Tag Archive for: Productivity

Time Management Tips

Most of us have to work, and the more you can do in the least amount of time, the better. Working smarter frees you up so that not only do you have a job, but you have balance in your life !

Getting Back To Basics

A simple time management tip is to use a daily 'to do' list.

You have a couple of choices:

Write your list in the morning, as the first task at the commencement of your working day.

Step back a bit and take the time to do it before you finish up the night before - as your final flourish for the day. This helps to free your mind so that you don't take your work home with you. Instead, you just leave it there to stew, all by itself, until you arrive next morning to take up the reins.

Write It Down

Forget trying to create a To Do list in your head. It must, must, must be written down. And then left somewhere highly visible, such as your desk top. That's why I suggest writing it in your diary, so you can juggle it with your other commitments.

An effective To Do list will almost always be updated during the day. It is not a static document. As your priorities alter with each crisis, your list will be a work in progress.

First of all, don't be unrealistic. Steal yourself to list only the achievable projects and activities. If you are unable to complete a task on the designated day, simply transfer it to the next day or another suitable time in your diary. Look at the daily To Do list as the map that keeps you on track.

When you have written your list in the diary, go back and number each item in order of importance. Then, you can simply start with No. One and work your way through.

Writing

Your Work Book

In our busy working lives today, we are bombarded with so many different distractions that it is sometimes difficult to keep track of everything that's going on, particularly if you work in an open-plan office.
Instead of recording on scraps of paper or sticky notes all the zillion thoughts that pass through your mind during these stressful periods, use an inexpensive spiral note book. Anything of importance that you write down can then be found again at a later date. Use it as an adjunct, or a companion, to your diary and as a great memory jogger.

You'll find using a Work Book will help you focus your thoughts, remind yourself of past conversations and save time as you'll no longer have to search for all those "back of envelope" notations.

Taming the Telephone

Murphy's Law of Telephones and Deadlines means that when you are really pressed trying to complete a project on time, the telephone will take off, with a mind of its own.

The pro-active person will rejig their answering message to say something like this: "Hi, it's Joe Bloggs. I'm unavailable right now however if you leave a message stating what your call is about, and the best time to phone you back, I'll get in touch later in the day."

On the other hand, if you have someone working with you who can screen your calls (lucky you) word them up to give a similar message. Asking what the call is about will help you assemble any relevant information before you call back. This will enable you to better plan your day, to return all calls sooner and more effectively.




Time Management / Stress Management

Effective time management will directly affect your stress management. Using these simple, commonsense time management tips will greatly reduce your stress levels. Keep your systems simple because the simpler they are the more likely you will use them. By implementing these tips and continually sticking with them you will also avoid procrastination, and work smarter, not harder.

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Lorraine Pirihi is Australia's Personal Productivity Specialist and Leading Life Coach. Her business The Office Organiser specialises in showing small business owners and managers, how to get organised at work so they can have a life! Lorraine is also a dynamic speaker and has produced many products including "How to Survive and Thrive at Work!"
To subscribe to her free ezine visit www.office-organiser.co

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A simple secret to stop procrastination

There's an old saying that says...

"If the first thing you do when you wake up in the morning is eat a live frog, then nothing worse can happen for the rest of the day!"

Brian Tracy says that your "frog" should be the most difficult item on your things to do list, the one you're most likely to procrastinate on; because, if you eat that first, it'll give you energy and momentum for the rest of the day. But, if you don't...and let him sit there on the plate and stare at you while you do a hundred unimportant things, it can drain your energy and you won't even know it.

In Eat That Frog!, Brian cuts to the core of what is vital to effective time management: decision, discipline and determination. In 21 practical steps, he will help you stop procrastinating and get more of the important tasks done...today!

Brian is one of America's leading authorities on development of human potential. He speaks to over 250,000 people a year and has written over 25 books. Eat That Frog! is an international best seller, with over 500,000 copies sold.

We're pleased to say, however, that Simple Truths has taken a great book, and well...made it better! How? They have made it a little shorter; a little more engaging with great graphics; a little more "giftable" with an embossed hard cover, and of course, packaging that can create a "wow" effect! In short, they have turned a great book into a great gift for employees, customers, friends and family.

Here's a small sampling in Brian's chapter titled: Apply the 80/20 Rule to Everything. Enjoy!

An excerpt from Eat That Frog! by Brian Tracy

The 80/20 Rule is one of the most helpful of all concepts of time and life management. It is also called the "Pareto Principle" after its founder, the Italian economist Vilfredo Pareto, who first wrote about it in 1895. Pareto noticed that people in his society seemed to divide naturally into what he called the "vital few", the top 20 percent in terms of money and influence, and the "trivial many", the bottom 80 percent.

He later discovered that virtually all economic activity was subject to this principle as well. For example, this principle says that 20 percent of your activities will account for 80 percent of your results, 20 percent of your customers will account for 80 percent of your sales, 20 percent of your products or services will account for 80 percent of your profits, 20 percent of your tasks will account for 80 percent of the value of what you do, and so on. This means that if you have a list of ten items to do, two of those items will turn out to be worth five or ten times or more than the other eight items put together.

Number of Tasks versus Importance of Tasks

Here is an interesting discovery. Each of the ten tasks may take the same amount of time to accomplish. But one or two of those tasks will contribute five or ten times the value of any of the others.
Often, one item on a list of ten tasks that you have to do can be worth more than all the other nine items put together. This task is invariably the frog that you should eat first.

Focus on Activities, Not Accomplishments

The most valuable tasks you can do each day are often the hardest and most complex. But the payoff and rewards for completing these tasks efficiently can be tremendous. For this reason, you must adamantly refuse to work on tasks in the bottom 80 percent while you still have tasks in the top 20 percent left to be done.

Before you begin work, always ask yourself, "Is this task in the top 20 percent of my activities or in the bottom 80 percent?"

The hardest part of any important task is getting started on it in the first place. Once you actually begin work on a valuable task, you will be naturally motivated to continue. A part of your mind loves to be busy working on significant tasks that can really make a difference. Your job is to feed this part of your mind continually.

Motivate Yourself

Just thinking about starting and finishing an important task motivates you and helps you to overcome procrastination. Time management is really life management, personal management. It is really taking control of the sequence of events. Time management is having control over what you do next. And you are always free to choose the task that you will do next. Your ability to choose between the important and the unimportant is the key determinant of your success in life and work.

Effective, productive people discipline themselves to start on the most important task that is before them. They force themselves to eat that frog, whatever it is. As a result, they accomplish vastly more than the average person and are much happier as a result. This should be your way of working as well.

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The Noguchi filing system

The filing system proposed and used by Noguchi Yukio is worth a look. To employ the system, you'll need to discard many conventional notions about how to store paper documents. Here's how it works:

You need a set of A4 (letter)-sized envelopes and some way to mark the outside of the envelopes. If you want, you can color-code them with markers.

Take every document and store it in an A4-sized envelope with the flaps cut off, as shown here.

Mark the title and date of the document on the side of the envelope, as shown, and the envelopes are stored vertically on a bookshelf.

Don't attempt to classify documents. The color coding is optional, and only there to help you find documents more quickly.

Add any new document to the left end of the "envelope buffer." Whenever a document is used (i.e., the envelope removed from the shelf), return it to the left end of the bookshelf. The result of this system is that the most recent and frequently used documents move to the left, while documents that are rarely or never used migrate to the right.

Over time, some of the files on the right side of the shelf will be classified as "holy files" which you will retain indefinitely. Remove these from the shelf and store them in boxes. If a "holy file" is in use, it is part of the working file group at the left. Thus, holy files are really dead files which you cannot part with. Get them out of sight into a box.

When you need more space, throw away any documents that you consider "unnecessary."

Read more on Noguchi's system in this article by William Lise, or on Noguchi's website.

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Focus: A Simplicity Manifesto in the Age of Distraction


by Leo Babauta

The author writes, "At the heart of this simple book lies the key to many of the struggles we face these days, from being productive and achieving our goals, to getting healthy and fit in the face of fast food and inactivity, to finding simplicity and peace amidst chaos and confusion. That key is itself simple: focus. Our ability to focus will allow us to create in ways that perhaps we haven't in years. It'll allow us to slow down and find peace of mind. It'll allow us to simplify and focus on less-on the essential things, the things that matter most. -> http://bit.ly/SAGcvZ

Get Out of Town! 5 Tips for Lightening Your Workload So You Can Take a Vacation

Get ut f the office earlier

 

You work hard. You covet every day of vacation you're entitled to. So why aren't you using them? According to Expedia.com's annual "Vacation Deprivation" survey, nearly one-third of Americans do not always take their vacation days. In fact, Americans are likely to give back more than 421 million unused vacation days {each year]..

Before blaming your job for forcing you to surrender your precious time off, take a look at your own habits at work and home. The best way ensure that you don't forego a single well-deserved day on the beach, on the slopes or just relaxing at home, is to increase your personal productivity. By tweaking the way you work and structure your day, you can get more done in less time and feel good about it. Best of all, you will never have to say no to a vacation again. Here's your five-step game plan for seizing control of your time and boosting your personal productivity:

1. Draw a line in the sand
Creating boundaries is a crucial step in regaining control of your time and increasing your personal productivity. The hard part of setting boundaries is telling other people what's important to you in a way that doesn't compromise the relationship.

First of all, schedule everything in your planner: exercising, going to church, taking the kids to the zoo, having a date with your spouse, spending time with friends, etc. That way, when a coworker says, "Will you come help me raise money at this event?" you can open your calendar and honestly say, "Gee, I'm really sorry. I have something planned." If it's not written down, you might accidentally say, "Uh, no, I'm not doing anything on Saturday. I guess I can help you out."



2. Don't be so darn picky
Have you ever delegated a task to someone, then taken it back because the person didn't do it the "right way"? You may suffer from the disease of perfectionism. If you demand that people perform your way, according to your perfect standards, many people will be content to let you do things your way, leaving you wondering why you have so much on your plate! The bottom line is: distinguish between a high standard and an unrealistic expectation. Some things require high standards and have to be done "just so." Most expectations we impose on others, however, are simply picky-picky standards without merit.

3. Learn to trust your subordinates
You should always retain broader management duties such as overall planning, policy making, goal setting, and budget supervision, as well as work that involves confidential information or supervisor-subordinate relations. But if there is another person who is 80% as capable to doing a task as you are, then delegate.

Consider delegating the following types of work:

Decisions you make most frequently and repetitively
Assignments that will add variety to routine work
Functions you dislike
Work that will provide experience for employees
Tasks that someone else is capable of doing
Activities that will make a person more well-rounded
Tasks that will increase the number of people who can perform critical assignments
Opportunities to use and reinforce creative talents

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Related: 7 tips for leaving the office earlier

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4. Question job responsibilities and related tasks
Have you ever looked back on a completed task and realized that if it had gone undone, there would be no consequence? When you're faced with too much to do, assess the tasks by asking, "What would happen if I simply didn't handle this?" If the answer is "nothing," don't do it.
In order to create effective work objectives, you need to know where you are expected to invest your time, energy, talents, and company resources. If you are to be evaluated on your successful accomplishment of work objectives, do those performance objectives really match what you do during the day? The things you want to or should be working on aren't always the things you're being evaluated on.

5. Stick to your guns
Many of those people have a jam-packed calendar because they can't say "no." Others prey on them, because they know a people-pleaser can never refuse. Perhaps you're afraid of losing control on something you may eventually be responsible for. It's time to get realistic and determine if the demands on your time have exceeded your ability to handle them.
Saying "no" does NOT undermine your authority or competence. Your credibility is actually enhanced when you honestly tell people you lack the time or the interest. First, it makes you seem more desirable (we always want what we can't have). Second, you ensure that you don't perform tasks slipshod, making you appear less competent in the end. Three, you'll have more time to devote to the tasks that do return the highest value for your time. So flex that "no" muscle, create your rules, and make sure others stick to them.

Make it a productive day! ™

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© Copyright Laura Stack, MBA, CSP. All rights reserved.
Laura M. Stack, MBA, CSP, is "The Productivity Pro"® and the author of Leave the Office Earlier. She presents keynotes and seminars on time management, information overload, and personal productivity. Contact her at 303-471-7401 or Laura@TheProductivityPro.com."

Simple Steps to Declutter Your Office

Organised desk, organised mind

Can you stand staying in an office where there are many clutters? What I mean is there are many things on top of your desk, piles of reports are everywhere, magazines are not organized and papers are scattered on the floor. Having this kind of office, can you still locate easily what you need to accomplish your task? Can you maintain your productivity with the many clutters all around you? If your answer is NO, let me help you with the simple steps to declutter your office.

A clutter free office is very important since you will be welcoming visitors to stay in your office while discussing important matters. Sometimes your boss checks your office to monitor you. There are also times that you need the important files to be part of your reports. If all your things are messing around your office, you will not be productive in your daily tasks. With this, you have to start organizing your office.

One of the simple ways to declutter your office is to remove unnecessary equipments. Since you will not need them, then, start removing them to have a bigger space in your office. If you think that you have lots of shelves already in your office, remove some of it or give it to other offices that need extra shelves. Get rid also of boxes which make your office looks untidy. Place all your things or office supplies to the right storage. With this, you will be amazed of the extra space that you can use onwards.

Moreover, declutter your office by maintaining a clean desktop. Place only the important things you need on top of your table. Get away with those things that have no bearing in your work. However, if you think that you need to place some extra papers on your desk, you can use a tray or folders that will keep them intact. Use also drawer organizers to maintain the cleanliness of your drawers. Using these organizers will help you to search easily the items that you need to use.

Labels are very important when you want to have an organized filing of your documents and reports. This helps to minimize clutters in your office. Whether you have a quarterly or monthly reports to put together, indicating labels will help you have an easy access to these documents. It will also keep you reminded that you have to put your documents back to its appropriate storage. Furthermore, use an erase board to keep you on track with the different events that you might be involved in your company.

These are the simple steps to declutter your office. Once you have a clutter-free office, be sure to maintain them so that your clutters will not pile up. Keep your office clean for you to have a healthy working environment that would translate to your increasing productivity.
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Author: Bhadra Patel invites you to FREE report! "Discover How To Quickly And Easily DeClutter Your Home In 3 Easy Steps" That's Right - This FREE Report Will Show You How You Too Can Finally DeClutter And Organize Your Home In 3 Easy Steps. Get it here: Http://www.DECLUTTERHELP.ORG.

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How to Master the Art of Doing it Now and Eliminate the Dread of Procrastination

Wouldn't it be nice if life came with an instruction book that told us how to overcome this problem? Well - guess what? It does and you are looking at the solution in this innovative online course.

The Procrastinator's Online Course

Start where ever you want – blast away procrastination, or learn strategies for the workplace or conquer your clutter or enjoy the section of lists (you will love them) or there even is a bonus section to help you if you have children who procrastinate

Work at your own pace

You can listen to audios or view video clips.

Read the text based on the best selling book, The Procrastinator’s Handbook

Write your thoughts and goals in confidential secured areas that will be kept on file for you -- or print out the lessons and keep them in a notebook for reading & writing

Check it out now at the website

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Surfing the Cycles of Life – The Tide Rolls In and the Tide Rolls Out

I love the beach! How about you? For me it is wonderful to be in nature, to hear the ocean waves crashing and feel the hot sand under my feet and between my toes. I thrill to the icy water on my skin and the sparkling ocean air. It is rejuvenating on so many levels, both conscious and unconscious, and helps restore balance to my life.

Have you ever noticed how nature parallels the rhythms that move through our lives? The tide comes in, and it goes out, comes in and goes out. This is just like our breath cycle, we breathe in, we breathe out. We hardly give this a thought. However, life is cycling through us at multiple frequencies, from those that are very short, as in breathing, to those that are longer, as in the path from birth to death.

If we go a little deeper into the cycles of our lives we see that both expansion AND contraction are necessary and normal phases of being powerful, of being human.

Let me give you an example. In the past, under the false belief that I should operate like a machine and produce results 24/7, 365 days a year, I struggled desperately to maximize my output and productivity. In frustration one day, I tried to figure out what, exactly, increased my energy and what decreased it. So I created a spreadsheet. I listed out about 15 or 20 different factors that I suspected had an impact on my energy level, things like amount of sleep, types and amount of food, water intake, caffeine intake, exercise, work demands, amount of outdoor exposure including sunlight, the experience of stressful or inspiring events in my life, etc., etc. I had it all on there. Then I set up a 6-month timeline and captured what I did each day and what I experienced in these areas. I then rated my energy level for the day on a scale of 1 to 5. 1 represented super low, basically dragging my ass through the day, and 5 was outstanding and amazing energy, where I effortlessly and magically moved through my day. (Don't you love those days?)

You know what I discovered? No matter what I did, no matter how much demand there was on me, my energy CYCLED. There was a very pronounced weekly cycle, where on a pretty routine seven-day cycle I had two days of very high four or five-level energy, two days of very low, one or two-level energy, and about three days of average or three-level energy. I was blown away to see this cycle running through my life, REGARDLESS of how much caffeine I had, how good my diet was, how much sleep I was getting, or whether I exercised or not! No matter what was going on in my life and what I was doing, my energy levels were cycling in this sinusoidal-like fashion, from high through the middle ground, down to low, then back through middle ground, and up to high again.

Ever since then I've watched this- it is a feature of life itself! It's reflected in the seasons: winter is low-energy season; summer is high-energy; and fall and spring are the transitional, or average-energy months. Energy comes up in the spring months, and falls in the autumn.

You can see these cycles in the dynamic of a day, as well. Energy is at its lowest ebb at night, whereas dawn sees energy rising. At midday energy is the highest, and then at sunset energy is decreasing, on its way back to the low point of the nighttime.

And you can also witness the phenomenon in your breath cycle. Most people think of the breath as only a two-phase process, in and out, but it's actually a four-phase process when you include the two moments of transition between the in and out phases. So, when you've fully exhaled, that is the lowest energy point (equivalent to winter). Then there is the transitional moment when you stop exhaling and begin to inhale, where the energy turns and begins to go up (equivalent to spring). When you've inhaled and your lungs are full that's the moment of peak energy (or summer), and then when you stop inhaling and begin to exhale the energy turns and heads back down (or fall).

My point is: Energy cycles, in the Universe AND in you. It expands and it contracts. And this is NORMAL. To the extent you are aware of this, you can be fully present in both the expansion AND contraction stages, to partner with it.

The problem is we tend to resist the contraction phases. It feels like death to us, and we are afraid of death - we don't like to think of or experience things dying, so we try to be busy ALL THE TIME. However, by doing this we totally miss and disrespect the opportunity that the contraction cycle is: it is from the contraction that expansion can even take place. You cannot have one without the other, just as you cannot breathe in if you don't breathe out.

The key is to be wise and aware of this expansion and contraction; we must recognize it as a normal and natural part of the path and of life itself. Because of this, you can embrace the contraction, knowing expansion is sure to follow. In the darker times of your life you can take comfort in the knowledge that change will follow. The tide goes out, and the tide comes in, the breath goes out and the breath goes in. If you pay attention you'll see this pattern of expansion and contraction, of cycles, in YOUR life too. By consciously witnessing the process you can be more powerful through all phases, resisting nothing and allowing it all.

Try this: Reflect upon the nature of contraction in your life, or those times when the metaphorical tide is going out. Do you recognize and embrace these times in your life? Do you fear them? Do you cling to expansion, resisting the contraction and "trying to make things happen," trying to make the tide come in when it is naturally going out?

Can you improve your ability to "be with" the times of contraction in your life? It is indeed possible. Just like you can be with your exhale, knowing and trusting that the inhale is right behind it. It's a matter of awareness, trust, and allowing. You don't have to make the tides come back in, they will come back in on their own. Once you realize this you can relax! With conscious, trusting and allowing practice, they will come back in your life, as well.

Developing your ability to be strong during the contraction phases of your life is a major key to your mojo!

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Roger Kenneth Marsh is a Spiritual Life Coach & creator of the Major Good Mojo System. He has an engineering degree, MBA, is a Certified Life Coach, HeartMath® Provider, and Passion Test® Facilitator. Get his book "NexGen Human" on Amazon.com, and FREE CD "3 Keys to Major Good Mojo" at http://www.majorgoodmojo.com/free-cd

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Maximizing the Space in Your Office

How should my office be organized so I can be the most effective? Two main ideas to consider when answering this question are: what is your vision for the space and what is the function of the space? What do you want the office to look like? What purpose are you using the office for? If it is an office, then theoretically the function should be business related.

Next, go through all the items in your office and determine if they are consistent with the vision and the function of the space. For example, should children toys be in the office? Should off-season clothing be stored here? Some offices serve multiple functions. In this case, try to divide your office into zones. Keep the bill paying portion in one section and the scrapbooking section in another section. Any item that is not consistent with your vision and function needs to be evicted to other areas of the house, the trash, or donated.

Once you have evicted all items that don't belong, take a look at what is left. Then keep this rule in mind, "location, location, location". Items you use often should be within reach (desk top or desk drawers). Items you use once a week or less should be further away (lower desk drawers or file cabinet). Items you reference once a month or less should be even further away (file cabinet or book shelves or closet storage).

When you are deciding on new homes for items, remember to keep like items together. Notepad and pens and pencils near the phone. Mailing envelopes, stamps, packing tape grouped together in a mailing center. All active files in one location. Reference book in another location.

At this point, when you grouped your items together, decide if you need any organizing supplies to keep everything corralled. I hesitate to advise clients to purchase any supplies until they have purged and sorted their items and looked at the various storage containers they may already have in their home. Repurpose your items before you purchase new. Also, before you purchase supplies, measure! There is nothing as frustrating as purchasing containers that do not fit in the space.

Finally, decide on a system to maintain your office. I advocate stopping in the doorway on your way out of the office, turning around, and looking back. If your office does not look the way you want it to, go back, put files away, and then leave.

The above ideas should help you maximize your office space. You probably have more space than you realize.

Lisa Crilley Mallis the owner of SystemSavvy Consulting and the creator of the College Success Initiative. She has assisted many students, solopreneurs, and busy moms, increase productivity and decrease clutter. Visit http://www.SystemSavvyConsulting.com for more helpful tips.