Posts Tagged ‘time management tips’

« Older Entries

5 Easy Tips to Maintain Your Organized Spaces

May 21st, 2013

No matter whether you’re organizing your closet or your office, time management issues underlie most disorganization challenges. While there certainly needs to be a place in the closet for each item of clothing, and a place to file the papers that inundate most offices, establishing those places is only part of the solution. Once you find a place where everything belongs, you still need to create time in your day to maintain the organizing system. Here are 5 easy tips to help you keep things under control:

  1.  1. Block out time on your calendar for daily clean-up. Don’t skip a day; once you allow a little bit of mess to accumulate, it’s easy for things to drift out of control. I call this phenomenon clutter creep; one day you have a small pile, and before you know it, you’re back to the same chaos you had before. The only exception I might make to the daily clean-up rule is for filing – if you are diligent about honoring a once-a-week filing schedule, you can accumulate things to be filed in a single container, confident that within the next 7 days they’ll be where they belong. If you’re likely to shun the weekly ritual, file things daily and save yourself the anguish of not being able to find a document when you need it.

2. Take a photo of your organized spaces to remind yourself of what they should look like. Refer to these photos when you do your daily cleanup to make sure you’re getting everything put away. I know this may sound a bit excessive, but you’re less likely to overlook out-of-place items when you have a picture of what your space should look like. Don’t believe me? Just give it a try.

3. Get help maintaining your systems. Enlist a partner to encourage and remind you to maintain your daily clean-up routine until it becomes a habit. Your partner can be your spouse, a friend, a coach, a co-worker – anyone who will gently, non-judgmentally support you as you develop the habit of daily clean-up. I participate in a free service called Buddy Hive that helps people get things done – maybe you can request a buddy to keep you on track.

4. Make it fun. Cleaning and organizing doesn’t have to be drudgery – play some upbeat music, set a timer to play beat the clock, or do whatever makes the clean-up process energizing for you. 

5.  Reward yourself. Although enjoying the freedom of being organized can be its own incentive, reward yourself for sticking to your maintenance routine. After you’ve maintained your organized space for a few weeks, take a moment to pat yourself on the back, at least figuratively. I find ice cream is always a welcome reward. And if you have trouble maintaining your organized spaces, don’t give up. Revisit the steps I’ve laid out here and take it one day at a time.

I’d love to hear what helps you maintain your organized spaces.

Wishing you simplicity, harmony and freedom,

2 comments »

Posted in Organizing Process, Time Management

Tags:

Overcome Procrastination

March 1st, 2013

I confess: I’m a procrastinator! As a productivity expert, I’m “supposed” to have all areas of my life in order. But, like many people, I procrastinate on certain types of projects, especially writing projects like this. Besides making me feel guilty, my procrastination on one project usually prevents me from starting anything else either because I feel weighed down by the task I’m trying to avoid.

Why admit this to you? I hope the fact that a time management expert procrastinates will liberate you from any guilt you may feel about procrastinating. With National Procrastination Week coming up March 3 – 9, let’s journey together toward overcoming procrastination, especially on important tasks. Less procrastination in our lives means less guilt, fewer burdens, and more freedom – here’s to getting more done!

We all put some things off until tomorrow (or next week), but sometimes this behavior can cause problems: bills don’t get paid on time; tax forms are submitted late; projects are postponed for a last-minute scramble. Procrastination can cause us to feel guilty, burdened, and exhausted. Plus, it can cost us in financial penalties and relationship problems – not to mention lost sleep!

Ready to conquer your procrastination? Follow these simple tips:

Do it first thing in the morning. If you aren’t mustering the energy for an unpleasant or difficult task, try tackling it first thing in the morning – before your other tasks take over your day. Then you can spend the rest of your day on more enjoyable projects.

Think about the project’s steps. If you’re overwhelmed by the sheer size of a project, break it down into smaller steps. It may help to think of the steps backward, from completion to beginning. Write each step on your calendar and stick to these deadlines, just as you would if they were appointments with your boss or a friend. Step by step, you’ll make progress.

Here’s a link to my newsletter where you can read more about the how to plan your job hunt. I’d love to hear what additional  tips you have.

Wishing you simplicity, harmony and freedom,

No comments »

Posted in Causes of Disorganization, Time Management, Uncategorized

Tags:

Is Technology Ruining Our Lives?

February 18th, 2013

I know that’s a fairly provocative question, but now that I have your attention, please hear me out. Technology certainly has many, many benefits. As a former corporate accountant, I sure wish the personal computer had been available back in the day to save me the frustration of adding and re-adding numbers on multiple-column spreadsheets. Today’s workplace and workers certainly benefit from the improved productivity and efficient communication that technology makes available. However, I wonder if we’ve gone too far. 

I make a living at helping people make the most of their time, and it seems that technology has now crossed the boundary of making us productive and has moved into the realm of being an obstacle to productivity. Take email for instance: It used to be that it was a tool that allowed senders to communicate with numerous people at the same time and allowed recipients to respond when it was convenient for them. But no more – in many workplaces, there is an expectation that employees will respond instantaneously every time they get a new email. It boggles my mind that anyone can be expected to get anything accomplished when they’re constantly being interrupted with other people’s demands. 

I think email and texting often stealthily cross the boundary of making communication more efficient – how often have you been engaged in back-and-forth email or texting communication that, as it turns out, could have been handled more efficiently via a phone call? It may start off as a simple question posed via email or text, but soon turns into back-and-forth banter that takes up more time than a phone call would. Know when to say when and stop the email and texting madness and dial the phone.

Speaking of phones, I see many people who have become slaves to a tool that is supposed to set them free. There are many great conveniences that smartphones offer, but like email, I think they’ve actually made people less productive in many cases. They can be a constant source of distraction and interruption – so much so that some (smart) companies have banned cell phones (and all technology, for that matter) from meetings so people will actually pay attention to the meeting.

One of my colleagues offered this observation about the smartphone: “While it’s a great tool, it’s quickly getting more complicated to run the business, between the phone calls, texting, and emails on various platforms (phone calls via the office land line and smartphone, email via the computer and smartphone, etc.). In fact, I have a younger client (a busy mom, author, and speaker) who runs her entire business off her smartphone — while she’s on the go. Naturally, her emails are cryptic, at best. Often she answers only 1 out of 3 questions in an email. Another client only hits the ‘reply’ button for emails from her smartphone instead of ‘reply all’ (these are important emails in which the entire team needs to be in the loop). I’m also finding that people who use smartphones will send text messages to my business line, assuming that it’s a smartphone … it’s a land line! Plus, smartphone users don’t take the time to type a relevant, current subject line in an email … they just go find an old email message, hit Forward, and type in the content — the recipients receive an email with a confusing, out-of-date Subject line.”

Smartphones can also take away from opportunities to interact with our fellow human beings. I’m constantly amazed when I go to restaurants and see tables where everyone has their face glued to their phone – they’re either talking, texting, or doing something or other online – anything but talking to the people they’re with. Seems to me they could have just ordered carryout and stayed home with their technology. And I could say something similar about many of the fans who sit near me at Chicago Blackhawks hockey games – they’ve paid good money (or if they haven’t I want to know how they got their tickets!) to attend a professional sporting event, yet they spend seemingly at least half the game texting and checking Facebook. I don’t get it!

I laughed out loud when I learned there’s a smartphone app that offers users a transparent view of what’s in front of them so they won’t walk into a tree or light pole while they’re texting and walking. People are risking their physical and mental health in order to instantaneously communicate, yet are missing out on so many opportunities to relax, be present, let their minds be still for a moment, appreciate their surroundings, or personally connect with their fellow human beings. It’s not clear to me how all this connectedness and instantaneous communication is making lives better when it seems like so many people are totally stressed out!

Call me old fashioned, a Luddite, or behind the times – I can take it. I certainly have no issue with using technology to enhance our lives, but I think we’re at a tipping point that is making us less engaged with our fellow human beings, and certainly less productive and more stressed.

How much more productive and fulfilled could you be if you put down your phone for a few hours and were fully present in the moment?

 Wishing you simplicity, harmony and freedom,

No comments »

Posted in Causes of Disorganization, Life Lessons, Simplicity, Time Management

Tags:

7 Simple Steps to Tame the Job-Hunting Jungle

February 1st, 2013

As we inch closer towards spring here in the Midwest, I’m looking forward to the budding trees and blooming flowers that are only a few months away. As I enjoy the longer days and increased activity at my bird feeder, I’m also a bit saddened that two of my friends have lost their jobs in the past month. However, their cheerful dispositions and confident attitudes can serve as a wonderful example to anyone who’s involuntarily unemployed. Their positive spirit inspired me to write some tips about organizing a job search. Whether you’re currently employed and looking for a new opportunity or unemployed and searching for work, you’ll want to get the most out of your job-hunting time and effort. To overcome feeling overwhelmed, I recommend creating a plan and getting organized – this will help you focus your efforts, stay motivated, and accelerate your success.

Think about your ideal job. Take time to identify your skills and interests and write down attributes of your ideal job. (You may ask a career counselor to help with this step.) Also, think about the type of business you’d like to work for, including aspects such as company size and location. Be sure to consider any transportation and time restrictions you may have.

Set goals. Next, clearly define your job search goals. For example, how much time will you devote each week to job hunting? What specific steps must you accomplish to make your ideal job a reality? Write down the specific tasks you need to accomplish each week. For example: “Research and review 30 company websites, make 20 phone calls, attend 1 networking event, update my resume, practice my interviewing skills, and review classified ads.”

Create an action plan. Now it’s time to schedule your tasks. If you work full-time, you’ll need to squeeze a few tasks into a full day. Having a written plan of action – such as a specific list of people to call during your lunch hour – will ensure you make the most of your limited time. If you’re not working, don’t fall into the “I’ve got all day” trap! Create appointments with yourself to accomplish tasks that will lead to achieving your job-finding goals.

Invest your time wisely. Be sure to allocate your time to each job-hunting activity according to how potentially effective it will be. For example, for your field, spending time networking may be much more effective than responding to classified ads. Also, schedule and tackle difficult or unpleasant activities during the time of day when you have the most mental energy – for most people, that’s first thing in the morning.

Here’s a link to my newsletter where you can read more about the how to plan your job hunt. I’d love to hear what additional  tips you have.

Wishing you simplicity, harmony and freedom,

No comments »

Posted in Organizing Process, Time Management

Tags:

Use Your Planner to Simplify Your Life

January 1st, 2013

Happy New Year! I hope the year is off to a great start for you. Are you among the approximately 45% of Americans who make at least one New Year’s resolution? Getting organized was the second most popular New Year’s resolution in 2012, and I’m guessing it’s near the top again this year. Unfortunately, only about 8% of people who make resolutions actually achieve them. What will you do differently this year to help you be successful? To help you get started on achieving your organizational goals, let’s talk about how to set up and use your planner (as a reminder, last month I gave you tips on how to choose your planning tool).

Fill in recurring events. Make a note of birthdays, anniversaries, school and work holidays, and any other events you know about now. You may want to keep a master list of birthdays and anniversaries and use this list to fill in the dates on the calendar. Copying from this list can be a lot easier than flipping through last year’s calendar to find those important dates. You might also want to use a highlighter or colored pen to accentuate any dates that require a card, gift, phone call, or some other form of acknowledgement and advanced preparation. 

Review next month’s important dates towards the middle of the prior month. This will allow you plenty of time to buy cards or gifts. You can review your planner and look for the accentuated dates mentioned above, or you can refer to your master list. For those of you who use a paper rather than electronic planner, you can use a removable sticky note to remind you to do this review each month. For example, I put a sticky note that says “Review Birthdays” on the calendar page for the 20th of the month to remind me to check the next month’s important dates. I simply move this note from month to month. As you review those dates, you might also jot down a reminder to mail the cards or deliver the gifts. For example, if someone’s birthday is on the 15th, you can make a note in your planner on the 7th to mail his or her card. 

Here’s a link to my newsletter where you can read more about the how to choose the right planning tool for you. I’d love to hear what you end up using.

Wishing you simplicity, harmony and freedom,

No comments »

Posted in Time Management

Tags:

Choose the Right Planning Tool to Organize Your Day

December 1st, 2012

As a new year approaches, it’s time to purchase your calendar or planner to keep track of next year’s important dates, appointments and things to do. But with so many scheduling products from which to choose, how can you make sure you select the one that’s right for you? Here are some things to consider when making that decision:

Use only one tool. While it may seem logical to have one calendar or planner for work and another one for home, it’s typically more efficient and less confusing to use just one that captures all of the activities related to your multifaceted life. After all, we often have to address personal issues while away from home (e.g., scheduling a dental appointment while at work) or consider work-related issues while at home (e.g., deciding for what time to make a dinner reservation based on your work schedule). Using a single scheduling tool will allow you to efficiently integrate all areas of your life.

Consider your sensory preference. Think about whether you prefer the physical process of entering and viewing information on paper to entering and viewing it on an electronic device. If you are more comfortable with paper, then you can limit your search to paper-based planners (e.g., Day Runner, Day Timer, or Franklin-Covey). Two less conventional paper planners that I really like are the Circa Balanced Life System from Levenger (the unique binding system lets you easily customize your planner) and Planner Pad (lets you see all of your to-dos for the week and funnel them onto the day you’ll do each of them). For students, I like a teacher’s-type planner that clearly shows what you have to do in each class. If you prefer an electronic tool, smart phone-based calendars or electronic calendars you can access from your phone or computer, like Microsoft Outlook or Google Calendar, might be right for you.

Consider how much effort you’re willing to devote to learning to use the tool.  Paper-based planners are rather intuitive to use. You just write down the necessary information in the appropriate place, and then turn to that place to retrieve the information. Electronic tools, including hand-held devices and computer-based scheduling software, require an investment of your time to learn to use them properly. 

Here’s a link to my newsletter where you can read more about the how to choose the right planning tool for you. I’d love to hear what you end up using. 

Wishing you simplicity, harmony and freedom,

4 comments »

Posted in Time Management

Tags:

Small Steps Can Lead to Big Accomplishments

October 15th, 2012

We all have a few pesky projects lurking on our to-do list (or at least taking up valuable space in our brain) that we just never seem to get around to finishing (or even starting). Maybe yours is finishing the needlepoint Christmas stocking you started 13 years ago, or updating the photo album with last year’s photos, or giving copies of your estate documents to your executor – oh wait, those are my unfinished projects! Well, no matter what’s on your list, how can you keep yourself moving forward on these bothersome undertakings?

The most helpful thing I do when I’m facing an overwhelming endeavor is to break it down. I’m not talking about taking it from a “finish the Christmas stocking” kind of task to “finish needlepointing the snowman” sub-task. I’m talking about teeny, tiny steps such as: “locate the bag with the stocking,” “put the canvas on the needlepoint ring,” “thread the needle.” Yes, it may sound utterly ridiculous and unnecessary to describe what’s to be done in such infinitesimal detail, but there’s great power in making tasks so short and quickly achievable that even the biggest procrastinators among us won’t be able to resist the simplicity and ease of quickly knocking off a few steps here and there. You can read more about this tiny steps concept in my previous blog on kaizen.

If identifying and writing down those tiny steps seems cumbersome, just break your project down to  whatever level of detail you need to move you past your procrastination and sense of overwhelm. However, keep in mind that it’s very empowering and energizing to be able to check something off your to-do list, so the smaller the steps, the more psychic rewards you’ll have the potential to achieve. Just be sure to start each task with a verb – this  seemingly insignificant technique can help make sure you’ve clearly identified exactly what you need to do, and can inspire you to take action.

Once you’ve identified the steps, be sure to capture them in your planner, on a piece of paper, or with some other tool that you trust yourself to refer to. Here’s my prior blog on this concept. Try to assign a target date to each task so you can motivate yourself to chip away at what needs to be done. Target dates can also serve as great mileposts along your journey towards completing your project.

So what unfinished projects have been bugging you? Let me know if breaking them down into small steps helps move you from frustrated and overwhelmed to confident and productive. Meanwhile, wish me luck on finishing that Christmas stocking!

Wishing you simplicity, harmony and freedom,

No comments »

Posted in Goals, Organizing Challenges, Time Management

Tags:

Lists Can Help You Gain Control

October 1st, 2012

Get the oil on the car changed; plan Saturday’s dinner party; write thank you note to Jenna – these are the items on my to-do list for today. And I mean an actual written list, not just some ideas floating around in my head. Why, you may ask, would I need to write these down? After all, it’s only three things. Writing things down prevents me from forgetting things, helps me know what to focus on, and frees me from the stress of having to remember. Writing it isn’t the same as having it in my head – a written list is like a best friend who gently reminds me what and when I should be working on hings to keep me out of trouble. A written list puts me in control of my day, and it can do the same for you.

I have several lists that help me take advantage of the power of writing things down, and I’m sharing them with you here. If you’d like a complete collection of all the forms and lists that help me and my clients stay organized, check out my APPLES Resource Guide. Fear not, Jenna – your thank-you note is in the mail!

Before I start describing my lists, I want to comment on what form your lists can take. I prefer written lists – they work well with my paper planner and I like the hand-to-brain connection of writing things down. You may prefer electronic lists – something you can save on your computer or carry around on your smart phone. Here are two resources that can get you started on making electronic lists: IQtell and Lifehacker. I’d love to hear what electronic lists you like to use.

Okay, on to my list of lists:

Master To-Do List This is where I write down things I have to do that I’m not quite sure when I’ll do. For example, I want to follow my own advice and update my emergency plans (e.g., what to do if a tornado wipes out my home). I could just choose a date to do it and jot it down on the corresponding page in my planner. However, my next couple of months are very full so I’m not quite sure when I’ll do it. Rather than trusting that I’ll remember to do it at some point, I’ve added it to my master to-do list. I keep this list in my planner, review it once a week (the reminder to do so is on my Weekly To-Do List) and schedule anything I’m ready to commit to doing. You can read more about a master do-do list in my previous blog posting.

Weekly To-Do List My weekly to-do list is typed onto a notecard that moves from Sunday to Sunday (attached via paper clip) in my paper planner. It reminds me to do things like water the houseplants, plan next week’s meals (check out my previous blog posting on meal planning), and prepare for next week’s clients. My houseplants, hungry family and clients appreciate my being on top of these things.

Daily To-Do List I have two kinds of daily to-do lists; one is similar to what most people use – I pick three to five things I want to get done on any given day and write those in my planner. But I also have a daily list that’s typed on a notecard and moves from day to day in my planner. It lists recurring tasks I want to attend to each day, like water my outdoor flowers, thaw the next day’s dinner (thanks to planning meals each week, this is easy), and check some of my social media sites. Even though I remember to do most of these things without looking at the list, having them written down keeps things from falling through the cracks.

Here’s a link to my newsletter where you can read more about the lists that keep me organized. I’d love to hear what lists you use to help you stay on top of things

Wishing you simplicity, harmony and freedom,

 

7 comments »

Posted in Attention Deficit Hyperactivity Disorder, Organizing Process, Time Management

Tags:

Simplify Your Return from Vacation

July 2nd, 2012

Ah, summer – time to slow down, unwind, and take a vacation. I’ve previously written about how to prepare for a relaxing vacation (revisit my tips here), but have you ever prepared for your return from a trip? More likely, within a day or two after you come back from your travels you’re immersed in the chaos that made you crave a vacation in the first place! Some simple forethought and planning will help you make a smooth transition back into the real world so you can still bask in the peaceful glow of your time away from the rat race. I hope these tips will convince you that you don’t have to dread, or even forego a vacation simply because the thought of getting caught up afterwards is too daunting.

Clean before you go. Attack the piles of papers, wash the dishes, catch up on laundry and wash the floors before you head out the door. Nothing can zap your lingering vacation high faster than entering what looks like a war zone. If you clean things up before you go, the only mess you’ll have to deal with when you get home is the vacation clutter. And doing all that work before you go will assure that you really need a vacation!

Have your groceries planned. Have all groceries but perishables already stocked before you go. In addition, create a list of what you’ll need to grab from the grocery store upon your return so you can zip through the store on autopilot. Better yet, stop by the store on your way home from your trip so you don’t have to run out again. You might also want to have a few meals prepped and frozen ahead of time so you can ease back into the routine of cooking.

Let people know. If appropriate, change your voicemail message and email auto-response to let people know you’re away, and when you’ll return. That will save you from having multiple messages from the same people who are wondering why you haven’t gotten back to them. Don’t be afraid to fib a bit about that return date – announce it to be a day later than you’ll actually return so you have a day to catch your breath and prioritize things before jumping right back into the madness. And once you have returned, use these tips to plow through the mail and email avalanches that await you.

Here’s a link to my newsletter where you can read more about  how to smoothly transition back to reality after a vacation. I’d love to hear what additional tips you have.

Wishing you simplicity, harmony and freedom,

1 comment »

Posted in Organizing Process

Tags:

When is Your Peak Mental Energy Time?

June 27th, 2012

Do you find yourself charged up and ready to go first thing in the morning, or do you stumble through the morning and hit your stride right after lunch? Taking advantage of your peak mental energy time can do wonders for your productivity as well as your self-esteem.

Many of my clients have never formally identified their peak mental energy time – they just know there’s a time of day when they seem to be highly motivated and productive, and other times that they spend spinning their wheels. If you haven’t identified your peak mental energy time, start paying attention to when you’re most able to take on difficult or unpleasant tasks – that’s most likely your peak time.

Once you’ve identified this key time, use it for tasks that require a lot of mental calories – those difficult and unpleasant things that are hard to wrap your brain around. You’ll need to muster all the mental horsepower you can for these tasks, so make it easy for yourself by scheduling them for the right time of day. Conversely, do fun and easy things during your slump time – don’t waste your peak mental energy time on things you’ll be able to do no matter how well your brain is functioning.

When I’m working in my office, I don’t even have to look at my watch to know when it’s around 3:00 in the afternoon. My yawning, distractibility, and restlessness tell me it’s time to get up from my desk and do something physical because my brain needs a break. Conversely, from 7 to 9 in the morning is a great time for me to concentrate and stay focused on desk or computer work. Fortunately for me (and my clients), if I’m doing something physical like organizing, I’m able to stay focused and energized no matter what time of day it is.

Sometimes you may not be able to work in accordance with your peak mental energy time – meetings, appointments, and other external demands may make it impossible to claim that time as your own. In those instances, taking a break will help energize you – I’ve previously written about the power of breaks. You may have to shorten each work session to allow for breaks, but in the long run, you’ll probably be more productive.

What if you can’t identify your peak mental energy time? I’ve never worked with anyone who doesn’t have some time of day that is best for them, but until you determine your peak time, you may be best off doing difficult and unpleasant things at the beginning of the day. That way, if your day gets derailed by other demands, at least you’ll have gotten something important accomplished.

So when is your peak mental energy time? What tasks will you target doing during that time?

Wishing you simplicity, harmony and freedom,

No comments »

Posted in Time Management

Tags: