7 Simple Time Management Tips to Increase Productivity

Most of us want to be more productive, we want more hours in the day, and yet we all have the same 24 hours in which to accomplish our work and enjoy our lives.

For 2014, my word for the year is "Create".   To create all the content and programs that I have on my work flow board, this gal really needs to step up her "productivity game" and focus on the essentials.  

Reflecting on my goals and my time, I narrowed my time management tools to 7 key areas that ensure I keep my intention and plan focused

1)  Using a planner (paper or electronic) is critical.   Schedule everything!   I schedule bill payments, social media posts, client appointments, lunch with the girls, reading time, writing time, our menu plan, etc...

2)  Begin each day with a planning session.   Take the first hour of the day to establish priorities and the action plan to make them happen.   Determine the top 3 goals to be accomplished throughout the day.

3)  Stay off email and social media until #2 has been accomplished.  Set specific, intentional times each day to check email or attend to social media.   Turn email notifications off so there are no pop-ups or "dings" each time an email arrives.   Use vacation settings, or auto-responders  to let people know the email is checked at 10, 1 and 3 pm each day and full attention to their email during those times (the timing does not real matter - being intentional does).

4)  Multi-tasking kills focus.   Chunk work out and give it 100% attention during it's time slotted in the schedule.   I read recently that we should treat our days like we are being paid $1,000 per hour and act accordingly - take $1,000 per hour action!

5)  Set time limits with clear goals for items on your "To Do" list.    For big projects, break the work load into a series of smaller time line goals.    An example would be a book.   One generally does not sit down and write an entire book...it is chunked out into small bite sized pieces with an ultimate deadline in mind.

6)  Write things down!   No matter how young or old we are, our brains will fail us. Write all To-Do's, appointments, thoughts, ideas into one main notebook or an app such as Evernote or Workflowy.  

7)   Make every minute count.    Whether on the bus, waiting at the Dr., renewing the driver's license  - take your "To Read" file and get some backlog items off the list.   Write Thank You notes to clients,  birthday cards....always have a "waiting in line" file in your purse, backpack, briefcase.

Please feel free to contact us if you would like some assistance planning your schedule for the year ahead, setting priorities and streamlining your procedures.   Adventures in Organizing would love to help.

Is Your Day Planner Friend or Foe? 10 Quick & Simple Tips to Effective Productivity

Last week I received my 2014 planner in the mail.  I do not know about you but one of my favourite things to do is crack open my new planner each year and begin mapping out all the important dates and events.   

In 2014 my eldest daughter Jasmine will be getting married, I need to block the week before her wedding of to help with last minute details, and I need to block the week after off for what I anticipate will be much needed “me” time.

 

A couple of years ago I gave a talk at a woman’s retreat and was asked to come up with one word that spoke to where I was at in my journey.  The word I chose was “Content" my life was in a state of peace and I was completely content.    Having to come up with one word was a challenge but it something I have adopted each year since.  

 Last year it was "Adventure" and my word for 2014 my word is: "Create".    

The word goes at the very beginning of my planner to remind me over my overall goal.

 Here are a few tips for was to maximize your planner usage and ensure that if is being used effectively

1.     Take it everywhere, put everything it and refer to it multiple times per day.   It will not work if you do not open it, read it and use it.

2.     When mail comes in the door, write bill payment dates, write appointments, and invitations dates into your planner

3.    Don’t stop there!  Put addresses, contact names and phone numbers into the planner as well.

4.    Stop the “sticky note insanity”.    Gather all your “sticky notes” and put the details into your planner. 

5.   Keep all your notes, phone details and comments in your planner – if you need to call someone back in a week, write in your planner.    If you are just too in love with your post it’s, use them in your planner.   Eg…if “call John on Tues 27 555-5555 “is the post it not and John was not in, make a note on the 27^th that you called and move the post it to the 29^th in your planner to try again.

6.    Add your grocery and shopping lists to your planner.

7.    Contact information – keep client numbers in your planner.   If you are stuck in traffic and running late, you want to be able to let them know.

8.    Use colour to chunk out and separate activities.   I always highlight my categories in colour.   An example would be…client bookings in “green”, family in “orange”, social media activities in “purple”, and networking events in “pink” and bills to pay in “red”.       At a glance I can see what is happening in my week and the ratio of family to work time.   It helps me keep my priorities in line.

9.    Have a way for your family to know what is happening with your calendar.   Online calendars can be shared.  I use a paper calendar for all of my appointments, and transfer the details to a family wall calendar at home.    I have an online calendar my clients and family can take a peek at to see what time slots remain open.   The kids have actually booked me through my client booking system on occasion to make a point if I have been working too much.

10.                     Let’s go back to #1!   If you do not use it, it will not work for you.   Develop the habit of checking, re-checking and adding to your calendar.

If you would like assistance ensuring you are making the most of your time, space and information, please contact us today for a complimentary phone conversation to see how we can help.    I look forward to hearing from you.    Bless others with your abundance, Jennifer