Its Time To Get Organized Blog

Last week I was invited to speak to Georgia State legislatures about how to use their time most effectively. Their days are packed – several showed        me their planners which they carry with them at all times so they know where they are meeting and with whom. Their planners are filled with activities and appointments from early morning until late in the evening.

We talked about making a powerful to-do list and how that will help them accomplish their projects and goals. And, the best news is that it reduces your  stress levels.

Some of the tips I recommended too the Georgia State legislatures are:

• Choose 3-5 important tasks to complete each day.
• Begin every to-do with a verb such as: call, email, send.
• Make every task specific. Instead of: Research tax law, break the project down into small, concrete actions. The first step might be to contact the legislature who helped write the original tax law.
• Add all meetings and appointments including times and locations.
• Allow time before and after appointments and meetings before scheduling the next task.
• Estimate the time you believe it will take for you to accomplish a task and then double it. It often takes a lot longer than you think to get something done.
• Schedule a block of uninterrupted time to work on an important project.
• Schedule like activities together such as: check email from 10:30-11:15am and again at 3-3:30pm. Example: make callsfor a half hour in the morning and return calls at a specific time in the afternoon.
• Incorporate as many routines in your day as possible because they are an efficient way to run your day.
• Consult your planner often throughout the day.

Does your to-do list ramble on and on for pages? If so, try cutting it down so that you can accomplish everything on it. Think how great it will feel when you walk out at the end of the day with it all completed!

We constantly hear about the perils and horror stories of partnerships – well, I for one, vote yes to a good partnership that is based on honestly, trust, and the willingness to listen. It’s almost like a marriage. It’s a two way street. Always remember to say, “Please,” “Thank You,” and “Great Job.” Continually ask yourselves, “How can we make our partnership stronger?”

One benefit of a partnership is that even when you are unable to work, your clients’ needs will always get met.  Whether it is a meeting, phone call or presentation your partner can communicate with the client or prospect if you are not available. Sometimes it is decided to reschedule and other times your partner takes over.  Either way you know your client is in good hands.  Note: This is also a good reason to introduce your partner to as many of your clients as possible.

Another benefit is accountability – who better than your partner to keep you on task!  Whether it is sticking to our agenda or time checks throughout the day, we support each other.

Brainstorming is a huge benefit that is often overlooked by partners.  Leslie and I value each others’ strengths and constantly brainstorm – two heads are definitely better than one.

I have been unable to work for over two weeks. My recovery has been faster because I was able to concentrate on my health as I knew Leslie was taking care of our business.  I am sure our clients got top-notch service. Whether it is home emergencies, health issues, or needed vacations, a partner handles work while you are not there.

Strong partnerships take time and effort, but the benefits are worth it.

Time is finite and a limited resource so we want to make good use of it. We can spend it as we choose. Over the next month and a half we are providing training to a financial management firm on how we can help them become more productive and use their time as productively as possible.

Think of time as an investment. We all want the best possible  return on our investments – strong time management skills directly contribute to maximizing our time and accomplishing our goals.

Think of time as a rate of return. When we spend our time in areas where there is a high rate of return, we are managing it well. For example, if you are spending time with clients or taking a class that will improve your productivity skills, that’s a good ROI. If a skill took four hours and now takes 1 hour, that’s an excellent payout. Even if you are currently productive, there are always ways to improve it.

However, what if you are spending time on work that you can delegate or reading a publication that is interesting but perhaps not educational?  These might be a low or negative rate of return.

Here’s a suggestion to amp up your productivity:

1) Revisit your activities, daily tasks and how you handle large projects to make sure that you are maximizing your time.

2) List what you need to do to change this situation including the sstart and due date, and the specific activity.

3) Then add it to your planner. The chances that you will implement the change are much greater if the task is written down on a specific date.

4) Assess the outcome. Is it making a difference in how you are using your time? If so, continue to improve upon this new habit. If not, evaluate what you did and how you can make it work.

It’s worth it, we promise.

If you are like the rest of us, there are projects that don’t fit into our current priorities. You want to do them but can not get to them right away. One of our clients recently told us that she would like to write a newsletter but other goals are more pressing at the moment. Still, she does not want to forget about the idea.

If not all of the projects you want to accomplish in 2012 fit into your goals, here’s good news. They do not need to be abandoned. Instead, create a someday/maybe list where you can review and reassess their viability often.

Below are some suggestions for how and where to  save your someday/maybe projects for a later time:

1) Write them down. List them on paper or electronic folder.

2) Label the folder “someday/maybe” or any name, for that matter, that speaks to you.

3) Check the folder every week to two weeks to make sure you still want to do the projects.

           Consider storing the list in One Note, Evernote, Outlook’s notes section  or in a file folder in your inbox. If it’s    a paper folder, place the file folder in a location where you will see it often.

           Once the information is stored electronically or in a paper file:

•  Set reminders in your planner to review your someday/maybe list regularly.
•  Compare your someday/maybe list to your current goals and the other items you are working on. 
•  Approach your list with an open mind and consider the possibility that now may be the time that it fits into your current goals.   

                For more on this subject, check out David Allen’s website http://gtd.marvelz.com/blog/2007/08/14/somedaymaybe-unlikelynever-3-tips-to-fix-and-avoid-this/

                Do you have a someday/maybe list and, if so, what’s on it?

Most everyone finds it challenging to keep track of the sheer bulk of paper even in this electronic age. If you are not happy with the mess of paper on your desk or if you can’t find what you need quickly, you may be delaying making decisions. These tips will help guide you through the maze.

First, schedule several hours of non-work time to organize papers in your office.

Clear a workspace area for sorted papers.

Follow the F.A.T. System for sorting paper, notebooks, files, and binders.

• File: “F” stands for File. Label one of your boxes “File” and sort the following into it:
  – Keep active to-do’s close at hand
  – Move files used less often to other areas.
• Act: “A” stands for Action. Designate a box for Action items and use it for papers on which you need to do something (e.g., send an email, process a file, make a phone call, discuss with someone, etc.). This means that you perform the necessary items on this piece of paper TODAY. Once you’ve completed these items, the paper should be filed, re-routed to someone else or discarded.
• Toss: ”T” stands for toss. Be brutal. Can it be retrieved again? Is it out-of-date? Does someone else have the information? Purge, purge, purge.

Imagine doing this same process daily except, of course, on a much smaller scale.

Now you’ll have control of your paper instead of it controlling you!

As efficiency gurus, we’re all about saving time. One way is by being more efficient with your email.

Email is the #1 problem almost every business person deals with daily. It’s too easy to become so engrossed in email that you ignore today’s must-do list. We recommend using a timer or your phone to keep track of time.  How do you manage the time you spend on email? Let us know.

How is your desk looking today? Are your papers in order or are you having difficulty finding what you need?

Sometimes a messy desk just means that you’re not tidy and that you can still find what you need quickly. Or,

sometimes it indicates that you avoid making decisions.

Which one are you?

Here are a few reasons why you may put off handling those piles:

… I’m too busy. I’ll do it later. I’m not sure what the paper is.

… I don’t know what to do with it.

… I am not ready to handle it until I can do it perfectly.

… I don’t have the right tools.

… I’m not sure what the answer is.

… There is no clear cut action.

Tell us why you think you delay decisions and what your thoughts are about co-workers who have piles of paper in their office?

Read tips on planning ahead and making  your next business trip a success. Although business trips can be exciting, the logistics of traveling can be stressful. By planning before, during and after the trip, you can lessen this stress.

Before you leave …

• Identify the reason(s) for the trip and what exactly you want to accomplish. Make a list of the items and resources you will need to achieve your goals — save this list on your computer for future trips.
• Block out time on your calendar – well before the date – to prepare thoroughly, especially if you are presenting or pitching a proposal. Anticipate what preparation will be needed and act on it now.
• Enter your flight and hotel information into your calendar as an appointment. Make sure to block out time to travel to the airport.
• Start compiling a reading folder — both paper and electronic — to take with you.
• Avoid meetings and appointments the first day back in the office. You have plenty to do when you return (see below).

On the plane …

• Pull out the file folder and computer with the backlog of articles, emails and magazines. This is a good time to catch up on reading.
• At the hotel, ask for a room on a lower floor, especially if you are attending a convention. You can walk to your floor while everyone is waiting for the elevator. And, if you go to your room during the day, taking the stairs will be time efficient and will burn off a feww calories, too.
• Keep track of expenses and receipts by putting them in one place such as an envelope, notebook or smart phone.
• Review the bill the evening before and avoid standing in line at the hotel check-out desk the next day.
• Request the room for a few hours longer if you are not departing by checkout time so you can focus on important matters. That takes the pressure off to pack and leave the room by mid-morning.

At your meetings …

• Use a professional-looking spiral notebook. Divide the notebook into sections for different meetings and for different days. Put follow up tasks in a separate location.

When you return …

• Sort your email inbox by subject (or by Conversation if you are using Outlook 2010). Read the most important replies first to see if an issue still needs your attention.
• Review your trip notes as soon as possible, adding to-do’s to your task list right away.
• Maintain frequent flyer and rewards program data in your contact list. Outlook Contacts will store all relevant information (e.g. phone numbers, websites, member IDs) and will synch with your cell for easy dialing.
• Schedule a post-trip analysis even if it is just with yourself — did you achieve your goals? What (if anything) would you have done differently?

Make your next trip smooth-sailing and a first-class business experience.

On December 16, 2010, Leslie Walden from It’s Time To Get Organized will be speaking to the Sole Practitioner/Small Firm Section of the Atlanta Bar Association at The Buckhead Club in Atlanta, Georgia. The topic is ”Staying on Task and Increasing Your Productivity”. Attendees will receive CLE (Continuing Legal Education) credit.