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Use Waiting Time Wisely

Monday, December 19th, 2011

Now and again we find ourselves waiting. Waiting for the kettle to boil, being on hold on the phone, standing in a queue at the photocopier or waiting for the computer to boot up. Generally we view these short pockets of time as wasted but have you ever thought of using them productively?

You can use those time pockets to get small jobs done. There are dozens of little mini tasks that always need doing, such as filing a couple of papers, deleting some emails that clutter up your inbox, reading an article or blog post, tweeting, etc. Maybe some of those jobs have been hanging around for a while because you have been procrastinating.

Create a list of those tiny, (sometimes pesky) jobs that need doing but don’t need much time. And whenever you find yourself waiting, do one of those 1 or 2 minute tasks. Keeping on top of those little jobs by using your time pockets will save you a lot of time in the long run.

How to Create a Productive Electronic Filing System

Monday, November 7th, 2011

When it comes to electronic filing there are two extremes that I have come across in working with clients. Number 1 – putting everything in My Documents. Number 2 – almost every document has its own folder.

Even though it’s fairly obvious let’s have a quick look why either of these options doesn’t work and what a better solution would be.

Having everything in My Documents is like chucking every piece of paper you own in one single box. And then trying to find it again. Ouch. Granted, you can sort My Documents alphabetically or by date with the click of a button (unlike the cardboard box) but that’s pretty much it. If you have a lot of files to deal with having them all in one folder is not very productive. Yes of course, there is a search function. But what if you can’t remember what you called the document or spreadsheet? Depending on your naming conventions (the name you give a file when you save it) you might never find the file you’re looking for again. You have to remember details about the file, so that you can find it by content, and if that fails, you’ll have to recreate the file or ask for it again if you didn’t create it in the first place.

Using a system with myriads of folders containing dozens of subfolders which in turn contain more dozens of subfolders can be similarly unproductive. If your system is so convoluted that you need a handbook to navigate through it you will find it very difficult again to quickly access a desired file.

The solution is a happy medium. But first you have to do some thinking. You could either do that on paper or on the computer, maybe using mind mapping or bulleted lists, whatever your preferred thinking tool. Create the top categories, which will become your folders that live on the drive or directly within My Documents. Then subdivide them into suitable subfolders. These subfolders can have another subdivision but don’t go much deeper than that. Three levels of folders is usually enough for most businesses.

If you create logical top categories and enough of them, you will make it much easier for yourself to find documents when you need to retrieve them. This is after all the primary reason for filing. If you know you will never need a file again, you might as well save yourself some time and storage capacity and delete it.

A quick word about naming of files: create a name that describes the file well so that when you come across it several months later you know what you’re looking at without having to open it first. Long gone are the computer days when you only had 8 characters available to name a file and you had to be extremely creative and cryptic. You now have up to 260 characters available. This however includes the path name (the folders and subfolders where the file is stored). And the only things you can’t use in a file name are these symbols: \ / ? : * ” > < |

So go and have a look at your electronic filing system. If it takes too long to locate files, it might be worth spending a bit of time to set up a new, more efficient filing system that will save you a lot of time in the long run.

Meal Planning for Beginners

Thursday, May 12th, 2011

I am currently in the process of writing my next eBook which is all about getting your home organised. One of the chapters will be dealing with meal planning. I believe that it is a very important part of feeling in control and being organised when you know what you’re going to serve that day. Not being in control means you go into a tail spin every time you hear the eternal question: What’s for dinner? You could play it cool, and reply with a shrug of the shoulders and say “Whatever YOU’re cooking!”, and yes, I have done that before. ;-) Other options include unhealthy take-out meals, expensive eating out or a panic buying session in the supermarket, where you spend way more than you had budgeted for.

But how about you actually had a plan since you have taken up meal planning. And trust me when I say: it’s not rocket science. Honestly. It’s fairly straight forward if you take a few things into consideration. These are:

  • your budget
  • what does everyone like to eat
  • your schedule

Here’s my suggestion of how to go about putting together a meal plan that takes these things into consideration.

No 1 – Your budget

If you have to watch your pennies, planning your meals will save you a lot of money. Eating out and take-outs are way more expensive than home cooked meals. [And the few that aren't are packed so full of rubbish that you really wouldn't want to touch them with a barge pole, let alone put them in your body.]

If you plan in advance what you’re going to make, you can make use of special offers, you have less food waste and can buy certain things in bulk, since you know you’re going to use them up.

No 2 – What does everyone like to eat

The way I organised my meal planning, I started with a family meeting, where everyone put together a list of their favourite foods. I asked everyone to write down 10 meals they liked – fast food was not an option. On my own list I also put  trying a new recipe (which I enjoy doing), and a couple of quick and easy meals I know everyone likes, in addition to my own favourite meals. The key here is, that everyone has to eat whatever is being served on that day, since the next day, it could be their favourite food that was on the menu. These lists are then used to create a weekly meal plan, now and again add a family favourite fast food options or going out as a treat or an easier option for a very busy day.

No 3 – Your schedule

Some days you will have more time to prepare meals than on others, these days are great for the meals that take a little bit more effort. Some days are very busy and you only have a small window of opportunity to get everyone round the table. Those days are great to put on your slow cooker in the morning and simply serve when it’s time to eat. Or use one the quick and easy meals or treat the family to the odd take-out. But from now on take-outs only need to be the last resort, not the first thing you think about.

Once you have put your weekly plan together, create a shopping list and head off to the shops.

And there you have it, meal planning quick and simple. And it works.

If you think you could with a bit of help with this, why not check out a website I discovered a while back. It’s Leanny Ely’s Saving Dinner where you can sign up for the Menu Mailer, a weekly menu plan complete with shopping list. The recipes are easy and straight forward and make delicious meals.

If you want help with creating your own menu plan, why not get in touch – Menu Planning is part of my services.

Butler Bags – The Most Organised Handbags on the Planet

Wednesday, April 21st, 2010

It was just before Christmas when I was looking for a present I would really like to receive and I came across Butler Bags, an American invention. I was so impressed that I decided to get in touch with the Butler Bag company to become a UK supplier, since the bags go very well with the Well Organised concept. You save time and your sanity since you no longer have to dig for ages through your bag to find keys, lipstick, phone or similar, everything has its own space.

Butler Bags contain a rigid construction at the bottom of the bag, allowing you complete overview over what’s in your bag, no matter how many small items you have.

The inventor and entrepreneur, Jen Groover, was tired of having to rummage through her handbag to find anything, so she took out the cutlery tray of her dishwasher, placed it in her handbag and voila – the basic idea of the Butler Bag was born.

Butler Bag - top view

The bags come in different models, sizes and materials and are all available from Well Organised – Butler bags. Prices range from £65 to £125.

Check out the Well Organised website for more information on these amazing bags.

If you have any questions about Butler Bags please ring 07732 915456 or email isi@wellorganised.org

The bags are sold either by mail order or via party plan. If you would like to organise a Butler Bag Party and benefit from your special hostess discount, please contact me, Isi Dixon by phone or by email to find out more.

Butler Bags will also be attending events, the first of which is the Newark and Nottinghamshire County Show at Newark Showground on the 8th and 9th May 2010. The Butler Bag stand will be in the Craft & Gift Tent.

Why not treat yourself or a loved one to one of these amazing bags!

Piling or Filing

Saturday, September 26th, 2009

Many people have piles on their desks. And for some of them these piles actually work. Some people are very visual and want to leave everything out in sight that they are working on because they are worried they’ll forget it if it’s files away. One problem of those piles is that they take up a lot of space. Another one is that no-one but you will know where anything is. Co-workers have virtually no chance of finding anything on a piler’s desk.

There are a few practical solutions that save space and will make it easy to at least identify which pile holds what.

Using filing trays is one option. The ones that are stackable and are usually used as in-trays. Simply divide all your piles out into your different projects, then assign one tray per project and also label the tray.

If your projects are very paper intensive and would take up more than one tray, you can either divide your project logically into two trays (i.e. one for active documents, one for background literature) or you could use a literature sorter which can hold a lot more.

Getting your paper organised will help you save time finding things which you can use on actually working on your projects rather than looking for relevant documents.

Time Saving Tips

Wednesday, June 17th, 2009

We all have different ways of dealing with our time and most of us often complain that we don’t have enough time. But time is a finite resource and no matter how many wishes and pleas we send out to the universe, there are only 24 hours in a day. The secret is to make the best use of the time you have available.

Here are some time saving tips, that will hopefully free up some valuable time so you can spend it on things that are important to you.

Weekly Planning Routine

Setting a weekly planning routine will help you manage your time better. Make time to write and prioritise your projects and tasks, reconnect with your mission and goals, and create a plan for the upcoming week.

Don’t file an item that still requires any action

Avoid filing an item that still needs your attention before you record it in your diary. Otherwise, you might easily forget about that item and the associated work that you still need to do. This applies to paper as well as emails.

Record your favourite TV programmes

If you can’t live without certain TV programmes why not record them instead of watching them live. You don’t have to plan your schedule around the TV, but watch the programme at your leisure and you can then fast forward through the ad-breaks, saving even more time.

Give each item a home

A key principle of organisation is giving each item a home. This should be ideally somewhere near where it is actually used, saving time when putting away and retrieving alike. This alone can drastically improve the organisation in your home and office.

Learn to speed read

This is a valuable skill in particular if you spend a lot of your day reading documents. There are classes and books on the subject.

File Management – Decluttering your Computer

Sunday, February 22nd, 2009

Are you spending way too much time looking for your files, documents, digital pictures, etc. ? Then it’s probably time for some organising and decluttering on your computer.

Set up folders for each person who uses the computer, then subfolders for each category of files that this person uses. Some subfolders might need subfolders again, simply depending on how complex you want or need your system to be.

A home filing system on your computer could look like this:

family filing

This could be a system for digital photos:

digipic filing

Once you have set up the system, go through the files, delete the ones you no longer need (decluttering part), then move the files into their appropriate new homes.

For digital pictures, delete all blurry, out of focus, under/overexposed pictures or ones that you have no idea what they’re actually showing, then again, reassign logical locations.

This process will probably take several hours, depending on how many files you have accumulated, but it is time well spent. It will save time in the  long run – lots of time.

For new files, make sure you give the files meaningful names (not just letter.doc or invoice.xls), then store your file in a place that makes sense to you.

If you’re not sure how to do any of this, there are online tutorials on file management or visit a class at a local college. If you’re in the Nottingham area, you can contact me for help. As part of my services, I also offer one-on-one IT tutoring.

Cybercrastination

Friday, February 6th, 2009

Have you ever found yourself "quickly" checking Facebook, MySpace, Beebo or any of the other social networking sites, maybe "briefly" updating Twitter or messaging with a friend for "a bit" or checking one or two blogs and suddenly it’s over two hours later? What just happened? Did you get sucked into a time vortex? No, not really, although that would make a great excuse. No, you simply found yourself cybercrastinating – procrastinating the modern way. Putting things off that should really be done, by doing something else, something a lot more enjoyable. And you have also done something for your social life, kept in touch with friends, maybe played a little game, all lovely stuff. Except that it kept you from doing what was on your agenda, on your To Do List or something that simply needed doing.

I really don’t know what it is about the social networking sites, they have something addictive about them. I can’t say that I am immune to them at all. I frequently visit one of them but I am aware what it can do to my schedule. It completely messes it up if I’m not careful.

What can you do about it? You want to stay in touch with friends via this excellent medium and that’s fair enough. Here are a couple of tips what you can do:

  • Decide beforehand how long you want to spend on the computer for that reason, but be realistic.
  • Set a timer – this could be a kitchen timer or use a useful online tool at www.online-stopwatch.com by opening another tab in your browser or another browser window. Make sure you use the Count Down option, otherwise you simply measure how long you are surfing. Also have your speakers on, otherwise you miss the alarm bell when it goes off.
  • Another option could be that you give yourself a treat for things accomplished. Allow yourself a longer session after "being good" with your To Do List for instance.
  • If you are working at the computer, make sure you log out of your messenger programme so that that you are not constantly reminded who logs on or off. One distraction less.
  • Again, if you do lots of your work at the computer, maybe in your home office, create yourself a "work" user account. Take out all the programmes such as web browsers, instant messengers or chat programmes and other culprits. You are less likely to constantly log off and on as different user just to hop online.
  • Set up an aggregate reader programme for blogs such as Google Reader, so that all updates to blogs you like to follow are in one place. You can then decide when you want to look through those updates without wasting time trawling through all the blogs separately.

As you can see you can use technology quite well for this purpose. And why not. Let’s fight the procrastination super highway by making use of it.

Work Expands to Fit the Time Allotted

Tuesday, December 9th, 2008

Now there’s an interesting theory. Have you ever noticed that a job you’re trying to do fits pretty neatly into whatever time you have available? If you have 2 hours available to do a job, I bet you that it will take you roughly 2 hours to finish it, maybe just a few minutes more or less. But you probably also remember that the same job only taking an hour the last time you did it (probably because that time you only had one hour spare).

We all know that there are only 60 minutes in every hour. But somehow time stretches and expands or shrinks depending on how we use it. And if we use it wisely we can fit a lot more in those 60 minutes per hour.

Plan ahead. You know from experience how long a job takes. That is how long you plan for it. If you have some spare time available plan another job into it or a bit of downtime as a reward. But don’t use up time just because it’s there. Use it wisely.

Also, now and again, challenge yourself. Try to finish a job that normally takes an hour in 55 or 50 minutes. Set a timer and see if you can create some time pockets for yourself that you can use otherwise, for another useful activity or just to relax.

Exit Strategy

Monday, November 17th, 2008

Do you often find yourself leaving the house with an important item missing? I’m talking about moments like arriving at your daughter’s piano lesson without having the piano book on you, or the towel is not in the swimming bag, etc. As you can probably tell, there is some personal experience in those words.

But I’ve come up with a little system that makes all those items you need to take with you on a regular basis a whole lot easier to remember. Near the exit door put up a piece of paper (again, laminated if you like, or in a plastic sleeve) that clearly marks what is needed on what day and to what purpose. It could look something like this:

exit strategy

You can even colour code for each family member so that everyone knows what needs to be taken when by whom. Only mark on what needs to be taken regularly every week. You can leave some space at the bottom where you can handwrite with a dry erase marker anything that is applicable only for the current week if you need to.

I’m not saying you will never forget anything ever again, but you will be making your life a whole lot easier for yourself and everybody living with you.

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