In this Issue:
Spring Forward, Fall Back…
Welcome to autumn! “Spring Forward, Fall Back…” That’s the way we remember how to set our clocks in the spring and the fall, but it sounds like the progress of our day sometimes, doesn’t it? We spring into action, only to feel like we’ve fallen back on something else. Clocks aside, it can be the “three steps forward, two steps back” syndrome.
If you’re springing forward on a task or project that is a priority and deserves your focus and attention, good for you! In that case, you wouldn’t feel like you’ve lost ground on another project because your time was well spent. If however, you’re springing forward with that fire hose in your hand and you are, once again, putting out a fire that never seems to be extinguished, then you may want to reflect on how you’re spending your time.
If you feel like you are disorganized and you never get ahead because there are too many fires to put out and not enough time to handle all you need to do, then recognize that you can stop and take inventory of what you’re doing…and what you could or should be doing. Then you can make a plan for how to do just about anything. It is possible when you focus your mind, your resources and your time towards any goal.
This quarter’s newsletter is a mix of organizing, productivity and planning concepts, so read on and do a little reflection… or a lot! Just know that if you don’t feel organized or you are not clear on your inventory of tasks or you haven’t planned how you are going to spend at least some of your time, then your productivity at work can suffer… and so can your peace of mind and stress levels. You could be at the mercy of everyone around you and when that happens you’re leading less and reacting more. In addition, you will not feel good about what you’re doing from day to day… and what fun is that?
Best wishes to you for a happy and healthy autumn season. The Holidays are right around the corner… Here’s to getting out of the office earlier!
Leslie
To view the web-based version of this newsletter, please click on this link: justimagineorganizing.com/newsletter. To unsubscribe please follow the instructions at the end of this newsletter.
Visit our website at www.justimagineorganizing.com
Do I have to?
Why Planning Everything Feels
Like Having to Eat All Your Vegetables First
Whether you love what you’re doing or you’re not sure if you’re in your dream job, planning is a primary tool to help you reach your goals. Having a plan and working it are essential to achieving success, no matter how you personally define success.
Unfortunately, “winging it” in your daily office life will always come back to haunt you. You won’t be able to predict outcomes or results. It’s like trying to build a house without an architect and some drawings… or like going to the grocery store without a list. You get my drift.
The more you plan, the stronger and more effective you will be. If you feel like your days are slipping away from you, here are four steps you can take to create and work a plan to help you manage your tasks and achieve your goals.
1.) Know Your Purpose.
A good plan is based on the foundation of knowing your purpose. In your career or job, be clear on the high-level purpose for why you are there. Avoid getting “caught in the weeds” meaning don’t get lost in details or tasks that aren’t part of your purpose. When in doubt about your purpose, talk to a business coach who specializes in working with others to identify their purpose and achieve their goals. Ask me, I can help you find one who fits your needs. And by the way, if you’re passionate about your purpose, planning is less like eating all your vegetables first and more like designing and building a big ice cream sundae.
2.) Relentless commitment to your goals and your plan.
In order for you to achieve a goal, you must be committed to it 100%. Reflect on some of the things you say you would like to achieve, but really think about what it takes to get there. Are you in for the long haul no matter what it takes? If the answer is “no,” then you don’t need a plan, you need to re-evaluate your goals and what you value. Go back to that coach and start talking.
If your answer is “yes,” then I recommend that you put together a basic, high-level plan and then break it down into phases or steps. You must have an unending desire to reach this goal and a relentless commitment to the steps it takes to get there.
To help you get started, write down the answers to these questions. It will help to solidify your commitment.
- My goal is:
- I want to reach this goal because:
- I will start by:
- I will follow these steps to achieve my goal:
- Things that may deter me from achieving my goal:
- I am committed to my goal because:
- When I reach this goal, success will look like this:
- I will complete my goal by this estimated time:
3.) Have a complete inventory of tasks.
Working a good plan starts with establishing the inventory of tasks that you need to do in order to reach your goals. It’s about tracking where you are, based on what you said you would do.
If you are unaware or have forgotten what you need to do, then you can only plan to do the things you remember. Unfortunately, the things you fail to remember will haunt you in the form of last minute issues, emergencies and/or interruptions. You will still have to take care of these things, even if you forgot about them. The problem with this is that you are not in control of your time or your day. It puts you in the back seat, not the driver’s seat. You will be reactive and interrupted far more than an individual with a clear view of their priorities.
4.) Manage interruptions and fight distractions.
Remember that individuals in leadership, in all its many positions, are paid to get interrupted about 80% of the time. It’s the Pareto Principle: the 80/20 Rule. Leaders are meant to guide, train, lead, and teach and can expect a lot of interruptions. However, you need to selfishly protect the other 20% of your time… the focused, closed-door time. It’s yours. Use it well and protect it. You may even be able to take more than 20% for yourself. Do it any time of the day that you deem necessary. This is the time when you get to work on your plan.
So reflect on your career, your job, and your day. Are you clear on your goals? Do you have a plan in place, no matter how basic or detailed? Don’t be afraid to plan everything you need to do and want to do. Don’t let the list overwhelm you. Just feel good about having the inventory and knowing you won’t forget it. It’s really not like eating all your vegetables, but you do need to do it first… especially if you want to get to the dessert, which is your success!
“My productivity and the productivity of my people will determine my success and profitability .”Bradley J. Sugars
What is "Productivity Consulting?"
Someone posed this question to me a while ago and as I answered it, I realized that the answer may benefit others who may also want an explanation. Getting organized is first, but it’s only the beginning. You can have an organized office, but still have an unproductive day if you don’t know how to manage your time or your tasks. Your level of productivity is based on organized thinking, planning, prioritizing and practice.
Productivity consulting starts after the physical space of the office and the organization of computer files are complete. This means that paper and computer filing systems have been completely overhauled and a client can find or file anything within seconds. What’s left to be addressed are the more active files and papers on the desk, including random post-it notes and slips of paper, and email.
First, we set up a task management system in the computer. We take all of the random paper, post-it notes, and files and capture all of the ‘to-dos’ that are associated with each of these documents. We include all things that you need to do, have to do, want to do and dream of doing — all in one list that is comprehensive whether there’s a piece of paper to represent the task or not. Later we incorporate action items from email into this list as well.
As we go through the consulting process, we work on better decision making, information management and prioritizing skills. I train clients on how to enter and manage different types of data into their existing computer software (Outlook, Entourage, Palm, Act, etc…) maximizing the power of the systems they already have.
The question is this: when all your “to-dos” are spread out around your desk or your office in the form of paper and files and emails, how do you prioritize all that? Answer: you can’t. So being able to capture, manage and prioritize tasks from one list is the first step to greater productivity. Instead of being too reactive throughout your day, you can start to take control and choose to spend your time differently, by planning and prioritizing all you have to do.
This is not to say that you won’t have to respond to emergencies or situations as they arise, or that the task list won’t grow, but the truth is, when you have a complete inventory of all you need to do captured in one system, then you can deal with issues and emergencies much more effectively and with greater peace of mind.
Remember that your day will be ever-changing and so will your task list. So once you create your list, don’t settle in and get comfortable. You will constantly be ‘working’ the list to make sure new tasks are noted and priorities are still in order.
You will always have more to do than you have time for, but choosing the right things to do with your time can give you more peace of mind. So as you reflect on your office and how you manage your day think about these points and strive to take back control of your information, your time and your tasks. Then you can look forward to more productive days at the office with greater control, pro-activity and peace of mind.
Someday Starts Today
This section offers you a quarterly tip to help you on your path toward better organization or greater heights of productivity. Each new tip may be a new way of thinking or doing and may take a little while to get used to. Only good things can come from these tips if you try them and follow through with them. You can achieve the goals you set for your future by beginning with little steps. Always remember that someday starts today…
Whether you’re working on a long term project, a short term project, or a series of individual tasks, always think about and identify your next action step. What will you do next?
When I work with clients and we are looking at their files and papers, I remind them that they have to ask themselves three essential questions:
1.) What is this about?
2.) What’s your next step?
3.) When do you plan to take that step?
I don’t necessarily agree with the “touch it once” concept. Instead I promote the “decide now” concept. You must constantly make decisions about what you have and what you’re going to do with it so that you can keep processing all your information. We will have to touch things more than once, but what we need to do is make a decision on things when we first see them and decide what the next action step is.
Remember to think completely through what you have and why you have it. Get everything “one step closer to done” by asking these questions and deciding your next step. Don’t let things stall and they won’t sit idle on your desk or in your email In Box, endlessly waiting for your attention.
Are you ready for a change?
Organizing your office and achieving greater levels of productivity start with just one step you can do today. Contact Leslie Shreve, Executive Organizer and Productivity Consultant at
(410) 218-4896 or email leslie@justimagineorganizing.com.
Why Focus?
…because it is a skill that you can learn and practice in order to greatly impact your work life. It’s a result of getting organized and is part of the foundation of productivity.
If you'd like to share this with your friends and others in your network, feel free! I ask only that you forward the newsletter in its entirety. If you'd like to receive "Focus" every quarter, please subscribe on our website:
justimagineorganizing.com