Tag: too much email

Categories
AD/HD file systems Get Organized More time in my day prioritize procrastination Productivity productivity in the workplace project systems Time strategies

An Easy Way to be your Best Self

Most people I run into say they’d like to be more productive. So, I offer a magic pill for $9.95. I’m kidding, of course.

…Do you ever beat yourself up for not being perfectly productive 100% of the time?

The first step (really) in the ABCs of Productivity is to Accept your reality. This means you must accept yourself. To accept yourself, you must understand yourself. Here’s a snippet entitled “Understand Thyself” from a recent workshop: CLICK HERE

Once you do two things, (1) accept yourself and (2) understand yourself, the stage is set. You are getting closer to being “100% productive.”

In this article, we’ll review the four steps to take you through this self-discovery process. By taking the time to complete this process, you’ll be rewarded with a renewed self-understanding, setting the stage for personal and professional growth and productivity. For you readers who are ready to start achieving, please Contact Me and set up a complimentary Discovery call to eliminate those productivity gremlins for good.

Ready? Let’s get started right now with step one, which is a 4-part question:

Step One: Ask yourself, when are you at your best? (note: This is something most of us never consider. Yet, when considered and followed, a BIG DIFFERENCE can be seen.)

– What time of day do you have the most energy?
– How much rest and/or sleep would you have had?
– What foods would you have eaten (or avoided)?
– What would your family relationships look like?
This may seem simple, and not really related to productivity or achieving more. You may have been looking for that magic pill. It may surprise you to learn that while STRATEGIES are important, knowing where you are at a baseline is critical.

Step two: How are my current work systems doing? What is working great, and what could use some upgrading? Systems to consider: calendar, correspondence, task management, file management, priority management, long range planning.

Step Three: Dare to detail your TRUE desires (know thyself)! With this exercise, you have permission to think big, be brave, and be bold. If you don’t stretch you may never grow. So go ahead and ask yourself…if I am REALLY TRUE to myself….
– What does my work look like?
– What is my life like?
– What qualities do my clients have?
– How do I feel?

Step Four: What do you think might be preventing you from achieving the desires you just outlined above?

Bonus Step: Do something- anything- no matter how small- today. What one tiny step can you take to achieve your true desire? For example, if you think you might want to someday get your Master’s at the local college can you spend 15 minutes at lunch perusing the fall offerings?

I hope this article helps you understand yourself.

To get the most benefit, and fill it in yourself. Refer to it daily, just for 5 minutes. Remember, what you do every day shapes our future. Success, then, is a habit. Remember, your coach and accountability person are just a call or email away!

Categories
EpS Events Get Organized prioritize Uncategorized

What motivates you? 3 Examples of what works, and one that doesn’t work.

Your motivation: Is it…

Fall Scenery?  Your children? The promise of an exotic trip?

Or is it…

…the vision of becoming a leader in your field?

find your vision, pursue your goal, use your motivation

The opportunity to give more and better in your own unique way…to push the limit of who you think you are to who you could be? Is it the opportunity to create something that nobody has created?

What it is NOT:

None of the above are “right” or “wrong.” But, did you notice what was *not* in the list? That’s right…”more money.”  Compensation is what many people claim they seek, but an MIT study shows that actually…there is much more to “real” motivation and innovation. Stay tuned until the end of this blog article.

MOTIVATOR 1:

If you answered “fall scenery”:

focused people are more productive
focused and organized people motivate themselves and others

Science reinforces that the beautiful fall images we’ve been seeking on the EpS facebook page TRIGGER POSITIVE EMOTIONS that actually HELP US FOCUS.

And what happens with focused people? You guessed it…they are more Productive.

MOTIVATOR 2:

If you answered “the promise of an exotic trip”:

You might be someone who gets excited by new challenges. Many of my clients are in this category. Stimulation and new-ness are key. Factor 3 in this Psychology Today article supports this motivator: read here.

MOTIVATOR 3:

When we operate beyond the “make more widgets, get more compensation” mentality, our motivation actually suffers from the promise of more compensation, if a more comprehensive set of motivators is absent, according to a recent MIT study.

This video is worth watching. It highlights that 3 factors, autonomy, mastery, and purpose, weigh in heavily as the prime motivators for those seeking motivation through cognitive skill. What this means is that when our thinking moves BEYOND a certain, carrot-and-stick level, which is a mechanical skill level, we DO in fact, need “more.” Have you heard, “I have the money but I still feel empty inside?”

motivation, purpose, passion
Where is your blue sky? How will you make a difference?

Watch this video. Start thinking….what do I want to master? What’s my purpose? How much more autonomy would I want to take on my current or future work situation?

Autonomy, mastery, purpose…now we’re talking Motivation. Be great.

-Carol

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

Are you ready for the ‘final four’ months of 2012?

This is it.

With fall knocking on our doorstep, we “grab the last days of summer” while we can. Suddenly it’s 50 degrees when we wake.  Then, humidity comes back, soothing us like a warm, cozy jacket. But we know it won’t last. Alas, the “lazy, hazy, crazy days of summer” are gone, or, just about gone.

Now is the time to speed up. Fall sports. School.  College.  Everyone is back from summer vacation.

Before I began EpS, I worked for many years as a landscape architect. Most of the population assumed that summer was “our busy time” and the fall brought in relief. Actually, it was the opposite. Many of our clients were tied to higher education. Right about now, the phone started ringing. Inevitably, big deadlines were set around the holidays in December.  Even homeowners liked to see that “last project” done before the weather turned.

How do your “final four” months of the year look? Are you ready? Are your systems in place? Are you on track with your financial plan and year-end goals? It’s not too late. Start with testing yourself against these 8 points, to round out the eighth month of the year:

  1. How are your “books” looking? Have they suffered from a lack of summer income? What do you need to do NOW so that your 2012 will be a “happy place” come year end? Check out these 3 tips: http://www.accountancyextra.co.uk/3-quick-bookkeeping-tips
  2. Have you lost touch with any clients over the summer? Now is the perfect time to reconnect. Try a personal, handwritten card. You will stand out.
  3. How are your files looking? Are you behind? Assuming you have a busy autumn/last quarter in store, this often-overlooked area of life becomes critical. Carve out 30 minutes a day to pull your filing systems back together before it becomes unmanageable and something gets lost through the cracks.
  4. Is your computer “old?” Will you need to replace your desktop, laptop, ipad, iphone, blackberry soon? Now is the time to set aside a little capital for that year-end purchase.
  5. How effective is your computer backup system? Just 7 days without a backup can cost you thousands of dollars in headaches and lost information. I strongly suggest “cloud” backup software such as: http://www.carbonite.com/en/ or http://mozy.com/home
  6. How will you reconnect with all those contacts you are making at the Business After Hours? Who did you say you’d talk to “in a few months?” If you don’t have a CRM (Customer Relations Management Software) it’s time to develop a system that works for you. If you use Microsoft Outlook on a regular basis, try this one: http://www.avidian.com/
  7. How are your “home systems” working? Do you have to leave earlier in the morning these days? Is everyone getting out the door with ease, or is it a struggle? Do you have a system for cleaning, laundry, shopping, and meals? Try http://flylady.net/.  You, your student, and your family will soar with her simple principles.
  8. Most importantly, take a little time each day for yourself. This might entail going for a short walk at lunchtime when you think you don’t have time, or it could be just closing your eyes in the car for 5 minutes before you pick up your child from childcare. Remember, when we cheat ourselves, we cannot be at our best for our clients, families, and friends. You are the most important person in your life. Treat yourself with love and respect.

Here’s to a productive, happy, and healthy balance of 2012!

Categories
email systems Get Organized More time in my day prioritize productivity in the workplace Time strategies

How do I fit in another task?

More than a To-Do List: Finding the Truly Important

Recently I had the pleasure of finding more time for a busy manager in a local city. His issues were:

  • Too much email;
  • Task Management- desire to wear his “many hats” better;
  • Consistent follow-though;
  • Desire for strategies to make better use of his assistant.

Together, we talked about his specific situation. Where were pieces of his life falling through the cracks? Since he works in sales and marketing, it is critical that he follow up in a timely and consistent manner with his customers and potential customers. Sometimes this would happen, and sometimes it would not. Although his company seemed to be doing well, I was wondering how much better it might be doing if he were able to bridge this gap.

We worked together for a few sessions, over Skype and in person. Right away- in the first session- we addressed email overload and developed strategies that would specifically work for him to overcome his specific needs. Then, we dug a little deeper. Asking questions that cause a person to really step back begins to bring “holistic productivity” into view.

Sometimes, it’s not about fitting another task between the cracks. It’s not about crossing another item off the to-do list. It’s about creating your life in such a way that the most important things are not only done, but done well. My client commented that it’s been some time since he’d “really” focused on doing something exceptionally. With his many commitments, he had become more focused on crossing things off the list.

Great leaders and great thinkers move far beyond a to-do list. Productivity for the sake of getting more done is okay, but does it make your heart sing? When you encounter the place where your true desires meet the everyday, you have found your sweet spot.

Productivity can be your portal to life change, if you dare to walk through.

Categories
AD/HD Get Organized GO system More time in my day productivity in the workplace

Ask the GO Girl: An interview by Dan Evans, master business coach

Recently, Mr. Dan Evans (DE), marketing strategist extraordinaire, featured me in an interview for his blog. Read on to find the “inner workings” of the GO Girl!

DE: Your title is “Productivity Strategist”. Can you tell me a little about what that entails?

CW: I provide personalized strategies for my clients to help them become more focused, organized and productive. I do this through a course called the GO (Get Organized) System, through One To One Organizing, small group work sessions, and facilitation/coaching. The strategies I teach reflect the client’s unique goals and objectives.

DE: Do you work with corporate clients and groups of employees?

CW: I focus on assisting individuals and small groups. I can and have performed efficiency/productivity assessments at small companies and branch offices (about 5 people). To date, I have not worked with large companies. However, I am set up to do this as a certified GO System trainer.
DE: So, the GO system can be for one person or a large group? Is there a maximum number for a group to ensure maximum effectiveness?

CW: The ideal GO class consists of 10 to 30 people. I have taught classes of “one” person but it definitely works better with several students. My favorite part of teaching this class is the interpersonal sharing between members. In that way, 6 to 15 people make a nice group. To answer your question, there is no “maximum number” of attendees.
DE: What were some of your previous jobs and responsibilities?

CW: Prior to 2009 I spent my entire professional life as a landscape architect. From 1999 to 2009 I was project manager and second in command to the Principal-In-Charge of the company I worked for at that time. I worked with many related disciplines (architects, engineers, etc.) to achieve the desired goal of the client. I presented in front of public boards and sought future opportunities for the company. I’ve worked for local and national government agencies as well.
DE: How did this prepare you for what you do now?

CW: It prepared me for being flexible, keeping processes moving ahead, staying on time and on budget, motivating others, and public speaking/relations.
DE: What do you find most gratifying about your work?

CW: I love to touch a client in a deep and meaningful way; to give the gift of Peaceful Productivity; to watch the chaos that ensues us all begin to melt away. I love to be part of a transformative process where the person shines once again and rises to the very top.
DE: How can you tell when the transformation has taken place?

CW: “The transformation” takes place when the client releases what’s holding him or her back and replaces these old habits with new strategies that serve them better. Some examples are: getting that raise, applying for and being chosen for that new job, taking better care of themselves (physically and/or emotionally), or  having the courage to say NO to some prospects in order to say YES to those that fit the new vision.
DE: Are there one or two underlying things that hold most people back from being more productive, or does it vary widely per individual?

CW: It definitely varies, but a large part of the problem lies in our culture. We are Doers. In doing, we hardly let ourselves Be. In Being, the gold that lies deep in ourselves emerges. There is a reason why all the great philosophers hit the desert, the woods, the pond. We need time to think. And our CrazyBusy world frowns on that.
DE: I imagine that some clients respond very quickly to your interaction, and that some require more time to learn and practice good habits and new skills.

CW:  By the time a person decides he or she is ready to work with me, that person is committed. Sometimes it takes years to be ready. I met with a woman two weeks ago that I had been communicating with for about 18 months. Finally she wanted me to do an initial three hour session with her. We could not schedule it fast enough.
DE: Do most of your clients have common issues that lead them to you, or do they possess a wide variety of issues and characteristics that make them unique?

CW: My ideal client is a design professional labeled with Attention Deficit Disorder. My background in design is a natural fit for this profession, and those with ADD respond very well to the productivity strategies I teach. Common issues are: Too much email, too many calendars, too many hats/balls to juggle, hating paperwork, being late.
DE: Have you found that adults with ADD respond well to your training? Do they require alternate methodology?CW: Great question. My favorite clients have ADD or AD/HD. These are the movers and shakers of the world; the “out of the box” thinkers. Every person is unique, so I do not have “my training”. Rather, it’s a collaborative process whereby we create a vision together, then set up and/or tweak existing systems to achieve that vision. But it does not end there. Then, the “real work” starts: habit building. To better answer your question, many ADD’ers are “visual”. They respond well to color, like to “spread out” and have the “out of sight, out of mind” mentality. We work together to set up files, for example, that can be easily found by both the client and others in the office who may want or need such a file. Also, it’s important that the space around a person with ADD is clear. Clutter distracts.
DE: Have you ever fired a client?

CW: Yes. When I first started my business, I gained a client who was an older woman who really just wanted a friend and a cleaning woman. When she asked me to drive her to the beach, I knew it was time to part ways.

  • © 2024
  • Productivity Success Cake