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.

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.

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!

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

Being Organized Leaves More Time for FUN!

Are you having FUN in your life?

• Do you laugh a good, deep laugh at least once a day?
• Are you making time for friends and relatives?
• Is there a favorite leisure activity that you wish you had more time to do?
• Are you constantly feeling stressed or overwhelmed with work?

Because research shows that we waste an average of ONE HOUR each day looking for things, which equals ONE MONTH at the end of each year. I can confidently point out that being better organized and efficient leaves us with more time for FUN! (You can only imagine the other nerdy stats I have on managing time, and areas where we're losing time because of inefficiencies, but we'll save that for later).

Well my fine friends, it's time for you to make a Fun List-since you all know I love lists, right... It's easy, and won't take more than 15 minutes to complete... there's nothing to it- just get in a quiet place, or not, and list out all the things that you enjoy doing- those things that feed your spirit, relax you, make you laugh uncontrollably, release your inner creative talent and/or bring out your best... Make it a point to engage in whatever is on your fun list, at least once a week. Is that easy or what? Make the investment of 15 minutes and DO this..In fact, you're already on your computer, so open up Word and get to work!
Please, enjoy all the fun life has to offer!! If you are feeling apprehensive, thinking- "My schedule is already maxed out" then check back regularly and implement the tips I feed you with... It's powerful stuff if you use it!!

Biggest Mistake in Organizing

I was recently asked the question, "what's the biggest mistake you see with people you're working with?" I had to think about it for a minute, but quickly decided that absolutely-it would be when people don't have a plan for their day. What I mean by this is, too often, people walk into their office, and simply open up email and let whatever fun surprises are in the inbox, direct their entire day. Yes, maybe there are one or two things people know they need to do, but so often, it seems that people are too casual with their time. And trust me, I'm not a naturally disciplined or detailed person, but I do know the importance of walking into my work day with a purpose- a mission to accomplish x, y and z... If we don't decide how we want to use our time, someone else will decide for us. Would you let someone else make all your decisions on how you're going to spend your money? Of course not! Your time is the same way- it's hugely valuable, so you must have a plan for it, each day. Obviously, we all have fires that come up, and we all have to readjust our priorities based on what the day presents us, (some industries much worse than others), but if we aren't consciously choosing how to use our time, it will disappear wastefully, leaving us wondering at the end of our day, week, year, or life- where did it all go?!

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!

It's my Birthday!!

I woke up to some joyful, singing birthday messages, and am already excited at what today is going to bring. Pretty soon I'll be meeting some friends for banana pancakes- YUM! I also have a fun lunch meeting followed by a reflexology appointment scheduled as a treat to me, by another friend. I am so looking forward to this, though I have no idea what to expect with that. This evening I'll be getting picked up in a motorhome by my family, to head off to Lake Powell, one of my top favorite places in all the land! Pretty much- happy birthday to me!
On this subject- are you the type of person who remembers people's birthdays and sends them a card that arrives in their mailbox on their exact birthday? Or are you like my friend who three days before my actual birthday- wished me a happy belated birthday?
Even as a very organized person, I'm just not good when it comes to tracking everyone's birthdays, especially with enough time to actually send them a birthday card. It's actually been bothering me lately, so I'm going to start, TODAY, (ok, realistically when I get back from Powell), to capture all of my friends and clients' birthdays, (I'm on top of it with the family), and begin a system to keep on top of their special days. Are you with me?
Here's what I'm going to do...

• Send out a blast email to a list I make up ahead of time of people's birthdays I want to remember, asking them to send me their current address, and birthday.
• As the responses come in, I will click and drag their email into my calendar section of Outlook, and schedule a reminder one week ahead of their birthday. By doing this, the calendar automatically has the email info contained with it- including their address.
• At the beginning of every month, I'll look ahead and see what friends' birthdays are coming up, and schedule a small chunk of time to write cards and address their envelopes. I'll have a folder for "birthdays" set up where all the current month's cards will go, and as I get the reminder in Outlook one week ahead of time, I'll mail off the cards accordingly.
  
• For clients, I'm going to set up a few generic birthday greeting messages using SendOutCards. At the beginning of every month, I'll take a monthly look at what birthdays are up for the month, and schedule a half hour to add any necessary personal touches to my generic card message, and then I'll flag in Send Out Cards, when I actually want the card to go out. (Just because I'm writing them at the beginning of the month, doesn't mean I have to send them out then. I can set the date I want the card mailed off).

Now if you're not using Send Out Cards, you have two options. Sign up for an account with SOC, (and I can refer you to great people who represent this business), because it's a fantastic business tool. Option 2 is handwrite the cards for the month, and then drop them into the birthday card holding tank, (file folder), and mail off when Outlook reminds you to do so.

Wow there are so many directions I could go off and write on within this blog, considering all the different tools I'm talking about, but I'll save it for later. Ok- are you with me? This will be a painless, simple enough way to make everyone in my life feel special, as well as stand out a bit, help the ol' marketing efforts and continue building on those relationships... all by sending out birthday cards!