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Posts Tagged ‘organizing’
Eat That Frog–Part 2
Have you heard the expression “Eat That Frog” before? It’s the phrase that Brian Tracy uses “as a metaphor for tackling the most challenging task of your day.”
Many of us procrastinate when it comes getting started on tasks we don’t really want to do.
I’d like to share some information from EAT THAT FROG! 21 Great Ways to Stop Procrastinating and Get More Done in Less Time (ISBN 978-1-57675-422-1)–one of my favourite productivity books.
In our September issue, I shared the first seven ways on Brian’s list. Here are the next seven!
8. “The Law of Three: Identify the three things you do in your work that account for 90 percent of your contribution, and focus on getting them done before anything else. You will then have more time for your family and personal life.
9. Prepare thoroughly before you begin: Have everything you need at hand before you start. Assemble all the papers, information, tools, work materials, and numbers you might require so that you can get started and keep going.
10. Take it one oil [drum] at a time: You can accomplish the biggest and most complicated project if you just complete it one step at a time.
11. Upgrade your key skills: The more knowledgeable and skilled you become at your key tasks, the faster you start them and the sooner you get them done.
12. Leverage your [particular] talents: Determine exactly what it is that you are very good at doing, or could be very good at, and throw your whole heart into doing those specific things very, very well.
13. Identify your key constraints: Determine the bottlenecks or [obstacles], internal or external, that set the speed at which you achieve your most important goals, and focus on alleviating them.
14. Put the pressure on yourself: Imagine that you have to leave town for a month, and work as if you had to get all your major tasks completed before you left.”
Stay tuned to the next edition for the last seven ways to stop procrastinating and get more things done faster!
Take action and EAT THAT FROG!
Wise words from Paul J. Meyer
“Productivity is never an accident. It is always the result of a commitment to excellence, intelligent planning, and focused effort.” – Paul J. Meyer
Planning For the Holidays–Part 1
Yes, I know it’s hard to believe, but the holidays are just around the corner. Make this the year that everything runs smoothly. If you start planning now, there’s no reason why that can’t happen.
So let’s get started and turn over another leaf!
PLANNING FOR THE HOLIDAYS – PART 1
“The more prepared I am, the more I’ll be in control, less nervous, less stressed and more focused.” Marilu Henner
Never has this statement been truer than when it comes to the holidays.
If Thanksgiving was too hectic, think about what you can do differently. I’m not going to scare you and tell you how many days are left until Christmas.
Start Early
Spreading out your tasks over an eight-week period instead of trying to cram everything into the last few weeks is the best approach.
Family Traditions
Now is the time to think about your family traditions. Which are your most favourite? Which are your least favourite? You don’t have to do something just because you feel it is expected. It might not be as important to others as you think. Talk to your family about eliminating the least favourite.
If dinner is at your home this year, and the idea of cooking dinner for 25 people overwhelms you, don’t try to do it all yourself. Make it a potluck dinner. Ask relatives or friends to bring their favourite dish. Remember to keep a list, so that you don’t end up with too much of an item.
Calendar and Activities Schedule
Update your family calendar with school events, parties, concerts, parades and tournaments. Try not to overschedule yourself. Remember that it’s OK to say NO! It may be tough if you’re not used to it. If you do say no, don’t feel guilty about it.
Create a Master List
Your master list should contain all of the tasks that you want to complete. Write the tasks on your calendar and plan to do one task each day.
Gifts
Start a notebook, and make a list of everyone for whom you need to find a gift. Ask for suggestions. Listen carefully to people; they often provide ideas without even realizing it. Don’t forget to jot down ideas as you think of them.
Your time is valuable; perhaps you can order online or use the Yellow Pages. Call ahead to see if the store has an item in stock. Most stores will set items aside.
Label an envelope for gift receipts. If an item needs to be returned or exchanged, you’ll only have one place to look.
Stock up on any items you need–especially if they’re on sale. Pick up hostess gift items—boxes of holiday chocolates, holiday napkins tied up with colourful ribbon, a bottle of their favourite beverage, etc.
Give gifts that are kind to the environment. Check out the many church bazaars and shows which showcase talented local artisans. A gift certificate to a nursery for plants, flowers or trees makes a great gift for someone who loves gardening.
Make your own gift certificates—several hours of babysitting for a friend, a home-cooked dinner, shovelling snow for a neighbour, etc. Let your children have some fun creating the gift certificates.
For those people who have everything, make a donation to their favourite charity. Make a donation to a Christmas Goodwill program in their name. Or give them a card stating that you have bought an Angel Tree gift, so that a child has a gift to open on Christmas morning.
Baking
Would four kinds of cookies suffice for the six or eight kinds you made last year? Organize a cookie exchange. Make sure to order ahead from your favourite bakery, if you decide not to bake. If you have a friend who loves to bake, ask her if she’ll bake for you in exchange for wrapping gifts or another task.
Cooking
Try out new recipes ahead of time. Don’t attempt them on Christmas Eve when you have numerous other things to worry about.
When cooking meals now, double the recipe and put the second batch in the freezer. You’ll appreciate not having to cook when you have a particularly hectic night.
Volunteer
Make time to volunteer—even if it’s for a couple of hours. Involve your children. Whether it’s buying gifts, serving a meal at a soup kitchen, helping at the Food Bank, wrapping gifts, delivering Christmas hampers or visiting with someone who lives alone, there are unlimited ways to get involved in your community.
Realistic Expectations
We all want everything to be perfect, but it’s not good if we’re so stressed that we can’t enjoy it. Be realistic. Set reasonable limits on gift-making, wrapping and baking projects. Don’t add to your stress level by being a perfectionist.
The important thing about the holidays is that you set aside some time to be with your relatives, friends and neighbours or doing whatever means the most to you!
I invite you to share our newsletter with your friends and family. As well, I welcome your feedback and suggestions.
Stay tuned for Part 2 next month!
Kind Words From Our Client Lois R!
“Congratulations once again for your terrific organizing seminar! Such helpful information and such a great experience for everyone! Thanks so much for putting that together, everyone I talked to was really pleased to have been there.” – Lois R.
Thanks for reading…
P.S. CLICK HERE to read more testimonials!
Create Your Own Checklist…Or Use One of Ours!
Do you find yourself forgetting to do something when working on a project or routine task? When tasks occur on a regular basis—whether daily, weekly, monthly or annually—a checklist can be a useful tool to help get your work done.
It’s easy to create your own checklist. Pick one of your projects. Start by jotting down as many points as you can. And remember, it doesn’t have to be perfect!
“It’s never too late—in fiction or in life—to revise.”
– Nancy Thayer, American Writer
Watch for the introduction of more handy checklists in upcoming editions! Don’t forget to check out all of our handy CHECKLISTS!
Freedom By Process–from Carol Glover!
FREEDOM BY PROCESS
Stuck in a rut? Can’t seem to focus or get productive? Or do you have so much to do you don’t know where to start – so you don’t start. Do any of these scenarios sound familiar?
Let’s get back to basics: Process. Checklists, plans and templates are what you build when you want to organize your thoughts and your time to be sure you focus your attention on your high value actions. I focus on these tools because many people have no structure to the way they work; they live and work daily in a state of chaos; in reaction mode. This causes everyone to work longer and at more stressful levels than necessary. Tools such as plans, templates and processes allow you the freedom to logically get work done and to have time to look ahead and enjoy the ride.
Here’s an easy way to build a process to form some structure to your time:
1. You must have at least an idea as to what you need to accomplish. Write it down in as few words as possible.
2. Start brainstorming all the things you need to do to accomplish your objective.
3. Put the tasks in a logical order making sure each action is truly necessary.
4. If the tasks are complex you may want to take an extra step and make note of the things you have to do to accomplish each task.
That’s it! Building a process really is that easy. The results happen when you build a process into your schedule: does this process have to be repeated daily, weekly, or monthly? Make time for it. Remember, even though you’ve built a process, it can – and likely will – change. That’s okay. New information comes to light and obstacles are put in the way. Don’t let speed bumps sabotage your whole structure. Being sure of what needs to be done 70% of the time is better than feeling like you’re always fighting fires.
Even the most creative people need structure and direction to accomplish their objectives; it doesn’t have to be complicated.
At FireHorse Consulting, we pride ourselves on providing accessible (and affordable!) business consulting to small businesses and professionals. To do this, we offer personal coaching, workshops, and e-Coaching. This way – you can choose what works best for you and start working to better yourself and your business . . . fast!
Be it developing or editing your business plan, creating a strategic marketing plan or helping you to establish small business management skills to create life-work-balance; we will help you decide what you need, and support you every step of the way.
Carol Glover
Wise Words from Aristotle!
“We are what we repeatedly do. Excellence, therefore, is not an act but a habit.” – Aristotle
Getting Organized for Back to School
Fall is here—with its coloured leaves (if you live in eastern Canada or the United States), cool nights, and a crispness in the air! The lazy days of summer are almost behind us, and we’re getting back into our busy routines.
So let’s get started and turn over another leaf!
“We can lick gravity, but sometimes the paperwork is overwhelming.” Wernher von Braun
ORGANIZING SCHOOL AND HOME PAPERWORK
Back to school brings with it much more than structured routines and homework—a seemingly endless stream of paper!
Here are some suggestions to help you handle all of that paper.
Designated Paperwork Area
Designate one area where you will deal with paperwork. Use a tray or basket as an inbox. Get everyone in the family into the habit of using it. If it doesn’t go in the inbox, it won’t get looked at. Remember–it can take up to 21 times repeating an action before it becomes a habit. Gentle reminders will help the process when you first start. Perhaps you can offer a small reward as an incentive.
Routine
Having a routine for keeping paperwork under control is critical. When your children get home from school, have them unload their knapsacks—dirty lunch containers go in the sink or dishwasher, books go to their homework or study area, paperwork goes to the inbox, etc.
Calendar and Activities Schedule
The family calendar should be kept in your designated paperwork area. All activities should be put onto one calendar. Keeping more than one calendar up to date is difficult; it usually results in missed appointments. Label each family member’s activities in a different colour; let your children pick their favourite colour.
Once you add all of your children’s extra-curricular activities to the calendar, you may realize that they are overscheduled. Remember that it’s OK to limit the number of activities for each child. Your children need some time to just be kids!
Reference Binder
A three-ring binder can be used to store frequently used information–names and phone numbers for your dentist, school, babysitter, veterinarian or lawn care company. Lists for children’s sports activities and take-out menus can also be included.
Tickler File
Set up a tickler file. A tickler file system consists of folders with tabs for each month and day of the month. This system should hold all of your current household paper—bills to pay, receipts, coupons, wedding invitations, etc. A file cabinet should contain your non-current household paper.
If you would like further information on setting up a tickler file, please contact us.
Schedule Time for Paperwork
Set aside a few minutes every day to deal with paperwork. What’s important is that it happens on a regular basis as required. Review paperwork in the late afternoon or evening. It is less stressful than trying to deal with it as everyone is trying to get ready and out the door in the morning!
Don’t forget to place signed permission slips, tests or notes into the children’s knapsacks as soon as possible after completion in order to avoid misplacing them.
Artwork and Projects
Is your fridge or bulletin board covered in artwork? Each child should have their own box for artwork and projects. Let your child have fun and decorate the box. Place a folder inside for current masterpieces. At the end of the month (or whatever time period you decide), ask your child to select his or her favourite piece or two. You’ll run out of space in no time if you keep all of them. If necessary, take photos of bigger projects and artwork that they decide not to keep. Remember to label each box with the year and grade.
Keep it Simple
Don’t make your system for dealing with paperwork more complicated than it needs to be. Controlling your family’s paper will be much easier if you keep it simple.
I invite you to share our newsletter with your friends and family. As well, I welcome your feedback and suggestions.
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