Archive for productivity

Galley of sailboat

My Favourite Strategy

Posted by Carolyn on
 June 19, 2023

water lines below deck on boat

The Reality

Faced with the magnitude of a project on the weekend, I realized that I refer to my favourite strategy, either productivity and organizing, more often than I realize.

There I was staring into the bilge of my baby. She’s not a big yacht. She is just big enough to require lots of work and weekly, monthly, seasonal and annual maintenance.  You may have heard the expression “a boat is a hole in the water to throw money into”? Yup, that about sums it up. That picture is the water lines in the bilge beside the galley.

In this case it wasn’t the cost of the project, it was how to do the darn thing.  I knew what the end result had to be: tank and lines flushed and filled, inside wiped down with vinegar, dishes and cutlery cleaned, cupboards cleaned out, water filter check, floor washed.

I was struggling with how to get there.  What was the sequence? Why didn’t I write it down last year? Where were last year’s notes anyway? Why couldn’t I just go sailing….?

The Challenge

Frustrated and discouraged, wondering if I ought to have stayed home and worked on my year end finances, I went out to the cockpit. My task list notebook was waiting for me, never far from reach. As I stared at the empty page in my notebook, I thought “this is what my clients maybe feel like before we work together”.

The water system needed to be drained of the potable antifreeze from the winterization. The inside of the boat had to be wiped down with vinegar (my anti mold weapon). The cushions needed airing, other things needed washing. I scribbled away.

The Solution

Break it down. Then break it down again.

This is by far my favourite organizing and productivity strategy. I wrote everything I could think of that needed to be done. Then I did my best to try and sequence the steps.  Some were two person jobs.  I reassessed what I could do alone, and where I needed someone else to help.

Even just seeing the list made me feel better. The tasks seemed more concrete and less overwhleming. The project seemed doable but maybe over two days instead of one. The extra set of hands would have to wait for the second day.

Throughout the day I checked in regularly with the list.  This kept me on task.  Yes, I strike out what is complete. This keeps me motivated and energetic. And if you followed my Instagram account, you know I had to take a break at lunch to reassess progress again.

Here’s a peak at the list IMG_3821 after day one.

The ResultGalley of sailboat

Everything got done right down to washing the dishes and setting out the sheets not the berth. Fresh water in the tanks. Filter clean. Fresh dish towel on display – ready to sail and entertain.

My favourite organizing and productivity strategy came through again.

What’s your favourite strategy? Do you have one. Feel free to borrow mine. It works.Forward v berth on sailboat with green linen

Organizing Challenges Organizing Sports Gear Organizing Strategies Productivity Uncategorized
Tags : ,
image of valley seen through a crystal ball on a rock ledge

Mindful Reflection

Posted by Carolyn on
 May 29, 2023

image of valley seen through a crystal ball on a rock ledgeWhile mindfulness is designed to create awareness in the moment, mindful reflection gives us an opportunity to develop awareness of the past. That awareness give us the chance to look at something from a distance; to examine it from different angles.  And just maybe, we can see things from a different perspective.

Reflection

I was hunting for photos on Unsplash.com and Pixabay.com, my two favourite royalty free photography sites. My goal was to find a photo to illustrate the notion of paradigm for my Instagram account @caldwell_evolution (shameless plug for more followers). The photo of a crystal ball reflection caught by eye. While it was perfect for Instagram post I was working on, it also made me think of reflection.

Mindfulness instruction schools us to be aware, on purpose, in the moment without judgement. What if we could also be aware, on purpose, of the past without judgement? How is it that through mindfulness we allow ourselves to suspend judgement of our thoughts, habit or behaviours as they are happening and not in reflection? What’s wrong with looking back a little farther and seeing what cold be learned?

Mindfulness and Awareness and Reflection

So I wondered if Mindfulness could be applied to gain awareness and insight into things that had already happened.  Wouldn’t it be great to suspend judgement for things we realize from the past along with the here and now. And like the crystal ball reflection, could we use the reflection to turn things upside down and see them from a different angle.

Perspectivelooking at the upside down reflection through a crystal ball of a beach and water

So much of the productivity coaching I do is supporting clients to see how their perspective may be influencing their ability to move forward on their goals and dreams. A perspective of success, opportunity, positive thinking, excitement and anticipation usually leads to moving forward with the same eagerness. More negative thinking usually leads forward with frustration, failure and limited accomplishment.

Using mindful reflection to look back on a situation, without judgement, help us develop awareness without criticizing ourselves. That lack of judgement makes for a better chance to learn. What if our paradigm needed a shift? Is there a different way to look at the situation? Could turning the picture upside down and give us a different angle? What was there to see?

The Crystal Ball Reflection

Maybe I ought to have titled this post The Crystal Ball reflection. That special reflective dynamic automatically turns things upside down.  What looks the same or different? Does something feel the same or different? What would you do more of? What would you do differently? That awareness without judgement is key to creating meaningful change.

Clarity I AM Evolution Coaching Productivity
Tags : , , , ,
the lower legs and feet of two people running on a dirt path. Taking small steps

The Magic of Action

Posted by Carolyn on
 April 3, 2023

What is the Magic of Taking Action?

Taking action creates magic in the most wonderful and unexpected of ways.  For example, I’ve been working with a new accountability partner.  JJ, a colleague, reached out for assistance with a procrastination business issue, and I realized I had my person. I was having the same issue. While our businesses are unique, the struggles to overcome resistance as a solo entrepreneur are sometimes more than we can tackle alone. We made a pact for 90 days.

Curiously, the minute I asked about working together, and he said yes, the magic started to happen. Suddenly I was creating crystal clear, 90 day goals.  Soon, I had them broken down into three sets of 30 day goals. We both agreed we needed a clear, written vision for what we wanted to accomplish by the end of the 90 days. So I wrote a vision statement. Then I remembered I had started a vision movie a year ago. The movie was dusted off and updated and dropped to my desktop. Before I knew it I was in full-on action mode and the magic was everywhere. Things were getting done.

Action Creates Energy

Action is like its own feeding station. Once you make the first move in the direction of your goals, energy is created and the next move gets easier. And then the next one and the next one.  It’s like swimming; with just one small stroke you start moving through the water. Another stroke and you move faster. Put the two together and suddenly you’re moving through the water like a fish.

Nothing is more stagnating than stagnation itself.  Standing still is inertia and inertia is the hardest state to shake out of.

Action Reveals a Pathway

Have you ever renovated a room in your house or apartment? Then you know the expression “one thing leads to another”. Action is like that. Much like walking in the forest and following a path. One step, then another, then another and like magic the path reveals itself between the trees.

Often we just don’t know what the path looks like.  Procrastination reinforces the unknown like “I just don’t know how to do this” or “I just don’t know how to make this happen or get it done”.

Taking just one small step forward can change all that.

Action is the Solution to Fear

Nothing feeds fear like fear itself. Fear makes us freeze or run away. Neither is helpful to managing clutter or trying to accomplish our goals and dreams.

Action is the antidote to fear, is a quote from Amy Porterfield course creator, podcaster, online content guru, author and speaker. We think our challenge looks like this rock climber. We think we will be hanging from the cliff edge with a few ropes and carabiners.

Often the reality is quite different than our fear-based perspective. Often the reality is more like that walk in the forest where a simple step forward reveals the next section of pathway.

How to Break out of Inertia

Earlier last year I wrote about self coaching your mindset when mindset is the reason for not taking action. Let’s look at three specific activities you can use to propel yourself in the direction of success.

  1. Review the outcome of what it is you are trying to do or accomplish.  Get a really clear view in your mind of what the accomplishment will look like. Athletes who use visualization to support their success all know how strong this tool can be. Our brain doesn’t distinguish between what we actually did and what we think we did.  When an Alpine downhill ski racer visualizes in minute detail streaking down the hill in perfect formation to successfully cross the finish line in 1st place, the brain believes this is what actually happened. Get clear on the outcome – in colour detail.
  2. Identify the smallest step forward – the smallest action – you could take in the direction of your goal you know you are guaranteed to be successful. It doesn’t matter how small the step is.  Remember, just taking the step forward will generate energy, show you the path and help overcome fear.
  3. Celebrate your success when that first step has been accomplished. Reward yourself for facing your fear, tackling the inertia and getting a step done. Then immediately identify the next, small, guarantee-to-be-successful step.  Commit to a date on when that next step will be taken. Repeat.

You got this. Go for it.

Action I AM Evolution Coaching Organizing Challenges
Tags : , ,

3 Steps for Creating a To Do List That Works

Posted by Carolyn on
 July 27, 2021

Is your To Do List not getting things done for you? Are you struggling to create a To Do List that works? Many of my clients are frustrated that they have created many lists over and over and over again and none work. None of their lists help them get stuff done.

To Do Lists are not all equal. Some work better than others. Let’s get yours working for you. Here are 3 steps for creating one that works:


1. Write only 3 Items on your To Do List

While you may feel that you have dozens and dozens of items to accomplish for the time you are planning, the reality is the most people only get one or two items done. I recommend focussing on only three items: the top three priority items that will accomplish your goals for the day. Everything else can sit on a parking lot list. Focus your List with tasks; don’t distract it with wishes dreams and wishes.


2. “Verb Up” your To Do List

Start each of the three items on the To Do List with an action verb. An action verb is a clear direction to your brain; do something, action is required. Even the exact action is clear.  Many people make the mistake of writing their list with nouns. Your brain sees the noun and knows something needs to be done. But what? Your brain has to work harder to remember what desired “to do” actually is. Giving your brain a clear action verb makes it crystal clear what needs to be done. You and your brain can both focus the task.

For example, rather than writing “Cake”, write “bake Cathy’s birthday cake”. If you plan to ice the cake as well, “Ice Cathy’s birthday cake” would be a separate item.


3. Complete Item 1 Before Moving to the Next Item.

Focus on the top priority until it is finished.  Keep working on the top priority item on your list until it is actually completed. Then, and only then, move onto the second item.  Use this key ingredient and make sure your To Do’s are finished and your List is working.  If the item is too big to finish in the time allotted, break it into smaller task and schedule the tasks for when there is time.

Using these three steps will strengthen your list’s ability to work for you. And hey, you want it working hard for you right? Finish your priorities; your To Do List is working for you.

Productivity
Tags : ,

Time Tamer Tuesday – 5 Steps to Time Management at the Office

Posted by Carolyn on
 March 14, 2017

Time Management at the Office

Time Management, The Illusive Goal

Wouldn’t it be nice to know that time management was actually possible? Do you wish you could get more done at the office?

Unfortunately, despite all attempts otherwise, none of us can manage Time; that is the reality.  It continues to tick away – 24 hours in each day, 60 minutes in each hour and 60 seconds in each minute – each and every day of the year.  We can, however, manage ourselves.  We can manage ourselves to do more with the time we have available. Manage your behaviour around getting things done, and time will seem way more friendly – almost like you did manage it. Here are 5 steps to get help you out.

Step 1 – Commit to Behaviour Change as a Time Management Strategy

Start by committing to managing yourself in order to get time management under control.  Set the intention to become more productive with  your time.  With a commitment to your own behaviour change, time management becomes less illusive.  Make a pact with yourself to take responsibility for doing more in less time.  While time is not to blame for what you can’t get done, only  you have control over what you CAN get done.  So take back control.

This is the toughest step.  Get firmly planted in this direction, and the rest will seem much easier.

Step 2 – Identify Your Top Priorities and Tasks for each Day, Week, Month and Year

Time Management at the Office, Set Goals

You likely already have annual priorities identified as part of your annual planning, goals, performance objectives or other performance measurement or company planning strategy.  Are you an entrepreneur?   Have you got your business objectives lined up for the year/quarter/month/week?  Great.  Now turn them into goals for the month, week and day.  What do you need to get done by the end of the day, week, month, and then the quarter, to accomplish your annual goals?  The priority tasks for today will feed into your priority goals for this week.  The same is true for the month.  By the end of this week, are you a quarter of your way to your priorities for the month?  What has to be finished to get there?

Daily tasks are the key to keeping the productivity up.  Keep your daily priority tasks simple and short.  Now write them down.  Start with a verb to direct your action.  Rather than writing “Managers’ Report” write “Collect data, analyze and write Managers’ Report”.   Writing down goals helps set the intention and for many of us, helps lodge those goals into our brains to help keep us focused and pointing in the right direction.

Step 3 – Book Time in your Calendar to accomplish the Tasks

For time management book tasks into your calendar.

Each task takes a certain amount of time.  Estimate this to the best of your ability and book the time to accomplish the task into your calendar.

There’s a funny thing about tasks we want/need/should get done, especially some of the tougher ones.  If we don’t book time and protect that time, everything else, on everyone else’s priority list, has the opportunity to get

Step 4 – Commit to the Time Scheduled – and Let Everyone Know

Your time is committed; tell the people around you.   Close your door.  Ask not to be disturbed.  Put your phone on silent.  Turn off your email alerts. Turn off all your alerts except for any related to risk management that require you to drop everything and respond (are you on the Code Blue Team?).  This often takes some practice.  With time, however, people will come to understand that you commit to your time and expect them to respect that.  And they will love that you get stuff done.  Your boss knows that managing these boundaries helps you to get stuff done for her/him.  Reports are on time.  Your staff recognize that you get stuff done for them.  Schedules are on  time.  You approve vacation requests quickly.

Nice.

Step 5 – Commit to Running Productive Meetings

You’ve got a meeting to run?  Set an Agenda.  Send it out ahead of time.  Be clear on what you are trying to accomplish.  Remember, other people struggle with time management as well.  When you are clear on the agenda, people you meet with are grateful.  Stick to it your agenda.  Finish the meeting just as soon as the agenda is accomplished.  While we are all interested in someone else’s successes, their celebrations and someone else’s venting their frustrations, if all that isn’t on your agenda, it will have to wait for some other time.  You run a focused and productive meeting.

 

With a commitment to managing yourself, identified priorities, time booked for your key tasks, protection of your time and productive meetings, time management at the office is no longer illusive.  At least it will feel like you managed time.

Office Organizing Organizing Time Time Tamer Tuesday
Tags : , , ,

Looking for more tips and strategies? Sign up for Caldwell Evolution Newsletter.

  • This field is for validation purposes and should be left unchanged.
Caldwell Evolution | Copyright © 2023 All Rights Reserved
Website by Janet Barclay