Tackle Tasks One At a Time

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tasks and time management

 

 

All the experts agree, it takes time for change to happen.  It can be from 30 to 60 days to create a habit or develop a routine.   So take it in baby steps.  Start with awareness of what small change will make the biggest difference.  And remember, multi-tasking sets you back.  Tackle tasks one at a time.

  • Building in extra minutes to every task.
  • Staying mindful and being in the moment on whatever the task is.
  • Creating a checklist for step by step completion
  • Finding a partner for every task to help you with accountability.
  • Using a timer to get you started and get you finished on your task.
  • Setting out a sign that signals a productivity period to keep unwanted distractions away.
  • Establishing a power period twice a day to work undistracted on one very important task
  • Linking one new task to an established task

What do you do to tackle one task at a time?

Lists that really work!

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list making productivity

 

 

It used to be that we could keep our tasks and projects in our heads.  Things were simpler, life was simpler and we had less to do.  Not any more!  Because our lives have become more complicated, having a great way to capture tasks and projects is critical to productivity and peace of mind.

Paper lists

One of the simplest ways to get all your lists in one place is a super cute spiral notebook.  It must be a size that can fit in your purse or bag to be carried with you wherever you go.  Being just so adorable means you will use it for each and every thing you need to remember.  Being a size you can carry means you will have it with you all the time.  If you like to have categories for your lists, you can divide you page with a vertical and horizontal line to show four squares.  Or you can purchase a spiral with color on the edge of the pages to have different sections for different parts of your life.   Your categories might be work, home, church and kids. Or it might be calls, errands, computer and anywhere.  You decide if you need categories and what these might be.

Lists made especially for families are available on www.familymanager.com.  Here there is the daily and weekly hit list,  a summary of the seven different departments that families require, such as home and property,  food, time and scheduling, finances, family and friends, special events and personal management.  With this list, you are sure to be on top of family activities and more.

 

Digital lists

Evernote is a way to use technology for list making.  You can capture any ideas, thoughts or lists on any computer, phone or mobile device. It is a free service and can be uploaded to all types of technology.  Everything you capture is automatically processed, indexed, and made searchable. If you like, you can add tags or organize notes into different notebooks.  You can keep files for “someday maybe”,  your kids’ shoe sizes or whatever you need wherever you go.   Keep a record of your favorite wines by snapping a photo of the label when you find one you like.  Check it out at www.evernote.com.

 

Prioritizing your list

And once you have your list, remember to prioritize.  We can truly only accomplish between three to seven tasks in a day.  I suggest determining your 3 Most Important Tasks (MITs) for every day.  You start the day with focus and end with productivity.

Make a commitment to your list making by finding and using the right tool for you!

 

Find more ideas for productivity on my pinterest board Powerful Productivity.

 

Want more productivity ideas? Join my newsletter for a monthly boost!

 

Time Management Tips

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time management tips

How are you? Busy? Busier than ever? Never thought you would be this busy? How is it we never have enough time?

No matter our age or stage, we all feel and deal with time issues.  We lack of control of our schedule with too many demands, too many balls in the air and too many meetings.  Having no time means we have disorganized space.  There are so many interruptions and distractions.  Tasks take longer than we think.  If you are organized, you think you can squish in just a little more.  Is it time for a change?

How we use our time comes down to creating a new awareness of it and a baby step to make change happen.   The first step is the awareness of how you use your time.  Ask yourself some questions.  What is working well?  Are you getting places on time? Are you always on the go, with too much to do? Do you feel like you are productive and get tasks done? Do your planner and task list work well for recording commitments and tasks? Now ask yourself what is not working! That is where your first baby step will start.

Not getting places on time

  • Set a timer to alert you 15 minutes before you want to leave.  This gives you time to gather up and get going.
  • Plan on arriving early.   You get the best seat, you stress less about parking and traffic, and you are in prime position for whatever you are doing.   Bring your magazines to read now!

Always on the go with too much to do

  • Everything can’t be equally important to you.  Assess if you need to join both girl scouts and adventure princesses, volunteer for church and PTA, and work second and third jobs.  Spend time thinking about what you want to commit to for now.  One of my favorite sayings is, “we can do it all, just not all at the same time.”  Simplify your time with one big commitment at a time.

Day to day productivity

  • Put the big rocks in first, as said by productivity guru Stephen Covey.  Be sure you know what the big rocks are for your job and get these done early in the day.
  • If you are smothered by small tasks at work, group them together and consolidate to be more effective.  Having a call list, an email list, and an errand list for work to group and conquer!

Your Calendar and Task list

  • First decide if you are a paper or technology person.  See what works best for you and all the jobs you have, including parenting.  You can cover a  lot of ground with the google calendar to match up to your partner.  If you love paper, think about www.plannerpads.com.  It consolidates your tasks and your calendar.
  • Find a work flow that works with your style.  With your family, host a family meeting weekly to update your calendar.  At work meet with your assistant or colleagues to be sure you are on top of dates.  Having partners makes the process more effective and fun!

This is a long list!  Please pick just one of these baby steps to own this year.  You will be glad you did!  Please share with us your choice and how it is working for you! We want to help you get this done.

You can also find more organizing ideas at http://www.organizewithsandy.com/2011/01/10/organizing-mission-monday-link-party-week-4/

Organizing and Exercising

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Thinking about those new year’s resolutions and your exercising? Over and over again we know we should exercise, we think about exercising, we think about getting the right “gear” to exercise, and on and on.  So what about getting organized to exercise and getting going?

There are many parallels of exercising and organizing.  Both are lifestyle changes that mean a commitment.  One trip to the gym will not make me svelte, and spending an hour in your kitchen junk drawer will not make you organized. Being committed means finding a compelling reason to organize or exercise.  The list of reasons can be a mile long, but pick one that is most meaningful to you.  Post it where you will see it, feel it and make exercise happen.  For me, exercise means really feeling good about my clothes. It is not just for looks, it is for comfort.  I want to zip up my jeans comfortably.  Your reason will be a very personal one, but be sure to tap into it to create an undeniable need to get going.    Still need a compellling reason? Check out this article http://www.huffingtonpost.com/christine-carter-phd/how-exercise-can-boost-intelligence_b_794601.html.

Both exercising and organizing require partners and accountability.  In a world where we share online all the time, put it out there!  Find others who are also struggling and partner for your accountability.   It can be as simple as a text to a partner, “going to the gym today?”  If you are very brave, get it out there on Facebook!  You will find that others who share your struggles feel compassionate, and they will want a partner too.  Most importantly find partners who will exercise with you.  So I am going to put it out there for myself.  My exercising is attending a weekly one hour pilates class.  I am also committing to walking five times a week for 30 minutes with one of my walking partners or by myself. 

Both exercising and organizing require baby steps.  In an all or nothing world, it is easy to think about the big stuff.  But really think about how you can make a small change for yourself.   For me it is the 30 minutes of walking. For you it might be playing Wii fit for 15 minutes every other day, parking your car at the far end of the lot, taking the stairs instead, or any other small change.  So let me know, what is your baby step for exercising or organizing this year?

Goal setting for the new year

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Trying to make a change?  Here are some thoughtful resources  to begin the process!

10 Questions to Ask Yourself

http://www.huffingtonpost.com/levi-benshmuel/tired-of-new-years-resolu_b_801668.html

My Specific Goals by MomAgenda

http://www.momagenda.com/printable/index.html

Organize to Revitalize

http://dallisonlee.com/blog/2010/12/27/resolutions-are-a-waste-of-time/

Zig Ziglar’s Seven Steps to Goal Setting

Time for a Picker Upper from the Houston Chronicle

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Most of us have too much stuff.

It’s tough to resist the latest gadget in a consumer-oriented society. Sentimental attachments are difficult to break. And often, we’re simply too overwhelmed to declutter. Life transitions and work overload get in the way.  The situation has fueled a growing demand for professional organizers to help sort through the forests of paper, boxes of junk stuffed in the garage and the dark cave of half-used cleaning products lurking beneath the kitchen sink.  Fall’s an opportunity to get the house in order so you can show off seasonal decorations, have spices in easy reach for holiday baking and welcome company to a guest room without outdated computers shoved into the corner.  “Start with the end in mind,” says Ellen Delap, owner of www.Professional-Organizer.com.

http://www.chron.com/disp/story.mpl/life/main/7185854.html

Keep It Simple Santa

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It is the happiest of times and the busiest of times!  The holiday season is here!  Sharing a few ideas to help you celebrate this special time of year! 
 
Choose one

Whether is it choosing gifts, baking holiday cookies or sending Christmas cards, we often have complicated choices.  Choose one biggie and make it your best.  Simplicity is a powerful way to do your best and de-stress. 

Also, think about taking one task off your list this year.  Throughout the year we are busy, and the holidays are extra busy.   Take off that one task you dislike the most, you are least prepared for, or one you can delegate easily. 
 
Share the joy

Holiday time is filled with ways to share time and tasks.  Partner with family members to get tasks done, such as wrapping gifts, baking, or decorating.  Put aside perfectionism so your partners can be creative and have fun.  These moments make the holiday  most memorable.  

Think of others to share the joy too! Set a time and date in the next few weeks for family decluttering.  This is the perfect time to declutter with your kids help.  Have them help you load the car and go with you to donate too.  Used toys in good condition are appreciated by Goodwill now and all year long.
 
Spend time with people, not preparations

Nurture time with family and friends at this time of year.  Set a date and create a simple gathering with those who are most important.   Time together can be a visit to a museum, a picnic in a park, or a watching a holiday movie together.  Here is where the true joy of the season really shines.

Wishing you a very merry holiday season and the happiest of new years!  Hugs, happy organizing and happy holidays! 

Holiday time line

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It here already! The holiday fun has started!  With a myriad of activities, events, and tasks, the best way to approach the holidays is with a holiday time line.  Start with a family meeting to talk about all the special parts of the holiday season.  What makes the holiday special for each family member? Make a list of the most important part of the the holidays for each person.  Now you know what your goals are for the season. 

Using a big month at a glance calendar, pencil in all the dates from your family meeting.  These are the items to work around as you create your holiday time line. 

Add the tasks and times to get the “other stuff” complete. 

Gift giving: dates for purchases completed,  wrapping, mailing.   With a list, this can be completed before December 15. 

Tree trimming: dates for setting up the tree, outdoor lights,  indoor decor.  With organization and help, this can be completed by December 8.

Holiday events: dates for cookie exchange, parties, family gatherings.  Review your calendar each day to be sure what you need for each event.  Work back two days to prepare for each event.

All of this together means a less stressed holiday!  You enjoy what is most important by pacing the actvities.    How does your holiday time line work?

Organizing your jewelry

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You want to wear that adorable outfit, but you can’t find the bling that matches it!   Being organized means you can put your hands on those sparkly gems at a moment’s notice.  With jewelry you really will wear it more if you can see it, touch it, and have it easy to access.   In order to do that, you need to know your own organizing style and accessible options. 

First go through and brutally assess what are you going to keep.  What about costume vs. authentic jewels?   Keep what you are going to really use and donate the rest to a charity you are passionate about.  You will be making a difference and feel great about where the donation goes.

Ready to decide on where your jewelry belongs? Here are some options. 

First create a spot where your “every day” jewelry goes.  This is for your wedding bands, your watch, and any other items you were every single day.  This clear acrylic box fits on your counter for safe keeping.

Now decide if you would like a flat drawer spot where you finish getting ready or a spot in amongst your clothes for the jewelry.   You want to be able to see jewelry to decide what to wear.  Both of these options make for very visual and very accessible jewelry. 

In addition, you can hang necklaces and bracelets on clear pushpins on the wall next to your vanity or on the wall of your closet. 

Accessorizing makes us feel totally together! Create an orderly space for your jewelry so you can be your very best!

Organizing for the Busy Mom Teleclass

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Take a fresh perspective to improve your and your family’s quality of life! 

The Family Manager™system transfers management skills and strategies from the business arena to running your homeand personal life.  Teambuilding, delegation, standard operating procedures, and other sound

business practices will help you reduce daily stress, create a smoothly running home, and have time for self care and recreation.  The teleclass is offered by Ellen and Marla Regan. 

In this teleclass series, Ellen and Marla will focus on 4 departments in the Family Manager™ series.

4-Part Teleclass featuring:

  1. Learning how to have a Family Team creating House Rules to guide your family’s interactions and form Standard Operating Procedures for the running of your home.
  2. Organizing tips for your home.  Learn how to declutter your home and use your Standard Operating Procedures to ease the stress of daily life.
  3. Techniques for time and schedule.  Learn how to manage the family calendar and daily schedule.
  4. How to have “you” time. Learn to care for your body, mind and nurturing your spirit.

Classes are every Wednesday in October, October 6, 13, 20 and 27.   Cost for all 4 classes  is $49.  Call in to the bridge line (long distance charges apply) and be a part of the class.  Register today as class size is limited!