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Get Organized More time in my day prioritize procrastination productivity in the workplace

6 Tips to get the Most Done in the Least Amount of Time

We all hear about doing “more with less” or “more with the same.” We continue to reinvent ourselves to keep up, grow, or succeed. We are told to grow, change, or die.

How do we get the most done, in the least amount of time, completing the tasks that will make the most significant difference?

$ix Tips for $uccess in 2013

  1. KNOW your passion and purpose. The most successful businesspeople are those whose vision is closely aligned with reality. What are our BIG goals? Are you VERY CLEAR about them? Here are two examples situations and what you might do about each:
    1. Do you want to increase company revenue by 30% this year? Do you have a plan to do that? How will you measure your success? Now is the time to put those metrics into place. If you cannot do this internally, seek help from SCORE or hire a private business coach or consultant – immediately.
    2. Have you been in your job for a number of years, say 10 to 15 or 20? Has more and more work been piled up on you? Do you now work 12 hours daily when you formerly completed the required tasks in 8 hours? Do you feel fortunate to “just have a job?” Are you feeling burned out? Do you- really- want a new job or a more balanced life, but you dismiss these items? Now is the time to pay attention to these feelings and take action. You have more control than you think. Shift your mindset from that of “victim” to one of “what choices do I have” and you will start to see immediate improvement. Then follow the tips that follow for even more success!
    3. 2. Plan the work, and work the plan.
      1. “Bookend” your days, weeks, months, quarters, and years. What holds the books on a shelf, straight and true? Bookends! By bookending, I am referring to checking in with yourself at the beginning and ending of each day. Allow at least 15 minutes at the beginning and then at the end of the day for this. What are my priorities today? What has come in? Do the new items that come in align with my priorities? If not, what is in my control, or out of my control? At the end of the day, review your day and think though your priorities for the following day. This simple exercise will relieve stress and increase your sense of control- and you will slowly begin to do what matters most to you. Repeat this for the beginning and end of your week, your month, your quarter, and your year. It’s addicting, and it works.
      2. 3. Map it.
        1. For many, a strict schedule is a recipe for disaster. If every minute of every day is perfectly planned, no margin for flexibility is allowed. Simply put, work life is not static. Many businesspeople resist scheduling, citing this as the reason. They are right. The answer? Time mapping. To create a time map, take out your “thick crayon”. Think in terms of “blocks of time” or “rhythm of a typical day” versus minute by minute scheduling. Think in terms of color. Color if that works better for you. If you are a creative or visual type- liking to “lay out” your work, try color.
        2. First, ask yourself “what time of day do I have the most energy?” For many people, this is the morning. Let’s assume this is the case for you. For one morning, block out, in color, time for your most important (but not “urgent”) task. This is likely a task that will take you toward your “big goal” (see tip one). Treat this colored block like you would any important client. It is, in fact, as important as your most important client.
        3. Try coloring in only one block for the first 3 weeks. Then try two blocks for the second 3 weeks. After that, you can begin thinking in “rhythm”. When someone asks you about meeting, and you know the mornings are your creative time, you can ask them if they have any afternoons available. You will begin to feel more “in control”, get more of your important tasks done, and have more energy at the end of every day.
        4. 4. Truly accept that there are really only 24 hours in every day: consciously decide how to use them. Once you accept that time itself is fixed, that is, you cannot “manage time” but can only manage yourself around your time, you realize that the choice is yours.  Are you happy with your 60 hour work week? Or, would you like to see 40 hours again? Try these suggestions:

i. Eliminate: work only on the projects that will have the largest, most powerful impact on your work. Work on those items that align most closely with your “big goals.”

ii. Delegate: Be sure that when delegating, you select the right person, be clear, confirm understanding of the task, and identify a check in date and time.

iii. Abbreviate: Did you know that multitasking actually decreases your productivity by about 20%? When you slowly bring back focus, to work on one task at a time, your productivity will skyrocket. Reducing multitasking by only 20% can yield 6 weeks of time per year.

  1. Embrace technology, but don’t ignore the basics. I love my gadgets. Really. But, gadgets alone do not help you with your productivity at work. Why? We can get so caught up in “the system” that we lose track of time, priorities, etc., and we fall right back into overwhelm. That said, some of my favorite technological gadgets follow:
    1. The i-devices: All of them. I love iphone, ipad, ipod touch, icloud, siri. They “just work” (at least most times)! Although many “to do” programs and apps are out there, and more appear daily, “reminders” on the i-devices works perfectly. Siri, the voice recognition software, will take commands to “remind you” to call a person at 2 pm, remember your item when you leave work (yes, it knows where you are when you allow this option), etc. It can act as a personal assistant of sorts.
    2. Google Calendar: The cloud-based calendar, share-able with the world and integrates with others’ google calendars.
    3. Dropbox: Cloud-based storage, particularly useful when working remotely and/or with committees. Options to make folders shared, private, public.
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AD/HD EpS Events Get Organized More time in my day prioritize procrastination productivity in the workplace Time strategies

Pay attention to Procrastination

Self-Care: 4 Strategies to Push through Perfectionism & Procrastination

April 23, 2013

Sue: Does this sound like you?

  • I am always late.
  • I never seem to be able to get to my most important goal. I am too busy.
  • I try, but I keep hitting roadblocks. Maybe I am not “cut out” for this.

Carol: Hi, this is Carol Williams, Productivity Specialist at EpS, Efficient Productivity Systems.

Sue: And this is Sue West, Life Transitions Coach and AD/HD specialist. We have joined together for this series of audio interviews to give you short, “use today” pieces of advice, in 5 to 8 minutes.

Today’s is called “What’s Your Plan B?” but first …

Carol: We’d like to share some exciting news, in case you did not catch the last podcast.

Sue and I are rolling out a new workshop called DESIGN YOUR DAYS. Just 90 minutes with us will set you in the direction for your work and personal life that works for YOU. Our first Design Your Days workshop will be at the Hampton Hotel in Colchester, VT near Burlington, on May 2 and is part of the WBON (women business owner’s network) which is a statewide, Vermont business organization. We’d love for you to attend so watch our blogs or social media sites for information!Click here for their site.

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To listen click here >>>  Self Care April 2013.

To read our advice, just continue on in this blog entry.

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Sue: Onto our podcast tips. Our last two podcasts focused on Self Care. This can be the root of many productivity issues. When we don’t sleep well at night, when we allow our exercise routine to take a back seat for an extended period of time, when we allow others to set our priorities- we neglect ourselves. Keeping this point at the top of mind will subconsciously allow you to begin turning it around. The next question to ask yourself is- what’s getting in your way of making a little progress?

Carol: We tend to ask our listeners a lot of questions, don’t we? Well in that spirit I have three more:

  1. Do you have to “have enough time” to write the entire book, and know exactly what you want to say before you begin?
  2. Do you have to have all the right cleaning tools before you begin organizing that spare room?
  3. Do you feel so overwhelmed by cleaning your home that you think, why bother? It will just get messed up again and I don’t even know where to start.

Sue: Thanks, Carol. That sounds little like perfectionist behavior to me.

To our listeners: Has anyone ever called you a perfectionist?

Perhaps you don’t wash your car because you don’t have the right wax and you really want to wax it at the same time, and by the way the sun will be setting soon anyway, maybe I should just catch up on some reading instead?

Perfectionism often leads to procrastination.

It’s time to shift our thinking. Try, what’s my plan B? If I don’t have the right wax, so what? Can I wax using what I have? Can I wax just half of the car? Won’t that be better than nothing? Or when can I go to the local car place and get them to do it for me!

Carol: OK onto some tips! Let’s think about re-framing your attitudes- to help you succeed:

Think of one tiny step you could accomplish toward your big goal. For example, if you know you have trouble sleeping, and you think you need to go to the doctor, and can’t find time to call, can’t find time to go to an appointment, don’t have the right insurance, what could you do instead? Could you find 15 minutes per night to meditate right before bed, try that for 3 weeks and if no improvement then take another step? The key here is thinking about what you CAN do vs. all the reasons you CAN’T do something. Those little steps could be called Plan B.

I want to send my kids to camp XYZ but I don’t know how I will get them there or how I will afford it. What can be plan B? Could you begin to look into the other options? Could you write a Facebook post asking other parents to do a “round robin” home based camp with other kids their age in your area? Time to think creatively. Let go of “it has to be this way” and watch new answers start coming your way.

Sue: My first suggestion is an anti procrastination exercise which comes to us from a client who had great success with this. This is useful for people who say “I can talk myself out of anything,” or “I can’t get started – the perfectionism or procrastination gets me too often.”

The six questions were developed by David Burns, and are in his book, The Feeling Good Handbook. Essentially, the questions have you weigh the advantages and disadvantages by writing them down so you can see what you’re thinking– and it’s amazing how well this works.

My second suggestion will be of interest to those who need lots of variety in their days. I’m going to suggest you embrace the variety.  Work it into whatever self-care you’re trying to bring into your life.

For example, you want to start doing some sort of exercise, yet you just imagine how boring it’s going to be, so you stop before you start.

How about this instead: Mondays, you walk on your own. Wednesdays you walk with a neighbor. Saturday morning, you walk while you talk to your daughter, who is at college. The other days you don’t walk; you ride your bike somewhere around town.

The variety is in both which exercise you take on and how or with whom you actually take it on. The important piece is here is to reach out, ask people and get time and people set up so they help you get out each day.

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As a reminder, you are listening to a podcast series. We’d love your feedback.  If you have a question you’d like answered, please email us atproductivelifetransitions@gmail.com

Or contact us through our blogs and websites:

Sue’s is www.OrganizeForAFreshStart.com

Carol’s is http://www.efficientproductivity.com/

If you found our advice valuable, please consider sharing our podcast or blog with colleagues and friends.

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EpS Events Get Organized More time in my day prioritize Uncategorized

Taking Care of Number One: part two

Perspectives Podcasts: 4 Tips to Get Started with Self-Care

April 15th, 2013

Tax Day!

Did you spend your weekend frantically pulling together your taxes, or, did you take care of yourself? It’ easy enough to say we want to take better care of ourselves. Difficult to do…  oh so difficult.

When Sue West and I last joined you via podcast or this blog, we asked you some questions:

  • What gives you energy?
  • What drains it?

And then we gave you a way to set priorities for what you want to start with for your own self-care, plus suggestions on how to “get started” or get “un-stuck.”

Once you begin SOMETHING it’s easier to KEEP GOING. The momentum carries you along, while you wait to get motivated… because sometimes we just don’t have the motivation!

Now that we know better what we want, and what we don’t want, how do we get there?

Please listen here:  Taking Care of Number One: Part 2taking care of number one part 2

Or read on below if you prefer.

Carol: Sue, I love this challenge. It’s one of my favorite hurdles to help my clients over. The challenge is that what you need to do SOUNDS very simple, but, can be ANYTHING BUT simple. Our bodies, biologically, resist change! There is even a NAME for this: Homeostasis.  Anyone who has ever tried to stop smoking, go on a diet, etc. knows this, but now, you can STOP FEELING BADLY about yourself for it. Time to trick yourself!

So the first tip. #1  Share your intention.
  • Tell a friend, coach, or partner what you intend to do MORE of or LESS of.
  • Ask that person if he or she can receive a call or an email if necessary.
  • Simply saying your goal out loud, and announcing it to another person will build in accountability and work its way into your subconscious.
Watch yourself and be amazed.

Sue: I often use the phrase “Path of least resistance.” Tip #2.

Let’s say you want to start  going to the gym in the morning or walking. The path of least resistance? Get EVERYTHING ready the night before: lay out your clothes or pack your bag, get your work outfit ready, too, and the music you want to listen to. Go to bed a little early.

Take away any reason you might say you can’t go when morning comes.

Grease the skids. Path of least resistance. Figure out your phrase to make it EASY to move ahead.

Carol: Your shared intention is this: You want to walk each day at lunchtime, but you are accustomed to working through lunch.

Tip #3: Try the “if/then” technique. Our brains are wired to receive this message.

“IF” I am tempted to skip my walk, THEN I will call Betsy and ask her to come with me. As you can see, it’s helpful to have a support team here. Betsy can be your accountability friend in tip one, or someone else.

Sue: Last tip #4: Attach your new habit or ritual to one that ALREADY works for you.

For example, read through your mail and paperwork during the time you make dinner, while you’re waiting for something. Or while your children are doing THEIR homework, do your paperwork.

Or support the habit in ways that have worked for you before: You used to count points on Weight Watchers and record them; how about recording how well you’re doing with your exercise habit each day?

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In closing, we have some EXCITING NEWS to share.

Carol and I are rolling out a new workshop called

DESIGN YOUR DAYS: Making Your Time Count.


It’s for women business owners who struggle with time and energy management. Staying productive in life and in your work.  What’s different about this workshop? This is about finally figuring out how to design your days in ways that work for you. Not what someone else tells you should work. But working with us and our DYD framework to figure it out with you and for you and how you think, work, and handle what comes your way. Is this you? If so, please  join us in Vermont, contact me or Carol, or watch for upcoming workshops and a retreat.
  • You’re going at full speed but not feeling you’re getting anywhere;
  • You’re feeling stuck. You’ve reached a plateau and you’re not moving ahead;
  • You want a fresh, creative look at how to manage your time and design your days.
  • You know what to do … you’re not doing it though. You’re in your own way sometimes.
Our first Design Your Days workshop will be at the Hampton Hotel in Colchester, VT on May 2 and is part of the WBON (women business owner’s network) which is a statewide, Vermont business organization. More information is available by clicking the WBON logo below or here at this link: Annual spring conference.

As a reminder, you are listening to (or reading) our podcast series. We’d love your feedback.  If you have a question you’d like answered, please email us at productivelifetransitions@gmail.com

Or contact us through our blogs and websites:

Sue’s is www.OrganizeForAFreshStart.com

Carol’s is www.efficientproductivity.com

If you found our advice valuable, please consider sharing our podcast or blog with colleagues and friends.

Thanks so much and GOODBYE until next time!

Categories
AD/HD Get Organized More time in my day prioritize productivity in the workplace Time strategies

Low Productivity? Questions to ask yourself to take back control.

When you are stuck, these two tips will help you un-glue yourself before you become unglued.

…Sue West and I provide two practical tips to stay on the uphill side of the so-called balance seesaw. (Or at least in the center!)

We’re purposefully giving you ONLY two so they are easy to practice. We know you are overloaded!

To listen, please click this link below. All our podcasts consist of short, “use today” pieces of advice, in 5 to 8 minutes. This one is shorter still!

Listen here: two simple suggestions to make a big difference

If you’d prefer to read our suggestions, read on. It’s all here.

Carol: Our first suggestion today – and it’s really a request – is that you become your own observer or eye-witness. Learn about yourself.  Notice when you’re at your best; when you are feeling “on top of things.” Are you then in “balance?” During this time, what does your life look like? What do you have for breakfast? How many hours each night do you sleep? Who are you with, or not with? How much are you working, and what type of work are you doing? Are you reading in the morning? Exercising? Meditating or doing yoga at some point? How often do you stop and pause to appreciate how your day is going? Or to tell someone you appreciate him or her?

Sue: To do this, and to come up with your own list, have a discussion with friends. Or write about our answers to these questions. You’ll remember them more easily, and then when you’re feeling off kilter, you’ll return to these strategies and bring them in again.

Carol: And here’s our second tip.

Accept that not every day, or week, or month, is perfect. Learn from those imperfect days, but do not berate yourself when you wish that things had gone differently. There is good reason for the motto “tomorrow is another day.”

Sue: My life and business coach once said to me: It is FINE to have high standards for yourself. It is NOT fine to beat yourself up when you don’t meet them.  Jason Womack tells us “Practice makes comfortable.”

Practicalities: I always try to remember that whatever did not go well must have been some lesson I’m supposed to learn. I may not know what that lesson is for a long time. When I was a project manager, we were taught to always have a Plan B. Because things do go wrong or are sometimes just out of our control. But if you start out with a Plan B, your expectations are different. Easier to switch gears. You have a safety net or an alternate plan when plan A does not go as expected.

And a practical pick me up when that’s all that will help: Years ago, I started keeping a “butterfly box.” When I’d have an iffy day, and couldn’t shake the feeling, I’d open up a small box on my desk (pictured). It was beautiful, with a glass knob for a top, and butterflies all over the box. It had been a gift for a presentation which had gone really well. So inside, just picture lots of little, folded up pieces of paper. On each one was a compliment from a client or a colleague about something I’d done for or with them in our work together. I’d open a few of these and end up with a smile. Now, I keep a Word document, in a special place on my PC, and it’s always open – just in case I need a pick me up.

Carol: So that’s it for our TWO tips today! Remember – be your own observer as you move through your days. And accept that life is not perfect but we’re supposed to learn from all of this – somehow, some time!

As a reminder, this is a biweekly podcast series. We’d love your feedback.  If you have a question you’d like answered, please email us at productivelifetransitions@gmail.com

Or contact us through our blogs and websites:

Sue’s is www.OrganizeForAFreshStart.com

Carol’s is http://www.efficientproductivity.com/

If you found our advice valuable, please consider sharing our podcast or blog with colleagues and friends.

Categories
Get Organized More time in my day prioritize productivity in the workplace

It’s counterintuitive: more balance can mean getting more done

When someone mentions “life balance” to you, what comes to mind? Earth-crunchy yoga types? A four hour workweek myth? How about, “what does this have to do with productivity?”

Listen on…this month Sue West and I are featuring life balance on our “Perspectives Podcasts” series. She’ll relate life balance to the “chapters of your life” and I’ll relate it to your productivity. We’ll both circle back to a common theme: how does your life balance, or lack of it, support your goals?

Getting organized starts in your mind. Let us help you get there. LIFE BALANCE 2.8.2013

Categories
AD/HD Get Organized More time in my day prioritize Time strategies

What’s all this talk of New Year’s Goals? My tree is still up!

Do you suffer from “holiday hangover?”

Did this work week slap you in the face?

It’s OK….listen to this week’s podcast and de-tangle, refresh, rejuvenate! Holiday Hangover – Try Our Tips