With Thanksgiving fast approaching, it is a good time to think about what you are thankful for in life. Many people mention family and friends first. But how about being grateful for a job you enjoy? Do you thrive on your work? Most positions require dedication and hard work although it may not feel that way if you draw energy from what you do.
What about the people who are passionate about their work but feel they are held back because they are not as productive as they would like to be? Lack of time management may be affecting their output. If you are in this category, read the tips below on how you can strengthen your efficiency skills.
How are you going to become more organized and productive? Please share your ideas with us.
What do you do when you are working on an important project, being really productive and are interrupted? I’m sure that this has happened to you – a colleague passes your office and stops by to chat about an upcoming sports event or you receive a phone call from a friend wanting to discuss a matter that is not at all important.
Recently an attorney said she has a rule – Don’t Waste My Time! Great rule but you cannot always say it, even if you’re thinking it.
Here are a few tips on handling and minimizing interruptions:
You have more control over interruptions than you realize. The trick is to be proactive, not reactive. While many issues are important and need to be addressed right away, the basketball scores can wait, even if your team won.
This morning I had a lot of calls to make and did not particularly feel like making them. Then I remembered the book I had just finished reading — Eat That Frog by Brian Tracy. In the book procrastination is not allowed. I would need to make the calls first thing and begin with the most difficult one. Ug. Well, I did it and it felt wonderful.
Tracy’s premise is that starting and completing the most important — and often the most difficult — task of the day will soon become a habit. Email and less important to-dos must wait until the most important one is done.
He suggests that we ask ourselves 3 key questions:
1) What are my highest value activities?
2) What are the biggest frogs I have to eat to make the greatest contribution to my organization? What can I and only I do that, if done well, will make a real difference?
3) Ask yourself every hour: What is the most valuable use of my time right now?
What important eat that frog task will you tackle tomorrow morning?
Are you overwhelmed with the number of passwords you have? I am. There are a variety of programs available to keep track of them and many of them are on line – in the cloud or in our electronic files.
IN THE CLOUD: Try www.lastpass.com<http://www.lastpass.com. While I haven’t used it personally, this program comes highly rated by other professional organizers. The program helps create your passwords, assess their strength, organize them, fill out forms … and more!
IN YOUR COMPUTER FILES: An Excel Spreadsheet or a table in Word can also work although it does not provide the many features that software in the cloud can offer.
What about the people who don’t trust their passwords to computers?
IN YOUR HAND: This low-tech, low-cost suggestion requires you to manually log passwords into a small notebook. Retailers and on line sites sell them. If you purchase a little notebook, place it in a file folder rather than leaving it out. Just remember while file you put it in.
Now you now have 3 different ways to keep track of passwords. Which one are you going to try?
Recently, we interviewed successful business people and learned that many of them start off their day purposefully – they make sure they are totally prepared for the upcoming day and whatever will come their way. While some have predictable days, many do not. We need to accomplish as much as possible as early as possible since we do not know what is ahead — clients need answers now and a boss can walk into your office with an urgent project.
Fast Company Magazine writer Kevin Purdy addresses this in the August 22, 2012, issue “What Successful People Do With The First Hour of Their Work Day.” His excellent suggestions are right in line with the practical ideas we advise our clients.
First, incorporate a routine into that first hour — exercise, meditate, eat breakfast, read the paper, or whatever else you feel you must do to get the day off to a good start. With that behind you, you can focus on the present.
Second, don’t open email right away. Don’t even think about it. If you must, Purdy recommends AwayFind. This software program alerts you to emails that need to be opened immediately.
Third, accomplish one outstanding task that will need your attention that day. It will take a weight off your shoulders because it will be done and now you no longer need to think about it. Plus, as Purdy points out, colleagues and clients will no longer pursue you for answers.
It is just as important — maybe more — for someone conducting business at home to be organized and productive as it is if you are in an office setting. We all know the pluses and minuses for working at home so we are going to focus on how to be more productive when you have a home office. You can be just as organized and use all of the techniques that your colleagues in the office are using to get their work done and move their projects ahead.
Here are some tips to being more organized and efficient when you work at home:
1) Establish regimens and stick to them. Some examples:
2) Write a daily to-do list and keep it in front of you at all times. Star 3-4 priorities and decide when you are going to do them. At the end of the day, it will feel good to leave your office and have accomplished what you set out to do. (Note: The to-do list can be on paper or electronic. It doesn’t matter as long as you check it often.)
3) Stay focused. If you decide that you need to work for several hours on a particular project, schedule a block of time and resolve not to become waylaid by something else. Avoid interruptions from the phone, email and the next door neighbor knocking at your door. Stick to the project at hand.
4) Bunch tasks together. You are more efficient when you answer email or make phone calls all at the same time.
5) Prepare for the next day ahead of time. Look over your calendar to see what appointmen ts you have and get your to-do list ready for tomorrow.
6) Use a timer. It is one of the best tools available to keep you on track and organized.
7) Take short breaks. Get up and move the way you would in an office. Get a drink of water. Walk around outside at lunch time or exercise during lunch.
8) Find an accountability partner so you will do what you said you would.
9) Make sure your office is set up for you to work efficiently: the right tools: computer, printer, scanner, smart phone, software, speaker phone, filing cabinets, clock, a comfortable chair and the right lighting.
The result? You will feel in control of your work day.
Still having a difficult time maintaining your productivity? We can customize systems that will increase your efficiency and effectiveness in your home office. Call us — Leslie or Barbara — at 404-303-8431 or email Info@ItsTimeToGetOrganized.com.
We all have too much email. It feels endless. But there is an easy way to reduce email volume: Unsubscribe. As email efficiency experts, we highly recommend unsubscribing to as many emails as possible as long as it is a legitimate site. You can always sign up again at a later date.
Then why don’t we make the extra effort and unsubscribe? Why do we leave the emails in our inbox? They waste energy and time because we need to flip through them to get to the email we really want and need.
Some of the reasons we hear for not unsubscribing:
1) I don’t have enough time to scroll to the bottom of the email and click the unsubcribe link.
2) I don’t feel like it.
3) It’s not worth bothering.
4) It’s too complicated. I am redirected to the website where I have to hunt for the unsubscribe page and often can’t find it. (That happens to us and it’s frustrating!)
The next time you receive an email you do not need, take the 1-2 minutes to unsubscribe. Do it immediately. Think of it as eliminating not just that current email but future unwanted emails that will automatically show up in your inbox every day or week or month.
If you feel overwhelmed by the huge number of emails in your inbox, try one of these tips:
1) Create a folder called “Unsubscribe” and drag the emails from which you need to unsubscribe to that folder; Set up a 1/2 hour every week to unsubscribe. What a great feeling to reduce the email in your inbox!
2) Unsubscribe to one email each day.
3) Make it a game. Set aside 10 minutes daily and challenge yourself to see how many emails you can eliminate by unsubscribing. A timer is an excellent tool for this activity.
Are you inundated with email? Call Leslie or Barbara at 404.303.8431 or email: Info@ItsTimeToGetOrganized.com. We can help reduce your email volume and your stress.
We’re all busy. In fact, the busier we are the more important we may see ourselves. Everyone you know is running hither and yon and always on the go with never enough time to get it all done. That’s true. There is never enough time to do it all. As hard as we try, we can not achieve everything. Once we accept that idea, then perhaps it is easier to shift our view from always being busy to being productive when it counts.
Simply said: We have the time; It’s how we choose to spend it. When someone says she/he does not have time, it just means that other activities are higher rated and take priority. So, how do we distinguish between busy and productive? It is a matter of deciding what matters in life, what you want to achieve and how to work at it on a daily basis. While we all have things to do, we do have choices.
In “The Busy Trap”, Tim Kreider blogs in the NYTimes that busy is self-imposed. Adults are often addicted to busyness. People take on projects, work and obligations voluntarily. They even do that to their kids. That doesn’t leave much time for idleness — the time to read, think, dream and connect with family and friends. These are the types of activities that free up your brain to wrestle with problems and ideas and come up with solutions. It is similar to the restorative properties of getting enough sleep. Often, when you allow your mind to wander a bit, you can be more productive at the times it’s most important. You will perform at a higher caliber and get done what you set out to do.
The next time you have a choice between working late or having dinner out with friends, consider the options before you tell your friends you are too busy. Perhaps relaxing with good companions may have a far more restorative effect than you realize. Then you’ll be ready to tackle a big project the next day.
Contact us at: Info@ItsTimeToGetOrganized.com or call 404.303.8431 to find out how you can make your day meaningful and productive … with less busyness.
Have you ever considered what it would be like to have zero emails in your inbox? Most of us have a comfort level and stick with that number. For some it may be 20 while others are happy if they can keep the number to 60. Then there are those who aspire to less than 500. Each one of us has a number. What’s yours?
David Allen from Getting Things Done suggests that the number should be zero. While Allen blogs that zero emails in your inbox will require a definite change in thinking, he thinks it is worth the effort. It is possible to make this change only when you decide that the number you are currently comfortable with is no longer acceptable.
If you are wondering why Allen suggests that we take our inbox from our comfort number to zero, he gives several good reasons. Even though you may flag them and know what emails are already in your inbox, Allen points out that:
1) it takes time — and energy — to go through them every time. This is valuable energy that takes us away from important tasks.
2) the email is still there because you haven’t taken the time to decide how to handle it.
If you are stressed out by the the number of emails in your inbox, we can teach you the techniques to make decisions on how to handle each email, how to sort quickly and where to put the ones needing further action. Call us at 404-303-8431 or email info@ItsTimeToGetOrganized.com for a free consultation.
On average, according to researcher David Meyer, switching time increases the amount of time it takes to finish the primary task you were
working on by an average of 25%. In short, juggling activities is incredibly inefficient.
It takes 25 minutes to regain concentration after each interruption. (Source: University of California-Irvine Study)
What are the benefits of Block Scheduling?
Tip: 1 – 1/2 ½ hours most days of the week is ideal but 2-3 days may be most practical, especially at the beginning.
Can It’s Time To Get Organized help you set up your block schedule so you can get the maximum out of each day? Call 404-3-3-8431 or email: info@ItsTimeToGetOrganized.com.