memories made. For the most part, every bit of planning yielded the expected and desired results. Lots of laughs, some Euchre (IFKYK), lots of food, adventures, ice cream, hiking and hanging out and of course the wedding!

AND there were a few snags. I will not go into details, but I will say that everyone is fine and now home. However, after two ambulance rides and ER visits, the Courtyard by Marriott Baltimore BWI may never let our family stay there again. Ever. And I don’t really blame them for that.

There were many uncertainties as we returned and some concern that we may have to adjust our travels or even travel back to Baltimore. And because of all the extra unexpected pieces, being intentional about re-entry was more important than ever. Here are suggestions to help you tackle Re-Entry and also set yourself up to succeed and even to travel again!

A cloudy and choppy day in Annapolis, MD

Unpack the car.

All the way. Yes, all the way. This is our usual practice, but it became necessary and not optional because we had to return the bus to the rental company. Everything had to come out of the bus, all luggage, all rubbish was disposed of, etc.

We also might take the car to the carwash and give it a vacuum, if we had traveled in our own car.

Unpack the bags.

All of them. YES, all of them.

You don’t want to wait and find a neglected apple or granola bar in your hiking backpack a few weeks down the road. Or dirty clothes or shoes, etc. Unpack the bags.

I was reminded of how important this step is when I found my mom’s handicap parking hangtag in one of our bags. Did I mention? My family lives in Michigan, and I live in Chicago. Thankfully I found the hangtag right away and it was out via UPS overnight delivery first thing the next morning.

Multiple loads of laundry were started and completed, and the dressier items like suits and dresses were taken to the cleaners.

Put the bags away.

Yes AWAY. All the bags. You could argue that if I was worried that I might have to travel again for an emergency, perhaps it would make sense to leave a suitcase out. And as an organizer, I will say – unless you know you have a trip planned, it never makes sense to leave a suitcase out. Working with so many clients over the years, very often I will walk into a closet or bedroom or basement storage space or garage, and one of the first things we do to make improvements is to put away the luggage that never made it back to its storage space. Such an obvious solution. Take the few extra minutes and put the bags away.

Toiletries: Re-fill and repack, order extras.

I know I have spoken about this step before, in podcasts last Spring and Summer. It was even more important that I re-filled and re-packed my supplies this week, though, in case I need to travel again soon.

Recharge stuff.

I have a power bank that lives in my travel tech bag, and I used it on our adventure. Not knowing what this week might bring, I made sure to re-charge it. I charged my portable keyboard for my IPad for the same reason. My daily habit, travel or not, is to recharge my phone, AirPods, Apple watch and IPad at night so those are good to go whenever.

Buy groceries.

We needed to restock A LOT of items when we got back from our adventures, and I knew that was a necessity even before we left. I planned a trip to Costco for our first day back and I let Costco do the cooking this week (I’m looking at you, rotisserie chicken, stuffed peppers and backed chicken alfredo). Later that day, I placed the Jewel grocery order for all the stuff I don’t buy at Costco. Within 24 hours of arriving home, the cabinets and fridge were back to normal levels.

So this next step is where the Re-Entry 2.0 comes in.

We were gone for 6 days! And it was awesome! As I described in a text today, “Weekend was mostly amazing, with just a few snags”. I can unpack, repack and re-stock. I can re-charge actual batteries.

But… I also need to re-charge metaphorical batteries.

With the few snags, I actually asked for flexibility and grace via email and texts when people needed something from me this week. I don’t usually feel the need to explain myself or excuse a delay, but this week was not a typical week for lots of reasons.

I restocked groceries, purchased prepared foods and I didn’t expect myself or anyone else to cook. I slept. I was very tired. At writing time, I still am. These last few days, I gave up trying to stay up when my brain and body said ‘enough’. I re-committed to most of my healthy habits: hydrated, returned to exercising, healthier food options, etc.. And, I set myself up to succeed in case I was called away out of town again.

Now… I just need to tackle the rest of the to-do list! But that is another episode for another day!

The Daily List Right In Front Of Me

I worked with a new client recently. It was truly a pleasure to meet and work with them. It is great to meet someone who, like many of us, is already on this journey to more intention, more productivity, to figuring out what it is they want to accomplish today and also in life. And who is ready to try different tools to help them do that.

Maybe you have the exact perfect tools to help you do exactly what you want to do, and that’s awesome. Good for you. I love that for you.

I’m there, too, but I’m also always looking for new ideas because I try them out for myself and collect those ideas and share them with all of you, my community.

I worked with two productivity coaching clients this week in their work spaces.

One client realized for themselves in the last month that a daily to-do list could help them get more done, so they are exploring a daily list. This person is a graphic designer, and they created their own visually appealing daily one-page. The list is not too structured. There were check boxes and empty lines so they could write their lists of tasks and projects and intentions and make it completely different for themselves every day, depending on what their day held.

Their process includes printing tomorrow’s form today and taking a few minutes to jot down tomorrow’s plan as they wrap up today. Doing this ahead of time means they are more likely to capture tasks they want to complete first thing in the morning, or perhaps there are timed events on the calendar already that they want to remember, like “8 am, take kids to school”, “10 am, Zoom call with potential client”, “Noon, physically create that product or buy supplies, etc.”

For this client, they also add personal stuff, like take a shower, start some laundry, stop at the grocery, make dinner. You know, the things that we have to do in life.

The other client I worked on the Daily List with is further along in her business and her productivity coaching journey. She has consistent, well established and supportive routines around most of her personal tasks, so her Daily List is specifically for business related items. Many of these items are hosted on digital to-do lists, too, or shared with her assistant, but this client really values this Daily List “in [her] face ALL THE TIME” to keep her on track. (I know she is a listener, so she’s going to know I am talking about her).

And this client and I have worked together over time. She is an established business owner and has figured out more processes and systems. Her personal tasks and routines happen consistently, so her Daily List is for items like: team management and helping the team members to thrive; strategic planning and big picture planning for the company; working with her assistant to plan the week, etc.

When I was first starting my business 21 years ago, I had a wonderful mentor who was already an established professional organizer, Pamela. She shared with me then her daily one-page planning sheet, with areas for calls to make, personal metrics like exercise and water consumption, appointments, tasks, etc. I used a similar form for many years. Now, I use digital tools and reminders, but a good list in my bullet journal – in front of my face – is sometimes what is required for me to get things done on a busy day!

What do all of these people and strategies have in common?

  • Many of us benefit from having visual and tangible reminders in front of our faces!
  • We recognize the value of carving out time today to plan for tomorrow.
  • We make sure to check in with today’s list multiple times a day to keep us on track.

I want to dive a little deeper into a few more important characteristics of the Daily List that will help you succeed.

Realistic Time Estimates.

With one of the recent clients, we discussed realistic time estimates.

I know I have spoken about realistic time estimates in other podcast episodes and articles. It is very important to identify just how long regular tasks take. For example, I believe I take quick showers in the morning. With this article on my mind this morning, I decided to actually time my shower. And if “quick showers” means 5 minutes or so… well, it turns out I DO NOT take quick showers. Or, I take two quick showers, meaning this morning’s shower was more like 10-12 minutes.

Please don’t judge.

But this is useful information. I can use it to form my plan for my day. If someone says “Let’s go do that thing” I can say that realistically, it will take me 20 -30 minutes to get ready, instead of my optimistic (and incorrect) belief that it will take me 10 minutes.

That is just one very simple example. We all have beliefs around how long we think tasks take. Or commutes. Or cooking a meal. But if we don’t factor in the rest of the steps, or if we aren’t aware of how long things really take, we are setting ourselves up to fail.

Time Cushion and Rest.

Another characteristic of a successful Daily List is factoring in rest or at least a time cushion.

I stumble on this one all the time. The Daily List needs to have extra time factored in for transition time, or nature breaks or lunch or even a moment to step outside and breathe some fresh air. There is always more work to be done, but I will get back to it happier and more refreshed if I factor in a little extra time for rest or delays or flexibility.

Identify Routine tasks.

My clients and I also talked this week about our different types of tasks from day to day.

If you like a detailed list, there are economies we can achieve with topping our list with the 5-10 tasks we need to accomplish every day to just survive, aka. our daily routine. “Take shower, brush teeth, work out, take vitamins, eat breakfast, pack lunch”. Perhaps “make bed, start laundry, walk dog”. Basics. But for some of us, we like to cross these tasks off the list, as well, just like the work specific, family specific or other responsibilities. However, we don’t likely need to rewrite them every day. We can park them at the top of the list because they are different than our daily work today.

Priorities.

And once we have figured out how to manage those routine tasks, let’s look at prioritizing the rest of the items on the Daily List.

Maybe it’s just me, but I usually have more on my list than I can possibly get done in a day.

Again, asking you not to judge, here. I know this AND it still happens. So it is very important that at the start of every day, I review the list and determine what can feasibly happen in the time I have today, and then I put the tasks in order of importance and urgency. “Launching my new website” is super important, but will take many more hours than I have today AND no one but me is waiting for that task’s completion. Following up with clients, moving more urgent projects along, taking care of tasks that other people are relying on me to complete so they can do their work – yes, those will end up at the top of today’s list, along with realistic time estimates as to how long I expect the tasks to take.

So, to recap, perhaps you would benefit from a Daily List IN FRONT OF YOU every day. Perhaps it’s paper, perhaps it is digital. You do you. But there are characteristics that will make the Daily List and the process successful:

  • Planning ahead, like the day before, to wrap up today and look at tomorrow.
  • Checking in on the Daily List regularly.
  • Realistic Time Estimates for our regular tasks.
  • Factoring in time cushion and rest.
  • Recognizing the difference between routine tasks and the rest of your Daily List.
  • Prioritized tasks, so that the most important work gets done.

Hope this helps!

How To Not Get Distracted

A participant at a recent presentation asked me how to stay focused on her organizing projects.

She was talking about it in this context: if you’re already working on a project, how to make sure you actually stay in the space where you are working, and not get distracted and leave the space.

Or, if you do get distracted, how to make sure you come back.

I mention in my presentations that we don’t want to be butterflies when we organize. Flitting from room to room and project to project without purpose or focus. We end up in a different room, nothing has been accomplished and we’re not sure where the last few hours went!

This is a great question, and I hear this question a lot. And I know it resonated with other people attending the same presentation.

Yes, There are many strategies we can use to stay focused on our organizing projects and anchored to the space and the work. Some of these strategies can include:

  • Start the project with all of your tools and supplies with you. We can easily get distracted if we keep having to run to different parts of the house for garbage bags, a pen, tape, boxes, etc. Gather your tools and supplies first.
  • Bring in a friend and have them work with you. Perhaps you can swap organizing sessions – your closet this weekend and their closet next weekend!
    • This particular participant had attended the presentation with her sister, so I used the two of them as an example.
    • And a reminder, this is called body doubling, having a person working near you to set that example and help you stay focused.
      • That’s one of the benefits of working with an organizer, that body doubling component.
      • You can also take advantage of body doubling virtually, if you and a friend want to facetime each other while working on projects to chat and process your decision making, tell stories about items, etc.
  • Make the space enjoyable to be in. Turn on music, add a fan or a space heater, turn on the lights and open up the windows. Bring in a favorite beverage, non alcoholic, of course. Let’s do what we can to make this a more pleasant experience.
  • Make yourself some promises! Make sure you have some kind of reward planned for the end of your work session, the end of the project, etc.
  • One of my favorite strategies is to Set timers:
    • One thing that I do with my clients and myself is set a timer and tackle a project in really small bursts.
    • So I may set a timer for 20 minutes and see how much I can get done in that time until the timer goes off.
    • Sometimes I’m feeling so motivated after those first 20 minutes that I will set it for another 20 minutes and stick with it, or I will turn off the timer altogether and just say, oh, I’m doing great here. I can’t wait till I’m finished, so I’m just going to keep plugging along.

I want want to dig a little deeper today on this focus and attention question from both an organizing and also an organizational coaching perspective. Because if we often get distracted, we also have to unlearn that habit. And we need to re-learn healthier and more productive habits.

Breaking distraction habits and learning more productive ones instead is absolutely possible, but not without a plan and some strategies!

I’ll use my current situation as an example.

I started writing this content on a Sunday afternoon while I was also planning to do some batch cooking for the week. I prepped and chopped and assembled. I now have chili on the stove, simmering. I have 2 meatloaves in the crockpot. In addition, I have a rotisserie chicken from Costco that will be turned into dinner a little later. And between those three things, I will have meals for many days this week.

I like to batch-cook, and I especially love the results of cooking multiple meals at a time because it makes my life easier during the week. HOWEVER, there are days when I am cooking and I’ve been in the kitchen for a while, and all I want to do is be anywhere but in the kitchen.

I feel that very strongly sometimes. Like when it has been a lot of work, on top of a busy day. And all I want to do is be anywhere else. I want to go read a book. I want to go do something other than cook. I want to be anywhere else. But I also stop the impulse on that one because I know that sticking with the kitchen project for just a few more minutes – finishing the clean-up, putting the last few dishes in the dishwasher and wiping down the counters – is the better course of action. And then I can take a longer break, right?

Instead of responding to that misguided impulse to be anywhere else and leaving the work undone, I recognize the impulse, and I remind myself that if I stay just a few more minutes, I will be completely done instead of almost done, and I can enjoy my well earned rest a little more.

Let’s break that down.

  • Recognize the impulse, the distraction, the desire to go and do something else.
  • And stop for a minute and think it through.
    • Do I really need to be somewhere else right now, or am I just bored with this? Or, I’m tired, there are other things I also need to do, etc.

Let’s face it, there could be lots of reasons why I don’t want to be doing that project anymore, and it would be tempting to leave.

But – again – if I realize the distraction, and remind myself to stick with it just a few more minutes, I can be completely done instead of just almost done, and then I can enjoy that rest a little more, or I can go and do something else with a clear conscience.

We recognize and then examine the impulse and decide if it’s just an impulse or if it’s actually a good idea. And usually, we’re better of just sticking with the task a few more minutes, and we’ll get the job done.

I think I say this every week lately, but we start with Awareness, awareness, awareness!

Another more specific way to fight distraction and stay focused on a project is to zoom in on your task. As in, narrow your focus on the project in front of you.

I’ve been working with a new client for a few months now. Recently we were going through papers from 2015. This happens a lot, no judgement. She moved offices at work and at home and there were a number of things that were bundled up, and because there wasn’t anything truly pressing or important in there, they just kind of got shuffled aside. We came across a to-do list from years ago. She read it and then laughed and shared it with me, her organizer. And it says at the top, “declutter”.

A great idea and to-do and intention, but it’s just word on a piece of paper at that point.

My suggestion would be to get more specific on what “declutter” entails, or what “get organized” looks like. If we don’t get more specific, those things are never going to actually happen.

One way to stay to on task or focused on a project is to make your action ridiculously specific. So instead of just saying get organized or declutter, let’s try this: I want to complete some organizing projects for spring. In the first hour that I have today, I will will review my closet and dresser and my clothes. When I’m done with that, I want to re-pack the items in the furnace room that we’ve set aside for my college student to move into an apartment in the Fall. And after that, I want to review the bottom drawer of my office file cabinet and shred items from more than 4 years ago, now that our taxes are filed.

Right? So all of those items would be on the list and on the task list, but it would be far more specific than get organized or declutter.

And when we can look at big projects in terms of being a series of small projects, it makes it easier for us to stay focused on those projects so we can see results.

For example, let’s say – I’m going to organize the basement this weekend. But what if your basement is huge and a hot mess? You could say instead, “I’m going to organize the shelves in the laundry room, and then I’ll review all the old paint on the floor by the door, and then I will review the towels and toiletries in the downstairs linen closet by the bathroom.”

If we don’t narrow our focus, it’s no wonder we can get distracted. Breaking down big tasks into smaller tasks help us to feel motivated, fight the impulse to get distracted, and helps us to see results. And positive results keep us coming back!

I get the “How TO Stay On Track” question from my coaching clients as well, and some of the strategies are the same!

My coaching client may say “I want to get organized”, and I will say – awesome! But let’s get specific. What does that look like? What results do you seek? What are actions you can take every day, and how can I support you in taking them?

ZOOOOMing in, narrowing in, focusing in to stay motivated:
Does getting organized mean getting more done in your day? Switching your work and bill paying over digital and online? Figuring out your family’s schedule for the summer? Planning a trip and figuring out what that looks like for you and your family? Getting a handle on your health and wellness? Organizing the physical space in your home, of course?

Yep, we can do that. We can do all of those things, but we can’t just start with a global “OK, I want to get organized”. The first thing that we would ask in a coaching session would be to bring that into what can we accomplish in today’s session? What can we accomplish, you know, in the next 30 minutes that will help you to activate those ideas on your own, you know, in the next week or two before we speak again.

ZOOOOMing in. We can do lots of things, but we have to bring it in and we have to get specific. Because that will help us to stay motivated and anchored to the work.

When we get specific and break things down into smaller bits, it means we actually start to feel some accomplishment as we complete those smaller bits. We can track progress, we can see improvements. We can remind ourselves of our progress if we get distracted or we get off track. Um, all of those things, uh, are, again, tools to help us to stay on track, and if we get distracted, to get back on track as well.

And we can break the distraction habit and use these strategies to get back on track. Because distractions will come! But we’re bigger and better than our distractions.

PACT: A Different Way To Set Goals

It’s a new quarter, a new season. Today, and any day, really, is a great day to check in with your progress towards your goals.

And I want to have a new and different conversation about goals today because I have a cool new concept to share!

I had to chuckle – on this morning’s accountability call, I mentioned to my partner that I was writing an article about PACT goals for today’s podcast. And… I admitted that I started it two weeks ago, and I didn’t get it done in time to record last week. Because I had a million other things to do last Monday (like, for REAL!).

Irony? That I didn’t meet a goal to write about goals because I couldn’t / didn’t dedicate the time to get it done? Yes, I think so.

As I set my goals for Q2 in April, I glanced at my goals for Q1 of 2024, and some were “once-and-done’s”. 

  • Complete the surgical procedure on my nose – done.  (Focus Area Health and Wellness)
  • Lent and Easter, liturgically with my parish and my choir – done! (Focus Area Service)
  • Attend a specific concert on March 29  – done (and it was awesome). (Focus Area Personal / Supporting Independent Art)

However, some of the goals require more of a process, and I have goals from Q1 that migrated to Q2:

  • Make progress towards coaching certification by recording coaching clients for an upcoming deadline.
  • Make progress on a major project I am working on for NAPO, the National Association of Productivity and Organizing Professionals.
  • Attend 12 live music / independent artist concerts in 2024 (one a month).

And I would guess, you have a similar blend of once-and-done goals and also progress goals. In past articles and podcase episodes, we have talked about SMART goals, and I LOVE a good SMART Goal!  A SMART goal is:

  • Specific,
  • Measurable,
  • Attainable,
  • Relevant and
  • Time Specific

For example, here’s a SMART goal:

“I will publish new blog articles and podcast content every week this quarter until I reach 500 posts by June 1, in celebration of my company’s 21st anniversary in June.” This is specific, measurable, attainable, relevant and has a time frame attached.

Now, how will I accomplish this goal? This is NOT a once-and-done goal or event since it will take consistent effort for the next 7 weeks to accomplish.

Last Spring, I wrote an article and recorded a podcast Episode about Metrics. 

Metrics In The Dentist Chair!

Metrics are quantifiable items we can measure, to determine progress. Achieving our goal is amazing!  Success is grand, for sure. But it is also an event.  It is a snapshot moment – goal achieved!  Done!  But more often, the work continues.

To make the goals and the work happen, from day to day, we need to bring the waypoints closer in.  We need manageable portions to bite off on a daily or weekly basis in addition to that one big goal we will accomplish at the end of a predetermined amount of time.

Enter – PACT goals. PACT goals are the tool within a tool, the intentional and incremental goals within a big, lofty SMART goal. Per Julie Simpson on Hire.com, “What are PACT Goals? The Lesser-Known Technique to Set Smarter Goals”, PACT “is a goal-setting technique that focuses on output rather than the outcome”.

PACT stands for

  • Purpose,
  • Actions,
  • Continuous and
  • Trackable.

It seems then, that often, the journey is the point.

Sometimes we need to set PACT goals to give us the support to meet our SMART goals. And sometimes we need to use PACT goals to create better habits for forever.

Let’s break this down! Purpose. Actions. Continuous and Trackable. I like the idea of continuous movement towards our goals. Let’s use my Publication Goal above as an example.

The question of “Purpose” is important for setting goals. We want to know that we are achieving what we want to achieve. That just makes sense. We want to know our purpose and we want to be purposeful (think “intentional”). And once we figure out what we are awesome at and what we are meant to do in life, as in what we want to do intentionally with our time in small and large pieces, then that’s our purpose.

When we set purposeful goals, we want to know that what we’re seeking to achieve aligns with who we are, what we want in life, etc.. And publishing high quality and supportive content for my community definitely aligns with my professional goals.

At a class last week, I heard the nicest feedback! A participant said ” You bring such positive energy!”. Yep, that’s the plan! And when it comes to our goals, we want to be purposeful, we want to be intentional, and to know that the goal that we are setting fits into the context of who we are and what we want in life.

And since success towards my publishing goal is not something I can just knock out the day before my June 1 deadline, I need to be intentional on how I spend my time in the next 7 weeks. I need to PURPOSEFUL in my actions.

And, on to Action! Action, because we’re talking about goal setting here, right? We’re talking about making progress. We’re talking about moving forward. All of those words are active words.

Progress requires action almost all the time. What are the actions that we need to take to move us towards our PACT goals? Working towards the publication goal, my actions have included in the last week spending 30 minutes each day on the project:

  • Review my voice memos on my phone, rename them and send them as an attachment to my email.
  • Upload to the transcription service that I use and have all the unpublished memos transcribed.
  • Match up all the voice memos / transcriptions with my list of published articles and podcast topics, and delete any duplicates.
  • Add the unpublished topics to my editorial content calendar.

And now that I know what I want to write about and publish, I will carve out an hour on the calendar 3 – 4 days a week for writing / editing.

And, since PACT goals need to be trackable, every one of those steps I listed above is trackable with metrics. I went from 30 voice memos down to 10. I went from 45 transcriptions down to 11. I increased, after deleting many duplicate topics, from 20 to 35 topics on my editorial calendar. And now I can track “writing minutes” weekly as progress towards the goal. Action.

Next up, and forever – Continuous.

Purpose and Actions are easy to see, but I think what sets PACT goals apart are the Continuous and Trackable aspects.

Let’s talk about continuous and trackable. Using as an example, my goal of publication by June 1. I’ve set my intentions, I have determined my actions. Now I need to do them! What would continuous progress look like towards my goal look like? I can determine that, and then make the progress towards that goal. And beyond, of course, because I have a waypoint, a milestone in mind, but I certainly won’t stop writing after the June 1 deadline.

I need to take action every day or multiple times a week. Continuous might not mean every minute of every day, but it certainly will mean regular consistent, continuous progress towards the goal.

Perhaps a wellness goal is a good example, too – 30 minutes of cardio 5 times a week is purposeful, continuous and trackable action, and a habit that will help you for life. As I mentioned earlier, sometimes the journey is the point.

Finally, let’s talk “Trackable”.

How do we make progress happen? How do we measure progress and not just “I’m feeling better about the process” or “I am less stressed with writing”, or “I am having more fun”.

“Progress” is sometimes difficult to quantify. But when we determine our purpose and actions, and the interval which makes them continuous, we can track progress. In my example, I can track articles published, words written, minutes or hours worth of writing or editing, engagement with my readers by number of likes or shares, etc. These are trackable items. Which also means, I can track improvements from week to week by paying attention to trends in the tracking.

How far have you come? What have you accomplished so far? Reviewing your tracking, what can you do to improve the process?

In addition to catching up on my writing process, which is what my actions in the past week were about, I can also track my progress moving forward. I have re-set my content process and will continue with these new strategies for a few weeks. And then I can look and see if my output has improved over that time. If it has – yeah! If it has not, I probably need to review and adjust my strategies.

To Review:

Setting PACT goals is a strategy that focuses on the process and not just the end product. We can use PACT goals with SMART goals, as the support to accomplish our SMART goals. OR we can use PACT goals as a method of continuous improvement. PACT stands for Purpose, Action, Continuous and Trackable, and can be used to help us focus on the process of progress and not just the event of achieving a goal.

I hope you found this helpful. If you would like to comment, please share with me on social media or drop me an email at colleen@peaceofmindpo.com, or drop me a DM on one of my social media platforms. I can’t wait to hear about how PACT goals helped you move forward.

Time Management Is Stress Management

Have I mentioned? I have this great opportunity multiple times a year.  I teach time and stress management to students in the Highway Construction Careers Training Program, or HCCTP, at two different community colleges in the area.

Let me trace it back. Here’s a reminder that we never know how far our ripples will reach. I owe this opportunity to connections that I made in a professional speaker’s group over 10 years ago now.

And I have to laugh, because there’s so many people that I’m still connected with to this day through that speaker’s group, even though the group disbanded a few years ago. Still connections, friends, network partners, whatever you want to call them, that I met in that professional speaking group.  Many industries were represented, what brought us together was professional speaking.

There was a nutritionist, an insurance broker who I’m still friends with today and who also has a podcast on the Broadcast Basement network.  There was a financial planner who does financial planning presentations, and I’m still connected to him to this day. A friend and network partner who interviewed me on her YouTube channel last Spring, Sabrina Schottenhammel, is a massage therapist and professional speaker and wellness advocate.  And a friend and network partner, Alexandra Glumac, is affiliated with South Suburban College and she is why I started teaching this program, long ago and far away!

I teach time and stress management to the HCCTP hosted at South Suburban College, the Oak Forest campus. They have 4 or 5 groups of students through the program every year.  And because of my experience at South Suburban College, I also teach for a similar program at Kankakee Community College. I get to teach awesome groups of people about time management and stress management.   I started to write today’s episode and article content as I parted ways with Class number 32 last week.  I told them I would give them a shout out.  So, hey, Class 32!  It was great to meet you all!

I started teaching this course around Class number 3 or 4. These groups are in class for 12 weeks, and I speak to them on time management and stress management in their first week of class.  That makes a lot of sense, because by being brave and taking on this coursework, they need time and stress management to make their lives work in the midst of this extra busy time.

And I’m going to be completely transparent.  The stress management is more stressful for me. I know that’s weird, but it’s the truth. Time management is productivity, and hey – that is where I live. That is my jam. That’s what I do. Productivity. Yep. Sign me up. I could talk to you for hours about productivity.  And I probably have, over time.

But the 4 hours of stress management content is newer for this group.  I have only done that 3 or 4 times.  And I’m still trying to get the best right combination of content. My goal is to not stress people out with a lot of work while making sure my participants have the tools they need to succeed.  That is my goal for these groups every time I meet them, to give them tools in their life. And I love that!  I have the coolest job.  And I meet the coolest people. Class 32 challenged me. When they found out I had a podcast, they wanted an episode dedicated just to them.

And here we are.  I can absolutely do that.

We tackled both time management and stress management last week.  And here is the secret, right here.  This is what guides my practices. I feel that so many of the practices that we use in time management are also useful for stress management.

When we feel out of control, unproductive, out of sorts, you know, maxed out because we’re always late, or we never feel like we have enough time to do what we need to do or what we want to do. We don’t feel like we’re making time for the people in our lives. We don’t feel like we’re making time for ourselves.  These are all very stressful situations. And did you hear the words that I said in those statements? Time. Time.

Here’s the premise for today.  I will declare that time management is positively and irrevocably entwined with stress management and stress reduction. Making sure that we’re doing right by that is going to help everything else go better.

If we can get clear on what we want to accomplish in the course of our day and then make it happen, yes, it’s a management of time, but that also decreases our stress levels. We can recognize that and we can work with it.

Here is what our agendas looked like.  In our time management workshops, we begin talking about routines and how our routines can support the things that we need to, to make sure our needs are met in a consistent and regular way. And I’ve talked about routines in other episodes.

In class, we discuss sleep hygiene. Sleep hygiene is the routine we have around getting good sleep.  And we know getting good sleep increases overall health and decreases stress.

We watch a couple cheesy videos from early 2000s on productivity, and talk about priorities and planning and goal setting. We look at Priorities and the Eisenhower box, which I know that I have done an episode before about, I’ve always liked that tool. It’s such a great tool. Because knowing we’re working on what is important decreases stress and increases life satisfaction.

In our time together, because these are students in a highway construction careers training program, we talk about project management. I don’t always talk about project management, it’s a very specific need. These folks are going to be working on projects, though, so we take a first glance at project management to get a feel for how they fit into the bigger picture on a project.

Finally, in time management, we talk through procrastination. Because conquering that delay-for-no-good-reason increases productivity and decreases stress.

The next day, in the stress management component, we talked more about routines. We also talked about Maslow’s hierarchy of needs because we need to be able to identify needs so we can ensure they are consistently met. Because otherwise we get stressed! It is stressful when needs are not met. Physical, safety, psychological, esteem, etc. 

This week, I also shared learning styles with this group.   Learning styles were the topic of last week’s episode. I like the stress management content that I wrote because it is all about the person.  The individual.  There were so many really cool aha ah moments.

We were talking about learning styles, and I mentioned that some of us think in pictures, and some of us think in words, and some of us think in commercials or scenes.  That some of us read the words in front of us, and some of us actually sound the words out in our head when we read.

Just knowing that there’s a difference is so important. A lot of our stress management was talking about awareness.  Self-awareness. Awareness of how we are showing up in the moment.  In coaching, awareness is the first goal.

We talked a lot about that in stress management. We talk about physical awareness.  Like physical needs, and also, you know, awareness of where our stress is in our body. For example, if I’m stressed, my face flushes and my shoulders get tense.  If we know what stress feels like, we can identify it more readily and take steps to decrease it for our own wellness.  I really love that, that physical awareness, that physical scanning of ourselves.

Apparently I do it a lot because a couple of my class participants noted “yeah, you do that all the time”.  I didn’t realize anybody else noticed that, but that’s okay.

Along the lines of checking in physically for stress management, we also practiced square breathing both days. Because to be honest, square breathing is a tool I use EVERY DAY.  If you’re not familiar, it’s a breathing technique where we breathe in for 4 beats, hold the breath for 4 breaths, exhale for 4 breaths and hold the exhale for 4 breaths.  That’s it.  Don’t push it, don’t rush it, don’t make it unnatural.  Just focus on your breathing for 5 – 7 cyles of square breathing.  A 90 second vacation.  It’s lovely. 

So, to recap:

It is great to teach these group, and Class 32, it was lovely to meet you.

Time and stress management are related.  If we can get a handle on our time as a limited and valuable resource, if we can do better with our time management, that will absolutely help us with our stress management as well.

When we better manage our routines, priorities, projects, procrastination, goals, bodies and wellness and sleep and breath – stress goes down.

So those are all time management things. But it sounds a lot like stress management to me, too, right? Time management is also stress management.

I’ll never say we can be stress free. And stress isn’t always bad.  Some stress helps us to perform better.  My concern about teaching Stress Management meant that the night before the class, I made sure to check my bag and make sure that I had everything I needed to teach the group today. It was the elevated stress that helped me to be a better teacher today and to work with my group better. That’s good stress.

But long term stress can cause mental and physical problems.  The nagging, long term, you know, heavy weight of stress sometimes that can absolutely cause us trouble. And again, in transparency, I have been in a very stressful season personally and I really need to rev up my self care. So when life gets more stressful, I know it doesn’t make sense, but we actually need to do more to care for ourselves than we normally would because the demands are so much greater on us. And again, I think I need to say that out loud to myself as well.

In stressful times, we need to do more to care for ourselves because the demands are so much greater on our systems, psychological system, physical system, whatever that looks like. Getting good at time management decreases stress. Yes, let’s do that!

How To Get Back On Track

When naming this article and episode, I tried Catawampus – as in, “when it all goes catawampus”, but my SEO score on my blog did not think that was a good idea. Noted.

I was a guest on the EP podcast episode that dropped last Tuesday, March 12.

We recorded on Monday, March 11th because that is the day I record my episode, too. And I was a guest on the EP Podcast because Chris, my producer, had a family emergency over the weekend with his 18 year old daughter. And she’s fine. Healing well.

And everybody’s fine in my house too. Everybody’s okay. We’ll start with that.

But we talked through, first of all, the situation and that it was crazy for them, I know. And then the question he asked me was, “After the fact, what do you do to pick up the pieces?” You’ve been through this dramatic and potentially traumatic situation and what do you do to get back on track?

In his situation, he has children other than the post-surgical one to take care of. He needs to take care of his daughter while she recovers. Anything he had planned for that day and also for the days to follow obviously just went out the window because, well, that’s what the situation required.

We’re going to do it because it needs done and we’re going to do it because our kids win and because we love them. And guys, I really do love you. So if you’re listening – well, I don’t think my kids listen to my podcast, but some of their friends do. And then we pick up the pieces and get back to normal, get back to work.

Here’s the twist. We recorded at noon on Monday because we usually record at noon on Mondays. We have systems for these things and everything else. I’m still like a week behind. I’d like to get back on track with that personally. That is a leftover from my recent surgery.

My college age son was home for his Spring Break and there was an incident and he lost consciousness in the kitchen. I’ll leave it at that. It was scary. He ended up going to the ER in an ambulance. So, a shout out to the Evergreen Park Fire Department, the EMTs when we called 911 were awesome and competent and kind. They took care of business, they took care of my son, they loaded him up and we went to the hospital.

One thing Chris mentioned on his episode was that his 18 year old was still eligible for the pediatric ER, and if you have to choose, the pediatric ER is a better place for a young person than the regular ER. And I found it surreal that, within 8 hours of having that conversation with him, I found myself in the front seat of an ambulance while they unloaded my 19 year old in the ambulance bay next to the door labeled Pediatric ER at Christ Hospital.

Never, in no imagination of my day could I have foreseen that I would be confirming that information from him within 8 hours of recording that episode. But there we were. And to repeat, he’s fine. My son’s fine. And I have his permission to write about and talk about this. He’s ok.

Let me make the rest of this very long story short. We were there for 24 more hours. We arrived around 7:30 pm Monday. They ran tests and started the admission process at 11 pm. He was finally discharged from the ER at 08:00 pm on Tuesday night, they had not yet found him a bed in 24 hours

When you’re in the ER, you gain perspective. Obviously, other people were having a much worse time of life than we were. My son’s ok.

Simple things. My son was in the ER but he had a room with doors. A lot of people didn’t. He didn’t have a bathroom or a shower, and I didn’t sleep at all because the room is not set up with a chair for a non-patient to sleep in. I never pulled an all-nighter in college, that didn’t happen until I was a parent!

We had family and friends texting and checking in on us, with offers of support and assistance if we needed anything. I am so grateful. And I’m grateful for Greg, my husband, so that we could tag team and I could go home for a few hours of sleep when he came back first thing Tuesday morning because we didn’t want to miss any of the doctors in consultation, etc.

But as Chris mentioned, once the dust settles, right, after all this happens, then what? When you look around your house and you realize that all of the routines that you normally have that support your life were completely abandoned, for a few days. Where do you start? Where?

I’ve talked about emergencies recently. I had a recent surgery as well. Five weeks ago I had surgery on my nose. It was planned. It was February 13, but I had known about it since the end of November. It wasn’t news. It ended up being more complex, more invasive, and I had a lot more downtime and a lot more healing that I needed to do. That was news, but the schedule was already cleared, I had no expectations of myself already. It wasn’t an emergency, it was a hassle. I won’t say it was fun. I’m still not done healing. I still have swelling and follow up appointments. It’s not don, but for the most part, I’m good to go.

But trips to the ER, for your daughter and her appendix, for my son in the ER for 24 hours and a lot of diagnostics to determine what’s going on and what to follow up on. Those are emergencies. They both have had good outcomes so far. I know it could be worse. Oh, my God, do I know it could be worse.

Once the emergency has passed, now what? What do we do to get back on track?

I came home at 830 Tuesday morning after tagging my husband out at the hospital, having not slept for 27 hours. I set up my phone and apple watch to charge, took a shower, brushed my teeth, had a really big glass of water and slept for 2 hours. Then I got up and I made sure things were taken care of, sent a few emails, took a shower, got dressed, grabbed a protein shake for the road and headed back up to the hospital.

On Tuesday night, when we were finally discharged, we asked the question again.

First things first: We’re headed home, do we need to eat? We can pick up something on the way.
All right, I’m going to drop you guys off, and go to the pharmacy for my son’s prescriptions.

Anything we need grocery wise? No? Okay. We just had people over, so we have a full fridge of food.

Everybody was comfortable and happy.

Next, Laundry. Unpack the bag from the hospital Yes, let’s start a load of laundry.

Next, let’s make sure maintenance has been occurring. Load the dishwasher, bring in the mail, make sure that there’s no packages out front.

None of this new. I think that was the point that I made when I talked to with Chris on his podcast. We don’t do new stuff. We take a minute and remember what our routines are. And routines are there to help us make sure that our needs are being consistently met. That’s what routines do for us. And so first things first, we’re to check in on the needs. Needs are food, clothing, shelter, safety, warmth. Right? Basic bottom level of Maslow’s hierarchy of needs?

Check in on those, make sure that all of those are functioning. Food, clothing, shelter, safety, warmth. Once we take care of those needs, then we can move up the list.

Now, when we got home from the hospital, finally, it was after 08:00 on Tuesday night after very little sleep. At that point, another need, very rapidly was becoming sleep. I could have tried to do more, but it wouldn’t have worked. Sleep is also a need, and that was the answer. Meeting needs consistently so that everybody can continue to function in survival. I’d love to get into optimal thriving mode. But first things first is survival. Food, clothing, shelter, safety, warmth, right? I mean, that’s where we got to start.

So, when in doubt, that’s where we spend our first hours of attention, is making sure that those needs are met for the moment. In the moment. Then, how to continue to meet those needs for the next couple of hours and then days. We start with needs, we start small, we start with what is right in front of us. We don’t need to do the big stuff right now.

So to recap: First things first. Having routines, very helpful routines, helped me to grab what I needed to grab, throw it all in my backpack (which is my purse) that is always sitting in the same place and run out the door with the ambulance people. Anybody I need to contact was already programmed in my phone. All of my apps are up to date. Everything is up to date. My wallet has our insurance card and has all of John’s information, all of my son’s information.

There are things that maintenance, that routines absolutely provided. My son is otherwise in good health. I’m in good health. Maintaining good health eliminates helped rule out some potential problems because he’s in otherwise good health.

When emergencies happen, that’s it. That is where you need to be. Everything else needed to fall away. With my son is the only place I need to be. The rest of life will all be waiting for me when I get back, for better or for worse.

But that’s the answer. So we create routines because in the heat of it, in the heart of it, in crazy times, we need to have those structures in place to keep things going. So we have habits around needs, so those needs continue to be consistently met. And to give us the habits, the reminders of how to get back to some semblance of normal when our days haven’t necessarily looked normal.

Start with needs. Start with what is right in front of you. Don’t create something new, but get back to your routines. And that, my friends, is how to get back on track.

Body Doubling and “How Does Finish Line Friday Work”?

How Does Finish Line Friday Work? And, What Is Body Doubling?

I’d like to reintroduce body doubling. 

I was driving to a client appointment as I started to dictate this content out loud.  One benefit of slowly easing back into in-person clients this week is that I increased my commute time. I don’t really look forward to commuting time, but it is also uninterrupted time for me to think, and that is helpful! 

I like to be productive with my time. And while I love quiet uninterrupted time, there is still something to be said about working with other people, too! Enter, body doubling.

My phone has a name, my laptop has a name. Believing that there is somebody on the receiving end of what I have to say anchors me to the space. Believing that someone is expecting me and someone’s on the other side of that anchors me so I don’t get distracted.

A new community member reached out to me via email.  I believe she has started following me and my content in the last few months at one of my recent presentations. She visited a recent Finish Line Friday and wasn’t sure how it all works.  So, this is for you, Karen. I will endeavor to explain more clearly what exactly Finish Line Friday is, and how we use the strategy of Body Doubling and the Pomodoro Method of time management to increase productivity.

Body doubling is a productivity tool, a strategy, call it what you would like. In my own experiences and with my clients, body doubling helps us be more productive. Body doubling is one of the many perks of working with a professional organizer because having a person with you in your space as you work can be very motivating. It anchors us to the work and the space.  

Same goes for coaching. Body doubling is absolutely vital. For example, early in the pandemic lock down, a number of my clients struggled with the new phenomenon of unattached work time, of working virtually for the first time and it was not working for them.  They did not feel that they were being as productive as they could be, because it turns out that being around other people who were also working on similar things helped them to stay on track.

There were hours when I would sit in a zoom room or on Facetime with a client and they were doing their work and I was doing my work, and that would help my client stay on track. If a question came up, I’d be happy to answer it or I was ready to listen attentively. One client in particular would sometimes need to verbally work through something because she’s a verbal processor, and we would do this parallel play, this body doubling, for a few hours at a time because she knew that she needed support around some of the tougher projects.

Body doubling isn’t needed for every task.  You are a capable, productive person.  But some tasks are harder to tackle than others, and that is when we bring in tools. 

My middle son lives alone, but in community, in theater housing. He has his own apartment but he and his fellow actors all live in the same apartment complex.  He mentioned that there are times when he needs to get things done. Maybe he needs to tackle a project that he’s having some kind of mental or motivational block around, and he’ll have his friend come over and she can work on whatever she wants to work on or play video games, it really doesn’t matter. That’s not the point. he point is, having somebody else physically in his space keeps him from getting distracted.  She doesn’t have to remind him, it’s just her presence that will remind him.   He calls it Parallel Play, like when two year olds play next to each other on the floor with some blocks.  They’re developmentally too young to play together but they play with their own thing side by side.

Finish Line Friday is like parallel play. And here is how it works:

Finish Line Friday uses the Pomodoro method of 25 minutes of work and five minutes of rest.  Studies have shown the most efficient and effective ratio of work to rest is 52 minutes and ten minutes. For every 52 minutes of work, we need ten minutes of rest. And after three or four cycles of that, we need a longer period of rest. Imagine you start your workday at nine. You work from nine to 9:50 then take a 10 minute break. You work from ten to 1050, take a 10 minute break. You work eleven to 11:50, and then maybe you take half an hour for lunch. Right?  So, this cycle is something we may already be familiar with.

As a participant in Finish Line Friday the other day said, we know these things, but it’s really helpful to hear them said out loud by others.

Finish Line Friday helps us get into the healthy and productive habit of 50 minutes of work and 10 minutes of rest. 

In practice, for Finish Line Friday:

  • We all hop into the zoom room at 9 am;   
  • We arrive with our own work for the 2 hour session;
  • We spend a few minutes chatting;
  • We set our intentions for our first 25 minutes of work;
  • I share my screen with a 25-minute countdown clock, counting down to the next 5 minute break.
  • Then, I mute all of us, though we can stay on screen.  That’s how that works.
  • We work for the 25 minutes, check in for the break with another 5 minute countdown clock, and start all over again.
  • And we just do that for four cycles. 
  • There are not assignments, at least not from me!  Come to us with your own agenda, with your own work, with your own ideas about what you want to get done.

Yes, I’m happy to talk to you about productivity or triaging your to-do list or prioritizing.  We can absolutely do that in the breaks or in the chat.  I facilitate productivity, but we are working side by side. We are working together on our own things, myself included. We all come with our own agenda, and I supply the structure and the community. 

I supply the structure and the community. That’s Finish Line Friday. 

Recently, the work has included: 

  • one participant was uploading artwork to a shared drive;
  • another was getting ready for houseguest and was grateful for a 2 hour block of time, knowing that they would get some stuff done, maybe talk to people on the break, and have fun (and that is FLF does for them);
  • a first-time participant was excited to get through a couple of planning tasks and then start working on a professional project; and
  • I cleaned out my in-boxes, wrapped up messages for the week, then moved on to writing presentation content for a project I’m working on for my national association. 

Now that I have more fully explained Finish Line Friday, please assemble your to-do list and plan to join us for a Friday morning of getting things done!

Meal Planning: Start With What You Know

Last week, we got started on Meal Planning by asking two questions: What does healthy mean to you? And, What are your meal planning goals?

I hope you have had some time to think about your answers to those questions! With answering those questions, you have gained some awareness for and about yourself. Awareness is the first step for progress!

I know Meal Planning may sound like a lot of change and a lot of work, but it is easier than you think, especially to get started. I am not here to tell you what and how and when to eat. Those are personal choices. What I am here to say is that meal planning can help support your intentions and achieve your goals, whatever they may be.

So, as we get started with the HOW-TO for meal planning, let me suggest starting with what you know.

So, what do you know? 😉 Let me tell you, You know more than you think you do!

First, you know you.

You know what healthy means to you, and you know your goals.

You know your preferences, your allergies, your schedule, your finances, and your family situation and who else you need to factor into your meal plans.

Let’s get to it. Starting with what you know, Make a list of your favorites.

I don’t know about you, but sometimes coming up with ideas for what we want to eat is the hardest part of meal planning for me. It’s not checking inventory, or grocery shopping or even cooking – the IDEAS are what stump me. To circumvent that trouble, I have a list on the inside of my cabinet door of 30 of my family’s favorite meals.

What are your favorite meals, or your family’s favorite meals? Favorite doesn’t have to mean complicated, it just means meals I know we will eat. Items included on this list for us are:

  • chicken pie
  • chicken enchiladas
  • chicken soup, with noodles or with rice
  • chicken breasts
  • tacos, ground beef or chicken
  • pork roast
  • pork chops
  • smoked sausage gumbo (crock pot)
  • andouille sausage and grits
  • kielbasa and pierogi
  • BLTs
  • ham and sweet potatoes
  • beef stew
  • meatloaf
  • chili (crock pot)
  • burgers (summer)
  • pot roast
  • fish, shrimp
  • stuffed pepper casserole
  • egg roll in a bowl
  • breakfast for dinner, etc.

Right there, for us, are more than 20 ideas. Now consider that these days I make a big batch of two or three meals once a week and then reheat them, with veggies or a salad. With 20 ideas, that is 6-7 weeks of planning, if I wanted new ideas every week. And, I have to say, knowing that I have ideas for more than a month feels pretty great!

If you want to use meal planning to make changes and therefore are looking at new or different recipes, the same strategies hold true. Start with a list of recipes you would like to try, or foods that you want to incorporate into your plan. Try a new idea or a new food every week, and once you find winners, add them to your Favorites list!

The next two “Start with what you know” steps are related! We look at the schedule, we look at the inventory, we look back at the schedule and match things up, etc.

Take an inventory of what food you already own.

What is in the fridge, the freezer and the cabinets?

For example, on Saturday morning, I was getting ready to batch cook that evening for a few days. So I checked the freezer for what proteins we have on hand, and planned accordingly (chicken enchiladas and some lovely frozen, fully cooked lemon chicken).

The great thing about having a list of favorite meals and recipes is that I tend to have the ingredients for the items we eat the most often already on hand. So, the chicken enchiladas used homemade enchilada sauce, diced chicken, canned green chiles, canned black beans (I used red kidney because that is what was in the cabinet), tortillas and shredded cheddar cheese. All of which I had on hand.

I need to do more batch cooking later this week, and as I planned my batches for Saturday looked ahead at what else we might want to eat coming up, and added those items to my grocery list.

A suggestion that I will plant here is that, as you start this process for yourself, now would be a great time to Pantry Shop! What that means is to review your foods, checking for expiration dates and making sure everything is safe, and then incorporate what you have on hand into your meal plan for the next week or two. It’s a great way to clear clutter in the cabinets and also save some money by not grocery shopping this week!

Once we know what we have, take a look at your schedule for the next 7 days.

Consider, too, if you need to plan for breakfast, lunch and dinner each day, or just 2 meals or even just one. When my sons were little, we meal planned for dinner. Breakfast and lunch were easy and basic, but dinner was a little more complicated.

Now that I cook typically for just my husband and myself, our needs have changed. I still don’t plan for breakfast, but I factor in extra left overs because we tend to eat lunch at home more often with remote work. A friend who homeschools her children plans for all three meals every day because that makes her week flow more smoothly. Perhaps you don’t need that much detail. Your choice.

Also, when looking at the schedule, note days that either don’t need a meal, or perhaps need a special one. For example, my college student comes home on Friday for his Spring Break, so I’m guessing there will be pizza from our favorite local pizza place Rosangela’s for dinner, no need to cook that night!

So, before you say – No Way, Colleen, meal planning is way too much work! Or, before you decide you have to make HUGE Changes, which by the way are really difficult to implement and maintain, let’s start with what we know. We know ourselves, we know our favorites, we know our inventory and we know our schedule! Start with what is in front of you. Just start!

Everything? Sure, But Not All At Once!

I was chatting with one of my Finish Line Friday participants last week before everyone else arrived in my zoom room. Not surprisingly, we were talking about goal setting for the new year. I said out loud, as a reminder to her and to me, that “2024 is 12 Months Long.”

Meaning, we have a lot of time and opportunity to make positive change and we don’t have to stuff everything into the first week.

And that really resonated with her.

Because, of course, every year is 12 months long. January, even when we try to pack all sorts of new habits and change in, is 31 days long. No more, no less.

Some years, we start out strong and believe that we need to change EVERYTHING ALL AT ONCE when the new year begins. And we set our selves up for failure or major anxiety when we think that way. Instead, let’s consider pacing ourselves.

On the other hand, I had grand plans for EVERYTHING at once when it comes to strategic planning in January.

6 weeks ago, I made sure to block out time on the calendar last week and this week for hours of strategic planning time to work on my editorial calendar, get ahead on my writing and plan my year in detail. And… as is often the case when it comes to big-picture strategic planning, more urgent issues squeezed into the space instead.

This is not to say that I am not planning strategically for the year this week. It IS to say, that I am using smaller pieces of time to do the planning. And as an aside, I will block MORE time at the end of 2024 and beginning of 2025 to ensure some sacred space for planning!

The balance seems to be, then – Everything? Sure. But NOT ALL AT ONCE!

Here goes – this week, I am working on the Qs.

I use a Bullet Journal. I have mentioned it in past podcasts and videos, but I haven’t delved too deeply. And I feel that it is time to delve deeply!

And one of the features for the Bullet Journal is called a Future Log. As we set up our Bullet Journals, we start with a few index pages (a topic for another day), and then we set up our Future Log.

I, like many others, break my year into quarters. Quarter 1 is January, February and March, Quarter 2 is April, May and June, etc.

This year on my future log so far, I have:

  • Q1, a procedure in February
  • Q1, coaching certification to complete by March 1
  • Q1, Liturgy planning for Easter on March 31
  • Q2, a wedding in Maryland
  • Q3, family vacation
  • Q3, moving my son to his college apartment
  • Q3, a trip to Massachusetts

There are also doctor appointments, presentations, client appointments and board meetings on the calendar for 2024. But those are typical items and don’t need to be in the Future Log. The Future Log and the Qs are for tracking big projects.

Working with quarters helps my brain every day.

Some of us stumble into all or nothing thinking, and that sort of thinking can disrupt our reason, our logic, our productivity and our peace.

With the Q’s and the future log, I have a consistent and reliable place to park ideas that are AMAZING but that do not need to be worked into today’s plan or this week’s, or even this month.

Yesterday, I had a meeting with my social media manager. We are working on a big launch for Q1, but then she asked (without knowing what this week’s topic was going to be) if we could look at Q2 and beyond as well. YES!!

We don’t want to lose track of the good ideas we have, but now or even this quarter may not be the time to tackle them.

I have a big project for a professional organization I am affiliated with that will take time in Q1 and Q2, so any other big projects will need to be planned for Q3 or Q4.

I also look back at last year’s Q’s, the plan for each quarter and also the list of things I completed. And I can learn from that, as I plot my Qs for this year as I look ahead. For example,

  • Last year, especially in the second and third quarters, I was helping my mom downsize and move to her new very cute apartment. I will not need to do that this year, as she is already settled. More importantly, my son and his wife got married the end of September! Amazing, but also not something I need to plan for again this year!
  • On the other hand, also 3rd quarter last year, we spent a lot of time with one of my sons and his friends at the lake, and that was awesome, so I should make note now on my planning for July to spend weekends with them, if they’d like.

We can zoom out from the day-to-day or even week-to-week planning, and look at our year in broader strokes or as a bigger picture. We can pair up what we want to accomplish this year with the time that we have available. We can cut ourselves some slack and recognize that we can accomplish great things AND not wear ourselves out and doom our goals before we even begin by pacing our work and our energy for the longer term.

We can let our ideas flourish by giving them a resting place until we are ready to act on them.

Consider your 2024 Qs this week and this month, and set yourself up to succeed in 2024!

Let’s Get To Know “Time Blocking”

I am writing this content on December 26th to be published the first week of January.

I have high hopes for getting some tasks done today while also staying in my jammies and eating Christmas cookies. ( So far so good.)

At 6:30 am, I opened up my laptop and my task-list, after a very busy 4 days of wonderful Christmas revelry. 

Those days really were wonderful.  We celebrated with friends and family in multiple states.  I am so blessed.  I have so many amazing people in my life.  So very blessed.

And now, today I need to make progress on some neglected tasks.  Two professional tasks specifically, writing this podcast content and working the infrastructure for my subscription service. I need to send out emails for two different ministries that I run, and I need to get my house back to normal before more houseguests arrive tomorrow.

At 6:30 am with my first cup of coffee, I had identified those are my Focus Areas today. Then, I looked at my schedule for the day. I realized that with the people sleeping in my house right now, that house tasks and making noise should probably be an afternoon and evening endeavor.

I need to head to the grocery or place a grocery order, but that entails tidying the fridge and freezer and asking questions of the still sleeping family members, so this too is relegated until after noon.

The professional tasks are more time specific anyway, with two appointments with my assistant and my podcast producer this morning.

I looked at the transcription service that I use to turn my road-trip recordings into text so that I can edit it and publish articles.  And it isn’t working.  And I was less than excited about the topic I had chosen for today anyway.

So when I checked in on my editorial content calendar, I re-committed to my plan to talk about Tools in the Productivity Tool Box in January. 

And I moved my meeting with my social media guru to tomorrow to focus on writing podcast content this morning.

In doing all of those things, realized, that since I am using Time Blocking to make things happen for myself today, I should write about it for all of us!

Time Blocking = Batch Work = Time Chunking

Time Blocking is looking at the time we have in our day and our week not as just a blank white canvas, but instead, as opportunity divvied up into bite size pieces.

It is assigning important work that needs done today and this week to the time we have, instead of hoping that we can cram it all in without a plan to make that happen. It lets our brain work on one topic or category at a time. Because, my friend, multi-tasking is a myth. 

All projects are comprised of a series of smaller projects.

I can realize some flow and economies of scale when I work on similar tasks at the same time.  When I work on my bookkeeping tasks, I open Quicken, my client hours spreadsheet and PayPal.com, and I can toggle between those three to get things done.

Another great thing about time blocking is that it dictates what we ARE NOT working on right now. I find this very important.  It would be soooo easy to get off track, react to an email, start on a personal or house project and disregard my time blocking and tasks lists!

Time blocking creates urgency within the block, a series of mini-deadlines throughout my day, which helps me to stay productive. For example, today, with it being a holiday week, it is a less structured day with fewer actual appointments, but time blocking helps me to make appointments with myself.

I didn’t realize that other people don’t work this way. I definitely credit my use of this strategy to being a business owner, and working my own professional and personal tasks in around client appointments.

For example, on a given Thursday,

  • One client appointment is in-person from 8:30 am – 11 am and is a 10 minute drive from my home.
  • Then I have a short break for my drive home and some lunch, then I have three virtual client coaching appointments from noon to 3.
  • Those are my paid working hours for that Thursday.  And the time I spend with my clients is focused solely on that client.  
  • In addition to my client hours, however, I also have MY work. 
  • I chose Thursday as an example, because on Thursday, I take care of bookkeeping tasks and Speaking Engagement tasks.

Realistically my schedule for that Thursday could look like this:

  • 6 – 7 am Personal Block: Morning routine, prayer, exercise, shower and get ready
  • 7 – 7:20 am Maintenance Block: make my bed, wipe down the bathroom, start laundry, tidy kitchen while taking my vitamins, making coffee and my lunch
  • 7:20 – 8 am Admin Block: checking email, texts and my social media accounts before I leave
  • 8 – 8:30 am Load up my self and driving to my client
  • 8:30 -11 am Work with client
  • 11 – Noon, drive home, eat lunch, check in on texts and emails, take a brain break
  • Noon-3, 3 hours of coaching calls. This is my paid time, services delivered, billable hours
  • 3 – 3:15 pm Take a break break, grab a snack. Then I start MY WORK:
  • 3:15- 4 pm MONEY / Bookkeeping: Look at work log, send out invoices, update quicken for deposits and spending, create invoices for upcoming speaking gigs and send those out via email
  • 4 – 4:30 pm  Speaking:  Send out emails to site coordinators to confirm upcoming events, share upcoming events on my social media accounts
  • 4:30 – 6 pm Speaking: work on new presentation content, power point presentation and handouts.

There will probably be a little more work later, too, but that may be personal in nature at my laptop, like reading articles of interest, meal planning.

What I just did there was time blocking, or time chunking. I pair up the high priority tasks that I need to accomplish today with the available time I have to complete them.

The first step of Time Blocking is more than just the first step of Time Blocking. And I say that with a smile.  Time Blocking is a great tool to get things done, AND it requires some ground work that we have already covered in my articles, podcasts and newsletters

The ground work for time blocking is:

  • to review our calendar for the day and the week;
  • planning, and also flexibility in planning;
  • to prioritize our important work; and
  • to know our focus areas and what is important to us.
  • Time blocking requires, but also helps us create realistic time estimates – knowing how long our tasks actually take.
  • If I am struggling with overwhelm or with prioritizing, I may go so far as to assign 5 minute increments to the tasks on my to-do list, to determine if I can feasibly tackle the tasks in the block that I have assigned them to. Time blocking requires but also fosters the understanding that all projects are comprised of a series of smaller projects.

To Review, Time Blocking helps us get more done. More importantly, it helps us get our high priority work done. We start with looking at our day and week and at our high priority tasks. We group those high priority tasks into batches with similar themes, we assign those tasks to the time you have available this week. And if you’re currently saying – I have NO TIME to work on my high priority tasks this week, then it is time to be flexible!

Give Time Blocking a try!