Archive for organization
Tips For Effective Time Management
Posted by: | CommentsOne of the greatest challenges many people face in business and in their personal lives is that there never seems to be enough time to accomplish everything they need to do, let alone finding time for things they want to do! They look with envy at those who are able to successfully fit work, family, personal, and other activities into their lives. The reality is that we all have the same 24 hours per day, 7 days per week, 52 weeks per year – it’s how we choose to spend that time that makes all the difference.
In order to develop a time management system that will be effective for you, it’s helpful to start with some formal or informal assessments to help you compare the way you are currently living your life with the way you would like it to be. Identify the obstacles that are preventing you from managing your time effectively. Become aware of your biological rhythms to determine what type of activity you do best in the morning, afternoon, evening, and late at night. Explore your personality type preferences, and the way they affect the way you perceive and deal with time.
Depending on your specific challenges, some of the following strategies may help Read More→
Post-It Note-itise: How One Entrepreneur Deals with Her ADD
Posted by: | CommentsLast week I was watching a documentary about living with ADD. There was one scene where the hosts were standing next to a large wall entirely covered with Post-It Notes. I nearly fell off my chair laughing because as you can see, I completely relate to that particular symptom of ADD. 
Here’s how Post-It Note-itise works. Each time you have an idea for a project or a task, write it on a Post-It Note so you don’t forget it. Each time you have a deadline, write it on a Post-It Note. Break major projects into smaller steps and put each step on a Post-It Note.
If you are particularly anal in your madness, you can take five different colours of Post-It Notes – each colour representing a specific task or category of tasks – and use the corresponding colour whenever you write a new Post-It Note. And of course, you will need to create a legend to remind yourself which colour responds to which category – created out of Post-It Notes of course.
On the surface Post-It Notes seem like a perfect solution to the ADDer’s fear of forgetting something important. Once it’s written down, it’s not going to get lost in your brain. And there is a certain satisfaction in ripping a Post-It Note off the wall once you’ve completed the task.
However, there is a dark side to using Post-It Notes as an organizational system. Read More→
Productivity – do it now!
Posted by: | CommentsIf you’ve been reading The Baby Boomer Entrepreneur for a while, you know I struggle with organization and productivity. I had a small brainwave yesterday that I thought I would share.
When my desk is cluttered or my inbox is full of messages I’ve read but haven’t dealt with, there is a simple reason for it. The paper or electronic clutter is a result of “I’ll do it later” thoughts. If it’s something I have to do, but not urgent and not time consuming I’ll leave it on my desk or in my inbox as a reminder to do it later. After all, it will only take a minute.
The problem is, when later comes, I have a pile of stuff to do and it’s hard to know where to start.
So my new motto is “do it now”. If something will only take a minute or two to complete, “do it now”. I only check my email three or four times a day. If it’s time to check my email, it’s time to respond. Then I’ll either delete it or file it – anything to keep my inbox empty.
If I’ve got a paper in my hand and whatever the task is will only take a few minutes, “do it now”. If it needs filing … you got it.
I don’t know how this new motto will serve me, but I suspect I’ll have less clutter and get more done.
Andrea J. Stenberg
Clean Desk At Last!
Posted by: | CommentsBut will it stay that way?
My desk is clean, my office tidy. I even dusted. But the trick now is to keep it this way. If I get in the habit of using my “command center” on a daily basis, it shouldn’t be a problem. The trick is to have a place for everything.
Andrea J. Stenberg
Confessions of a Disorganized Entrepreneur
Posted by: | Comments
This photo was taken this morning … about 4:15 am … of my actual desk. Yes … the paper has taken a life of its own and taken over my desk. The problem is … okay, clearly there’s more than one problem.
The excuses
First, not everything is work related. My husband has taken to dropping our personal bills on my desk (since when did I become the designated bill-payer?). Since I don’t have a place for unpaid bills, I’ve been shoving them to the side.
There’s also our electronic thermometer. It ran out of batteries and I keep some in my desk drawer. I replaced the batteries but never got around to putting it away. I see some Canadian Tire money, a Timmies’ gift certificate from a student, a gift certificate for Flickr, my marble egg (okay, that stays), two passport applications (why two???) and a million receipts, some of which might actually be work related.
Second, there are piles of projects that are in progress. I tend to like leaving what I’m currently working on out, so I can find it first thing the next day. Problem is, I suspect there’s some stuff hidden under the piles that I need, but couldn’t find without some serious mining.
Third, there are some files buried under the mess that never got put away.
Fourth, while I didn’t take a photo of the rest of the office, it’s in just as bad, if not worse shape, and it is definitely NOT all work related. Somehow my rubber stamping supplies ended up scattered all over my office floor. Darn gremlins.
Fifth, there are some ebooks I printed off to read and never quite finished but never got into binders either.
What’s the real problem?
The real problem is I don’t have a system. Or more correctly, I have about three systems, none of which I’m currently using. I’ve never made any of them a habit, so when I got stressed, I reverted to old – and very bad – habits.
Why did I choose to share this ugly little secret by posting the photo on my blog? Cleaning my office has been on my to-do list for about three weeks. Yes, not only am I a closet slob, I’m a procrastinator too (at least when it comes to anything that resembles housework).
The method to my madness is now that I’ve publicly confessed my organizing sins, I’ll be forced to do something about it.
My solution
As I write this it is 5 am. Since I’ve been at it since 4, if I work until noon that will be a full eight hours. I will break for lunch at noon. After I take my son to his class at the art gallery, I’ll have almost three hours. It’s time to put on some tunes and tackle the office.
Step one
Put away my rubber stamping supplies and anything else that is laying around the office (and out of camera range from the above photo). Pick it all up and PUT IT AWAY! There will be nothing on the sofa and the only things on the floor will be furniture.
Step two
Sort the crap, I mean important but misplaced items on my desk, into piles. One for personal bills, one for stuff that goes elsewhere, one for stuff to be filed, one for the ebooks and one for unfinished projects.
Step three
Starting with one pile, and continuing until it’s done, I will put everything away. No stopping to complete a task or read an ebook. It’s time to put everything away. If it doesn’t have a place, find it one.
Step four
Once everything is put away and my desk is clear, vacuum and dust. Might as well start really clean.
Step five
Pay my bills. Since some of them have been sitting there for a few weeks, better get that out of the way too.
Step six
Create some systems so this doesn’t happen again.
In a previous post I mentioned a teleseminar Get Organized, Get on Track and Get Unstuck by Robert Middleton and Elizabeth Hagen. In it Elizabeth mentions the Command Centre. I created one for myself but never got into the habit of using it, mainly because it’s in a place that’s a pain to access.
I still think this is a good system, I just need it easier to get at. So, I will move the command center to a spot on my desk that is easy to get to. This way I won’t be tempted to leave things out on my desk. I’ll be able to slip them right into the Command Center files without having to move anything.
My desk is kind of small so I may have to move my phone, but I think I can make it work. The upside of moving the Command Center? The location it’s in now would be perfect for holding binders of printed ebooks!
I’ll also plan to put a basket at the door to my office. The new rule is anyone brining anything into my office (unless it’s chocolate) must place it in the basket.
Final Step
Here’s the final step. Since I really hate cleaning and know I am a master of putting off unpleasant tasks, I’m making a public declaration. If you do not see a new photo of my desk – one where you can actually see the desktop – by Monday August 4th, you have my permission, no my encouragement, to nag me. Send me an email, write on my Facebook wall, post snide comments on my blog, Tweet me. Whatever it takes.
Andrea J. Stenberg
Since this is a seven, not twelve, step program, you don’t need to start your comments with “Hello, my name is Jane and I’m a slob”. However, to make me feel better I’d love to hear about times you’ve been less than organized. What went wrong? How bad did it get? How did you solve it?
If you’d like to get a copy of Robert Middleton’s Interview with Elizabeth Hagen go to Robert’s Action Plan Marketing site and look for Get Organized, Get on Track and Get Unstuck under audio programs. To find out more about Elizabeth Hagen’s organizing tools and programs, visit http://www.profcs.com/app/?af=738504.
