priorities
Productivity Consulting and Leadership Coaching for business and nonprofits - get your most important work done. Collaborating with leaders and their teams to become more strategic, focused and productive. Leadership and Board Coaching, Strategic Planning Facilitation, Productivity Coaching and Consulting, Professional Speaker.
Productivity Coach, Productivity Consultant, Leadership Coach, Executive Coach, Business Consulting, personal productivity, time management, nonprofit, board coach, collaboration, strategic planning, facilitation, change management, leading productive teams, project planning, board development, volunteer engagement, association management, workplace productivity, executive director.
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priorities Tag

Magazines That Matter

As I was sorting through 5 days of mail yesterday (I was out of town) I exclaimed “I’m never subscribing to another magazine again.”  For years when I’ve spoken to groups we’ve discussed why we feel so obligated to read things we didn’t ask for.  And last night I realized I’ve been doing the same thing.  My Harvard Business Review and Cooking Light barely get open, yet I read the local magazines that are sent, and I read the grocery store flyers, and I look at the catalogs that come.  YES – My casual reading time is being spent on the things that don’t matter, and the things that do matter aren’t getting any attention.

I need a new system!  Here it is:

  • Instead of putting my favorite reading aside (nightstand, reading nook) where I never really read, I’ll move it to the places that I’m likely to pick up a magazine (kitchen table, family room, etc.)
  • Instead of keeping the reading that doesn’t matter I’ll toss that in recycling right away
  • Instead of spending 15 minutes reading the mail I didn’t ask for, I’ll spend that same 15 minutes reading what I’ve chosen is important

The truth is I do most of my reading on my computer.  My Facebook and LinkedIn feed seems to bring me relevant and interesting articles daily.  That seems manageable and digestible.  I really don’t want to give up all my magazines, but if I want to be sure the ones I value can be looked at, then I best be ruthless with the ones I don’t.

 

Time Management Clock 24/7Time management is such a funny phrase.  We all banter it about like we understand it, but really what does it mean?  My definition of Time Management is getting done what you have to do so there is time to do what you want to do. There is such a wealth of information and tools to help manage your time – but as with everything I espouse IF IT’S NOT EASY, IT’S TOO HARD.

What works?  Here are some simple strategies you can implement starting now:

  • Set meetings with start and end times:  When setting appointments, meetings and networking don’t just set a start time SET AN END TIME.  If I’ve budgeted an hour for a coffee meeting and the person I’m meeting budgets two than one of us is going to be disappointed.  When setting meetings make it clear: “I’ve got us down from 1pm to 2pm”
  • Stay in control of interruptions: You don’t have to answer the phone when it rings – but if it is someone you want to talk to there are techniques that you can use that will keep you from getting off course.  State up front how much time you have (or want to invest): “I’ve got 20 minutes” 
  • Give your work a time budget.  Just like you know how much money you’ll spend for an item ($18 entrée ok…$38 entrée too much) think about how much time is reasonable to spend on a specific task (1 hour ok…3 hours too much).  If I have deemed a project to be worth one hours’ worth of time not only will I set a timer for an hour to cue me to stop, but I’ll set another for 45 minutes, so I know when I have 15 minutes left.  Always ask yourself “how much time is this task worth?”

When determining your time commitment keep in mind Pareto’s Principal (the 80/20 guy I talk about all the time.) You will accomplish 80% of your work in 20% of the time.  That means if you meet someone for coffee/lunch/networking you’ll have held the most important parts of the conversation in the first hour, anything additional contributes minimally.

Developing a habit is an important part of creating change, but an equally important aspect is creating a process.  And not just any process, a SIMPLE process.  For if I’ve learned anything working with my clients, I’ve learned “if it’s not simple, it’s too hard.”  Creating a simple process is perhaps the most crucial aspect of driving change.

What does creating a process look like?  If I asked you to write down the steps to do something you do every day you could.  Let’s take getting dressed each morning.  My system looks like this:  1. Take shower 2. Brush teeth 3. Put in contacts….. etc.  I do the same thing each morning.  I don’t need to think about it, I’ve done it so many times that it has become rote.

Everything that is done routinely needs a clearly thought out process.  Let’s apply this concept to staying on top of the papers in your office.  We start by breaking this into WHAT, HOW and WHEN.

“WHAT” is the goal: “round up the piles, papers and notes into a clearly prioritized task list in order to be able to focus on my most important work.”

“HOW” is the process:

  1. Gather all papers and notes that are laying around into one big pile
  2. Pick up the top item in the pile – ask: what needs to be done?
    1. If I need to put it away – put it away
    2. If I don’t need it – put it in the trash, recycle or shred zone
    3. If I need to give it to someone else – put it in a pile with their name on it
    4. If I need to take action on it – prioritize the action (critical, hot, sooner, later) on my task list and decide if I still need the paper (put it in the take action zone or throw away if I can)
  3. Pick up the next item and process
  4. Continue until I’ve cleared the pile
  5. Distribute sorted papers to their proper places
  6. Review my task list to ensure proper prioritization

“WHEN” is the frequency: “I will schedule 2 hours each week.”  Put it on your calendar.  If something comes up and you have to move it, that’s fine as long as you spend the 2 hours each week.  (Realistically, when you get started this can take 2 hours.  As time goes on it may take less than 1).

While this process may seem daunting, the more you work it, the easier it becomes.  By having the process written down it helps you to keep on track, and on task, until it becomes rote.

I’ve stumbled upon an awesome technique to get me through the day on those days that I have just too much to do and can’t figure out where to start or what to do first.  I write each task, to-do, and action step on an individual post it.  Then I arrange them in order of:

  • Do what’s most time sensitive first
  • Do what’s most important next
  • Do what has to come before something else before I can do the other thing

It does take a few minutes to write out the post-its, but it’s a very useful exercise.  By doing this I am:

  • Getting clear on today’s priorities
  • Narrowing my focus on the most important things
  • Letting go of those things on my list that really aren’t important.

Useful Hints:

  • I’m loving these new 2×2 post-its
  • Post so you can see from your desk
  • Use a marker so you can read it from your desk
  • Color code if it makes you happy
  • If you have a lot of the same task to do, (phone calls, invites, notes to send) break it out in smaller groups (a few at a time – with each batch getting it’s own post-it) so it’s not so overwhelming.

The Best Part:

  • Taking down each post-it feels so good
  • You have a visual picture to get you through the day
  • At the end of the day when there is only a few post-its left you feel so good

And as much as I love my technology, sometimes low-tech is the best way to fly.  Try it and let me know how it works for you.

“NO” is the most powerful productivity tool ever!  As the new year is upon us, with all our new goals and aspirations, it is easy to get caught up in the vortex of hoarding opportunities.  With the myriad of information and prospective “things” we can do with our time, money, and energy staying focused is … hard.

To effectively evaluate if you should say “YES,” getting clear about what is important is critical.  (Check out my 10 Minute Goal Setting Blog Post if you need some direction with this.) Remember, that when you say “YES” to one thing you are saying “NO” to something else.  Your resources are not endless!  Filter questions include:

  • If I say YES to this opportunity, what will I be saying NO to?
  • Will saying YES help me achieve something valuable, useful, or important?
  • Will saying NO be a relief?

Once you are clear with what’s important saying “NO” becomes much easier.

Making A List And Checking It Twice

Making A List And Checking It Twice

No… not talking about Santa’s list.  I’m talking about your TO DO list.  If you’re putting EVERYTHING on your list you are probably overwhelmed.  Before you say YES to a task or opportunity, run it through a filter list that helps you sort the yes’s from the no’s:

Possible Filter List Questions:   

  • Will it help someone or something important to me?
  • Will it help me grow personally or professionally?
  • Will it help me reach my goals?
  • Will I have fun doing it?
  • Will it give me joy?

Not sure? Ask yourself:

  • What’s the worst thing that will happen if I say NO?
  • Why should I say YES, and why should I say NO?
  • If I say YES to this, what will I be saying NO to?

If the answer isn’t clearly “yes”, then it probably should be “no.”