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Too much to do? 3 Habits to set you Free.

Do you ever have one of those days when you have made plans at 9 am, only to find that at 5pm very few of those original plans have been accomplished?

Do you ever feel that planning is actually a waste of time? Yet, somewhere buried in the back of your mind, you know this is not true. You read somewhere to “plan the work and work the plan”. But how is this done? Let’s look at clarity as a state of mind to achieve so that those productivity strategies start to stick.

Clarity leads to productivity. But this is not just productivity for the sake of “getting more done”.  Rather, I am referring to productivity that’s effective- that you are doing “the right” thing at any given time (not just “busy”).

Do you long for the feeling of being back in control? Do you crave feeling less harried? Try these habits for 21 days then email me back and let me know how you did.

  1. Find new and creative ways to say NO.  For example, when someone asks you to commit to something, get in the HABIT of saying, I need to check, and get back to you. Then, stop and think. If I COMMIT to that, what will it mean? Might I have to bail out at the last minute? How might I then be viewed- as reliable or something less? We all know those people who smile and nod, but somehow, they just don’t follow through. Decide to be that person who does what he or she says and says what he or she does
  2. Get outside- every day. Even if it is just for 15 minutes.  At this time of year, getting outside is easier for most people. Since the sun is rising by 5 am and not setting until about 9 pm, and it’s getting progressively warmer, the habit of “Outside” becomes easier. But we still have to establish the habit. What do you stand to gain from “going outside?”  Just breathing the fresh air is clarifying. If we walk, jog, bicycle, hike, or do any other physical activity, the clarity only increases. Decide on a time of day to get out. Then try. When you fail, just try again, and again, and again. Reflect on what you learned with each “failure”.
  3. Delete One Thing. When you feeling overwhelmed, spill out all your to-do’s on a list. After this, remove 80% of those to-do’s. Why 80%? Because, according to the Pareto Principle (the 80/20 principle), 20% of your work helps you achieve 80% of your results. However, those who are seriously overloaded may think this rule does NOT apply to them. So, as a step in the right direction, delete just one item. Quickly scan your list, and find one thing that is not absolutely critical. Delete it. If you can keep going, please do. You will find that deleting the items that do not “sing” to you will become easier with practice.

In summary, practice makes permanent. Or, at least it makes a line in the sand that you will tend to follow again and again. Routines, as boring as they may seem, will set our minds free to be our creative selves. When we treat ourselves right by saying No, or Not Now to the events, people, and tasks that don’t serve us, we open ourselves up to fully focusing on the tasks which do serve us. When we get outdoors, our psyche is awakened and different pieces of our brain are enlivened. When we delete that one thing from the list, we come closer to actually completing the list, which leads to satisfaction and motivation. That motivation leads to a sense of control.

After 21 days, you may start to feel less harried. You will likely be running in fewer directions. A sense of calm and peace, that you perhaps forgot was there at one time, will begin to return. In turn, your goals will start to become realized. This will not happen overnight, but I promise, it will happen.

Let me know what habit you try on for 21 days. I’d love to hear from you.

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

4 Ways to Gain Clarity on What you Want from Your Time

4 Ways to Gain Clarity on What You Want from Your Time

May 23, 2013

From the Design Your Days team, Sue WestCarol Williams: We’ve returned from Vermont, where we had the true pleasure of giving our Design Your Days workshop to WBON- Women’s Business Owner’s Network: A Vermont statewide network for education, support, and networking to women business owners.

It was fantastic and invigorating! With that, we’d love to address the CLARITY portion of our Design Your Days framework today.

Let’s start off  with some comments we often hear …

I am constantly flying around from one thing to another.

I’ll start something, but get sidetracked into a whole different project.

I have three jobs, how do I keep everything straight? I take work from one job to another, and I’m never quite done with anything.

I need to be more organized, more efficient, so I that I can fit more in.

Do any of these sound familiar?

Continue reading our tips, or listen to our podcast by clicking here>> Design Your Days – with Clarity (May 2013)

As you know by now, we work with our clients to organize themselves around their own priorities- at work, at home, and at life.

Clarity is key.

Clarity is a word that reappears constantly in our work. Once you become clear about what you WANT from your time, it becomes far easier to let go of what you DON’T WANT.

So how do you gain clarity? AWARENESS is the first step.

Become the expert on YOU.

Our first tip is …

1.  Pay attention to your stress level.

The key here is to get clear on the signals which tell you that you’re BEGINNING to feel stressed. Not that you’re smack in the middle of a meltdown or approaching one. The goal is to figure out earlier when you are headed down the path of stress. Some signals might be: barking at your kids or employees? Not sleeping well? Grabbing a bag of chips or alcohol  or a cigarette to calm down?

What are your OWN signals that you’re starting down the stress path?

And then also think about how you’d like it to be instead.  You might find a quiet place and breathe deeply, letting go of the stress, and thinking about what caused it. Pausing for a moment in the car after a long day often helps, before entering your home. Visualizing or feeling what you want the evening to look and feel like can help.

2. Talk and write, or write and talk.

When my days are full, I (Carol) MUST write down all my thoughts so they stop flying through my head. I use one of the following 2 methods. I write it all down on a blank sheet of paper with no lines. It feels more freeing to write on paper without lines. Or, when I am coming close to overwhelm, I write all thoughts, all projects, step by step (this step by step breakdown is key- task by task) on index cards so I can re-prioritize and re-shuffle as required. I have a pretty box I can then put my index cards into. Some of us prefer to process out loud (talk) to another person. We find clarity that way, and our priorities hit us. I like this method too, but I prefer writing, at least at first. If I choose to verbally process, it also helps if I am moving. Going for a walk with a friend helps with clarity on several levels.

So, what works for YOU to process what’s happening?

3. Try the “What just happened here?” approach. Think about a train going down the tracks. You know how it comes to a fork or a Y? There is actually a person who directs traffic, by flipping a switch; the train will then continue on or go off on that ‘side track.’ But it is on purpose.

YOU are the traffic coordinator of your time: So, find a way to keep track of what happens the minute before you get sidetracked. Become that switch flipper and make a CHOICE about which track to take.

It is in that moment of making your choice, that you will get CLEAR on what you want most: to keep on going or purposefully take that sidetrack.

4. “I’m never quite done with anything.”  Here, you’ll want to become more aware of what “done” really means.

Is a project or task done well enough for now? Did you take on something far bigger than you had time for? If that’s the case, start doing more chunking down of steps. A single step in a project is “done,” even if the project is not done. Is it that you never have the materials for the project you want to work on, where you want to work on it? Or is your awareness that it takes you too long to activate and move to start a task?

See how awareness is important? You need to know where the issue really lies.

5. And in our last example, the person says he/she wants to “fit more in.”

More of what? And is that really what you want, or do you have some decisions to make? About saying “no,” or dropping an activity – or at least sidelining it for awhile until you “free up more time to tackle it.” And THAT is why clarity about what you WANT from your time is so important.

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As a reminder, you are listening and reading our podcast series. We’d love your feedback.

If you have a question you’d like answered, please visit our new Facebook page called Design Your Days. If you’d like to add yourself to the successful professionals we help go from good to great, contact one of us to get started with personal coaching. We’ll help you become more AWARE, and kick off the transformational process of Designing Your Days.

We are also the co-creators of the Design Your Days framework, which we teach workshops, so if your group of business owners is ready for us to speak at your group, please contact one of us!

Our next DESIGN YOUR DAYS WORKSHOP IS Tuesday, June 4th. We’d love to see you in person in Concord, NH: More info here: http://efficientproductivity.com/blog5/from-overwhelm-to-overjoyed-design-your-days-is-here-for-you/

You can find us on Facebook as Design Your Days or contact us individually through 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.   Thanks so much and GOODBYE until next time!

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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.

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

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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