This post is going to make everyone else happy and give you some more work. “Oh great!”, I can hear you say. But remember, when your organization makes everyone else happy, you look good.
It’s not about goals – its about agendas. Do you use them for your meetings? Do you send them out ahead of time? Are they clear and concise and related to the previous meeting’s minutes (if there was one)?
There is almost nothing worse for meeting attendees, even the virtual kind, than a meeting that doesn’t stay focused, runs overtime and doesn’t accomplish the goals for which it was set up. Your agenda, sent out in advance, will notify everyone of the purpose of the meeting, the time commitment, who will attend, what they are expected to contribute and what they can expect to get out of it.
Set up your meeting agenda. Send it out ahead of time. Stick to the agenda when you meet. Everyone will be happy to attend your meetings.
Archive for Time Management – Page 4
“If I had time“, you say, “I would be more organized!” I know, me too. Unfortunately since none of us have figured out how to put an extra couple of hours into each day, we will just have to work with the 24 hours that we have.
Let’s start with your calendar. Do you have one? Do you carry it with you all the time? If it is a paper calendar, can you put it into your purse, briefcase, computer bag? If it is electronic, can you carry it in your purse, briefcase, computer bag?
Since this series is about maintenance tips I am concentrating on keeping organized (as opposed to the clearing out and sorting to get organized). Ensure that today’s appointments are in your calendar. Review tomorrow’s appointments before the end of the day so that you have time to prepare for whatever is scheduled. If you have car service arranged, have you organized someone else to take the kids to swimming? It takes only a minute or two to review the appointments for tomorrow. It could take a lot longer to catch up if you miss something or it takes you by surprise. At the end of the week, review your appointments and plans for next week. Again, the anticipation will give you a chance to plan and prepare.
Once that is done, you can head for your evening knowing your plans for tomorrow and next week are already in place and organized. Aren’t you clever!
“If I had time“, you say, “I would be more organized!” I know, me too. Unfortunately since none of us have figured out how to put an extra couple of hours into each day, we will just have to work with the 24 hours that we have.
Let’s start with your calendar. Do you have one? Do you carry it with you all the time? If it is a paper calendar, can you put it into your purse, briefcase, computer bag? If it is electronic, can you carry it in your purse, briefcase, computer bag? Do you have a family calendar (if you have a family)?
Since this series is about maintenance tips I am concentrating on keeping organized (as opposed to the clearing out and sorting to get organized).
Ensure that today’s appointments are in your calendar. Review tomorrow’s appointments before the end of the day so that you have time to prepare for whatever is scheduled. If you have car service arranged, have you organized someone else to take the kids to swimming? It takes only a minute or two to review the appointments for tomorrow. It could take a lot longer to catch up if you miss something or it takes you by surprise. At the end of the week, review your appointments and plans for next week. Again, the anticipation will give you a chance to plan and prepare.
Once that is done, you can head for your evening knowing your plans for tomorrow and next week are already in place and organized. Aren’t you clever!
How often do you book a meeting with yourself in order to get time alone to work on a priority item? All too often, we feel guilty for booking time to ourselves rather than making ourselves available to the people in our business world. Consider, however, whether or not those priority items are in fact getting done on a timely basis with the number of distractions coming into your workspace during your regular work day.
Booking a quiet hour whether for a project, a task, or to think can be a very effective organizing tool for managers and executives. It is especially effective for planning time at the end of the day. The best time to plan for tomorrow’s agenda is at the end of today. Taking a quiet hour to review your priorities, plan out your day and block in your activities will increase your effectiveness as a leader and as an employee.
It may take a couple of times before the people around you realize that you really do mean to be left alone. Don’t answer the phone, email or door. Pretend that no one is in the office. Concentrate for that quiet hour on the task at hand. Pretty soon other people will learn to respect your time and need to work alone. Especially when they see the productivity that results!
Here’s a tip from Julie Morgenstern’s book Never Check Email in the Morning.
Avoid sending FYI’s. They clog your inbox and everyone else’s and are a tremendous time drain with little reward. Never send an FYI without telling the reader at the beginning of the message why you think it will be of interest to him/her. For example, send and FYA or For your Awareness to keep you boss on the inside track just in case.
For many people the concept of anticipating what’s coming down the road is hard to to grasp. We are all wired differently and not everyone has the same orientation to the future.
In this case, I find helping clients to plan ahead is more helpful. How far can you plan ahead? Many of us work with financial planners to plan ahead for our retirement. That’s a form of organizing the future. Some of us plan ahead for our children’s education with education funds. That’s also a form of organizing the future.
How about planning ahead for summer activities? Have you thought about your children’s activities for the summer? Have you booked the camps that they want to attend? Plan ahead to that you, and your family, are not disappointed by applying or acting too late.
How about planning ahead for the weekend? Have you made plans? Have you organized the gear that you might need for those plans? Are you using the weekend to plan ahead for the next week.
Try writing a list of a couple of things you need for tomorrow to make it an easier day. See if you can get those accomplished today before you turn out the light. That’s planning ahead and organizating your life, one step at a time.
Here is comes folks. All us semestered families are heading for the last stretch of the semester and the big E word: Exams.
For some teenagers exams are just another opportunity to show off how much they know and how much fun they had studying. Not my teenager. She is having fun alright: at the swim meet, the ski hills and movie nights at a friend’s house. So how do we instill the discipline to study and review all that must know information in order to encourage the best opportunity for success in our teens?
Here are some tips for your teen to set themselves up for success:
Step 1 – Establish a list of all the material that will be covered in the exam. If you aren’t sure, check in with the teachers before the term is over. Once classes are out they are harder to find. Most curriculum is broken into units providing a natural way to organize and list the material. A term is likely about 10 – 13 units. Review the list and your notes. Do you have all the information you need to study? Do you need to pick up notes from a friend or teacher for classes you missed?
Step 2 – Break down the material into the time you have to review it. If you have 5 days to study for 4 exams and 4 hours a day, you may choose to use one hour a day per subject. For ten units that would be 2 units per day. Did I loose you on the math? Simplify: Break down the material into bite size chunks for which you have the time.
Step 3 – Remove all other distractions (cell phone, ipod), be rested, well fed and take frequent breaks. Most adults can concentrate for about 45 minutes. Expect your teen to get up and move at least every 45 minutes.
Step 4 – Review, repeat. Review, repeat. Familiarity will assist with recall.
Good luck!
How often do we use the words “someday I will…” Occassionally? Frequently? Can anyone claim never? Are you suffering from someday syndrome?
Someday No More
I have a colleague who can claim “not any more”. Alex Fayle, a professional organizer used to say “Someday I will live and write in the south of Spain”. Like so many of us he had his share of wishes for another day. Unlike the majority of us, Alex did something about his vague wishes and made them his reality.
Someday Syndrome is not only his story but a resource for anyone suffering from the procrastination syndrome. Does this sound familiar?
- Someday My Ship Will Come In
Waiting for, instead of pursuing, your dreams - I’ll Get Around To It Someday
Wasting your life with navel-gazing and other procrastination games - I Might Need It Someday
Filling your life with stuff instead of achievements.
If you have ever suffered from procrastination, even mildly on a bad day, I recommend this read to you. Never was there a better time than the fresh beginning of a year to end those somedays and start creating your amazing life full of acheivements.
Procrastinate No More
Setting a specific time to accomplish actions helps those actions to actually take place. Unless something is scheduled, it typically doesn’t happen. Once something hits the calendar, it has a time commitment that is protected.
Putting actions or goals on a calendar also helps to focus one’s attention on that item Once Alex had committed to moving to Europe (Spain), and put a date to that, he started selling possessions and shedding items to make it a reality.
Write it Down
Writing down our thoughts makes those one day items tangible and real. Make your goals more tangible and keep them away from that far off, unspecific thinking.
The month of December is a challenging one for many people. As an organizer and blogger, I offer my clients and readers suggestions for easing the burden of multiple commitments and a fast paced society by organizing space,time and “stuff”.
Laura over at OrgJunkie has reminded us all that it is important from time to time to sit back, take stock and remind ourselves of what is really important in our lives at the end of the day. I commend you to her post When You’re Not Enough from December 9.
I hope that my posts would never lead you to feel that you are not doing enough in your life. If you are spending time on your top priorities, then clear the rest of the clutter and give yourself breathing space to do a great job at it. If your are wondering why you are doing what you are doing, then step back and take stock. What really is important? Enjoy putting your time and energy into that.
#14 Gift Wrapping – Maybe you like wrapping gifts at the last minute and scrambling at the 11th hour. On the other hand, maybe you wish you could have all your holiday gifts wrapped and waiting for their recipients while you relax and calmly enjoy your friends, family and holiday festivities.
If you fall into the first group of people you are reading this blog because you think I’m an outstanding writer and due for an award. I’m guessing that’s not the case for most of you and you really would like to get a grip on the season.
OK – Book a date in your calendar to wrap presents. Now book a second date. It always takes way longer than you think. Check that you have a copy of your favourite movies to watch or music to listen to while you wrap. Pull out all your wrapping supplies, gift tags and ribbons. Is there enough? Replenish only if necessary. Get ready for that calm enjoyment of the season.
