ORGANIZING TIME:
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Hi there !
Recently I dealt with a client that was not only in need of a Professional Organizer but he was also in need of help/direction/learning to deal with all those "things to do". Another words Time Management.
After we made great strides in the office we finally hit on:
"So, HOW *do* you create a schedule. I just don't know how" ?
I had been in the Home Office environment long enough to also get to know his wife quite well. I learned that she had problems/great difficulty with him taking the time for a coffee break, stopping for a lunch break, or even playing with his young son. In essence she was very concerned for his health & well being.
When we started working on "creating a schedule" he immediatley started listing the appointments; TO DO's (from the Projects we had broken down); office TO DO's; phone calls; reading; product development time; etc... I stopped him mid-stream & asked: "So *WHEN* is the coffee break? lunch? time w/son" ?
This client is no different than many Home Office workers.
I would just like to point out that many a HO entrepreneur :
-works beyond a regular 8 hour day
-skips breaks
-works at nite (now that others have long gone to bed)
-misses meals
-works weekends
-fails to take personal time
-skips vacations
-works when they are ill (they may not be able to see a client...but still will do office type work, & so what if their in PJ's & have a fever?)
I'm sure you get the picture. Might I also add that IF an employer had ever requested all of the above from any of us...one may just decide to work on the ol' resume update, not to mention the fact that it's against the Labor Laws!
My question is : why would anyone consider doing this to themselves - especially when the power of their schedule is in *their* hands ?
Yes - I also know that it takes a great deal of time, energy, strength, dedication & perseverance to get these businesses off the ground. But how good can anyone *truly* be if they fail to take care of themselves first & the very basics ?
I have heard it on numerous occassions: "...but if I don't do it - there is no one here to do it" ! I would like to point out that no matter how hard you work there will always be more that COULD be done. I think it's synonomous with yard work/house maintenance...it's ALWAYS there no matter how much you do.
I would like to state that there will never be time for things from the list above...if they aren't SCHEDULED ! This is synonomous to a savings account. Did you ever think you wouldn't have the money to save because of the amount of bills you had to pay? Have you ever tried to reverse it? Pay yourself (the savings account) first? It's trully amazing how there IS money left to pay the bills.
Likewise, if you SCHEDULE *your* time first - you will find there is somehow (miraculously ?) time left to get everything else done too ! If you wait & put yourself last...you too may be omitting breaks, skipping meals & missing your kids grow up....or life pass by...
Julie Signore - NAPO member
The PHOENIX Organizational Consulting Service
Maui, HI.
Julie:
Brava! Encore ... a very cogent discussion of the time challenges we face daily.
We can't "save" time ... and we can't go back and do "time" over. Once the moment has passed, it's past forever.
Maybe this helps explain why we choose the career paths we do (and why I'm typing this while watching a re-run of 'ALIEN') ... speaking for myself, if I'm not doing work-like things, I don't *feel* like I'm working. This can help me get stuff done.
Lakein (How to get Control of your Time and your Life) has an excellent, but terse, exercise in his book that assists in defining short- and long-term priorities.
And Bolles (The Three Boxes of Life, What Color is your Parachute?) did a wonderful job categorizing life-roles as work/learn/play, and asks his reader to allocate time to each as appropriate.
Again speaking personally, my work week seems to float around 8-9 days, with about 4 days "off" ... I use modern technology to stay in touch with clients (cellular phone, email, fax, etc.) during the down time.
Stay in touch.
Don
Julie,
I would have to second Don's * BRAVO*! Yes, I'm yelling. It needs to be heard that just because our office environments are located in our place of residence, we still require the breaks and quiet lunches.
If your client <<needs to be busy to be productive>>, share with him the facts that researchers in the 60's discovered an *increase* in productivity for those workers that were required to take breaks (mid-morning and afternoon). He is actually limiting his potential for PRODUCTIVE work and replacing it with busy work. Which is equal to spinning his wheels.
For myself when I've hit a wall or making too many mistakes, the last thing to do is dig deeper. The BEST thing is to step back, get away and return with a fresh outlook.
We encourage our clients to prepare for computer crashes and disasters by getting their environments in order. The same can and should be said of our physical and mental well-being. We can't be rebooted with a switch and time may be our only service man. Create that Schedule with longevity and productivity in mind.
Enjoy work and ....LIFE!
Traci Thomasson, NAPO member
Home Organization Plus Extras ( HOPE)
Kansas City, MO
Following Julie's comments about scheduling personal time off and setting your priorities, I had an interesting discovery. Coming from the decades of the 1980s, where workaholic was equivalent to success, I too have spent many an evening, weekend, missed lunch break etc. trying to do it all.
I finally decided this was crazy and in the last few years have decided to prioritize what I really wanted to do, and disregard what wasn't essential. As a result, I am much happier, see more friends and travel more, AND it hasn't affected my business one bit. I still have many goals and ideas I would like to implement, however not all of them need to get done this week. They will be done in good course.
So for everyone struggling with this same issue, please remember the quote, "No one on their deathbed ever wished they'd spent more time at the office!"
Barbara Etzel - NAPO member
Timecraft, Chicago, IL
Bravo, Barbara!!!
I now typically make my to-do lists for a week, with time-sensitive entries entered on the specific day necessary.
My own life pattern has changed during this past year to include more travel. I have decided that while I am traveling, there is pretty nothin in my particular life that is so urgent that I even have to check my answering machine while I'm away. That decision has, in fact, allowed me to return home/to my office so much more refreshed by taking the complete break, that both my productivity IN the office and whatever time away are each fuller and richer experiences.
In the business we're in as organizers, as well as in any other part of life, if we don't take care of ourself first, there's no way we can bring the best of who we are to anyone else in our personal or professional life.
Thanks for keeping this thread going!
Paulette Ensign Organizing Solutions, Inc. Bedford Hills, NY NAPO national board member '110 Ideas For Organizing Your Business Life'
Barbara:
I too say "Brava!" Isn't one of the benefits of being organize (not just tidy) is more FREE time?
And whenever I find myself saying, "I'll just do this one more thing and then I'll go to bed," I nearly always wind up spending the next day recovering from lack of sleep.
What's the point? Why earns billion$ if all we do is organize it?
Don
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Sheree,
I read both Paulette's and Traci's comments and agree whole-heartedly with using a calendar to keep track of all this stuff and of keeping your personal workstyle in mind. Some people are great at jumping into the middle and others need to work their way into the tough stuff by working on the fringes first. It may help too if you have a standard way of approaching tough projects. For example, if I'm doing something really hard for me, the first thing I always do is get out a clean sheet of paper and jot down some thoughts.... Your "first thing, second thing" could be just about any task, but doing the same thing every time to approach a difficult problem may help you get into a rhythm and overcome the fear/procrastination/dread stuff.
Paul & Sarah Edwards (our wonderful forum hosts) wrote in their book "Working From Home" on pages 243 - 245 a checklist of decisions you should make to set up your home office with your own workstyles in mind. I found this checklist very helpful...they are questions that it helps to answer from the outset so that you know you can set up your own rhythm....things like "What interruptions are you willing to allow?, Will you watch TV during daytime hours?, When do you decide to get someone to help you with your work?, How many breaks do you plan to take each day and when will you take them?....etc.
When you have a spare moment (g), you might want to glance at the book and see if you can identify your own styles. It does help when things get really crazy to already have established your own "rules".
Let us know how you're doing.
Janet Parsons - NAPO member
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Good stuff!
I'm into the "Working From Home" book now, but I will go back to the sections you mentioned in "Making It On Your Own".
I am the kind that can get wrapped up in something and look up three hours later and wonder why I feel stiff -- so the suggestion about taking a break now and then to keep creativity/productivity high is good.
The good part is, my days definitely do not drag!
Well, the speech turned out great -- for one of the concepts, see my post in Organize Time.
Take care,
Sheree
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Hi Sheree,
As a professional organizer the first thing I would like to ask is how you are keeping track of these deadlines and misc. to do's?
Paulette mentioned doing small pieces of larger projects interspersed in her schedule. This would require listing those components and putting them on your calendar.
We had an earlier thread '4 those who jump from' he described this same scenario. And it was concluded that the lack of an initial plan for accomplishing tasks *emphasized* his natural working style of changing focus frequently.
One other thought....I find, for myself and clients alike, that if the space is visually cluttered disruptive distractions occur more frequently and with larger consquences... nothing gets done!!!
I'll let you digest that, let me know if it settles your hunger or creates a larger appetite!
Traci Thomasson-NAPO Member
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Ok, first, you know what must be done and when. Second, Paulette is right. The only way to get through a big project is to break it down into smaller chunks. Otherwise, you are overwhelmed by the size of the project. As far as distractions go, many times they are really an excuse to avoid doing what you really don't want to do. I know, we all get into that trap from time to time.
The reason you let your self become distracted is because you are overwhelmed by the size of the projects. So here is my perscription:
1) lay out the steps for the two big projects. Do this in some kind of logical order i.e., if you need one section before the others do it first. Next, plan out blocks of time that you wil work on and COMPLETE each part of the project. Then do it!
I like the idea of two different projects because after a couple of hours on one, you can switch to the other and be reenergized.
Last, you should program breaks and rewards as you go. These can be diversions (such as a walk, or a nap or any other kind of break you like). finish a segment of the project and take the break. When the break is over go back to the project refreshed. This way, you will have your diversions, but they will act to refresh you rather than debilitate you.
Finally, you must take extra time to go through the in box. DO this early so that you can get your mind off of the clutter. Make a point to review this stuff every couple of days and write up a list of things to do on this once your big projects are done. (Anything needing immediate attention should be done now).
I hope this helps. Mike Tavella
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Yes, very helpful!
If I get over the hump of getting started, instead of just thinking about NEEDING to get started, it helps a lot.
I think you hit it when you said what I really may be doing is avoiding doing something I really don't want to do...
SO -- the bigger challenge from here may be -- only choose what I really want to do? That gives one pause....!
Sheree
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Well, I don't know about doing only what you want to do....That won't last long if you like to eat!
I've read the other comments and your reply about liking the deadline highs and when will you adjust. I don't know if you ever will. I am in that boat now. I too work by myself and for myself. I get wrapped up working with new clients that I build up a back log of work. I like having the backlog but I know I have to get it done.
There is no easy way to avoid getting into time crunches when you work for yourself-except by not having clients and work-which is no solution.
Having some of that excitment is good people can become really creative when they are busy and under some pressure. The trick is to keep that pressure under control. Have just enough to keep your edge without letting it snowball. The only way to do that is through planning and disipline.
As we said before, you must plan your work and then follow through. I KNOW how you feel. One reason I'm on compuserve is that I can avoid doing necessary work <g>. My favorite technique is to reward myself AFTER I get a part of a project done (this way I can get a reward once or twice a day instead of maybe once a week). Knowing I can indulge one or twice a day is a great incentive to focusing on the work at hand.
good luck! I don't believe it will evre get any easier.
P.S. Do you know about Paul & Sarah Edward's book called Making it on your own? It has a lot of good info on working by yourself and a lot of good advice. Check it out if you haven't already.
Mike Tavella
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Good tip on the book. Yes, I recently found it at the bookstore and it is excellent.
I'm not sure if I'm reading the books in "order", but the Making It On Your Own book was so good that I went back and bought Working From Home, also by Paul and Sarah Edwards. And the electric yellow cover color complements the daffodils in the vase on my bargain desk which I see from my perch on my "wonderful" office chair. <g>
Thank you for the input. So, organizers, now I have to figure out if I should try to "fix" my tendancy to "stack up" and then periodically organize/declutter/do filing (it's my creative cycle at work n'est-ce pas?) or shall I try "discipline", which sounds efficient but hard?
Sheree
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Sheree,
In response to your 'natural' urge to *stack*, I'll offer two comments: 1) In my experiences, people tend to be more successful when they are able to find solutions that go WITH their natural tendancy rather trying to buck it <s>. 2) One solution to consider to support your inclination to stack is something that dawned on me a couple years ago...the bottom of most manila folders are scored. If you fold along that scoring, you can create a binding edge large enough to label. Then you can stack to your heart's content and still see the title for those folders sticking out at you on a shelf. A felt tip pen/magic marker can do the labeling job just fine if you don't want to get into using one of the many excellent labeling machines now on the market.
Bear in mind, I am not particularly suggesting the above as a substitute for your permanent filing system as much as one of many ways to keep frequently used or current 'hot' files. The product I found most useful for storing such files is one of those metal units that has maybe four or five shelves to it and would sit desk top or on a shelf near your work space.
Hope this helps, if not literally, at least to jog maybe an even better solution for your particular needs.
Paulette Ensign NAPO President-elect
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I am not at all organized and have been lurking here to get some tips. I to
have the "stacking" personality and have found one small item that helps alot.
I have no problem with space so that may be an issue. I have purchased several
sets of the plastic file dividers that stand up on a desk or any flat surface.
They snap together and provide about a 2-1/2" wide holder for files. About 5
or six come in a package. I have labeled these with each of the major topics
that I regularly deal with. Each specific file can go into its topical holder
(up to 7 or so files can fit in each topic area depending on how thick they
are.)and then it is easy to select the file you need.
- Allan Green, Written 06-Apr-1995 @ 12:51:51
Using: Windows NavCIS PRO 1.6 Beta 1
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Allan,
Your stacking solution sounds like a good one. Our mission as organizers is very often to identify choices and offer them to our clients to choose what suits them best...stylistically, economically aesthically, and all the other variables! Thanks for your contribution to the discussion.
Paulette Ensign NAPO President-elect
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The bottom-labeling of folders is a GREAT idea. I have a lawyer-friend (I worked for him back when I was in college) who really needs a way to find a file once-in-a-while despite the fact that he piles them all over the offices. The staff might not mind, either. :-)
dale@iam.com http://www.iam.com
Intangible Assets Manufacturing
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Hi Dale,
Thanks for your contributions here on the forum and for your time on the phone today. About not being able to imagine exercising at the end of the day...you make the point of how it's important for each of us to work TOWARD our natural style rather than AGAINST it, whether it be exercise or organizational systems!! <s>. _I_ can't imagine STARTING my day that way...seems too traumatic for me <g>. So, we're both 'right'.
Glad you liked the suggestion about labeling the bottom of folders. I'm of the belief, as above, that 'whatever works.....'.
'Look forward to staying in touch, Dale, and assisting each other's efforts. Best wishes.
Paulette Ensign NAPO President-elect
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Sheree,
My question for you would be "What is eating up your time?" If you spend much time going through those "stacks", I'd be inclined to look at an alternate method. I know many successful people who rely on the "stack" method of organizing their current work load...it works for some.
BTW, "discipline" is fun for some people. If it's not for you, keep looking for work methods that stick with your creative work style.
Jackie Tiani; NAPO Member
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Well, I'm glad you liked the book. I've read all the other comments and I agree with Paulette. What will work for you is something you are comfortable with. I also like her idea about the file folders as lables for your stacks.
I gave up stacking a few years ago. I read a book called "if you can't get everything done now, how are you going to do it right later." This book explained that you spend a lot of time digging through your stacks, which eats up your time. He suggested filing the stacks and making a master list of things to do. When you want to work on a project, you take out the file, do the work and refile it, changing the list as needed. This is how I keep focused. I don't keep my filed in my desk drawer, though, I keep current filed in those vertical stack trays in my work area. They can hold a lot of files and take up less space.
As far as dicipline goes, think about this: the energy spent in keeping track of things to do and the time spent in finding things and the time spent worrying about things drains you and restricts your creative output. Once you adopt a system-any system-that frees you up from the worry and time keeping track, you will increase your energy levels substantially and you will do better, more creative work. I know, I've been there.
Best of luck, Mike
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Thank you to all who have responded. All the contributions have been very helpful.
I know I have a distorted view of time -- in that I always think I can get more done in a certain amount of time than is physically possible. So I'm running up against deadlines, usually pulling it off quite nicely, thank you -- but the insight here may be that I like those adrenalin "high's" ????
Also, while I'm very competent at "doing" nearly every detail required, from creating, planning, presenting, writing, typing, formatting, evaluating, opening the mail, etc., I think that part of it is adjusting to the "I'm everything" (as opposed to having someone to whom to delegate as it was back in corporate life).
So how long does it take to adjust? (Of course, there are lots of things I like BETTER, too).
Sheree
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What - I get no more excuses for not exercising? This Home Office Organizing group is tough!
Yes, cutting the project in pieces helped. I think before I kept envisioning a "big piece of uninterrupted time" that would be the answer. Of course, that big piece never materialized!
Sheree
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Ah, Sheree,
You gave me a big smile regarding exercising and 'no more excuses'. You hit a topic that has become near and dear to my heart for the first time in my 47 years during the past year! Prior to that time, I wouldn't even let people finish the entire 'e' word. NOW, I'm happy to say that, as a result of the 'e' word and also working with a nutritionist, this home-based businesswoman is carries 30 pounds less into the world than she did a year ago!!! Not only do I feel better and can buy clothes in any store because I'm now in 'real' sizes, I get more done in my day, especially those days that seem to be endless in my office...I found that for me, using exercise a reward at the end of my day, that last stretch of the day got more done. Trust me when I tell you, I never thought _I'D_ think of exercise as a reward!! Sometimes, when the weather is particularly good I'll grab that half hour walk at lunch or during the afternoon, or just do 15 minutes of floor exercises at some random time of the day (never YET first thing in the morning, tho....just not my time for such activities.)
So, sure, you can have an excuse, if you want. For me, the results have been too profound to even want to create an excuse not to these days.
Paulette Ensign NAPO President-elect
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I couldn't imagine exercising at the end of the day. The few times I've tried, I don't have enough energy to sustain the workout, and/or I end up with a miserable headache.
My day gets screwed up if something keeps me from working out first thing in the morning -- I tend to put off showering and getting dressed until I work out, and even if I'm staying in all day, I don't think I work as well without the mental state achieved by being in "business like attire" (usually a t-shirt for a nerd like me, but hey, it's better than a bathrobe).
dale@iam.com http://www.iam.com
Intangible Assets Manufacturing
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Thank you all for the good suggestions. I think I can make good use of labeling the folded edge of file folders. And I look forward to the time when I will think of exercise as a "reward"!!!
By the way, I got rave reviews on the speech and overheads. One of the concepts was that it's important to live in such a way as to avoid that four-word phrase "I wish I had..." In other words, having no regrets -- or living as closely to that as possible.
Gotta go for now.
Sheree
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Bill, I think you're one of the originators of this thread, so am directing this to you. As a p.r. consultant, keeping track of my time and meeting deadlines is critical to my business. You may think this is overkill but I use:
1) a Dayrunner organizer to keep track of the work I actually do. It's one of the few systems I've found that gives you two pages per day, which I need. I have a small version that I can take everywhere.
2) A Sharp Wizard which I use to keep track of project due dates and telephone numbers/addresses. I find it's really handy as an organizer, but since it doesn't offer an easy way for me to track actual time spent, I need the paper version mentioned above.
3) Microsoft Project, which I use on my home computer to help me map out the steps required to complete each project -- and how long the production will take. I find it also helps me organize my resouces better.
4) One of those portable voice recorders which I stick in my pocket when I'm "off duty". It's amazing how many details race through my mind. If I don't capture them, they're gone forever!
Does it seem like I spend too much time organizing? Maybe, but I've found, over the last 14 years, that the time spent planning saves me a lot of time spent trying to remember what it was I was supposed to do! Plus, it frees my mind up from clutter and lets me think about things that are fun.
Liz
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>>Does it seem like I spend too much time organizing?<<
Elizabeth,
One of the most organized executives I know uses all of the tools you mention. To some, I'm sure it seems like overkill, but most important is - can you find what you are looking for when you need it?
Looks to me like you are using the aspects of each tool which is most valuable to you. Find an inventor, and perhaps you could make a fortune by combining these elements into one.
I applaud your efforts to keep organized.
Jackie Tiani; NAPO Member
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Elizabeth:
Yes it may seem that you spend a great deal of time organizing,, but if it works for you who cares... My only question would be do you use a PC regularly for names, addresses,etc and if you did would you change a portion of your scheme. It seems to me that you could consolidate the Dayrunner and the Wizard into one computer software program and then still use the MS Project at home.
I use Goldmine at work and some of my names, addresses etc. are in Goldmine and some are in Lotus Organizer and some in Day Runner.. (part of the issue could be having three organizers..)....
I need to be able to integrate a computer based organizer with something that I can carry with me..
Look forward to hearing from you..
Bill McCabe
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Hi, Bill ...
All your questions and comments about Organizing Time and Contact Management Programs are most interesting. Especially ... <<<I need to be able to integrate a computer based organizer with something that I can carry with me>>>.
I recently "upgraded" my life ... with a new Sharp 128KB Electronic Organizer and a _brand new_ Contact Management Program ... called LeadCommander(TM). From my old organizer (no PC link capabilities), I manually input names, etc. into this C.M. program, adding other vital info. Then all data was downloaded into my new organizer ... which can also be backed up using it's own PC link program to the harddrive and a disk for safe keeping. In LeadCommander, I've manually added other names & addresses (which I don't need to carry with me). I'll be transferring 800+ addresses, etc. into LeadCommander from my original business mailing list located in dBase III.
This contact management program is "aimed at building relationships" -- which is vital in the 90's. At my fingertips are all the important personal details necessary to keep track of a contact ... and this C.M. program is "user friendly" with point-and-click ... plus instantaneous "search" results in one database file! LeadCommander was recently developed using Claris' easy-to-use FileMaker Pro, by DataBasix Technologies, and I was a "beta tester". It is now available through limited sources for under $200, plus until April 30th FileMaker Pro is also available at a special price. If you're interested in more details, feel free to E-Mail my privately.
I've had this business for 11 years now, and have tried every _possible_ method to keep track of the hundreds (probably thousands) of people who have come into my life. Also, 6 years ago, I joined the World of Networking ... attending mixers and meetings all over my area + speaking to large and small groups, etc. etc. Since "names" is not my forte (but I never forget a face), I definitely needed a good "tool" to assist me.
This particular computer program (LeadCommander) is Most Impressive -- just ask my own computer techie -- and it's going to be a "life saver" for me. With it, I can -- "find" names, etc. or do mailings by groups, business type, zip code etc. It also keeps track of "Calls," "Appt.," and "To Do" lists ... by simply inputting quick notes into fields -- lists of choices accessed by clicking on a button. (This is GREAT for people who don't have time to do a lot of typing!) When I talk to a client, vendor or associate ... I just "find" their first name, click on the "Notes" screen and type brief notes or key words as we talk. No more handwriting on post-its for me ... 'cause I lose them to easily.
Well ... to say the least ... I'm enjoying saving valuable time looking for my "notes" or the business card for "Joe Smith" -- just a couple of "clicks" and immediately I'm asking him "how was your vacation last month" or "did your wife have a nice birthday party?" Talk about relationship building !! No one else remembered to send him an anniversary card last week !! I've definitely become a "Happy Camper" again. <s>
Donna D. McMillan, NAPO-LA President
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Bill, I don't keep a telephone/address listing on my computer simply because I travel so much. In fact that's why I bought the Wizard for project management. I used to use Top Priority on my computer and was very happy with it except for when I was on the road. Now with the Wizard, I can keep everything up to date. I wish it offered a better method for keeping track of time . . . and a more visual way to scan monthly calendars. If it could only do those two things my dayrunner would be history.
Liz
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Elizabeth:
Do you travel with a notebook or portable computer..?? Our contact management system "Goldmine" has a remote synchronization feature which allows you to keep a database on your portbable/laptop and then synch it with the machine on your desktop. I think most of the major contact management people have this feature. What it allows you to do is to keep both things in sync and take the copy on the road and then bring it back and update it.
So much of my day revolves around the computer that I need some type of software package that will update/link or print out reports to a manual system that I can take on the road.
Bill McCabe
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Bill, I used to bring a notebook everywhere. In fact, I have Gateway subnotebook that weighs less than three pounds. And it's still too heavy! I'm one of those who is anxiously awaiting a true palm top because that would meet all my needs. I had to restrain myself from buying the Newton, but my brother worked for Apple at that time and even he said it wasn't worth getting the first generation technology.
However, the Goldmine software sounds interesting. It may be worth revisiting the idea of using my computer more. Who markets that package?
Liz
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Aloha everyone!
Recently I was in conversation with someone regarding Time Management & the following is their viewpoint:
"IN MY VIEW, there's no such thing as time management, the ultimate in oxymorons. How can one manage time? Can you touch it? Stop it? Control it? Create it? No, not really. You can give yourself the illusion that you're somehow manipulating it, but that takes time, so why bother."
I'd be curious to hear from YOU regarding your thoughts on Time Management...so drop a message in this thread ..if you have the *time* ;)
BTW:
My view: Time management is the ability to accomplish a multitude of tasks in an efficient manner that increases productivity in a set time frame.
Yes one may not be able to manage time...however one can manage what is accomplished during time ;)
Aloha,
Julie Signore - NAPO member
Recently re-read Time Management for Unmanageable People by Ann McGee-Cooper. She does an excellent job of addressing the issue of time management for right-brained people.
As a professional organizing consultant for the past 17 years, I am convinced, both from my own experience and from that of my clients, that "time management" is a major key to successful organizing. However, that does not necessarily mean doing things the way traditional time management books have advocated.
My own guidelines for time management: "Does what I'm doing right now have anything to do with where I want to go?" This means, of course, that it is necessary to have a pretty clear picture of where you want to go -- which is no small accomplishment in itself!
Barbara Hemphill NAPO Member
I love what you just said about time management....does what I'm doing now, have anything to do with where I want to go." Like you said, we need to know where we area going. One of my rightbrained friends told me that she thinks right-brained people have trouble setting goals, because it requires focus...which is not always an easy thing for us to do.
I have found this to be true in working with my Creative Memories consulants....and myself to a certain extent. I have a sheet that I am having some of my team fill out....one of the questions was "My goal for the rest of this year is....", followed by ":my plan to acheive this goal is:____________
I changed it to
* "By Dec 31, 1995, I will feel gratified if the following happens...is happening...or is about to happen,_____________________________________________________
* So that "it" happenes, I am going to do the following.______________________________________
Here's my question.....it works great for those who shy away from the "g" word....but would my left-brained counterparts think it was a dumb way to ask a question...almost "beneath their dignity"
Any thoughts?
Carol HIestand
Carol,
Your closing comments of your posting caught in my throat..dumb way to ask question or below their dignity. I, personally, am for choices, which sometimes include 'both/and' instead of 'either/or'. Along with that is my philosophy of 'it's about results'! Whatever the methodology, if it works for someone, then *that* is the 'right' way for them. Sure leaves things wide open and not cubby-holed <g>.... all kinds of possibilities that way, doncha think? I appreciate the conversation you've stimulated here. Keep on keepin' on and thanks.
Paulette Ensign NAPO President
>>Here's my question.....it works great for those
>>who shy away from the "g" word....but would my
>>left-brained counterparts think it was a dumb
>>way to ask a question...almost "beneath their
>>dignity"
Carol:
I am over-bearingly left-brained (a medical doctor actually deemed the left side of my brain "my dominant hemisphere" in a legally-binding document!). Being left-brained does *NOT* mean that a person automatically knows how to or knows-and-follows-through either setting goals or planning & executing how to get there.
On the other hand, my husband, who is almost as right-brained as I am left, had no problem setting the goal of becoming a physician and going through many steps, most of them psychologically if not physically painful, to achieve that goal. He has that kind of focus.
Through most of my life I "just knew" what I wanted or needed to do next, but I didn't always move toward what I *said* were my goals. (One way of looking at that is, must be that isn't what I really wanted to do after all, but then we'll never know since I didn't manage to get there.) I didn't get to the 'there' I originally picked as a goal (nor to the second nor to the third...), and I am *very happy* with where I did get to, so I tend to believe that "all things work for good" -- or at least to the end they should.
But the people who come to you know or believe that things *aren't* going the right way or the way they'd like them to. I don't think (speaking as one of them) that left-brained people have any more trouble shifting paradigms than right-brained ones -- I really believe *less* trouble, because we (in general) trust our thoughts, whereas the righties keep getting hung up on "this doesn't *feel* good, no matter how correct the logic is."
The only thing I would suggest is that you take the "quotes" off from around the "it" in the second part of the question. Any-brained people can be offended if they think (or feel) that they are being talked down to... ("Why is that word in quotes? What is she getting at? How dare she?" etc.)
FWIW
Elizabeth R. Bond
> I am over-bearingly left-brained (a medical doctor actually deemed
> the left side of my brain "my dominant hemisphere" in a
> legally-binding document!).
PMFJI, but you've *really* excited my curiosity. Why would your "dominant hemisphere" be cited in a legally binding document? I sense a great story here!
JH
>> > I am over-bearingly left-brained (a medical
>> > doctor actually deemed the left side of my
>> > brain "my dominant hemisphere" in a
>> > legally-binding document!).
>>PMFJI, but you've *really* excited my curiosity.
>>Why would your "dominant hemisphere" be cited in
>>a legally binding document? I sense a great
>>story here!
Hi Judith --
Since you asked, thirteen years ago I experienced an on-the-job closed head injury with subsequent craniotomy to remove a blood clot from the left frontal lobe of my brain -- on the Broca's speech center.
On release from the rehabilitation center, my neurosurgeon declared that I was 20% "permanently partially impaired" -- an important number, because it translates into the number of weeks the insurance company must pay compensation and disability. When the state disability insurance carrier called for a second opinion (which is probably the standard procedure, but always seemed like they didn't believe him), the other doctor -- based solely on the very clear result of medical records and written exams -- gave me a PPI rating of 28%. He used an expression something like "based on the considerable injury to this young woman's dominant hemisphere..." The insurance company quickly offered a settlement that split the difference, or 24%.
It's a funny thing -- in spite of being told about my considerable rehabilitation and my experiences going back to school and after employment -- whenever I tell people that I am *permanently* about 25% impaired, they say, "Oh, but you're not!" I guess they think it's a compliment to say that, but in fact it feels like a refusal to acknowledge the effort that went into my recovery and in fact goes into every day.
-- E.
Julie,
As I was reading your thread about time management, it struck me that, in some ways it's like money....invest a little and watch it grow to more than it was before. Spend a little time making a mini-agenda before a phone conversation and get off the phone quicker and more effectively...spend a little time teaching someone else to do a task and free up more of your own time to do other things you need/want to do. Spend a little and watch it grow!
Sometimes people think a large investment is necessary, in either time or money. Both resources have the ability to grow well starting with even a modest investment.
A thought to ponder on this Independence Day afternoon....let's hear it for independence of all flavors <g>.
Paulette Ensign NAPO President
Julie,
Obviously the management of time is like the management of any other resource: applying limited time (all resources are limited) to the uses that will generate the maximum results.
Jim Woodhill
Aloha Jim!
Hmmmmm. I like it !! Thanx for your input!
Btw: no one is "Hopelessly dis-organized" & I definitely *not* hopelessly right-brained! From my experience,the creativity of many of my right-brained clients is truly admirable & awesome!!! Not to mention..that they are bunches of FUN to work with ;) !
Interesting...many of them share experiences of being criticized on their style of organization as doing it *wrong* & ask constantly ask how to do it *right*. I prefer to address it as organizing *differently*.
Aloha,
Julie Signore - NAPO member
Julie,
Thanks for commenting about the use of the word "hopelessly". When it appeared on the posting, I, too, flinched! As most organizers know, there *is* no such thing as hopeless regarding organizing or ri right-brained...just a different point of view and different approaches. Organizers pride themselves on flexibility and uniqueness of approaches. Isn't it just great that we've got all this variety, choice and possibility!!!
Paulette Ensign
Hi Julie:
I have used the Franklin dayplanner in the past and they believe that the key is event control not time management. So controlling the important events in your life, not watching the clock. The author of First Things First, feels the same way, decide what is truely important to you and bring your activites into line with that. Use those activities as your compass to help guide you.
P.s. I noticed you Aloha, are you in Hawaii you lucky dog? <g>
Regards-
Bud Rice
Bud,
You are absolutely right! Franklin designs their entire program around the concept of "Goals." Everything you do and list in your day planner should be bringing you closer to your goals. Franklin also emphasizes values as part of your goals. Ultimately, I think goals should be what drives us in achievement, not time.
Sorry to just jump right in but this is the second time in a week that this concept of time management vs. event or goal directing has come up in my business conversations.
Sincerely,
Sandy Stelter, NAPO member
Hi Sandy:
>>Sorry to just jump right in but this is the second time in a week that this concept of time management vs. event or goal directing has come up in my business conversations.<<
No problem .... good to hear from you. I'll tell you though that I have been using Act! as my contact manager and my attention to detail has really improved. I must however really make an effort to be sure that I am keeping track of, and moving towards meaningful goals. It is so easy to get lost in the action of activities. Of course I can tell from your post and signature line that you are a real pro and would never fall prey to that, right? <grin>
Regards-
Bud Rice
Hi Sandy.
>> What do you think of ACT! I ran into someone in the Chamber of Commerce saying that he had ACT but was having trouble figuring it out. My understanding is that it is a Contact Mgr but things I've read indicate that it is actually a PIM! <<
I don't know if I mentioned it here on the forum or not but I am a Section Leader on Symantec's Act! forum. (GO SYMAPPS)
Act! is really a Contact Manager as opposed to a true PIM. In a contact manager the user interface revolves around the individual contact. Think of it like a three by five card for each of your contacts. With the help of the computer your three by five card is of course much more powerful. All of your interaction with a client is then entered into their record where it is easy to keep detailed information ready to recall and use at any time. You can also send form letters that meet a certain criteria and manage your e-mail. I could go on and on but I don't want to bore you.
With a PIM it is more along the lines of your Day-Planner. It is more activity driven than contact driven. You can set appointments and to-do's along with a note pad for extra information tied to the activity.
There is usually a phone book module that allows you to keep track of names addresses and phone numbers on each of your contacts.
People used to using to-do lists and day planners feel more comfortable with the PIM approach. People who are schooled in sales ( among other fields), where detailed records are required, feel right at home with Act!.
With any program as I am sure you are aware, it will take some time to get comfortable and productive. Following your own personal style and then finding software that matches that, I believe, is the best strategy.
Saying you want the style of a program like Act! when your nature is along the PIM day planner style is setting yourself up for frustration and lower productivity.
Sorry I was so long winded in answering your question. (If I ever really did?)<grin>
Have a great weekend.
Bud Rice
Aloha Bud!
<..decide what is truely important to you and bring your activites into line <with that. Use those activities as your compass to help guide you.
Very well said!!
I have seen far too many circumstances, whereby my clients have said "yes" to doing far too many things. Much of which they have no *desire* to do! These same things are *exactly* what keeps them off their mark of doing "what they realy want to do..& do best". Hindering them from achieving their true goals.
I have also seen it be some of the prime ammunition that causes their procrastination, (hey, they didn't want to do it anyway!).This causes them great stress & then they repeatedly beat themselves up over not getting things done in a timely manner!
Teaching them how to say *no* is the first step. Understanding that this is OK is a major breakthough!
Surprising how many people work for someone else who has a mission statement - yet never have created one of their own. A personal mission statement helps keep one on track & in alignment with the goals they set - as you stated - what is truly important!
Yes <VBG> I am ..the island of Maui :)
Aloha,
Julie Signore
Julie:
>>I have also seen it be some of the prime ammunition that causes their procrastination, (hey, they didn't want to do it anyway!).This causes them great stress & then they repeatedly beat themselves up over not getting things done in a timely manner!<<
This may sound funny but one of my favorite sayings is from one of the STAR WARS movies where Yodda is telling Luke Skywalker that there is no try (to accomplish something), there is only do or not do.
Regards-
Bud Rice
Aloha Ben!
<<there is no try (to accomplish something), there is only do or not do.>>
Hmmmmm, similiar minds here - I too LOVE that saying! Use it as an example lots of times. Sometimes people are confused so I ask: Have you ever *tried* to stand up ?
Becomes crystal clear then ;)
Aloha,
Julie Signore
Hi Julie:
I have found that it is true that if you do not control your life by driving it with your own goals and objectives, you will become a victim of someone else's.
Most people I come into daily contact with do not truly DRIVE their careers, and their live's. They slosh around and bend like a willow blowing in the wind. I am not saying that I know better than they, but lost potential is frustrating to watch in people you care about.
- Regards,
Bud Rice
Bud,
To take your quote another step, I'm fond of the one that says something like 'All we have is either reasons or results".
Thanks for your contributions to this forum....keep 'em up!
So, what to do you do 'in real life' ( professionally)? And what brings your to this forum? You've certainly jumped in with both feet, and it's great!
Paulette Ensign
Hi Paulette:
>> So, what to do you do 'in real life' ( professionally)?<<
I work in the San Francisco Bay Area with a Automotive Franchising Company. I am Vice President and am in charge of all day to day operations. We currently have 14 company operated units and 13 franchise outlets. I am discovering as time goes on, my role to be shifting from one of a technical slant to more of a cheerleader. I am beginning to believe that you try your best to hire the most competent, motivated (internally) people you can, train them in your systems of operations, and then get out of the way. A role of support to your troops and front line people and service to them who in turn provide the services provided by the company is the only way to go.
>>And what brings you to this forum? You've certainly jumped in with both feet, and it's great! <<
Actually I have been lurking about for some time taking good tips and ideas away but not really speaking up. (Yeah I know, not fair) About jumping in with both feet, well I guess I have been spouting off alot here lately, I've enjoyed e-mailing with you as well.
Thanks-
Bud
===============
Donna,
Wouldn't you love to know the best time-saving technique, tool or tip people here in this section have ever found in their life? I know *I* sure would <g>.
Paulette Ensign NAPO President
My #1 time saver...
I used to be inundated by all the magazines, newsletters, informative "junk mail," etc. that I would receive in any given week. Now, I put all of these into an expanding folder, and on Thursday at 7:00 a.m. (nothing magic, just happens to work best for me), I sit down for no more than ONE HALF hour and quickly *scan* this material, clipping and removing via table of contents, and discarding the rest. I put the clippings (much more managable pile) into a small folder that goes with me everywhere in my briefcase. I catch up on the specific readings on airplanes, waiting for appointments, sitting at home, etc. To take it a step further, I highlight/underline anything really interesting and file it appropriately. Everything else is just general reading and gets trashed when I'm done.
Nothing rocket science, but it works well for me...
Kev
Paulette and Donna, Here is my best time saving tip- hang a small basket over the door knob where you come into your home most often. Always put your keys there as you come in the door. Whala! No more lost keys or misplaced ones that you have to hunt for forever:( Really an easy and effective time saver. Come on everybody share yours with us! Can't wait to hear all the neat ideas! As always, {:-D
Charlsey Y. Schroyer, NAPO Member
Butch
Very simple but very time saving! I screwed a small hook into the back of my front door for the keys. Same thing only different.
Simple rule seems to be "Always put things down in the same place...every time."
Regards
Carl
Hi Carl,
You really hit the nail on the head with your comment about always putting the same things in the same place each time. I have found that it doesn't matter so much where you put something, it is the consistency that pays off - you never have to wonder where something is because you are always putting it in the same place.
Holly Uverity - NAPO Member
Holly,
Since this thread has appeared so popular, I thought our participants might like to know there are some more time-saving tips for homebased business owners in an article in this month's issue of Business Start-Ups Magazine...p.14...
Charlsey ...
<<<my best time saving tip- hang a small basket over the door knob where you come into your home most often. Always put your keys there as you come in the door. Whala! No more lost keys or misplaced ones>>>
This is fantastic ... I've had a dish on the shelf by the front door for years. In it go my keys and glasses, along with the outgoing mail. Definitely saves looking for things when you're headed out again.
Thanks!!! <BG>
Donna D. McMillan, NAPO-LA President
This may not be home office organizing specific, but...
When I worked as a courier, one of the other couriers taught me to always fill up the van's gas tank when the fuel gauge got to the quarter-full limit. If you waited to fill up the tank, that turned out to be the day you had to drive all over heckamagon and you kept eyeing the fuel gauge wondering when you'd run out.
Filling up while you still have some gas in the car invariably eases the mind in case you have a ton of errands to do and no time (or place) to stop for gas.
meb
Mike,
I believe your tip about filling the gas tank BEFORE needed is every bit a time-saving tip pertinent to home office organizing. In my own l life, in fact, I know there are weeks when I'm only driving locally from my home office, let the gas get way down because not much is needed for those short treks, then, boom...a 1-2 hr. drive is necessary f for, of course, an early-morning appointment (and don't forget hitting the cash machine first, the alarm that was set for PM instead of AM, the fax that came in overnight from a client who HAS to talk t with you immediately, etc. etc. etc.). So, thanks for your very relevant tip!
Keep those cards and letters a-comin', Mike, and keep your gas tank filled! <s>
Paulette Ensign
Mike ...
I've always used the same rule of thumb (since high school drivers ed) ... <<<always fill up ... gas tank when the fuel gauge got to the quarter-full limit>>>. It's saved me frustrations at least a million times.
Another time saver related to the car is to stop at the car wash before you "need" to ... saves rushing to make that trip before an important meeting when there's a ton of other things to be done and no embarrassments about a dirty car.
Thanks for confirming that I'm not the only one who fills-up early. };-D
Donna D. McMillan
Paulette:
Here's some things I've learned to do to save time:
1. I work out of my home. The trash can is between my mailbox and my office and that is where all junk mail goes. I sort out the unwanted stuff *before* it gets into my house.
2. A place for everything and everything in its place. No more hunting for keys, wallet, etc. when I am running late or have an important meeting to attend. Also files for everything and a place for files so they can easily be found.
3. Ditto on filling the gas tank. If I have a second free to put gas in the car, I do it so I don't have to worry about it later.
4. I use an offline reader (OzWin) for forum messages and read the messages while I am hold on the phone.
5. If there is a small thing that needs to be done, I do it now. Then it is done and my to do list doesn't grow.
Bruce Kaufmann
I must say my favorites are my computer with QuickBooks, WordPerfect, LeadCommander & CompuServe programs, my Sharp YO-610 electronic organizer, and my Sharp (stand-alone) fax machine. I absolutely could not be efficient without them!!!
Thanks for starting up a great topic!!! <g>
Donna D. McMillan
Donna and Paulette,
A time-saving tip that works for me: Two-thirds of my driving is business related. For IRS documentation and business tax deduction, I do keep a mileage log in the car which includes the necessary info. However, the time and energy to calculate the total miles each month and yearly totals was too much.
So, I created a simple spreadsheet program in WP Win and automated the process. My "program" has five columns across and at least 26 lines down. Headings are: Date, Destination, From, To, and Total. I created a legend at the top for the destination column, assigning a number for the trips that I go to on a regular basis (1 through 10), such as the post office, office supplies, bank, regular clients, etc. If I have to go to the post office, bank, and client so-and-so, the destination column might read something like 1, 4, and 7. Saves a lot of writing that way!
Now, I just jot down the quick numbers in my car log before starting out, then plug them into my spreadsheet at the end of each month. I have a neat, accurate record in case of an audit and documentation for my mileage business expenses!
Doris
Hi, Doris ...
We thank you ... for contributing your terrific suggestion for recording business mileage using a spreadsheet in WP Win.
Each time I get into my car, I record my mileage in my Sharp electronic organizer in the "Memo" function under Mileage ... then it can be printed out monthly using the cable to export to my PC and printer. B.E.O. (before electronic organizer) I always wrote down my beginning odometer reading in my Daytimer prior to starting the car. This is a "good habit" for every business owner to develop from the beginning.
By the way, it was really exciting to speak to you on the phone recently.
Keep those great organizing tips comin' in ... };-D
Donna D. McMillan
Hi Paulette,
Thanks for initiating a great inquiry from everyone concerning "Time Savers." And, the responses have been great as well!
Here's just one that makes my life so much easier.
I subscribe to a number of publications both professional and otherwise. In my home office bookcase (and home library bookcase) I store them in plastic or rigid cardboard magazine holders. Each publication has its own holder. Each holder has a laminated identification label (36 point font size which is easy to read from a distance).
As soon as the publication arrives it goes immediately to the appropriate holder. I know it is there and then when I have the time, I pull the publication and scan or read it.
No time is wasted looking for it; no anxiety created seeing stacks of publications; I'm able to scan the table of contents and/or read when it is convenient for me.
This method of publication management has worked so well for me.
Best wishes to you, Paulette.
Donna Cowan, Member NAPO
Donna ...
Excellent concept ... especially <<<As soon as the publication arrives it goes immediately to the appropriate holder. I know it is there and then when I have the time, I pull the publication and scan or read it.>>>
Thanks for sharing this idea!!
Donna D. McMillan
Hi Paulette,
This is really simple, but one of my best time savers is figuring out the night before what I am going to wear!! Morning is not my best time of day :) so having one less thing to worry about in the am makes my day start that much better.
Later,
Holly Uverity
My partner and I travel frequently in our business as Cancer Program Consultants. We have decided to compromise on what shampoo, toothpaste, etc to use on the road, and purchased a large cosmetics bag from our local CVS drug store. In this bag goes every toiletry item we need for travel. We have a small coffee maker, an small insulated bag, two insulated mugs, and a few other things like a steamer, travel alarm, etc. which we keep in one area, specifically reserved for travel use. When we are preparing, we only need make the decisions about what clothes to take, pack them, grab our travel kit and off we go. This has saved so much time and aggravation when compared with packing and unpacking all of our personal items. (We even have small bottles of our favorite perfumes-one each- which are reserved for the travel kit). All OTC medications, small first aid kit, etc. are also included.
Edie Kutlus
Edie,
Thanks for your input about time-saving travel tips. That works great for all those sundries.
One thing I've seen happen is waiting too long too pack, until the night before, and being too tired to make wise decisions about what clothing to take, regretting that indecision when it comes time to lift those suitcase(s)! Some folks, I know, are minimalists, and others feel they must take their entire closet and bureau with them!! Any thoug thoughts to add?
Paulette Ensign
Paulette,
I heartily agree with waiting too long being a detriment to good decisions in packing... or any decision for that matter. Too many times you may find that what you need to take is at the cleaners!
As for how much to take -- like anything it's a personal *balance* that is key to saving your back :) I've found that I have favorite travel/packing clothes. Whether it's separates, comfort or that they wrinkle less... they always go.
Traci Thomasson - NAPO member
Edie ...
Your organizational skills really shine through in your travel packing techniques ... excellent! Sure saves time to keep a cosmetics/shaving kit stocked and packed.
Just to add another tip ... travel clothing that follows a scheme of 2 or 3 colors (mix 'n match) also saves space and time coordinating daily outfits. Also, the new suitcases on wheels eliminate stress of carrying too much weight and fits in the plane's overhead storage, saving time waiting for luggage at your destination.
Thanks so much for your participation ... keep to great tips rollin' in here.
Donna D. McMillan