Category Archives: Time

Procrastinating? 4 Steps to Stop!

07 Tuesday Jun 2016

Posted by in Business, Office, Organizing, Personal, Planning, Residential, Stress, Time

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Procrastination - Thief of Time

We ALL procrastinate now and then, and it’s nothing more than the time gap between when we decide to do something and when we actually take action.  A big part of procrastination is not knowing where to start or how to organize what you need to do.

Here are some common procrastination problems and solutions:

  # 1 – You Just Don’t Want To  (Let’s face it, some things just aren’t fun.)

Solution:  Establish a reward for yourself.    Schedule a beginning and ending time for what needs to be done,  and then take yourself out for an ice cream or another other treat.    Call a friend and schedule to have coffee or do something fun with them.  Let them know that THEY are your motivation to make sure that YOU are successful!

# 2 – You Don’t Know Where to Start (Example:  Preparing to move a student or yourself home at the end of a year at college)

Solution:  Google It!   Almost any problem you meet, someone else has already faced!  Save time and Google your way to solutions.  There are pages of websites about students moving back home.

# 3 – You’re Overwhelmed (Example:  Moving, again)

Solution:  Break down the problem into “do-able” tasks and make a list:

1.   A date to pick up boxes and newspapers or other items needed for packing.
2.   A list of items that be packed away first (winter clothes, etc.)
3.   A list of items which should be packed last.
4.   Which utilities must be notified?

# 4 – Lack of Motivation (Example:  Cleaning Closets)

Solution:  Find a friend who is also struggling to get motivated.

If you have work to do at home, plan a time to phone and catch up while you’re both sorting drawers, closets and doing general cleaning.

If you live nearby, maybe you can share the burden by helping each other. Windows will go a lot faster if you have a friend with you!

Listen to music, podcasts or an audio books while you clean or sort belongings

If you’re interested in making more out of your time, check out this earlier post on “Time Robbers”.

Off the Office Hamster Wheel in 5 Easy Steps

29 Friday Apr 2016

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Hamster in Orange Wheel

The definition of a hamster wheel is when someone just keeps running in circles (and making the same mistakes) instead of progressing.

A bit of planning can get you off that wheel and help you to feel better about your mornings.  Review again at the end of the day and organizing is just as important.

Here are 5 easy steps to get control and off the wheel: . . .

Emails – Instead of phone calls (unless it’s an immediate need), send an email.  This will help you AND others to save time.  In addition, I color-code emails to clearly see the status.  After sending an email with a request, I move it back into my “Inbox” and tag it with GREEN.  When receiving an email with a request, I tag it in RED and it shows as an outstanding item.

Voicemail – Unless you’re in customer service, you probably don’t have to answer every call. If possible, block out time to let calls go to voicemail so that you can concentrate on specific projects or tasks.  Even better, close your office door and cut other distractions.

Reducing Paper – A multi-page scanner is a great investment.  Scan correspondence, invoices, receipts, contracts, etc.  You will save filing space and it’s a faster way of sharing information with others.   Make sure you have a logical filing system on your computer or server to find what you need later and don’t forget to back up the files!

Task Lists – These are necessities.  If you don’t have a structured system, develop it now.  If you have one, ask yourself “How effective is this?”   “Can I clearly see the priorities?” “Do I have due dates and times associated with each task?”

End of Day – set an alert to sound 1 hour before the end of your work day.  This will give you time for the following:

  1. Find a good “stopping place” for what you’re currently working on.
  2. Review unchecked voice mails and emails and add them to your task list by priority
  3. Tidy up your desk and physical surroundings for the next morning.

The hamster called, he wants his wheel back and you don’t need it anymore.

Hamster Wheel for Sale

The Instant Stress Reducer

09 Saturday Apr 2016

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ZZ - Blog - Stress & Lists - STRESS GAUGE

We’re all overwhelmed with this fast-paced “Do-It-All and Do-It-Now Lifestyle”.  Call it “stress”, “anxiety” or “pressure”, most of us are feeling it.  We struggle to fall asleep and then to wake up.  We wrestle and worry about what has to be done tomorrow and what we may have forgotten to do yesterday.  As a result, we suffer from tension headaches, high blood pressure and poor diets.

The real problem is that we haven’t identified the necessary from the optional. When when we pinpoint the critical needs and responsibilities, we’re able to focus on problem-solving.  Once the critical has been identified, it needs to be written down! Because when we identify and list our priorities we permit ourselves to push the “non-essentials” to another time.  In turn, we may find ourselves feeling less overwhelmed and more in control.

When we make a list, we are able to comprehend the priorities, everything becomes more manageable. 

People who want to appear clever rely on memory.  People who want to get things done make lists.

 

7 REASONS WHY LISTS WORK & HOW THEY BENEFIT YOU:      

  1.  Stress – Lists reduce stress levels as they help us to feel in control.  We organize what is otherwise overwhelming and bring order to chaos.

2)  Our Brains – They’re good for the brain as it gives us clarity.  We’re now able to focus our minds and process the information we are receiving.

3)  Accomplishment – We get a feeling of accomplishment and this positive feeling of completion encourages us to start another task.

4)  Reminders – Lists tell us what we have done and what we have left to do.

5)  Options – They give us opportunities to ask ourselves: “Are there things on my list I can “outsource” to others?”  “Do I have to do all of this myself?”

6)  Moods – If we write down what needs to be done we’re able to tackle different tasks at different times based upon how tired we are physically, mentally and/or emotionally.

7)  Problem Solving – When we create lists, we automatically consider how we can tackle big tasks by breaking them down into manageable parts.

ZZ - Blog - Stress & Lists - Keep Calm & Make a List

For Busy Business People – Google

20 Sunday Apr 2014

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Google - all appsDo you use Google?  Do you use it to its maximum potential to save you TIME and increase Communication AND save Money?

Google - contacts to cell

 

Contacts – Add co-workers, clients, or vendors for immediate auto-dialing and texting.

Email Groups – create “Groups when adding contacts and send one email to multiple people for faster, clearer communication.Google Mail

Multiple Emails – set up multiple email accounts to respond by business entities/divisions (or even personal).  Switch back and forth between email addresses and they stay separate.

Google Calendar Image

Multiple, Integrated Calendars – these are automatically color-coded and can be viewed separately or integrated.  Have office meetings, projects and deadlines in one location with pop-up reminders sent via email to all those involved. Reduce the confusion and increase the accountability!

Google Drive 2

Cloud – upload files to Google Drive and create access for everyone to review and types of documents whether agendas, meeting notes, spreadsheets or PDFs.  (No reason to open a laptop or even a tablet!)

What does this mean to you? 

Integration = Efficiency = Time Savings = Focus – All the information you need is at your fingertips to make decisions on the spot

Here’s Google’s mission, shouldn’t it be yours?Google - Mission 2

If you need help or training with any of these features, feel free to phone or email!

 

The Power of “No”

17 Monday Mar 2014

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Success will be defined more by what you choose NOT to do, rather than what you choose TO DO.

Saying “no” can be almost impossible.  Have you found yourself feeling overwhelmed and stressed because of having too much going on?  Did you think back and wonder if maybe you should have said “no”?  Have you said “yes” and then felt resentful towards the person? 

saying no - 2

It’s time to recognize that we need to build healthy boundaries.

Why do we say ‘yes’ to letting others use our time or belongings before we know what we’re agreeing to?  Below are some reasons why we say yes before we think.   

1)  As youngsters we’re often taught that we’re not supposed to say “no” to our parents, supervisors, teachers or people in areas of authority. As we get older we sometimes extend this to a feeling of over-obligating ourselves to others. 

Remember:  When we say “yes” when we want to say “no”, we are creating the bedlam in our lives.

2)  We’re taught that it’s polite to say yes, and rude or selfish to say no.

Remember:  A “no” is often necessary to protect ourselves and our families from unhealthy expectations and into a healthier home life together.

3)  We’re just trying to be accommodating, we may not mean our “yes”  or ever expect to be contacted about it.   

Remember:  When it’s time for the “chips to be cashed in” we may not really be available.  We need to create the boundaries before we commit.

4)  It’s easier to say “yes”  because sometimes we don’t feel we have time to explain our “no”.  Or we don’t think we have a good enough reason to say “no” and feel guilty.

Remember:  We may say “yes” to avoid the conflict, but if we’re not careful this could damage a relationship more than a simple “no” could have ever done. 

5)  We prefer to be non-committal or vague thinking it will get us “off the hook”.    

Remember:  When we avoid answering with “no” by saying nothing, it leaves the door open to being re-asked.  Next thing you know you’re playing hide and seek in Wal-Mart because you’re trying to avoid the “Asker” – repeatedly.

Diplomatic ways of saying “No”  for requests of personal items or time  

  1. “I prefer to be the only one driving my car.”
  2. “I prefer not to lend out my car.”
  3. “It’s important to me that I keep my car for my own use.” 

If someone asks to use your time: 

  1. “As much as I would like to help, I’m not able to due to other commitments.”
  2. “I’m sorry, I don’t have time and I’m sure you wouldn’t want me to commit and then be unable to fulfill my obligation”.
  3. Thank you for thinking of me, but I’m already so busy with family and work that I can’t possibly fit one more thing in.

“Everything requires time. It is the only truly universal condition. All work takes place in time and uses up time. Yet most people take for granted this unique, irreplaceable, and necessary resource” – Peter Drucker

If an individual continues to ask, just use the same “no phrase” with a smile each time and eventually they will “hear” you and get the message. 

It’s important to hold your ground for your own health and the health of those who live with you.

Priorities - saying no

3 Techniques to Work Less & Accomplish MORE

15 Wednesday Jan 2014

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resting

Establish Goals – to manage anyone or anything (paper, projects, tasks or information) priorities must be established.  (Remember, the key to victory is to share information with all who will be contributing to the success!)

  1. Priorities – list in order the key factors to your success
  2. Planning – attach goals to each dynamic and assess how much time you will need to achieve them.
  3. Preparation – schedule appropriate time and include potential costs incurred to realize the goal.

Benefits

  1. Management skills – A well-organized manager will exude confidence and control in an organization.
  2. Managing well establishes a sense of trust and professionalism to both employees and customers.
  3. An organized office creates a more relaxed environment where employees are aware and ready for the work ahead.

Systems & Procedures – review your current administrative process for redundancies or bottlenecks.  Define the process and put it in writing so there is clear direction for recurring tasks & responsibilities.

Benefits:

  1. Time Savings – less time correcting mistakes, searching for information or and answering duplicate questions.
  2. Money savings – you no longer purchase duplicate inventory or supplies for what you can’t find when you need it.
  3. More time for REAL productivity

Benchmarks & Tracking – by setting standards and regular goals you can track of your progress.  Whether you choose to review quarterly, monthly, weekly (or all), do it as often as it takes to stay focused on the priorities

Benefits:

  1. Greater success in reaching goals due to greater focus on key areas.
  2. Better communications and information sharing results in a stronger team.

3 Strategies for a Successful Non-New Year’s Resolution

09 Thursday Jan 2014

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NY Resolution

Have you made a New Year’s Resolution yet?  Well, if you haven’t, I recommend you don’t!   Instead, consider beginning with a few goals that are realistic and attainable.

Aim for success in the “first quarter” and you’ll feel better moving on through the year and setting more goals. Wondering what the difference between a goal and a resolution is?  

Resolutions – are often abstract, they may have a vision but rarely include the details.

 Goals are specific, measurable and have a timeline associated with them.

Don’t Make a Resolution, Create a Goal!

3 Strategies to Help You Succeed 

1) BE kind to yourself – Don’t try taking on too much at once – set yourself up for success!

2) DEfine your goals – write them out  in detail and what “success” will look like to you! 

3) REmind yourself – put them on the bathroom mirror, above the kitchen sink or in your smartphone (they can pop up during the day as encouragement)

“Good habits are as addictive as bad habits, and a lot more rewarding.”       – Harvey Mackay

Choosing Your Goals

Business – Is it completing a business plan, installing a new filing system, or going paperless? 

Home – Is it painting a room, getting the garage organized or cleaning out specific closets?

Good Habits – If it’s a habit, commit to the practice, not perfection. Start with small changes and permit yourself time to build the habit slowly.  You can always increase your goal as continue. 

Need some encouragement or ideas? I’m just an email away and would love to help you define and execute your goals!

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Time Robbers

09 Saturday Nov 2013

Posted by in Organizing, Personal, Time

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Melting Clock

Time management is like money management.  If you continually come up short at the end of the day or month, eventually you’re going to have to try to figure out where you’re spending your money or, in this case, spending your time.

You see, time can be managed the same way as money. But, first we need to do an honest evaluation of where we are spending (or losing) our time now. This Time Map in 30-Minute Increments is a great tool to help you evaluate objectively where your hours are going.  For a clear illustration of where you spend your time, this should be completed for two weeks. (I know this sounds difficult, but some time management specialists suggest 15 minute segments!)

Your time is as valuable as your bank account, it’s important that you honestly record your time for the full two weeks. The average person is unable to account for about 3 hours each day, which makes us wonder “Where do they go?”.

We’re quick to name when others rob of us of our time; but, we also need to be honest with ourselves and take responsibility for the hours we fritter away. We may complain about not having enough time or money, but we need to see factually where these resources are going.

Self-imposed Time-Robbers: 
      • Facebook (social or games)
      • Pinterest
      • YouTube
      • Email
      • TV shows
      • Movie Watching
      • Social Texting
 Self-imposed but LESS RECOGNIZED Time-Robbers –
      • Inability to say no
      • Fuzzy priorities
      • Perfectionism
      • Lack of planning
      • Disorganization
      • Poor delegation
      • Lack of discipline
      • Poor planning

By the way, there are many times when we are waiting for other people (and perceive them to be wasting our time) when we could actually be using that time productively for ourselves or family.  (More about that in another post!)

“It’s not so much what you do each day – it’s what you get done that counts.” – Will Rogers

Anybody brave enough to time map with me for the next two weeks?  I’m willing to share mine!  

A partner makes it all the more fun – email me and let me know when we start together!

Christmas Chaos!

11 Friday Oct 2013

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Image

I’m bringing back the old Christmas of simplicity and heart-warming visits with friends all through a little thinking and planning ahead.

I’m the early Christmas shopper, but not the one who starts in January (I hate holding on to things for that long – it reminds me of clutter even if it isn’t).  I usually have a list of people and ideas completed by mid August, wrapped by Thanksgiving and enjoy visits with friends in early December.

August – I’ve kept a spreadsheet since 2001 which lists every person, every gift and the amounts.  This lets me see what I’ve done, get ideas for new friends, and make sure I don’t duplicate from the previous year!  I always have a dollar amount in mind as I do this and I keep the list with me at all times.   (Actually, I have it as an Excel spreadsheet saved to Google Drive so I can look at it anytime on my phone).

September & October – I don’t like taking time to shop so if I have to be in a store, I might as well take a look around and see if anything is available that ‘fits’ my list. (I have my list, but like to stay flexible in the event I find an even better idea for someone special.) It’s just a matter of doing two things at once.  My theory is that if I’ve prepared the list well in August and keep my eyes open in September and October I can catch some sales and spread the cost out over a few months too! January is so much better when there’s nothing on the credit card from December!

November – after I’ve purchased the gifts I put post-it notes on them with the name of the recipient and they go in the spare bedroom; this way I don’t walk in and feel overwhelmed because I can easily see organized piles with bright tags on each item!   At this point I can enjoy wrapping a few items here and there while watching one of my favorite programs – Duck Dynasty or Big Bang Theory. By the way, this is also a great time to address Christmas cards so you can just drop them in the mail in December – no pressure!

December – I don’t like crowds so the thought of being elbow to elbow with hundreds of harried people makes me feel anxious. Instead of putting myself through that, I’ve wrapped and tagged the gifts over Thanksgiving and they’re stacked in chronological order for delivery.

As December 1st has rolled in I’ve called some friends and have a few short visits on the calendar.  Whether it’s shortbread, Irish soda bread, candies, or jar gifts, I make a little batch each week when it’s convenient.  Since I’m not in a rush I can enjoy thinking of the people who will receive the home-made tokens.  When it’s time to hit the road, I just match my “kitchen gift” to the small item in a gift bag upstairs and I’m ready to go.

I want to look back on my life and remember the moments, not the Christmas chaos that rolls from one year into the other.  I want to cherish the people, admire the tree, take a treat for the dog, share some home-made Irish Cream and have a few laughs.

Just to get you started, here’s a Christmas List template for you to download. – Christmas List

P.S. – If you’re a spreadsheet person like me, you can keep a status column on your Christmas list and sort it regularly to stay on top of everything.  I sort by “purchase, wrap, bake, and completed”.    If you’re interested in having a customized template in Excel, feel free to email me!

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A Sinking Ship

02 Wednesday Oct 2013

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Drowning in Paper

Twenty years ago we were told our offices would soon be paperless, but here we are still sinking in it!  Instead of tossing the paper, we now scan it, file it electronically, AND keep the hard copies.  Here’s a couple of interesting facts:

  •  80% of papers and information that we keep, we never use (Agency Sales Magazine)
  •  The average employee in administration wastes two weeks per year retrieving misplaced information from messy desks and files. (The Wall Street Journal)

So we have all this information in two forms, but how much good is it if we can’t find what we need when we need it?   Are you looking for a preserver to save your sanity or a raft to stop you from drowning?  ?  Here’s an acronym for four simple steps to save yourself – R.A.F.T. 

REFER – this includes anything that is dependent upon someone else for the next step or needs to be delegated.  Gather all of your “refer” items and send them to the responsible person to handle.  If you do this in email, take those emails and color-code or label them as “Waiting for a Reply or Item” and then you can follow-up easily. (Gmail is great for this!)

ACT – these items you need to work on alone.  The first step is gathering your active items together and summarizing for deadlines and priorities. Once you have that done, I recommend looking at your desk to see if there are any papers that can be handled in 2 minutes or less! Getting rid of clutter is the first step and it’s so encouraging!

FILE – Don’t wait until your filing system is perfect, just start from where you are and use whatever system is logical for you until you have either time or help to refine or customize a system for you.

TOSS – You may want to contact a CPA or professional organizer about a records retention.  If not, there’s a lot of great information on the internet.  For everything else, refer, act, file or toss it!

Think you don’t have time to get the paper organized?  Than ask yourself, “Do I have more time next month to feel frustrated and more time to waste looking for things?”

Wouldn’t it be better to feel like this!  

Freed from Paper

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