Tag Archives | strategy
Amber Hourglass

Don’t Overthink, Don’t Procrastinate, Just Do It.

Amber Hourglass
Image by Brooks Elliott via Flickr

Fair warning: This may shock some of my regular readers.

Sometimes the most efficient path to productivity and organizational effectiveness is to not plan at all. I realize that goes counter to everything I usually propose for maximum productivity and success, but there are times when the planning gets in the way of the doing. *We are talking about excessive planning here. In those situations it is just not good business practice and certainly not a good time management strategy.

There are or can be some downsides to planning everything:

Planning takes time – If the planning takes more time than the actual work, then it is possibly not a wise idea. Some actions are so crucial that this is justified, but those are usually rare.

Planning can be an excuse for procrastination – Are you taking time to plan so that you can avoid having to actually take action? Watch out for procrastination disguised as being prudent. Make sure you are not spinning your wheels in circles.

Planning can be disproportionate – Make sure that the level and detail of your planning is proportionate to the complexity and importance of the project. Don’t take 5 hours of team meetings to prepare for a 30 minute phone pitch unless it’s a moneymaker deal. You get the idea.

If you are a chronic planner, you may be exceptionally organized and successful or you may just be wasting your time. Planning is absolutely critical to living your most productive and organized life, but anything taken to extreme is at worst an addiction and at best an inefficient use of your time, energy and resources. The key to effective use of planning to maximize your personal and professional productivity and organization is to plan in a realistic, proportionate and effective way using the minimum amount of time and resources possible. Learn to be a lean, planning machine.

To read more, check out my other Golden Rules of Productivity.

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Life Balance Tips from the Trenches

There is no more valuable advice than that that comes from the people who are “in the trenches” doing the job and living the life. You can read a book or listen to an expert, but the best wisdom comes from the real experts, real people who are up to their necks in the day to day reality of life.

I felt compelled to share some little nuggets from our Twitter chat (#PLchat) today on work life harmony and balance.

What does life balance look like for you?  The first step is determining what works for you, your career and your family.

Work life balance can be challenging for all. Not just moms.

Not sure what work life balance looks like – but I know it when I feel it.

In reality work life for me is somewhat integrated, but prefer as much separation as possible into “periods.”

Work life balance is very elusive concept.

Work life balance is very difficult, especially when you have so many responsibilities both at work and home.

For me work life harmony is when I only drop a few balls that I am juggling!

A supportive partner is key to any kind of work life balance!

In addition to home support, support at work is just as important.

Maybe being able to give attention to and enjoy each aspect of my life is a good definition of work life balance.

Biggest work life challenge – difficulty unplugging from work/business to focus on family.

I find my key to finding work life balance is scheduling my time on my calendar – and sticking to it.

Create a schedule. If you have an office, close the door (when working & not).

I work best when I schedule in blocks and just move the blocks around for flexibility.

To help me find work life balance I am working on recognizing each little success.

I think hardest to set work life boundaries with myself – no email during family time, exercise before email.

I let my cell go to voice mail when not at work. I can then listen and choose when to respond.

Discipline is the key – and it is something that I am continually working on.

GUILT – I think that is the key when trying to find work life balance.

I feel guilty when I’m working and guilty when home time.

I think guilt is directly tied to self-imposed expectations.

Need to set realistic goals. What is “enough” work & “enough” time with family, self – having to re-evaluate this.

Self-evaluation is the first step. You have to do what is necessary to self-satisfy.

If you start to feel overwhelmed step away.

I find if I get up earlier it helps me too – time to exercise, solitude & planning before kids wake.

I think I need a hobby. Need something just for me.

Key points:

Define what works for you

Stick to schedule

Set boundaries

Unplug

Take mental breaks

Don’t forget to take time for yourself.

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What’s Your Motto? Keep it Simple

Do you have a personal motto? How about a slogan? Not a public one for marketing purposes, but a personal or professional guide that reminds you of what you believe, what you are working toward or what is behind your goals. I’m not talking about a complicated mission statement. My apologies to all the Covey followers that have spent hours honing and perfecting their personal, professional and family mission statements. I think the process of asking yourself what’s important, what your value’s are and what your purpose is a valuable one. But does it have to be so complicated?

Why do we habitually make everything in our lives so complex? Do we need a paragraph long recitation on our purpose? Do we need a spreadsheet of goals with accompanying habits to make lasting change? Are we making our lives unnecessarily difficult? What if we spent that time working or playing instead of making charts and diagrams? Blasphemous right?

Call me a rebel, a non-conformist, but I think we’re making life harder than it has to be. I include myself in this insanity; this has been my modus operandi my entire adult life. I get it, but I’m done. It doesn’t work. It just causes stress and overwhelm.  It doesn’t need to be that way.

I declare 2011 a year of reform. I am reforming my perfectionist, over-planning, over-thinking ways and adopting a simpler mindset.

I did not set any resolutions or goals this year, just very simple intentions. I thought about what I wanted out of life, where I wanted to go professionally and how I could be more in line with my purpose and what really matters.

My husband gets a lot of credit for this mental shift. When I asked him what his goals for this year were, he said very simply, “To be better at the end of the year than I am now.” Huh? That’s it? Really? What does that mean? For him it means to be a little bit healthier, run a little bit farther, save a little more money, spend a little more time with our kids and be a little bit more loving towards me. I can get behind that and what’s more I can see the wisdom in that. This guiding motto “To be a little better” is powerful in its simplicity. It defies every S.M.A.R.T. rule of goal setting, but what’s more important, to follow the rules or get to where you want to be?

But how do I apply this in practical terms?

Figure out what your personal or professional slogan is – It can change each year or remain the same, that’s up to you. It can be a word or a phrase, but make it simple enough to implement and broad enough to apply across the board.

Your slogan will be your compass, your focus and your decision-making guide all rolled into one.

I decided on a personal focus this year of “Live Consciously, Practice Acceptance, and Embrace Joy.”

Now I ask myself each day, Am I paying attention to my life? Am I judging and being critical or am I accepting? Am I feeling joy, having fun and enjoying life?

If you’ve read my about page, then you know my company tagline is Productivity, Progress, Purpose. So I thought about how do I accomplish that tagline? How do I make that tangible and use it to get results?

“Keep it Simple, Make Time Count”

That’s it. Just that simple. For this year at least, my professional goal and focus will be to make things as simple as possible and make my time count. You will see that philosophy reflected in my blog posts, articles, tips, strategies and product offerings.

Doesn’t that sound better than complicated goal worksheets?

Visit our community discussion forum and share what your motto, slogan or intention is. I love to hear what others are focusing on.

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questions

Know Your Why

questionsDo you really know why you want the things you want? How and why did you set those goals in the first place? What is the motivation and who has ownership? Setting goals and objective is absolutely essential, but if you don’t really identify your “why” or your purpose, then you won’t have the clarity and motivation that is required for maximum progress.

This week take some time to contemplate your “why.”

  • Why do you want to achieve a certain outcome?
  • Will it bring about some positive change in your life or someone else’s?
  • Who might be affected?
  • Does it give you some kind of satisfaction or fulfillment?
  • Is your purpose in line with your personal and/or company values?
  • Is this goal or objective even really yours? Or are you just going along with another person or entity’s wishes without questioning?

For more information on setting goals see the related posts.

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Change One Thing at a Time

Are you taking on too much, getting caught in the resolution frenzy?

Are your resolutions really more like wish lists?

This year why not try making one profound change. Make it important enough that you will reap rewards, see results or gain satisfaction as you progress and work towards this “goal.”  Change is a process that usually takes time, so don’t beat yourself up.

Do you want to start a business, get fit, stop smoking, write a book, start a blog, get out of a dead-end relationship or job, pay off your debt? Whatever it is . . . make this your top priority and put your focus on it until it’s done! You may need to let something else go or at least put it on the back burner to free up time and energy. But what’s the alternative? You will be back in the same place this time next year and nothing will have changed……

I am still making up my mind…write a book, build my business, get fit (exercise every morning, run long road race, build more muscle,) increase financial savings, meditate daily, have more fun……starting to sound like a wish list to me. We are in this together…….

Keep me posted on your progress and we can journey through 2011 together!

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:-)

How to Spend Money

I loved this recent post by Michael Neill at GeniusCatalyst.com!

Everything should be made as simple as possible – but not simpler – Albert Einstein

Common financial wisdom suggests we save and invest at least 10% of our income, spend 10% to 20% on debt reduction, and if we are spiritually inclined, we give away 10% more in the form of a tithe or offering.

Yet while I have seen thousands of books written on how to save, invest, reduce debt, and tithe, I have only ever seen a few on what to do with the other 60% – 70% of your money – i.e. how to spend it.

There are two key skills in spending your money wisely – prioritizing and timing, or what are you going to spend your money on and when are you going to spend it?

1. What shall I spend my money on?
Regular readers of these tips know I like to break priorities down into four basic categories:

A – Bad things happen if I don’t do it
This roughly corresponds to the words “Must Do”, but the caveat is that many of us have become experts at turning out wants into needs and our ‘should’s’ into ‘musts’. “Bad things happen if I don’t do it” refers to real world consequences and not just “I’ll feel bad”. If your car/home/spouse will be repossessed, it’s a true A; if your car/home/spouse will just be mad at you, it’s not.

B – Good things happen if I do do it (but nothing particularly bad will happen if I don’t, at least for a while)
This distinction roughly corresponds to Steven R. Covey‘s Quadrant II – those things that are important but not urgent. Most investments fall into this category, as do many kinds of tithing, education, and support (including training, coaching, and our fantastic one year e-coaching program, Success Made Fun! :-) . For many of us, these are the things we know we “Should Do” with our money.

C – That’d be nice
This is the luxury category – not necessarily in terms of luxurious, but those things where our lives will not be appreciably better or worse as a result of spending or not spending the money, we just want it!

D- I’m going to regret this later
It’s amazing how often we know we’re not acting in our own best interests even as we’re doing it. If you’re not sure, follow this advice (also known as the “categorical imperative of logotherapy”) from Holocaust survivor Viktor Frankl:

“Live now as if you are already living a second life,
and as if you had acted in your first life as wrongly as you are about to act now.”

2. When Shall I Spend it?
There are many things we want and/or need to spend our money on, and in this modern age of integrated advertising (see bonus tip below!), we are continually being encouraged to spend it NOW!

Yet every dollar or pound we spend today is not there to be spent tomorrow, and knowing what we will predictably want or need to spend money on in the future can usefully influence our spending situations today.

Bonus Tip – Integrated Advertising
Billions of dollars are spent each year in order to convince us that we not only need what others have got but that we need it NOW! As VCR’s and things like Tivo and Replay TV make it easier and easier for people to skip commercials when viewing television programs, advertisers have countered by spending more of their advertising budgets on product placement, or so called “integrated advertising”. Next time you watch TV (or even go to the movies), look for the number of easily identifiable consumer goods you see in use by the characters in the show – they’re not there by accident!

Today‘s Experiment:
(Today’s experiment is adapted from the now sadly out of print Uncommon Cents by Lisa Vermillion, Lynn Robbins, and Dennis Webb.)

1. Make a list of everything you are contemplating (or predictably will be) spending a significant amount of money on in the next 3 years. Include both the practical (school fees, mortgage, taxes, home repairs, etc.) and the fantastical (Big screen TV, new wardrobe, trip to Hawaii, etc.) You get to set your own “significant amount of money” threshold – i.e. only things over $100, or $500, or $1000, etc.

2. On a seperate sheet of paper, create a chart with four rows and two columns as follows:

Priority
Within a Year
One to Three Years
A – “Bad things happen if I don’t”
B – “Good things happen if I do”
C – “That’d be nice”

D – “I’m going to regret this later”

3. Place each item on your list in the appropriate box.

4. Spend and save your way down the chart! Your first spending priority is anything listed under “A – Within a year”. If you’ve got any money left (!), start spending it on your “B – Within a Year” box. Be sure to put some money aside to save towards your “A – 1 to 3 years” items and your “B – 1 to 3 years” items before you get too stuck in to the “C”s. If you’ve got any money left by the time you get to “D”, congratulations – you officially have too much money!
5. As new expenditures appear on your spending horizon, slot them in to the appropriate category on your chart.

Bonus Tips:
a. Don’t get discouraged if you feel as though you don’t even have the money to cover your ‘A’s. Most people find that when they stop spending their money on C and D priority items, they’ve got a lot more than they think!

b. Don’t try to follow this too rigidly! Sometimes a “B” spending priority will help you cover your ‘A’s for years to come (i.e. a well-placed investment in your own business, skills training, or coaching), and sometimes a “C” spending priority reminds you of why you’re playing this game in the first place. Having said that, did you know that $30 a week (less than you probably spend for lunch in a week) at 15% interest compounds to over $1,000,000 in 25 years?

c. Try this at work with your business partner or at home with your significant other – what you discover about each other’s spending priorities will save you a fortune in years to come!

PART 2

One of the most useful questions I have found over the years related to any significant purchase (based on whatever amount of money you decide is significant) is what I call ‘the spending question’:

Given that I have now decided it is OK to spend this much money,
is there anything else I would rather spend it on?

For example, on Thursday I was about to invest around $40 in books – a situation I must admit I find myself in once or twice a week! When I asked myself what else I might want to spend $40 on, I thought about:

  • dry cleaning
  • a portable CD player
  • 5 lunches
  • 10 cappucinos
  • most of one date with Nina
  • taking the kids out to Denny’s for breakfast twice

In this case, I decided to go ahead and buy the books, but with a far greater appreciation of what I was spending.

Now, let’s look at this same principle in relation to a larger purchase – say, a new car. You do some research and figure out you can get a great new car for $5000 down and $500 a month. Once you’ve decided to spend the money, you stop and ask yourself one last question – given that I’ve decided it’s OK to spend $5000 now and $400 a month, is there anything else I’d rather spend it on?

Well, $5000 would make a great start to an investment program, or it could knock a huge clump of your personal debt. You could use it to begin remodeling your kitchen, or to make a tangible contribution to your school, church, or favorite charity.

But let’s say you’d still rather get the car…

For $500 a month, you could:

  • Create a regular charitable donation
  • <Accelerate your savings, investment, mortgage or debt repayment program
  • Take on a series of advanced skill training or adult education programs
  • Hire a coach (And yes, that coach could be me… :-)

You could also do a number of small things, including:

  • Hire a part-time cleaner ($100 a month)
  • Join a gym ($30 a month)
  • Get a weekly massage ($250 a month)
  • Go to the theatre once a month ($100 in LA, New York, or London!)

After reviewing your choices, you may still decide to buy the car. On the other hand, you may decide to ‘make do’ with a car that only costs $3000 down and $250 a month, put the extra $2000 into your children’s college tuition fund, hire the part-time cleaner, join a gym, and add the additional $80 a month to your charitable contributions.

The key to making this work for you is recognizing that it is not about self-denial but rather about conscious choosing and considered distribution. You’ve already decided to spend this money – you’re just adding in a final step to see if you could bring yourself more joy, prosperity, or closer to fulfilling your life’s purpose if you spent it differently.

Although many people fear that exploring spending options and alternatives will lead to an increase in expenditures, my experience in using ‘the spending question’ myself and sharing it with my clients and on training programs is that most of us actually wind up spending less money once we start using it consistently.

Perhaps even more important than the savings is that taking the extra minute or two to ask and answer this question allows us to really appreciate the money we do decide to spend and to truly value the people, things, and experiences we decide to spend it on.

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Do You Have a Supply Strategy For Your Office or Home?

Here’s a hint: You should.

Do you know when to order and when to wait? How you can make the most of your limited dollars without sacrificing in other areas? Have you identified your usage cycle?

Let’s look at some examples of supply strategies that I have seen:

The “just in time” model:

  • The rationale behind this strategy is “There’s always more.”
  • These people keep just what they need on hand and no more. When they run out of paper, pens, paper towels, notebooks, cleaning supplies, materials or whatever, they pick up the phone or run out to the store for more. Why should I spend my money on buying extra when I can just get it when I need it?
  • The upside – You don’t spend money or waste storage space before you need to.
  • The downside – You risk paying top dollar by missing sales and quantity discounts, work is delayed when you run out of something and time and effort are required now to procure more supplies.

The “hoarder” model:

  • The rationale behind this strategy is “Never run out.”
  • These people keep stores of supplies so they will never run out of anything. They have full storage areas, shelves and basements. They order in bulk and buy at a discount whenever possible.
  • The upside – You never run out and supplies are within arm’s reach.
  • The downside – You spend money upfront that could be spent in other ways, storage space is required that could be utilized for something else and you risk “spoilage” – damp paper, dried up pens, obsolete supplies that are no longer useful or necessary.

Isn’t there a better way? A more sound supply management strategy? So glad you asked.

I suggest the “maximizing” model:

  • The rationale behind this strategy is “Make the most of all available resources.”
  • Asses your usage cycle – know how much of each type of supply you require in a given time period. I recommend 3–6 months.
  • Purchase supplies when they are on sale or at a discount, but only enough to get through your 3-6 month cycle. Batch by ordering different supplies together to minimize time spent ordering and save on shipping or purchasing costs.
  • The upside – You won’t run out, you reduce storage space, you save time and money and cut supply waste. You gain the satisfaction of knowing that you are maximizing your resources.
  • The downside – Uh…You have to be careful not to appear too smug to your friends and colleagues.
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Title block for Operation Sabotage from Best o...

Are You Sabotaging Yourself: Top 5 Strategies to Set Yourself Up for Success

Title block for Operation Sabotage from Best o...
Image via Wikipedia

You may be sabotaging yourself and not even realize it. I mean really who wants to interfere with their own success and cause more unnecessary stress? Apparently most of us do. Do you say yes to projects or activities that you don’t have time for? Do you plan more in your day than is humanly possible to get done? Do you stop to answer the phone or check email while in the middle of a project? Do you get sidetracked by co-workers, children or incoming information? Do you spend time on activities that are not essential? I have been guilty of most if not all of these productivity saboteurs at one time or another.

So what can you do to set yourself up for success at home or at work?

Stop sabotaging yourself!

My top 5 strategies to keep you on the path to an organized and productive day:

Set your top 3 priorities before you start your day – I cannot hammer this home enough. It is crucial.

Set aside an uninterrupted window of time to focus on your most important tasks( I recommend 60 – 90 minutes) – That means door closed, phone on silent, email checking disabled and IM turned off. At home it may mean children napping or otherwise occupied (pets too.)

Have your list of core concentrations in front of you (mine are posted above my desk) – Don’t have a list of core concentrations? Make that your priority for today. Use this list when deciding what projects or activities to say yes too. If it’s not on that list, the answer is no! That is unless you have an abundance of free time, in which case you wouldn’t be worried about being more organized, now would you?  Also use it to set your priorities for the day or week.

Remember to work in blocks and take regular breaks – Fatigue is the number one obstacle to productivity. Your energy and ability to focus are impaired when you don’t take time to recharge throughout your day. As little as a few minutes to stretch, get a drink or step outside can work wonders.

Stop addictive online behaviors – Check email at specified times. Set a limit on time spent on social media, games, statistics/analytics and information intake. Set aside specific times and a set time limit for these activities. Those activities may be a part of your schedule, but they are generally not income producing activities.

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Trying new coffee shops

Try a Location Shift for a Quick Productivity Boost

Trying new coffee shops
Image by Librarian by Day via Flickr

Do you ever find yourself unable to focus, easily distracted and antsy for lack of a better word? Try changing your physical location and work atmosphere. Think like a real estate agent…location, location, location. Some people can work anywhere and under any condition. They are obviously from some foreign planet that I have never been to. Most of the rest of us have days when we just need a change of pace.

Could you approach your employer about the possibility of working from home a couple of days per week? There have been many studies that show that telecommuting actually saves companies money and increases worker productivity levels. If that is not an option for you, how about moving to a conference room or looking for a different office or cubicle location. Sometimes just a change in the noise level, lighting or a window can make an incredible difference.

If you work from home as I do, sometimes the solitude can become smothering. It’s hard to imagine that a work space could be too quiet, but it happens. One of my favorite solutions is to take a morning and work from a favorite coffee shop with free Wi-Fi access. Another option is to try your local library. You obviously can’t conduct business on the phone there, but that might be just what you need if you are having difficulty concentrating on some project work. Often just moving to a different room is enough to bring about a shift in momentum.

Instead of haranguing yourself to buckle down and get it done, try a location shift first. Don’t be afraid to think outside the box. What works for me may not work for you, but you’ll never know unless you try. Do you have any great suggestions? Please share.

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road blocks

What are Your Obstacles and How to Overcome Them

road blocks
Image by s myers via Flickr

This month we have been focusing on habits and how to successfully change them. A big part of the success strategy is knowing what your obstacles are and having a plan to conquer them. This same concept can apply to many other facets of business as well as in your home life.

Whether you want to stop procrastinating, quit smoking or drinking, start exercising, cultivate a daily writing practice or keep your home clean and de-cluttered, the process, preparation and strategy is the same.

Anticipate obstacles – Take a look back at past failures and try to understand what stopped you from achieving success. Look at personal as well as professional instances where you just couldn’t quite hit the mark. What got in the way?

Identify patterns – Do you have a certain pattern of behavior that keeps popping up and getting in the way of your goal? Do you self-sabotage, burn-out, give up or refuse to ask for help?

Recognize your triggers – Are their certain situations that trigger your current habit? Do you relapse into unproductive behavior around particular people? Do you find some surroundings to be more conducive to failure than others?

Plan ahead – Develop a strategy to overcome obstacles before they happen. The best way to assure success is to prepare ahead of time, rather than to try to come up with a solution when you are in the moment.

For example, if you are trying to quit smoking, don’t take breaks outside with your former smoking cohorts. If you are trying to stop procrastinating, set a timer and a reward. Trying to clear the clutter? Figure out how it got there in the first place. Sort the mail by the recycling bin or set aside 15 minutes each day to tackle one area. If you’re trying to lose weight, avoid buffets! Whatever the behavior you desire to change, enlist support, get a partner or mentor, or publically declare your intention. The extra accountability might be the push you need.

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