The Balancing Act

By: Kathy Paauw

"The average office worker receives more than 200 messages a day via snail mail, email, express mail, cell phone, landline, wireless Web, bicycle messenger, singing telegram, you name it. Taking in information these days is like trying to drink from a fire hose."
--Dr. Martha Beck

Did you know that one Sunday edition of The New York Times contains more information than all the written documents in the world during the 15th century? Does it seem like life is spinning out of control? The pace of life just keeps picking up! And with it, job satisfaction is on the decline.

In an Associated Press article, Marc Greenbaum, a 50-year-old professor at Suffolk Law School, stated that "I'm personally happier but I observe more people that are more miserable. There's more pressure on them to produce, more problems with maintaining a boundary between work and family, even maintaining a boundary between work and the outside because of things like e-mail, voicemail and the Blackberry. They can't get away."

According to the Families and Work Institute, over 47% of U.S. workers surveyed feel overworked. In addition, 59% of Americans describe their lives as very busy according to an NBC news survey. According to Dr. Richard Swensen, author of Margin: Restoring Emotional, Physical, Financial, and Time Reserves to Overloaded Lives, the average American will spend one year in his/her life searching through desk clutter looking for misplaced objects. We are working harder and faster than ever. Being more organized can help reduce stress, save time, and improve efficiency.

We celebrate National Get Organized Week the first week in October. Most people think of "getting organized" as a physical act - clearing piles of paper, putting things away, etc. What many people overlook is the mental part of getting organized. And I always say that organizing your physical environment without first clarifying your priorities is like rearranging deck chairs on the Titanic!

Here are 8 tips to help you with the mental part of getting and staying organized. I encourage you to read through the whole list, and then go back and choose two or three ideas to implement.

1. Understand the difference between URGENT and IMPORTANT. If it's important, it may be a vital priority for you. If it's urgent, it's time-sensitive, but it may or may not be important. Be sure you are clear about the difference when deciding what deserves your time. Check out the time management matrix at www.orgcoach.net/timematrix.html, which beautifully illustrates the difference.

2. Find time for yourself. Schedule time away from your work and your family. Use this opportunity to tune in to what you want and need. Don't feel that you're being selfish; you have a responsibility to yourself to take care of your needs. Studies show that productivity dramatically increases when you are well rested.

3. Check for balance between these four vital areas of your life:

• Well-being - caring for your physical, mental, spiritual, and social needs
• Family relationships
• Work activities
• Service activities - volunteer work, being a good neighbor, practicing random acts of kindness

4. Live your life in the present! Quit saying, "I'll do this when I get around to it." I have yet to find a person who said on their death bed, "I wish I had spent more time at the office."

5. Increase productivity by planning your week and fine-tuning your workday. Block out time to handle priorities. Important tips to remember as you plan your week:

• Have unscheduled time in your calendar for handling unexpected but important tasks.
• Plan to work on creative activities during the time of day when you are at your best.
• Schedule "protected time" to work on projects that need your undivided attention. If interruptions are eating you alive, close your door and ask that people come back to see you at a designated time.
• Temporarily turn off the audio feature on your cell phone, pager and email account. Pick and choose when you respond and when it's appropriate to let calls go into voice mail.
• Be realistic about your expectations. Don't set yourself up for failure by planning too much in one day.
• Leave work at a reasonable hour so you have time for those other three areas of your life - self-care, family, and service to others.

6. Reduce your stress by being underwhelmed. Here are a few tips to help you avoid getting overwhelmed:

• NO is a complete sentence. Don't bite off more than you can chew. When someone makes a request, buy some time before answering. Say, "Let me think about it," or "I'm in the middle of something right now. I'll call you back and let you know." This will give you time to evaluate the situation and decide if it's something you truly want to do.
• Delegate as much as you can. Focus your time on activities that you enjoy and are best at.

7. Stay out of e-mail jail. Here are a few tips to help:

• Determine frequency of checking for e-mail messages. Some people choose to check it throughout the day and even use such devices as the Blackberry when on the road, while others only check for messages a couple times a day. You are the only one who can determine what will work for you.
• Use the F.A.T. (File, Act, Toss) method to keep your email inbox from piling up. If a message needs to be filed for future reference, place it in the appropriate email subject or contact folder. Place a red flag next to those items you need to act on but don't have time to do right at the moment. Immediately toss (delete or forward) anything you don't need to keep.
• Remove your name from subscription lists that do not provide value to you.

8. Set up your work environment to keep your focus on what's most important. Here are some tips:

• Arrange your workspace so you have the most commonly-used things close in. Store things used less frequently in less accessible space.
• Create a filing system that enables you to find things instantly. The #1 reason that people pile instead of file is a fear of not being able to find it when they need it. Visit www.orgcoach.net/PaperTiger.html for some ideas.
• Create a tickler file system to remind you of important follow up at the appropriate time. The #2 reason that people pile is a fear of forgetting to do something that is out-of-sight and out-of-mind. A good tickler system reminds you to follow up on the appropriate date, and provides an alternative to that "I'll just set it here for now" pile. Visit www.orgcoach.net/products/tickle.html#ticklerfile to see what a good tickler file system looks like.
• Use the F.A.T. (File, Act, Toss) method to process your mail daily. Review our Trim the F.A.T. tip sheet at www.orgcoach.net/trimthefat.html.
• Keep only what you plan to focus on today on your desktop. Remove visual distractions from your workspace so your attention is not pulled away from what you've chosen to work on today! Everything else should be put away until it's time for you to focus on it.

Author Bio
Wouldn't you love to stumble upon a secret library of ideas to help you de-clutter your life so you can focus on what's most important? Kathy Paauw offers simple, yet powerful ideas, on how to manage your time, space, and thoughts for a more productive and fulfilling life. 

Article Source :  http://www.articlegeek.com/self-improvement/time_management_articles/get_organized_balancing_act.htm

To increase your production just get organized!

By: Jeannette Hay


There is a big difference between being busy, and being productive. Productivity produces an actual product at the end. Being busy only burns up time, making us feel disorganized, tired, over-worked, and very unhappy at our job and produced nothing. 


Increase production and get organized by examining what your company or department are supposed to be delivering. Are they actually delivering it or just being "busy"? Are you? Do you know what your actual or end product is for your position you are holding? 

Men and women waste about the same amount of time per day (approximately 2.1 hours) and being disorganized is the central cause of this.

It is the key to productivity, improved Time Management skills, continuity and stress relief, for you, your family and staff that you implement the application of weekly and daily Things to get DONE list or Battle Plan. Please note I did not say Things to Do list, 

I said things to get DONE – there is a big difference in stating that you would like (someday) to get something done as opposed to getting it DONE. 


Start clearing clutter from your mind and DOWNLOAD your thoughts – get them out of your head! Write them onto the computer or as some prefer a spiral bound notepad and take one page per day to write down the daily list of things to accomplish, it is up to you. 


You just need to be disciplined to get these tasks DONE daily. So use a timer for your 15 – 30 minutes exclusive time for this.

Update your list the afternoon or evening beforehand so you can start the next morning straight into production. (This action has been proven to improve one's sleep the night before as your head is not racing with all that you want to accomplish the next day.)

This one action of downloading the night before actually creates predictability which in turn creates simplicity and is the key to production and having more time and more space in your life to do the things you really want to do, not just thing things you have to do.

Once you have your daily download happening on an automatic basis then write one for the entire week – all your major goals you will accomplish that week with all the gradient minimal steps leading up towards each DONE. Some people like to add time frames to their tasks – go right ahead and include them if you wish. Whatever is the most workable for you is always best.

It is better to write out your tasks from one specific responsibility or "Hat" that you wear. However, that being said – if you find it easier to include ALL that you do – both personal and professional – then try it and see. You may find it best to get organized in having one overall list for home and another for work. Whatever you find works best for you – do that.




Source:  http://www.articlebiz.com/article/1051445647-1-to-increase-your-production-just-get-organized/

How to Be Ruthless with Time

If you've created a time management plan and still failed to reach your goals, it's likely, when it comes to the schedule, you're too flexible and easy on yourself and others. The fact is that time is not limitless, so you need to be ruthless with time. You can't work harder to get more of it; it's a finite resource that can't be increased or replaced.

When you realize that time is finite and there really might not be some future distant tomorrow, you might start being more ruthless with the time you've got. You might try following these tips.

* Just Say No  The biggest factor in being ruthless with your time is learning to say no. If you really don't want to do something, you must say no. There is no sin in saying no. The only reason you feel guilty about the word is that your parents taught you saying no was wrong. It's time to realize, as a grown-up you can now say no.

* Get Up on Time  This is a hard one for many but it doesn't have to be as hard as you think. If you are a small business owner who works from home, it's actually pretty easy. You don't need more than seven or eight hours of sleep a night. If you can limit your sleep to no more than eight hours, you will gain time. If you typically sleep less thansix hours, you may need to get in a bit more sleep to be most productive with your time.

* Try to Be Early  If you need to drive places or you have deadlines for work, schedule your time so you will be early. The reason is that this is one of the ways to eliminate urgency from your life, which in turn causes stress. This way if something does happen out of the ordinary, you will still have time to meet a deadline and be on time.

* Turn Off Technology  The very thing that is supposed to make our time more productive can have the opposite effect. The notifications of new emails, your Facebook stream, and unscheduled time on Pinterest can get out of hand. Turn it off. Youll gain so much more time. That includes your TV, too.

* Understand Your Internal Clock  Everyone has an internal time clock. It's important not to fight against that and be aware of what it is. Some people are early risers and some people are night owls and others are in-between. It's important for you to determine for yourself what your own internal clock is and then work with it.

* Make Lists  If you understand each step that goes behind a calendar listing, it will be more beneficial because it's easier to allocate enough time for each thing when you know what it takes to complete any given task. You won't be able to accurately determine the time it takes without all the information.

* Calendar It  Put everything in your calendar including everyday tasks, small steps for a project due in the future, and time with family, friends and yourself. Dont skip this step. When someone asks for your time you can easily schedule them in (or not) based on your availability and avoid conflicts.

* Avoid Meetings  Some meetings are important, such as a first client meeting to establish goals and determine tactics, but after that almost everything else can be accomplished through updates in a project management system. There is no real need for weekly meetings for updates, or to discuss anything that can easily be put into a memo.

* Touch It Only Once  Another way to be ruthless with your time is to not allow yourself to wait to do things later. If you get an email that requires a response, do it now. If you check your snail mail and a bill needs to be paid, schedule it now. If you get junk mail, delete it now. Only check your mail when you have time to deal with these issues.

Finally, dont be too hard on yourself in terms of the hours you schedule yourself to work. Yes, be ruthless about the schedule, but also schedule in fun time. Humans aren't designed to work 20 hours a day. Go ahead, schedule 8 to 10 hours a day of work. But, in between, schedule in breaks. Time with friends, family and spouses during any given work day is important too. Also, remember to schedule in breaks like weekends and vacations. If you do that, it'll be so much easier to be ruthless with time and stick to your schedule.

Judi Moreo 

Source  - http://www.selfgrowth.com/articles/how-to-be-ruthless-with-time-by-judi-moreo

Reminders: A Gradual Evolution

By: Philip Nicosia

One of the most vivid symbols of modern man is the image of finger with a ribbon tied around it. That image symbolizes a reminder, of not forgetting a chore, a task or an event.

One of the dilemmas of modern man is the need for reminders. We are faced with so many responsibilities, chores and roles that sometimes we forget the details. But it is precisely this failure to remember that could bring a negative consequence to the many responsibilities that we have to juggle around. We have to be effective in our responsibilities and forgetting is not an option. It is because of this that we have a strong need to look for various ways to remind us of the details.

The evolution of instruments and strategies for reminders has gone a long way. During the more low-tech years, one of the more effective methods used was by either circling important events in our calendars at home or taking note of the reminder in a small notebook. These are good instruments but it also had its limitations, most especially with the calendar-at-home method because you obviously cannot bring it with you. Busy mothers as well as working professionals are not always in one place so there was a gradual but increased emphasis on mobility and mobile solutions for reminders.

Because of the new mobility factor, diaries and filofaxes became in vogue. The added benefit of a filofax system is that you not only get to bring the reminders with you, important data like addresses and contact details of clients, friends and family members. For a long time, the filofax system and other variants like the Franklin Planner became the standard for effective time management and reminders. The fact that this system became firmly entrenched not only in corporate culture but also among home-bound but still busy family members say a lot about its effectiveness.

But it was only a matter of time before technolog

y would bring about another shift in the time management and reminder systems. The advent of personal computers had a lot to do with this gradual shift to electronic equipment for the task of giving people reminders. Operating systems gradually included alarm, appointment and reminder functions that are easy to use and operate. For the more mobile solutions, one of the earliest progenitors was the Apple Newton, Apple's doomed foray into mobile computing.

The first really successful electronic-based time management and reminder system were the Palm handhelds. The easy to use interface, the portability, and the mobility were the qualities that made it an overwhelming success. It's all in one functions (address book, reminders, appointments, word processing, games) made it very attractive to many people especially those who need the power of a computer in a form factor that would allow them to bring it on the field. The introduction of Pocket PC's

The internet age has now brought another significant change. The desire of mobile solutions has taken a different road with online reminder services that can be found on the internet. This is a more pervasive form of reminding because not only can it be accessed anywhere there is an internet connection (which is practically everywhere because of WiFi and internet hotspots), these online reminder services (www.onlinereminders.net) have a unique feature in that it can send email reminders to a person's mailbox on a daily basis. The reminder function now has a level of interactivity and pro-activeness that was missing from other previous solutions.

http://www.articlegeek.com/self-improvement/time_management_articles/reminders-gradual-evolution.htm

Doing Things By Halves

By: Davina deWitts

I do things by halves. Sometimes, if I'm lucky I'll get 80% done before I allow myself to get distracted, just stopping short of completion. Just look inside my wardrobe and see the amount of things completed to 80%. Unfinished bags I've started sewing, knitted scarves with the knitting needles still threaded through, unsent postcards that are too old to post, a half assed filing system (the stuff that needs to be filed is in a big fat pile next to the phone). Look inside my email account and see 10 draft copies of letters I've been meaning to send (one is dated back to a year ago), and other countless emails I've left unread with the intention to read and reply. If I do eventually finish something, the pressure has to come from an external source (like a boss (which I don't have at the moment), or an irrevocable deadline). But even then, the journey to completion certainly isn't a pretty one. It's sorta like carrying a whinging child up a very steep hill. Eventually, all the noise and distraction stops me from doing what I'm meant to be doing and I'm forced to listen to her concerns.

"You don't want to keep going?" I say, "What do you want to do then?"
"Eat".
"Okay", I think, "I'll let her have her way this time so she shuts up".
I go to the fridge and feed her. Then I go back, ready to begin the journey again. But she's still hungry. So I go back and forth to the fridge until I'm sure food can't possibly be a concern anymore.
"You know you really should clean the bathroom before you start again", she says.
"You're absolutely right", I say. "I've been putting that off forever". After finishing the bathroom, I feel a little bit tired. I only manage to carry the child another couple of steps up the hill before she says, "You really ought to rest. You can't get anything done in the state you're in right now. Why don't you see what's on TV?"
"But It's almost 2pm" I say, "I have to reach the top by 8pm".
"You've got plenty of time", she assures me. "Once you're rested, you will be able to get to the top much quicker". I don't really believe her but I know I need to rest. So I put on the TV. "Oh, it's 'Oprah', great!" One hour later: "Oh, 'Dr Phil's' on. He's so relevant." One Hour later: "It's 'Totally Wild'". This is where I draw the line. "Look", I say, "Totally Wild is boring and educational, and the intro music is driving me nuts".
"You're right", says the little girl, "we'd better get a start up the hill again".
Finally we're off once more, but I realise we're running very low on time. I'm also extremely tired at this point, but I'm forced to keep going or risk not making it at all. At 7 o'clock I begin to sprint with the toddler on my back. Now it's my turn to whinge to her. It's a crazy sprint and I'm forced to leave out certain tasks due to time restrictions, but I make it finally, albeit rushed and 10 minutes late. I've finished but I'm certainly not satisfied with the outcome.

So the moral of the story is this: Imagine how much stuff we would get done if boring educational shows like 'Totally Wild' were on at an earlier time slot?

Source: http://www.articlegeek.com/self-improvement/time_management_articles/doing-things-by-halves.htm

FROM BROKE TO $100K/YEAR... trade that time for more money - THIS IS HOW I CHANGED MY LIFE (NOT CLICKBAIT) @robertoblake

If You are Broke or Struggling Financially or Want to Quit Your Day Job, This video is going to explain to you how I went from being a broke college student to earning 6 Figures and how you can change your life. I'm not selling you anything, I'm not promising you riches or internet fame. I'm telling you how to stop trading time for money and how to trade that time for more money if you have to. This is how you get to financial freedom.

Read 1 Book a Week (52 Books a year)...Without Speed-Reading by @jimkwik

In this video Jim Kwik teaches you how to read one book every week.

Time Management Tips for Working Moms

Time Management Tips for Working Moms

"God couldn't be wherever so he made moms" – Jewish Proverb.

All things considered, the originator of the axiom implied that a mother's adoration is widespread and unparalleled. He/she won't not have envisioned the cutting edge, working mother.

However, consistent with the adage, the present moms are relied upon to be wherever – home, office, child's school – and if time grants, at the rec center, club, social capacities. The rundown could go on.

Multitasking is a myth. Maybe a definitive multitasking lady was goddess Durga. She had ten arms, each furnished with various arms! And still, at the end of the day, she had a solitary errand – that of killing the evil spirit Mahishasur. On the off chance that desires were steeds, working ladies might want an additional match of arms!

There are extraordinary quantities of books on time administration. The Internet is overflowing with a huge number of pages on the point. However it shows up nothing works. All tips are tediously exhausting. Albeit well meaning, time administration tips for working mothers some way or another miss a point – that there can't be "one cure fits all" answers for each issue and circumstance.

The tips underneath are in the comparable lines yet with an alternate touch. In any case, some fundamental tips first. Notwithstanding following the tips beneath will enable you to oversee time tomorrow if not today.

Commend work: regardless of whether you are ready to go, benefit, independently employed or homemaker, cherish your work. Isolate home and authority work. Try not to give office a chance to pressure infringe upon work at home and the other way around.

Commend parenthood: don't let the life's minor idiosyncrasies demolish the considerable sentiment being a mother. As you sow, so should you harvest. Great mothering today will bear natural products fit as a fiddle of loyal, mindful and effective kids and better residents. Be a delicate yet decisive mother. Ingrain train without being a tyrant.

Commend yourself: act naturally. Permit some quality time for yourself. Be narrow minded at some point and entertain yourself. Begin leisure activities. Make companions. Build up a comical inclination.

Celebrate regular: take each day as it comes. World won't stop in the event that you stress.

Presently some solid tips. These tips are proposed in light of occupied moms. Rather than common advices like 'arranging' and 'organizing', the creator might want to offer some exceptionally handy tips.

Try not to compose undertakings in a journal or on paper. Compose on a whiteboard in BOLD RED letters.

You are not destined to please everyone. At home of office, on the off chance that you do work for others, they will underestimate you. Influence your hubby and children to bear a few duties – making tea, cutting vegetables, laying the table, picking dishes, watering plants, strolling the pet pooch – the rundown could be unending.

Kitchen takes up a considerable measure of time. There might be no less than 200+ distinct things in the kitchen. Mastermind all grains, beats, flavors, toppings and other sustenance things in clear, straightforward compartments in the kitchen and in addition icebox.

Plan your pregnancies. In excess of one moaning youngster will gobble up all your opportunity, unless you a supermom.

Innovation can be an extraordinary timesaver. Contribute (with due regard to your funds) in great quality, programmed, programmable clothes washer, dishwasher, vacuum cleaner, nourishment processor, broiler, toaster, PC, and so forth. Pay bills online beyond what many would consider possible.

Uncluttered home is an indication of a fastidious individual. Reuse and reuse beyond what many would consider possible however toss every single pointless thing. Try not to be wistful over things. Give/dispose of old garments, toys, books, furniture, and so on and be satisfied.

Point of confinement TV seeing. Rather, continue calming music throughout the day.

Source: 

http://www.selfgrowth.com/articles/time-management-tips-for-working-moms

Runaway Meetings Are The Top Time Waster At Work

By: Barbara Bartlein

A new nationwide survey finds that "runaway" meetings are the biggest time waster in the workplace. More than 27 percent of workers polled said meetings are the largest culprit for inefficiency and lack of productivity.

The survey was developed by Office Team, a staffing service specializing in skilled administrative professionals. With responses from 613 men and women, all 18 years or older, the findings are part of the "Office Team Career Challenge," a project to help administrative professionals advance their careers.

With today's lean staffing levels, there is increasing pressure for employees to manage their time effectively. Yet, many employers actually sabotage time management with runaway meetings and interruptions. Industry Week calls meetings "the Great White Collar Crime" estimating they waste 37 billion dollars a year.

Some 'red flags' that can indicate a mismanaged meeting:

• No one in charge. If the leadership of the meeting isn't clear, there is a tendency for attendees to waste time, pontificate their points and not draw any conclusions.
• Not starting on time. This practice 'trains' employees to come late and expect additional time for socializing.
• Lack of objectives or agenda. With no clear purpose or agenda to follow, it is easy for the meeting to get off track. Participants may not be clear as to what needs to be discussed or for how long.
• Lengthy guest list. As a general rule, the more people at a meeting, the less work accomplished. When the list of attendees is extensive, it is often because there is a focus on not excluding anyone, not because each member's participation is necessary.
• Just part of the routine. Regularly scheduled meetings can lose value as circumstances and staff change. All routine meetings should be periodically evaluated to determine whether they should be held at all.

To learn how to make meetings more productive, I contacted Chris Clarke-Epstein, CSP, who wrote the book, I Can't Take Your Call Right Now, I'm In a Meeting. The former president of the National Speaker's Association, she works with clients to help employees learn faster and work better. She offers concrete ideas to make your meetings more effective.

• Idea #1: Not every meeting should take place. The right times to schedule a meeting are when conflicts need to be resolved, groups of people need to start working together or information needs to be shared at the same time. Meetings are a group activity so they can be effective when a group needs to reach consensus or rally around an idea or plan.
• Idea#2: The person who calls the meeting has more to do than reserve the room. They need to also consider other logistical issues, including; time, equipment needed, and food/beverage. They need to take ownership of the content including preparation of an agenda and distribution of review materials. It is important to have a system to follow up on assignments and monitor the results of the meeting.
• Idea #3: Meetings are no better than the people attending them. According to the Warton Center for Applied Research, the primary cause of unproductive meetings is not having the right people in attendance. The most effective participants at any meeting are: people who have the information you need, people who can make decisions, and people who will implement the decisions.
• Idea #4: What gets recorded at a meeting has a chance of getting done. All meetings need some form of collective, agreed-upon memory. Without documentation, consensus can quickly evaporate. Meeting notes need to summarize the decisions made, itemize the actions agreed upon, fix accountability and document the deadlines for all actions.
• Idea #5: Meetings that end without assignments are doomed to be repeated. Groups are often very good at decision making and unbelievably poor at implementation. There needs to be an identified person to implement each decision within a specific timeframe. Watch to make certain that everyone is getting some of the responsibilities.
• Idea #6: Teams that evaluate their meetings have better meetings. Take two or three minutes at the end of each meeting to evaluate the process. Use index cards and answer the following questions: Were the meeting's objectives met? Was the meeting's format effective? Was the meeting of value?

The true value of any meeting is what actually happens after the meeting takes place. Make sure that individuals are held accountable for meeting results. And remember, if you don't measure it, it won't happen.

For more ideas on effective meetings and building productive teams, please visit: www.chrisclarke-epstein.com

Source: http://www.articlegeek.com/self-improvement/time_management_articles/work-meetings-top-time-waster.htm