Productivity, Efficiency and Organization from Sitting on the Beach?

For the first time ever, I got to experience a whole afternoon relaxing on the beach... alone. Yep, I didn't go with a big group of friends, or family members, where my attention is typically more focused on being social, than actually taking in the insanely humbling yet mind-blowing majestic-ness, of the ocean, (yes, I'm making up words again). I experienced the most overwhelming feeling of joy and pure gratitude, starting the moment my feet hit that hot sand. Now here I am, a couple of days later, and I can't help but think of so many clients I've worked with, and I'm sure a huge percentage of the population, that haven't taken time for themselves in years. Ugh- that kills me! It's absolutely critical to take time to rejuvenate, and renew our energy. When you go months on end, running around town, taking care of work, your family, your pets, your house and on and on, and never stop to build your energy, it's quite likely you're not operating at your highest level, and probably haven't been for a while. My simple analogy would be a car- if you're not changing the oil, checking the air in the tires, or warming it up before you speed off on a cold day, your poor little car is pushing itself, but it's not going to perform at it's optimal potential.
When is the last time you took time for YOU, and YOU alone? It's time to do something that allows you to fully unplug and hit the reset button on your hard-working self! This restoration of energy is absolutely proven to be connected to your productivity and your ability to function at peak performance- and it's not like I'm telling you to go organize your paperwork here... Shift your thinking if you believe it's better to run this rat race and not stop, and schedule a YOU day, (except it'd technically be called a ME day), today!

Stressful Moments in Procrastination...

I can't tell you how many people tell me they're "big-time" procrastinators... My thought on that is, who isn't? I seriously can't think of anyone who, for the majority of the time, completes tasks ahead of schedule. I think anyone who does, must be superhuman or something, because it's just so against our natural tendencies. PLUS, it's practically a law of the universe that we're all pretty much going to be procrastinators- ever hear of Parkinson's Law? Tim Ferriss talks about it in his book, The 4 Hour Work Week. (Yes, that's me with the bold and adventurous author himself). It states that's a task will expand to the time alloted to complete it. In other words, if I ask you for a one page write up on your hopes and dreams, and I say have it back to me in three days, you'll get it done in three days. If I ask for it in three weeks, guess when I'll get it- at the end of the three weeks. It's so true, isn't it! It doesn't matter on the complexity of the task, it's the time given to complete it! I think this is pretty funny, considering many of us walk around calling ourselves procrastinators like it's a bad thing. Let's just let go of the guilt and accept it. Maybe I'll even start a club, Procrastinators Anonymous, where we can all tell stories of the ridiculously stressful moments we've gotten ourselves into, all because we put off doing something to the very last minute. What would be your worst story?
The best thing to do, considering the FACT that we're all procrastinators, is to operate as efficiently as possible throughout our days, maximizing our minutes, keeping an organized desk that's devoid of distracting piles of paper, and just immerse ourselves into our projects and to do lists. Find ways to trick yourself of the deadlines if you have to, all to create a greater sense of urgency. It's time to to get off email, pick our most important tasks for the day, and knock them each out, one at a time.

Must we be Connected to our Cell Phones ALL the TIME?

Seriously, what's up with people talking on their cell phones at the gym? Last night, there was a guy sitting at one of the weight machines, not lifting, just texting. Now yes, I might be one of those people who believe we don't need to be connected to our phones 24/7, but even for those who would disagree with me, is it really necessary to bring it to the gym? Can we not go ONE hour without being on our phones? Hey, I'll admit, I am all for talking and driving, (assuming you're a decent driver to begin with), because it is definitely a great time to catch up with people or return calls, however, trying to workout and talk or text just don't easily fit together, hand in hand.
Multi-tasking, no matter how hard you don't want to believe me on this, actually SLOWS down the time it takes to complete our tasks. We think we're being faster, more efficient or getting more done in less time, but that just isn't the case! When we try and use the same part of our brain for two different tasks, the amount of brain power available to each task is significantly decreased. It makes sense, right? So practice doing ONE thing at a time- including working out, writing a blog or listening to your friend tell a story on the phone... This will increase our effectiveness in whatever we're doing- so go get buff and stay off the phone while you're at it!

Lessons Learned from a Blogging Organizer

Wow, I just had a big realization reading through some other really great blogs recently... my blog posts are BORING! They're too informative, which is ok, but I need to be telling more funny stories that I'm experiencing in my work days, or situations that come up with clients I'm working with, and THEN connect this to being organized, or more efficient, productive, etc... There's no mistakes if we learn from them, so I'm going to take this mini-epiphany and work harder at spicing up my posts... Sound good? Hope so, because it's all for you, my fine friend!
Well yesterday, I was totally committed to blogging, (since it's been a while as you may have noticed), but wouldn't you know it, I had full-on bloggers block! One fellow blogger friend suggested I repeat "bloggers block" 100 times, quickly, to stir up my brain and get those creative juices flowing... such a great idea, but after repeating it about 8 times, I started laughing at hearing myself do this, so I had to stop! His second suggestion, which I personally think is much more fun, was to have a glass of wine and forget about...all the while, a lovely bottle of Wild Horse pinot noir stared at me, as I actually contemplated his suggestion at 11:30 in the morning on a Thursday... NOPE- I didn't give in for those of you who were wondering, but someday, I'll blog after a good glass of wine, and hopefully, you'll just never know the difference!

Ok, anyway, what the heck is my point in all this rambling- ahh, such a good question. I have two points, the first being- take time to laugh in your busy days. It's hard to be seriously focused and productive for 8 straight hours, (or however long you wild workaholics are spending at the office), and my second point is, sometimes you can't force it- 'it' being, whatever important activity it is that you're working on. My brain was not in a writing mood yesterday, and had I forced it, it would have taken me twice as long with half the success. NOW, I am also not in any way suggesting that you simply only work when you're "in the mood," but sometimes, figure out if there's another task you can be working on, so you don't just spin your wheels and waste time. Of course if you find that you are rarely in the mood to work on important tasks, I would take some time to discover whether or not you're in the right profession...

What are your Tasks Costing You?

When it comes to prioritizing, the simplest advice I give clients is to focus on "bottom line" activities. What are those tasks, that when you're at your peak performance, are/will be generating income? It is so easy to get overwhelmed with the minutia of running a business, but in the heat of it all, stop and focus on those activities that most closely impact your bottom line. This is effective prioritization at its finest!
I would suggest everybody, right now, take just 5 minutes, and list out all of those activities that cost you money, and those to dos that make you money. Hey, you're either making money or losing money- so let's get everyone very clear on what it is that is making the dough! Stick your list with these activities in your vision for a couple of weeks, so you are constantly aware of when you're working on things that are unimportant, versus income generating.

Managing Lots of Tasks and To dos?

Ok, remember how I was shocked to know that the whole world didn't know about Jott.com? Well in order to keep you fine people up to speed on other cool resources, I'm going to share one that's awesome for managing tasks, especially when you feel like you are overwhelmed with lots of different types of tasks. www.TaDaList.com is a free, online application, (is application the right word there?), anyway, for listing out all of your tasks. You can create numerous lists under different category headings, and can email yourself or others the lists, which keeps things even easier of course! This can work great if you're delegating tasks to an assistant, because the entire list can be emailed off, versus, in Microsoft Outlook for example, where you can only email individual tasks... Who wants an inbox that's likely already overflowing with to dos, to be flooded with more to dos from the boss' task list? Basically, it's a great little tool for housing all kinds of to dos, that can help unload your brain of all the tasks you're storing... Remember- your brain is for thinking and creating new ideas, and not for storage!! Check it out!

Simple Tips to Cut Back on Paper Clutter

It's insane how much paper comes into our world on a daily basis... In fact, research shows there's 50% more paper in offices today, than there was just 10 years ago. The ironic thing is that just 10 years ago, our electronic world of communicating wasn't half as prevalent as it is today- so knowing how much all of us depend on email, attachments and google, you would think we would have nearly paperless offices... Ah, but there's that lovely little printer connected to our electronic world, making it that much easier to create even MORE paper.
Bottom line- we need to be very stringent about what we're allowing to occupy desk and file space in our offices. If you're one of those people who just keeps things because it's easier than taking the time to make the decision on whether or not to toss it- read on my friend!
When unsure of what papers to keep and what to throw out, consider these simple points:

• Is it information you could easily get again if you had to?
• Can you define a specific reason why you would you need the information again?
• Is the information even current anymore?
• Are there any tax or legal implications if you don't have the paper?
• What's the worse case scenario if you get rid of the paper?

Running through these questions, or even just a couple of them, usually ignites someone to confidently toss information without batting an eye... Oh, and did I mention these same points apply to all that email you're getting? Try it and watch as information overload slowly fades away and enables you to work on what's more essential in your life!

Staying Focused when You're Tired!

So I'm having one of those Fridays where I'm just feeling a little lazy and unmotivated... I have plenty to do, but just don't feel like doing it. What's my problem? Well I think we all get in these moods and have dips of energy in our day. Unfortunately, my advice to you is not to just give in and take a nap, OR to just keep forcing yourself to slowing push through your tasks...Here's what I suggest when you want to manage your time and get more done, all while fighting a lack of energy...

If you're in an office with other employees, step away from your desk and take a brisk walk, maybe 5 minutes, (outside if it's not 110 degrees like it is here), and take in some big deep breaths.

If you're working from a home office, blast one of your favorite songs and dance around for 5 minutes. Yes- I'm totally serious here... I just did it in fact, and I feel like I had a shot of espresso...(ok, that would be a little too hyper considering I don't really do coffee). I played Natasha Bedingfield's brand new song and danced around... I have some cool moves! (ha ha)

Anyway, bottom line- when you're really struggling for energy or motivation, step away, take some deep breaths and move! You know what, even if you're in an office with others, I say dance around, but just play your favorite song a little quieter... I'm serious! You can teach others by example!!

Bad Memory? Say goodbye to forgetting things...

Ok, so I've known about this cool tool for over a year now, but was at a seminar last night, (on blogging actually), and one of the speakers mentioned this exciting tool that I'm going to tell you about and people's jaw's dropped to the ground with awe... I was sitting there thinking, duh-old news! Point is, I have a REALLY awesome tool to tell you about...
Jott.com:

• Leave yourself messages and get a transcribed email of what you said
• Leave messages for others and they receive a transcribed email of what you said, as do you

So just think, you're driving down the road and something you suddenly remember you have to do pops in your head- call Jott, (I have it on speed dial), and "jott" yourself a message.
Watch for an email within 15 minutes, and then plug that reminder into your well organized, effectively managed task list. Ok, I know- one thing at a time.
Check it out and tell a friend! It has saved a lot of my clients, a lot of stress!

Rules for an Effective Inbox

What's in your head these days? Hopefully not to dos or upcoming appointments. One of the greatest contributors to feeling overwhelmed is when we try and keep actionable information in our brain. As David Allen says, our brains are for thinking and creating new ideas, and NOT for storage. When we don't have a reliable place to capture and organize all of those important things we have to do, our brain repeatedly reminds us, at random times throughout the day... I don't have to tell you how that only distracts us and usually creates a quick shutter of anxiety. Dr. Edward Hallowell calls this a doom dart.... No bueno!
In our busy days, we must have a collection zone-meaning, one designated spot where we can unload all our tasks, whether it's a thought- or there's a piece of paper we're keeping around to remind us to do something. This is where your inbox comes it- and it can be a basket or tray, that sits within arms reach on your desktop. If you're out at a meeting and come up with a great idea you want to follow through on- write a note and drop it in your inbox. If someone sent you a newsletter you will first want to review, drop it in your inbox. It's your reliable collection bucket where all forms of information you have to process, first go. Once you're ready to take time to process, (make decisions on the items in your inbox-not actually doing the tasks in your box), simply prioritize the actions and place the materials into your action file folders, or your trusty to do list. For items that have a specific date to follow up on, make a reminder in your calendar on that specific day.
One major rule for the inbox is it's only for unprocessed items- meaning those things you aren't sure what to do with. It's not a holding tank for "to dos." Whether you have an inbox or not, think about applying the tips above for a more organized and efficient method of controlling incoming information.

Jennifer Furrier-professional organizer and productivity trainer
Essential Organizing
free your space. free your mind.

Organizing Files and Papers

Raise your hand if you LOVE to file... I know, I know, filing is never a priority and it's not the most exciting thing to do, so we have to make it as easy as possible. Make sense?I know- another fascinating topic from the organizing guru, right? Here are some simple tips and tricks though, that I'm sure, if you follow, will help refresh your files and have you operating more effectively, so here goes!
First off, you must have a filing cabinet that you love... yes, love. What I mean is, if you have some old, squeaky, bent up filing cabinet that is really hard to open, or you have to use all your might to slam it shut- then you aren't ever going to use it! I see this all too often in, especially in home offices I'm organizing. If there are any barrriers to making it very simple for us to be organized, then we just aren't going to follow through.
Another tip for a smart filing system is to not overthink what you're going to name your files. What's the first word that pops in your head when you're deciding what to label something? Use that word... to keep it really simple, don't worry so much about categorizing and color coding- this can often make it more confusing when there's an overlap of categories, AND it definitely makes it harder to maintain. What happens when you run out of the red folders, but have something that would technically be filed in a red folder...do you cheat and stick it in a blue folder instead? Just dont even bother! Get the standard green, Pendaflex file folders.
I would also suggest running the tabs in a straight line, rather than alternating across the 5-8 different spots. This makes it easier on the eye, and again, easier to maintain because you're not having to go back and re-do the placement of tabs, when you add a new folder in the middle of your drawer.
Finally, alphabetize your folders. This makes for quick access of your needed information, and obviously, makes it easier when putting things away... eh hem, put-your-papers-back-into-files (hint hint)... =)

Jennifer Furrier-professional organizer & productivity consultant
Essential Organizing

Time and Attention Must Be Together

"If your time has no attention, your time has no value."

Isn't that a great quote... How often are we just working, walking, talking, and yet not even really being present in what we're doing, seeing or hearing.. Our minds drift so far into la la land, or into, "what needs to be done next land" that were rushing on by without full attention to the present moment. Life is not a dress rehearsal people...this is it, and we've got one shot to make it amazing. It's a crazy busy world out there, with all kinds of distractions and opportunities seeking our time, so it's super important that we embrace our time, by giving our minutes, hours and seconds, our full awareness. Amen, sister? Good! Enjoy this day and take some time to slow down, get out of your head, and be in the moment.

Finish your toughest task, first thing in the morning...

I just had a great coaching call with one of my clients, where I asked him what he felt, thus far, has been the biggest "aha" or most powerful nugget of information since working together. He thought about that for a bit and said it would have to be, completing the toughest task on his list, first thing in the morning. He said it's made such an impact in his work days, to knock out something that he would normally put off until later in the day.
I LOVE this answer, because it truly can be one of the most transforming habits, if you put it into practice. Yes, this includes completing your biggest task even before checking your email. Sorry folks, but it's true. Email takes us off in so many directions, without us even realizing it, so that before we know it, we've spent an hour chasing random tangents, that have no close impact to our bottom line. Also, if you're still not convinced, consider the 80/20 rule- that 20% of your efforts produce 80% of your results, and 20% of an 8 hour day is 96 minutes... Now we easily spend an hour to an hour and a half on email with our morning cup of coffee- but the reality is, most of us are our freshest in the morning, so wasting that time on email actually decreases our earning potential. Seriously! And if you're digging your heels in the ground or think that I don't understand your line of work- prove me wrong! Please- I'm totally serious! Practice this for 10 days, and let me know if it doesn't improve your productivity, and overall effectiveness of your day. Deal? By the way, I think frogs are more creepy and gross than snakes, so I do NOT like the picture I used here- but hopefully you'll remember it!

Organizing Checklist: Leaving the Office for Vacation

Hopefully you're looking forward to a fun summer vacation this year! Remember, taking vacations is actually great for our productivity... Here's a checklist of some key points to take care of before leaving the office on any kind of trip...

1. Delegate any upcoming tasks that you are not going to be able to complete. Be sure to discuss in person, not through email, what needs to happen for the tasks to be completed successfully. Be sure to take care of any necessary preparations, so no one can say, "well I can't do that because he never gave me the information I need."

2. Create a new voice message on your phone that says when you will return to the office, and leave an alternate contact for people to call if they really need something.

3. Set up an auto response for your email, that way everyone who sends you an email will quickly learn that you are away from your desk for however many days. This comes across much better than having to wait well over twenty-four hours for a response.

4. Make sure to process as much paperwork and as many emails and phone calls as you can before you leave. This will ensure that you return from your trip refreshed, rather than the opposite because you were unable to relax just thinking about all you have left to do at work. When you get back to the office, you'll be ready for action!

5. Set people up to handle things without you, versus, "I'll have my phone whenever you need me." You are going on a well-deserved trip to revive and enjoy life away from work, so tell them to simply pretend you are dead!

6. David Allen, author of, Getting Things Done, says we should integrate the motivation and attitude that we have the day before we leave for vacation, into our daily work lives. I think this is an excellent concept and couldn't agree more!

Here's to wonderful vacations where you are able to completely "turn off" from work and fully enjoy your trip!

BEST Productivity tip to try today!

Do Not Check Email Until One Large Task Is Completed.

Is it our activities, not our productivities that are actually the reason that we are staying at the office well past the time we should be going home? Often times, checking our email is not a top priority, but instead, our clever way of looking for something more interesting than the task at hand or delaying the start of something more important. It is easy to spend thirty minutes here and twenty minutes there on email, but how much is actually being accomplished when we're doing that? We all know the eighty/twenty rule, which states that twenty percent of our efforts produce eighty percent of our results. It's important to consider that twenty percent of an eight hour day is ninety-six minutes, which is time that easily gets spent clicking around our inbox with our morning cup of coffee. This week, when you get to the office, knock out one of your biggest to-dos for the day before checking your email. You will thrive off of the accomplished feeling in knowing it's only 10:00am and you already finished one large task!

If you're interested in reading a whole book on this topic, and other productivity concepts, check out: http://www.juliemorgenstern.com/Products_Books.php.

Or you can always check my blog for more great tips to help you get better control of your time!