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You know you need to work on your productivity if …

Monday, April 30th, 2012

stress

Today I thought I’d come with a list of attributes and behaviour that are commonly found in people who still need to work on their productivity. If some of these apply to you, that doesn’t mean that you never get anything done, but the more times you nod when you read the following list or mentally say “oh yes”, “yup, that’s me” or “oops, did that” the more likely you could do with a bit of tweaking of habits and improving of techniques that could help you get more done and spend less time treading the hamster wheel.

So, do any of these describe you?

  • being late to meetings
  • forgetting items
  • having more than a screen’s worth of emails once you’re finished dealing with them
  • not being able to find things on your desk
  • not being able to lay your hand on important documents
  • double booking appointments
  • regularly exceeding deadlines
  • being unable to delegate
  • being unable to say no to more work
  • being a master procrastinator
  • working regularly on evenings and/or weekends
  • insisting on working on holiday (if holidays are even taken)
  • forgetting to do to-dos
  • paying late fees
  • finding yourself constantly apologising
  • having no inbox on your desk
  • having an overflowing inbox on your desk
  • winging it instead of preparing
  • being constantly stressed out

I’m not going to give a number here, saying if you agree with these statements x many times, you need to do y. You know yourself, whether you’re in need of improving your productivity. There are many ways you can achieve this, but all result in the same 3 steps:

  1. Deciding that you have a an issue
  2. Getting help (this can be anything from a book to attending a seminar or personal productivity training)
  3. Implementing what you have learned, step by step

The third step is probably the most important. The best productivity coach, the most amazingly written book won’t be able to help you if you don’t put into action what you have learned. It’s about changing habits and sticking to the new regime. That’s the same as if you were trying to give up smoking or losing weight.

And the first step needs to come from the person needing the help. It’s no good to identify that your partner/co-worker/friend needs to get their act together and get organised. They need to realise it and want it for themselves, otherwise it won’t work, no matter how well meaning the advice is.

 

10 Reasons why you should use Wunderlist

Friday, April 27th, 2012

wunderlist

I have recently decided to join the mobile world and give my beloved legal pad a bit of a break by using Wunderlist, a to-do list app that is really good. And it’s also free, which kind of makes it extra good. I was about to come up with all the reasons why Wunderlist is worth recommending on here when I came across Craig Jarrow, of Time Management Ninja fame who had already done the job in one of his blog posts. So here are his 10 reasons, which I have adopted also:

10 Reason Why I Use Wunderlist

Here are the 10 top reasons that I use Wunderlist as my todo app:

  1. Everywhere – If your todo list is not accessible you won’t use it. No matter where I turn, my Wunderlist is there. I can access it on the Web, on Mac OS X, on all my mobile devices (see below), on Linux, and even Windows.
  2. Simple – Ever use a todo app that looks like the control panel to the Space Shuttle? So many options, buttons, and fields that it is a burden to use? Wunderlist presents a simple interface. In fact, some may find it too simple. Yet, behind that simple appearance is quite a bit of power. Most of the options stay out-of-the-way until you need them. (BTW, do you really need to set the “context” for each todo and the “color” of each task?)
  3. PushReminders – On my iPhone, I can set reminders for tasks that I want to recall at specific times. They can be either email notifications or push notifications. I prefer the push notifications because they appear in my iPhone’s notification center.
  4. Share – Want to share a list with someone else? Wunderlist can do that in one click. You can share via email and let a family member or friend edit the list too. You can also share lists via email or via the CloudApp.
  5. Sync – Wunderlist syncs magically via the cloud. There is no effort required to keep your lists in sync across all your platforms and devices. More apps are finally getting sync, but Wunderlist has had this right from the start.
  6. Priorities – Wunderlist has a simple priority system. You won’t find A, B, C’s or 1, 2, 3′s, but rather a simple Star system. When you “star” an item, it shows up in your Starred list (as well as its original list). I use this “hit list” prioritization to make my Today List of my highest priority tasks that must be done today.
  7. Multiple Lists – Wunderlist allows you to have as many lists are you would like. For those that like to sub-sort tasks into many different buckets, you can do this. I tend to minimize the number of lists of I have. However, I can quickly create a list if I have need to capture something. Of course, all these lists are tied together by the “Starred Priority.”
  8. Notes – Need to add more detail or important info to a todo? You can add a note to any todo. I will sometimes “paste” supporting information or even a URL into the notes field.
  9. Mobile – It doesn’t matter what mobile device you are on, Wunderlist presents a great user experience. Unlike apps that are limited to one mobile device, Wunderlist is available on: iPhone, iPad, Blackberry, Android, and even Windows Phone. Not that you would ever need all of those.
  10. Quick - I like to be able to capture ideas and tasks quickly. Otherwise, they can be lost. With Wunderlist, I can open the app, type a todo and hit return. Done. There is no setting of 17 fields just to record a todo. (See #2) I don’t even have to go to the app. I can email myself a todo at me@wunderlist.com and the task is added to my inbox.

So that’s it, 10 great reasons if you ask me and here is also a link to the whole of Craig’s blog post. His blog is worth checking out in general. Amazing content, great advice and he is really ninja when it comes to time managment. :)

Have you got a favourite to-do app? Please share in a comment below.

Your most important tasks for today

Wednesday, April 25th, 2012

To do list

We often get very busy doing things and realise that yet again we have forgotten (or didn’t have the time) to do some of the most important things. So, what are those important things that need to get done? If you don’t get anything else done today, make sure that you at least do the following 3 things:

  1. Make sure you have backed up your computer
    Your computer needs backing up on a regular basis, a good average is once a day. Imagine what you would do if you suddenly lost all files that you have created over the past week, month or even year! You would not stop kicking yourself, for starters, and you would probably have quite a few business set-backs in the process.
    A hard-drive is a disc that can corrupt if damaged in any way, making it almost certain that at some point in time this will happen. It is less a question of whether, but more a question of when. Be one step ahead and take precautions by backing up onto a memory stick, CDs, DVDs or into the cloud.
    Even if you don’t run a business, make it a regular habit to back up. Should the inevitable happen, you’ll be glad you did.
  2. Maintenance
    That falls into two categories – your body and the car. Get that check-up booked in with your doctor, especially if something’s been not quite right. Don’t put it off, you’re playing with your health. And get the car booked in for that overdue service or oil-change. Just like our bodies, cars need looking after, too. And if we look after them, they’re more likely to keep working well when we need them.
  3. Make time for your partner
    Book or arrange a nice evening together or a weekend away, something to reconnect with your partner. We take our significant others for granted which too often leads to unnecessary friction in the home. And do it on a regular basis, at least monthly if not weekly. A happy home will lead to greater productivity, because it becomes a place where you can re-energise.
    If you’re single, arrange something nice for yourself. Take time out to recharge your batteries, relax, unwind and re-energise. By doing that you will have more energy when you get back to work, get more done and be more productive.

What’s on your list of important to-dos that hasn’t been done for too long? Please leave a comment below.

Cleaning up for kids

Tuesday, April 24th, 2012

Cat in the Hat

We all know how hard it is to get kids to clean up. So the genius troops at the Henson puppet company have come up with this really cute Cat in the Hat video showing us all (and the kids of course) how fun cleaning up can be. One viewer (I’m guessing a child) commented “Now I want this song playing whenever I clean my room!!!”. Well I guess you could call that success. If all it takes is some cute characters to sing about cleaning up and kids start joining in then I guess that’s a result you can be proud of. Well done, Henson people!

What has worked for you to get your kids to clean up? Please comment below.

How to set up a tickler file or bring forward system

Friday, April 13th, 2012

A tickler file or bring forward system is one of the most useful productivity tools I have encountered. It is a system of 43 folders, entitled 1 – 31 for the days of the months, and January to December, in which you put items that are due in the next month (1-31) and over the next 12 months (Jan-Dec).

This video by Chrissy Scivicque, the Managing Editor of OfficeArrow.com shows a very neat and simply way how to set up such a system and work with it on a daily basis. Nicely done, Chrissy!

And yes, at first glance this system seems a bit convoluted and over the top especially if you’ve never encountered it before. But trust me when I say, it is easy to set up, simple and straightforward to use and you’ll wonder very quickly how you’ve ever coped without it.

Please comment and let me know about experiences you’ve had using a tickler file.

Top Tips to Reduce Your To-Read Pile

Thursday, April 12th, 2012

I have been receiving the newsletter from a company called Day-Timer who make really good planners and diaries. Every month I get useful tips and articles about time management, which are just up my street. So today I thought I’d share one of those tips with you.

A question was posed to Jeff Doubek, one of the company’s experts:

I am a very organised and time-efficient person but one thing I find that gets out of control is reading of emailed articles, mailed magazines and brochures that come my way everyday. At the moment all I do is print them out and file them into a tray labelled “READING” but never seem to get around to reading anything! Please help.

And here is Jeff’s Response:

Throughout history, as long as the printed word has existed I am certain there has also been an overflowing inbox. It’s just a fact – there is too much information for us to handle on a daily basis. Here are some tips for finding time to read:

  • Decide: minimise your pile through two types of decisions: 1) skim and recycle; or 2) file and follow-up
  • Prioritise: decide how important each content piece is to your big picture, and
  • Sacrifice: you may need to let go of some things you want to read, remember that your brain only has so much capacity
  • Discuss: your co-workers may have already read something in your inbox, ask them to summarise it for you over lunch
  • Schedule: follow-up on paperwork by creating a dated task in your planner, or by adding it to your master task list
  • Postpone: create a “Read Later” file, and keep it handy for downtime moments like waiting lines, airline travel, and breaks
  • Minimise: limit incoming paper by encouraging a digital workflow amongst your work team, and by opting out of direct mail and catalogue lists

Now this is definitely some very good advice that I would back 100%. I particularly liked the bit about getting coworkers to summarise read material over lunch. Genius!

If you would also receive tips like this, then here is the Day-timer page where you can sign up to their newsletter eTalk: http://www.daytimer.co.uk/resources/etalk/subscribe.aspx

Unfortunately I don’t receive any benefit from Day-Timer for sharing this with you other than the warm fuzzy feeling that I’m sharing good information with people who are interested and who might gain from this.

Procrastination and predicting the future

Wednesday, March 21st, 2012

We’re so incredibly bad at predicting the future. We are getting better at predicting the weather, at least to a degree (no pun intended). Trying to predict the weather more than a couple of days into the future and all goes pear shaped again. But try and predict out own feelings. Forget about it!

This is one reason why procrastination is such a difficult thing to break. We think “I’ll feel more like it tomorrow” and put off a task we were intending to get on with. Immediately we feel better because we have made a decision that we are definitely going to start tomorrow. We can even imagine what it will feel like to “feel like it”. And lo and behold, when tomorrow comes, we find that yet again we don’t feel like it at all. We find reasons why we can’t possible start and put it off for yet another day, week, month etc.

We not only fail to predict our feelings but we also fail to take into consideration the actual time we have available. The reason is usually a lack of clarity how much we actually have to do that is not scheduled. We are aware of our appointments but what about all those little things we need to do on a day to day basis, that take up time and add up, taking up a large part of our day without us even realising it.

One way around this could be to simply start your task. It doesn’t matter at this point whether the task will actually get finished, but once you have started you give yourself a chance to create some momentum to keep going. You might surprise yourself and even finish the task. Or you might finish a fair chunk of the task and realise it wasn’t nearly as bad as you thought it would be. It doesn’t matter, doing a task in chunks is better than not doing it at all.

If you would like to find out more about this and many other aspects about procrastination, why not pop over to www.procrastination.ca where the Canadian university professor Tim Pychyl shares all his knowledge about procrastination from an academic perspective.

Deadlines – stick to them or you’ll get shot!

Monday, February 20th, 2012

This sounds drastic, but the origin of the word deadline is related to this headline. According to Lossing’s History of the Civil War (1868): “Seventeen feet from the inner stockade was the ‘dead-line’, over which no man could pass and live.” (Source:  Random House)This referred to the line around a military prison beyond which soldiers were authorized to shoot escaping prisoners. Not a nice thought but it gives the word deadline a bit more severity than it has nowadays.

We are used to move deadlines, extend them, argue over them or simply ignore them. But does that actually help with the day-to-day running of our affairs? Not really. Moving a deadline simply means that you still have to do the work, you just eat into the time of when you were already meant to do something else. You will not get the gratification of feeling proud of yourself for finishing on time. You will not get the praise of others that you are reliable and trustworthy. You are letting yourself and others down by asking for yet another extension. You have to spend more time picking up from where you left of and you have no idea what the time landscape will look like around the new deadline, it might even be more hectic!

So what can you do? How about seeing the deadline as exactly that – cross it and you’re in trouble. Stick to it.

Here are 3 strategies to do exactly that, and in the process become proud of yourself for being reliable and a real team player.

  1. Set yourself partial deadlines along the way with the final deadline due before the actual deadline. Let’s say the project is due in 4 weeks time. Set yourself weekly deadlines for what you will have achieved by the end of each week and set the final deadline 2 days before the 4 weeks are up. You then have a couple of days to make sure all the I’s are dotted and the Ts are crossed and you can deliver an amazing project on time.
  2. If you are the one setting yourself a deadline, make sure it’s realistic. Take into consideration how long each step of the project is really going to take, build in a buffer for things going wrong and don’t forget to add time for travelling, delivery periods and other extras that are out of your control. With a realistic deadline you are less likely to move it and will start to respect it. And if you don’t need the buffer for things going wrong, you will even be able to finish early, giving you extra gratification.
  3. Decide to adhere to deadlines and make it a new habit. Just like being on time, eating healthy and working out, it is often simply a matter of will power and determination whether you stick to your deadlines. And if you keep in mind what happened to those poor prisoners who overstepped their dead-line in the olden days, you might just stay on track from now on.

Bonus Tip: Post the deadline in a visible place to remind you that you haven’t got all day and to keep procrastination at bay.

Don’t check your email – process it

Monday, January 23rd, 2012

What does checking your email actually mean? Do you have a look how many emails have come in since you last “checked”? Do you want to know whether a particular email has arrived, ignoring the rest and letting them pile up? How often do you check? And what do you actually do?

Checking emails means different things to different people, but in most cases it does not mean making a decision on every email when you first lay eyes on it. The “touch it once” philosophy we are encouraged to use when dealing with paper also applies to email – our virtual post.

Ideally you access your email 2 – 3 times per day and process it. This means that you make a quick decision on everything that comes in, dividing the “post” into 4 categories: delete, delegate, do  and defer.

Delete: pretty obvious, be generous with the delete button.

Delegate: if you are not the best person to deal with the email, forward with a short note to a more suitable person. Move the email into a “to follow up” folder, so that you remember to check whether the matter has been dealt with.

Do: if the email requires a very quick action (less than 2 minutes) do it straight away. If you have to deal with lots of emails (100 or more per day) you might want to take that down to 30 seconds.

Defer: if the email requires an action that takes more than 2 minutes (30 seconds) move the email to an action folder such as “read”, “reply”, “call”, etc. Deal with the emails in bulk when you deal with the relevant actions.

Processing your emails this way a couple of times per day will ensure that you are always up to date, but you decide when actions are completed and you are not “run” by your email.

Declutter your mind to get things done

Monday, January 16th, 2012

Most people associate with decluttering a big clear-out, getting rid of stuff. But you can not only get rid of physical clutter but also mental clutter. Here are 3 top tips on how to free your mind.

Get it down on paper

Many of us are still trying to juggle diaries, to do lists, important dates, etc. in our heads. And we beat ourselves up when we forget something. In these hectic and stressful times we should be kind to ourselves and give our brains a break. Put things on paper. Note important appointments, birthdays, anniversaries, schedules on a wall calender, a pocket calender or into the computer using one of the many available diary software programmes like MS Outlook. Use an attractive notebook for your To-Do-Lists. And write your shopping list down instead of going to the shops only to come back without the most essential items that you went out for.

Shorten your To-Do List

You are the only one that has control over your time. You decide what is important and what is not. And you are the one who has to say No if you are overwhelmed with things to do. Nobody else will do that for you, they are only too happy to add items to your list. There are only 24 hours in one day, and some of those you need to rest. Decide which items on your To-do List can either wait, be delegated to someone else or scrapped altogether. You will be amazed how freeing this experience can be.

“Don’t cry over spilt milk”

Most things that we get annoyed about are not really a big deal. Someone cuts in front of us on the road, we drop something, or we spill some coffee on our outfit just before leaving the house – so what? It is up to us whether these things will spoil our whole day or just aggravate us for a few minutes. Of course you will be annoyed, maybe even angry but then let it go and decide not to let it bother you. It is up to you to let the rest of the day be a good one.

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    At the end of the challenge I have reached the end of the Ultimate Blog Challenge. Today is the last day, and this is the final post. I've made it! I must say, that I'm quite proud of myself. >>

    You know you need to work on your productivity if … Today I thought I'd come with a list of attributes and behaviour that are commonly found in people who still need to work on their productivity. If some of these apply ... >>

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