Managing Information...part 2
Mail, that is that from the U.S. Post Office, is one thing wherein you often receive much information that you did not ask to receive. What to do with all of this information? One good strategy I learned from a friend works like this. Go to your mailbox, pull out all the mail. Then go to a dumpster or trash can that is outside (before ever going into your home) and throw away the stuff that you do not need. Do not even bring it into the house! After which you are only bringing necessary or needed mail into the house. Now, what do you do with this influx of information?
You can have a sorting tray so you can have pre-selected categories such as bills to pay, action needed, file. You then may set aside a time once a week when you go through the mail, write the checks, check any statements for accuracy, take actions needed such as completing forms, making calls, writing notes and sending out mail.
On the other hand, you may prefer to handle the mail every day as it is picked up. In this case you can select a time of day when you will pick up the mail, sort it out over the trash can, sort it by category in trays and act on it all at the same time.
I suggest handling, sorting and acting on mail no less than at least once per week. If possible once a day may be a good way to start and get control of your mail.
If one is ever behind on the mail, the first step is to start handling the mail that comes in today, today. Keep that a priority and only go back to old mail after the mail of the day is handled. As mail goes, with reminders and such, typically within 30 - 45 days of handling what comes in daily as it comes in, one is caught up with at least 95% of the mail. Then, when there is time and energy to devote to old, unprocessed mail, set aside time to go through this stack of mail.
Whenever going back in time to catch up on mail, go from today, backward to yesterday and so forth. In other words sort the most recent mail first. The key here is establishing and follow a new habit of what comes in today is looked at first. You should look first for payments to YOU and bills to pay as these are most important. As a second round back, perhaps if you notice something important, something unusual or something you do not recognize, handle those next. Finally, go through the rest of the mail over the trash can throwing out everything you possibly can.
It is hard to find many exceptions, although there are some, to handling first the information coming in today, establishing that habit today forward...whether it is postal mail, email, phone calls, voice mail, fax, notes and papers on the desk or floor. Remember our motto, most recent first.
If it is hard to get started remember to ask someone who gives you good support to be in the home with you while you work, someone with whom you feel comfortable, supported and not judged negatively.
Get your new systems, strategies and routines started today to handle today’s information!
Sunday, August 30, 2009
Sunday, August 16, 2009
Time Management Part 2
Time Management Part 2
There are a couple of systems and strategies or “tricks and tools” I use for time management that may be useful to you.
One thing is that I prefer to have time pieces (watches and clocks) that have an hour and minute and second hand on them. There is something about those time places that gives the sense of time passing to me…deep into my bones that a digital/numerical clock does not.
Next, and more importantly for me, is the use of day planners that allow me to have monthly views. I prefer to visually see at least one month laid out at a time, however often at least 3 months laid out in advance is extremely helpful. I have some large laminated calendars in my office that show the big stuff, or stuff I must remember such as travel departure date, return dates, and place, key meetings that may happen once a month or less (so that I remember them). That way, when I am planning for workshops, coaching calls or additional travel, I can see what space is available for further planning. I can also get a sense of what type of rhythm is forming and working for me in my schedule. I tend to plan my schedule in chunks of a month at a time for the big stuff, review a week out on Sunday evenings, and the next day coming the evening before.
I also use a calendar I can access on line (via the internet) that is viewable by day, week or monthly formats. It is easy to schedule recurring coaching calls and other recurring activities with the ability make adjustments quickly. It does not give me as large of a view as I like to have sometimes, that is why I still duplicate some of the events in my internet calendar on my wall calendar.
If time seems elusive to you, experiment with these tools: a clock and watch with hour, minute and second hands, a large wall calendar with at least a 2 month view, and a paper or electronic day planner that is easy for you to see at least a one week and one month view. Be sure to first place key activities; such as work, class, health & wellness appointments, and any key thing; such as grocery shopping, that you want to make sure get done on the calendar. Then, with whatever time may be left, add the other stuff. It is essential that you schedule time for fun and social interaction for your own peace of mind, sense of well being, and to regroup for the rest of life.
There are a couple of systems and strategies or “tricks and tools” I use for time management that may be useful to you.
One thing is that I prefer to have time pieces (watches and clocks) that have an hour and minute and second hand on them. There is something about those time places that gives the sense of time passing to me…deep into my bones that a digital/numerical clock does not.
Next, and more importantly for me, is the use of day planners that allow me to have monthly views. I prefer to visually see at least one month laid out at a time, however often at least 3 months laid out in advance is extremely helpful. I have some large laminated calendars in my office that show the big stuff, or stuff I must remember such as travel departure date, return dates, and place, key meetings that may happen once a month or less (so that I remember them). That way, when I am planning for workshops, coaching calls or additional travel, I can see what space is available for further planning. I can also get a sense of what type of rhythm is forming and working for me in my schedule. I tend to plan my schedule in chunks of a month at a time for the big stuff, review a week out on Sunday evenings, and the next day coming the evening before.
I also use a calendar I can access on line (via the internet) that is viewable by day, week or monthly formats. It is easy to schedule recurring coaching calls and other recurring activities with the ability make adjustments quickly. It does not give me as large of a view as I like to have sometimes, that is why I still duplicate some of the events in my internet calendar on my wall calendar.
If time seems elusive to you, experiment with these tools: a clock and watch with hour, minute and second hands, a large wall calendar with at least a 2 month view, and a paper or electronic day planner that is easy for you to see at least a one week and one month view. Be sure to first place key activities; such as work, class, health & wellness appointments, and any key thing; such as grocery shopping, that you want to make sure get done on the calendar. Then, with whatever time may be left, add the other stuff. It is essential that you schedule time for fun and social interaction for your own peace of mind, sense of well being, and to regroup for the rest of life.
Monday, August 10, 2009
The Big Goal
The Big Goals Part 2
Just as we alluded to in the Big Goals original posting, when you state your goals in the SMART way, you have a scientific approach to achieving your goals. However there is the artistic side of setting a big goal that needs to be incorporated into the process. The artistic portion has to do with your inner motivation and personal values. It answers the question what do you want? by achieving this Big Goal.
In our previous example, we had set the goal of reading for one hour per day five days per week. In this example we didn’t specify; What do you want to read? Why do you want to read? What will you gain from this reading? So we set the SMART goal however we didn’t address the artistic side of the Big Goal. There are a wide variety of book genre’s to look at, fiction, self-help, finance, technology and leadership, just to name a few. Now comes the hard part, you will need to set the specific books you would like to read. You will choose five (5) books that would top your list and set the Big Goal to read them. Since we don’t know how fast we will read the books, we can’t specify an end date. However, our goal is one hour per day for five days per week, therefore we have set aside the time to complete the goal. We aren’t setting an end date on this goal so we can work until we achieve it and that will be fast enough. We have amended our goal to: I want to read these five (5) books for an hour a day for five (5) days per week. We are incorporating the artistic and SMART processes together to get our amended Big Goal.
Remember there is a difference between personal big goals and work big goals. In the work environment, there are many deadlines and rigidness to the goals at hand. While we can still incorporate the SMART and artistic goal setting process, we must remember that deadlines at work must be met and accommodate for these.
For both work and personal goals, the main thing to remember is to break it down into small pieces (an hour 5 days per week) and celebrate your small successes. When you think about Big Goals in this manner it will keep you focused and relieve some of the overwhelming stresses that usually coincide with Big Goals. It’s okay to enjoy the work to achieve success and its okay to leave a little thirsty for more every day. A great way to think of a Big Goal is that it is just a bunch of small goals sequenced together to achieve success.
Just as we alluded to in the Big Goals original posting, when you state your goals in the SMART way, you have a scientific approach to achieving your goals. However there is the artistic side of setting a big goal that needs to be incorporated into the process. The artistic portion has to do with your inner motivation and personal values. It answers the question what do you want? by achieving this Big Goal.
In our previous example, we had set the goal of reading for one hour per day five days per week. In this example we didn’t specify; What do you want to read? Why do you want to read? What will you gain from this reading? So we set the SMART goal however we didn’t address the artistic side of the Big Goal. There are a wide variety of book genre’s to look at, fiction, self-help, finance, technology and leadership, just to name a few. Now comes the hard part, you will need to set the specific books you would like to read. You will choose five (5) books that would top your list and set the Big Goal to read them. Since we don’t know how fast we will read the books, we can’t specify an end date. However, our goal is one hour per day for five days per week, therefore we have set aside the time to complete the goal. We aren’t setting an end date on this goal so we can work until we achieve it and that will be fast enough. We have amended our goal to: I want to read these five (5) books for an hour a day for five (5) days per week. We are incorporating the artistic and SMART processes together to get our amended Big Goal.
Remember there is a difference between personal big goals and work big goals. In the work environment, there are many deadlines and rigidness to the goals at hand. While we can still incorporate the SMART and artistic goal setting process, we must remember that deadlines at work must be met and accommodate for these.
For both work and personal goals, the main thing to remember is to break it down into small pieces (an hour 5 days per week) and celebrate your small successes. When you think about Big Goals in this manner it will keep you focused and relieve some of the overwhelming stresses that usually coincide with Big Goals. It’s okay to enjoy the work to achieve success and its okay to leave a little thirsty for more every day. A great way to think of a Big Goal is that it is just a bunch of small goals sequenced together to achieve success.
Sunday, August 9, 2009
Inner Motivation, Part 2
Inner Motivation, Part 2
What is important to you? What makes your heart sing? What makes the time go by quickly? These are the tasks that you do that utilize your Inner Motivation. When we are absorbed in a task and the time flies by this is usually a task that motivates you. These tasks are followed by feelings of satisfaction, heartwarming pleasure, peacefulness, joyfulness and happiness. Intrinsically, these tasks are somehow deeply important to us so when we complete them we feel great.
The challenge this week is to notice the tasks you complete. Some will be fulfilling and some won’t be fulfilling. The goal is to notice the tasks that you get lost in doing and bring a smile to your face at the end of the day. These are the tasks that motivate you from the inside and are easy for you to complete. If you have tasks that don’t give you that feeling of satisfaction, our future goal will be to change how the tasks are completed or figure out how to delegate them to someone who will be motivated by them. However, this week we are just noticing the tasks and how we are motivated to complete them.
What is important to you? What makes your heart sing? What makes the time go by quickly? These are the tasks that you do that utilize your Inner Motivation. When we are absorbed in a task and the time flies by this is usually a task that motivates you. These tasks are followed by feelings of satisfaction, heartwarming pleasure, peacefulness, joyfulness and happiness. Intrinsically, these tasks are somehow deeply important to us so when we complete them we feel great.
The challenge this week is to notice the tasks you complete. Some will be fulfilling and some won’t be fulfilling. The goal is to notice the tasks that you get lost in doing and bring a smile to your face at the end of the day. These are the tasks that motivate you from the inside and are easy for you to complete. If you have tasks that don’t give you that feeling of satisfaction, our future goal will be to change how the tasks are completed or figure out how to delegate them to someone who will be motivated by them. However, this week we are just noticing the tasks and how we are motivated to complete them.
Monday, July 27, 2009
Values...Living them
Values
When we think of values, we begin to think broadly. I value God, Earth, Sun, Moon and/or Family. All of these are great values but when we want to see how our values are impacting our current lives, we need to look a little closer to the heart. Our goal is to make choices in our lives that will help you to live with values at the top of mind. It doesn’t matter what your values are, the question we need to answer is ~ Are we living our lives honoring our values?
Taking what we now know about ourselves and what is important to us, we need to put our thoughts on paper. As you re-read blog entries, notes you have made and tests you have taken; think about what resonates with you in each of these settings. It may be relationships, knowledge, innovation, appreciation, friendship, love or something completely different. You may find words or phrases that continually come up, just make a note of these. They may lead to some of your value words. We will all have values unique to us and that is perfectly normal. Once you have identified your value statements or words, spend a month noticing what values “show up” in your life and what values are missing. This will give you the foundation for improving your life.
When you think about identifying your values, remember they don’t have to be the big guns. For instance some of my value words are connection, innovation and appreciation. Taking innovation for me this means constantly improving things. I feel satisfied when there are improvements, both large and small. This is an important value for me. Our goal with this exercise is to find out what is important for you.
Go after your discovery process and if you need help, work with someone that can give you clarity and organization around your values and how you use them in your life.
Additionally, we have recorded our working session for this blog entry. You may listen at:
When we think of values, we begin to think broadly. I value God, Earth, Sun, Moon and/or Family. All of these are great values but when we want to see how our values are impacting our current lives, we need to look a little closer to the heart. Our goal is to make choices in our lives that will help you to live with values at the top of mind. It doesn’t matter what your values are, the question we need to answer is ~ Are we living our lives honoring our values?
Taking what we now know about ourselves and what is important to us, we need to put our thoughts on paper. As you re-read blog entries, notes you have made and tests you have taken; think about what resonates with you in each of these settings. It may be relationships, knowledge, innovation, appreciation, friendship, love or something completely different. You may find words or phrases that continually come up, just make a note of these. They may lead to some of your value words. We will all have values unique to us and that is perfectly normal. Once you have identified your value statements or words, spend a month noticing what values “show up” in your life and what values are missing. This will give you the foundation for improving your life.
When you think about identifying your values, remember they don’t have to be the big guns. For instance some of my value words are connection, innovation and appreciation. Taking innovation for me this means constantly improving things. I feel satisfied when there are improvements, both large and small. This is an important value for me. Our goal with this exercise is to find out what is important for you.
Go after your discovery process and if you need help, work with someone that can give you clarity and organization around your values and how you use them in your life.
Additionally, we have recorded our working session for this blog entry. You may listen at:
Friday, July 17, 2009
Transitions (from one task to another)
Transitions – the ability to stop one task and start another task
If you think transitions are a challenge for you, then it’s time to put on the detective hat and ask some deep and specific questions to achieve resolution.
Are you having trouble stopping the task you are currently working?
Are you having trouble putting away the items in an organized fashion?
Can you find the items you were recently working with when called to do so?
Is your desk cleared and organized enough to work effectively?
Do you notice the time that has elapsed while working on a project? Can you break away if needed?
Have you decided when to stop the project (before beginning each work session)?
Is it that you have trouble starting the next task? Is this unique or always a challenge to start the next task?
Are you overwhelmed with starting the next task, after clearing your desk from the original task?
Do you have trouble transitioning from one project to another of the same type, or is it to projects of a different type?
Planning will help to execute your projects and maintain transitions. You may notice that you don’t decide before starting a project the duration of time you will commit to working on the project. One solution may be a timer to help to queue the brain that the time allotment for this phase of the project is coming to an end. You can set the timer for 15 minutes prior to ending the project for the day; this will allow the brain to start winding down. You can begin to clear your head, make notes on where you are in the project and put it away for another day. Next you can allow yourself 15 – 20 minutes to move, walk around, go get the mail, grab something to eat and get ready for the next task at hand. Often the brain requires some time between one task to another. This time can also be spent with some quick movement of the body…pushups, sit-ups, jumping, skipping… Sometimes music helps or some breath exercises or just a few examples.
Here is a story that illustrates some points: This weekend, one of my “Life Make – Over Clients go together. We cleaned her garage. This was a large task that she and I undertook in the summer heat. We decided before going out to the garage that we would spend one hour on the project before transitioning into a break. We decided our total time today would be two hours of work and then we were done. We set the alarm on her cell phone for 60 minutes and started in one corner. When the alarm went off, we transitioned into break and lunch. After cooling down for two hours, we were able to transition back into work mode and spend another hour cleaning and organizing. At the end of this time, the project was completed and we worked within our time constraints. We were able to start the project with specific time set, we took breaks to clear our minds and nourish our bodies, we cleaned up the tools we used and completed the projected within the specified time frame. If we hadn’t completed the project after our time limit of two hours, we would have put away the tools and set another date to complete the project. The key here wasn’t to complete the project, it was to get started, transition to a break, stop at the allotted time and know that progress was made.
Your first line of detective work is to notice where the problem begins, realizing it could be at more than one point in a project. When thinking about transitions it’s finding out about your work habits and where the bottlenecks in the processes lie. Once you find the bottleneck, you will be on your way to discovering strategies and solutions.
If you think transitions are a challenge for you, then it’s time to put on the detective hat and ask some deep and specific questions to achieve resolution.
Are you having trouble stopping the task you are currently working?
Are you having trouble putting away the items in an organized fashion?
Can you find the items you were recently working with when called to do so?
Is your desk cleared and organized enough to work effectively?
Do you notice the time that has elapsed while working on a project? Can you break away if needed?
Have you decided when to stop the project (before beginning each work session)?
Is it that you have trouble starting the next task? Is this unique or always a challenge to start the next task?
Are you overwhelmed with starting the next task, after clearing your desk from the original task?
Do you have trouble transitioning from one project to another of the same type, or is it to projects of a different type?
Planning will help to execute your projects and maintain transitions. You may notice that you don’t decide before starting a project the duration of time you will commit to working on the project. One solution may be a timer to help to queue the brain that the time allotment for this phase of the project is coming to an end. You can set the timer for 15 minutes prior to ending the project for the day; this will allow the brain to start winding down. You can begin to clear your head, make notes on where you are in the project and put it away for another day. Next you can allow yourself 15 – 20 minutes to move, walk around, go get the mail, grab something to eat and get ready for the next task at hand. Often the brain requires some time between one task to another. This time can also be spent with some quick movement of the body…pushups, sit-ups, jumping, skipping… Sometimes music helps or some breath exercises or just a few examples.
Here is a story that illustrates some points: This weekend, one of my “Life Make – Over Clients go together. We cleaned her garage. This was a large task that she and I undertook in the summer heat. We decided before going out to the garage that we would spend one hour on the project before transitioning into a break. We decided our total time today would be two hours of work and then we were done. We set the alarm on her cell phone for 60 minutes and started in one corner. When the alarm went off, we transitioned into break and lunch. After cooling down for two hours, we were able to transition back into work mode and spend another hour cleaning and organizing. At the end of this time, the project was completed and we worked within our time constraints. We were able to start the project with specific time set, we took breaks to clear our minds and nourish our bodies, we cleaned up the tools we used and completed the projected within the specified time frame. If we hadn’t completed the project after our time limit of two hours, we would have put away the tools and set another date to complete the project. The key here wasn’t to complete the project, it was to get started, transition to a break, stop at the allotted time and know that progress was made.
Your first line of detective work is to notice where the problem begins, realizing it could be at more than one point in a project. When thinking about transitions it’s finding out about your work habits and where the bottlenecks in the processes lie. Once you find the bottleneck, you will be on your way to discovering strategies and solutions.
Saturday, July 4, 2009
Getting Started
Getting Started on Projects
Getting started on a project might mean many different things to different people. Pick a simple project and pay attention to the different parts of a project so we can tell what part might be tripping us up or comes easily.
For example, the project has become I’m going to read an hour a day 5 days a week Monday through Friday and I’m going to keep that up until I finish this 6 book series. Already the simple project is decided –a certain amount of time and books until the project is completed. Now to decide when we are going to do that reading; based on my other responsibilities and schedule, I’m going to read from 6:30 – 7:30 pm Monday through Friday, immediately after dinner.
What stopped me from this project before is that I would eat then either to engage in TV or became too tired. It was a wish but never became a goal, never with a plan. When I decided this is really important to me, I also put together a back-up plan. My back-up plan is that I will read from 10:30 – 11:30 before my midnight, so that if anything interferes with the first time frame. On Saturday mornings I will check my daily planner weekly and review. If it’s more than 3 times missed then I will change my reading time to 7:30 – 8:30 am so that I will incur the least amount of interruptions.
It becomes easier to get started on the project with the end result in mind. Also with the back-up and secondary plans already set, if the original project plan becomes cumbersome moving to the alternative plan will be simple. We are also holding ourselves accountable with our Saturday check in. You may find it easier to check in with a trusted friend to ensure completion of the project.
I will know when the project is done when the series is over and I am willing to keep going until it’s finished. Since the project is so well defined I can evaluate weekly and not base it upon pages read. This will keep me on task.
Part of the process is:
1) Define the project, what and time allowed?
2) Obtain the tools necessary for project completion – check out of library or purchase, reading glasses, timer
3) Space to do tasks ~ lights, chairs, background music/noise
4) On calendar so I commit to doing task
5) Assuming I have a day planning system that I use.
6) Do you need to let anyone know that you are busy at this time?
7) Do you need someone to ask you about your goal weekly to stay on task? Is there someone that you would like to meet with and read at the same time? Important to eliminate distractions while you are setting apart time for this task.
Getting started on a project might mean many different things to different people. Pick a simple project and pay attention to the different parts of a project so we can tell what part might be tripping us up or comes easily.
For example, the project has become I’m going to read an hour a day 5 days a week Monday through Friday and I’m going to keep that up until I finish this 6 book series. Already the simple project is decided –a certain amount of time and books until the project is completed. Now to decide when we are going to do that reading; based on my other responsibilities and schedule, I’m going to read from 6:30 – 7:30 pm Monday through Friday, immediately after dinner.
What stopped me from this project before is that I would eat then either to engage in TV or became too tired. It was a wish but never became a goal, never with a plan. When I decided this is really important to me, I also put together a back-up plan. My back-up plan is that I will read from 10:30 – 11:30 before my midnight, so that if anything interferes with the first time frame. On Saturday mornings I will check my daily planner weekly and review. If it’s more than 3 times missed then I will change my reading time to 7:30 – 8:30 am so that I will incur the least amount of interruptions.
It becomes easier to get started on the project with the end result in mind. Also with the back-up and secondary plans already set, if the original project plan becomes cumbersome moving to the alternative plan will be simple. We are also holding ourselves accountable with our Saturday check in. You may find it easier to check in with a trusted friend to ensure completion of the project.
I will know when the project is done when the series is over and I am willing to keep going until it’s finished. Since the project is so well defined I can evaluate weekly and not base it upon pages read. This will keep me on task.
Part of the process is:
1) Define the project, what and time allowed?
2) Obtain the tools necessary for project completion – check out of library or purchase, reading glasses, timer
3) Space to do tasks ~ lights, chairs, background music/noise
4) On calendar so I commit to doing task
5) Assuming I have a day planning system that I use.
6) Do you need to let anyone know that you are busy at this time?
7) Do you need someone to ask you about your goal weekly to stay on task? Is there someone that you would like to meet with and read at the same time? Important to eliminate distractions while you are setting apart time for this task.
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