Tag: entrepreneur

Brain Dumping for Prioritization

Conducting a brain dump is a productivity strategy that essentially allows us to transfer the information that fills our mind to paper, a dry erase board, or a digital format. Brain dumping has several benefits:

  • Facilitates the process of getting organized
  • Minimizes the risk of forgetting important dates, details, and ideas
  • Creates more “free space” in the brain for creative thought
  • Helps quiet the mind

There are many ways to do a brain dump. This post will cover a more intensive brain dump strategy that can be especially helpful to those of us who struggle with schedule-building and indecisiveness. The following method is an adaptation of an article that was published by Lifehacker.

Step 1: Make Your Lists.

In this case, the lists will be entitled “Must Do,” “Want to Do,” and “Maybe.”  Be sure to give yourself ample room to list everything that comes to mind, make edits, and add notes to the list.

Step 2: Finalize and confirm the “Must Do” list. 

Your “Must Dos” are events and tasks you have already verbally or mentally committed to doing. In this step, you will simply confirm and reconfirm plans then write your “Must Dos” down on your calendar and, if necessary, set reminders. This is also an opportune time to call and send emails to confirm upcoming meetings and appointments.

Step 3: Evaluate your “Want to Do” list.

“Want to Dos” consist of everything you want to do, but have yet to plan. Look over the Want to Do list, and ask yourself if these are all things you really want to do. Then write a number beside each item according to level of priority; “1” corresponds to the item on the list that is the highest priority to you. You may have to change and reassign numbers as you proceed down the list. Or, on the contrary, it may be 100% clear to you which items you prioritize more than others. Next, look at your low-priority items. Ask yourself whether you are 100% certain that you want to do these things. If not, transfer them to the “Maybe” list. If you are 100% certain that a particular item is something you have zero interest in doing, simply eliminate that item altogether.

Step 4: Evaluate your “Maybe” List.

For people who have difficulty making decisions, the “Maybe” list will probably be the longest of the three. Look at each item on the list, and ask yourself whether the item is 1) something you really want to do, 2) something you really NEED to do, and 3) whether you need more information to decide. If the item is either 1) something you want to do or 2) something you need to do, transfer it to the “Want to do list.” In some cases, you may come across items on the Maybe list that you need to fast-track to the “Must Do” list and add to your schedule, for example, scheduling a doctor’s appointment or applying to a program in which you have decided you want to participate. You will also encounter items on your “Maybe” list that you now realize you no longer want to do. Have no shame in crossing these items off completely. Lastly, f you need more information to make a decision about an item on the list, make a note detailing the actions you need to take to get the information you require to proceed with making a decision. Forward progress is the objective!

With an increased focus on prioritizing, this type of brain dump requires a little more mental energy and critical thinking than a general brain dump. But for anyone who has difficulty with scheduling and decision-making, this is a very effective strategy to help streamline events and tasks in a manner that naturally flows into an organized calendar.

For more organizing and productivity tools and tips, join my email list by clicking…HERE! Email insiders are first to be notified of upcoming courses and receive special VIP discounts and pricing on courses and eBooks.

 

 

Advertisement

Quick-Start Solutions: Simple Rescue Strategy for Rooms That Are Buried in Paperwork

Sick and tired of unorganized…*things*? Feeling overwhelmed at the thought of getting tackling that nondescript pile of stuff? I’m here to help. This exercise will help you move one non-painful, very manageable, highly productive step toward getting organized.

Problem: Help! My living room/dining room/bedroom/office/kitchen/the doghouse is overflowing with papers that are of questionable importance!

Solution: Go grab some empty file folders. If you don’t have any lying around the house, run to your nearest office supply store/drug store/grocery store…or scroll to the bottom to see some cool folders Amazon can have on your doorstep within 1 to 2 days…depending on your shipping preferences [note: affiliate links included].

If you don’t have folders right this second, you can still separate the papers into piles, but label the piles CAREFULLY, and clip the papers in each pile together using a paperclip or binder clip. Now. We’re ready to begin:

1. SET A GOAL, and determine how much paperwork you would like to clean up in your current session. Be realistic. If you know you only have the energy to work on the task for 30 minutes, set a timer for 30 minutes. If you can work for a full hour…POWER HOURRR! Let’s Go!

2. Create categories,  and label each folder according to the types of papers you have. If you can’t think of categories, try starting with these: Health, Home, Work, Finance, Bills, Leisure. Some of you may need to add a category for School. If you have kids, each child should have his or her own folder…but for starters, you can keep them all in one folder. For now. You WILL have to go back and separate everything out, though. So it’s best to just make a folder for each child if you have a massive amount of paperwork coming in from school, hobbies, etc.

3. Pick up one piece of paper. Determine which category the paper best fits. Example, if you pick up a car insurance bill, file it in the “bills” folder. If you can’t decide within 30 second, set the paper aside, and revisit it at the end. 

4. Repeat process until you can see the table/desk/floor/interior of the oven (yes, I’ve seen this before) or wherever your unruly papers have been landing. Advanced tip: (file your papers in chronological order as you add them to the folders; doing this now will save time when you need to access these papers later…and you WILL need to access your papers later: either to use them, to file them more permanently, OR to throw them away).
5. When finished, store the folders in a standing file box or file cabinet so you can access them later.
***If you still have remaining papers to clean up, don’t worry. Pull out your calendar, and schedule another time WITHIN THE NEXT 7 DAYS to continue the task. Write it down as an “appointment!” Keep repeating these “appointments” until all papers have been cleaned up and appropriately filed.
Maintenance: Set aside a general basket, bin, or letter tray to collect paperwork throughout the week. Choose one designated day each week to clear out the basket and file paperwork in its rightful folder. Eventually, the papers should go into a permanent file cabinet or drawer. But I will discuss that in a future post in the interest of keeping it simple and just focusing on quick cleanup strategies for now.
Recommended Supplies:

 

 

Want more? For exclusive offers, limited offer freebies, and insider discounts, join my email list!

5 Minutes of Morning Mindfulness – 7/19/18

Check out my latest morning motivational video on IGTV. Don’t forget to follow @rlprofessionalorganizer. I post daily!
https://www.instagram.com/tv/BlXZrUUh5cq/?utm_source=ig_share_sheet&igshid=1xegep79ldjp3

The Real Reason You’re Always Late

I’ve always viewed tardiness as a touchy subject. If you’re a person who is consistently on time, you may feel like others are late because they don’t value your time. While this may be true in a percentage of cases, I know…from personal experience…that there are multiple layers to a person’s ability to be on time and that oftentimes, tardiness may not be rooted in a basic disregard for others. Instead, people who are chronically late often have legitimate struggles with learning to manage time effectively and are more likely to be prone to over-committing themselves to a variety of tasks and obligations. In addition, inaccurate time perception is oftentimes a culprit that only makes matters worse. Still, there are other cases in which hidden emotional stress or anxiety inhibits an individual’s ability to regularly show up on time.

Trying to Please Everyone

We live in a time of InstaPots, entertainment on demand, and “there’s an app for that!” It’s very easy to find ourselves taking on the societal expectations of “fast,” “easy,” and “always accessible.” Therefore, many of us have lost touch with our ability to say no, to plan things out, and to do things on timelines that are more feasible for us. We feel like we always have to deliver. We find ourselves always wanting to perform. We never want to let anyone down. Therefore, people are increasingly overstretching themselves without even realizing it until there is a logistical, relational, or physical breakdown. And then there’s the guilt. Society steadily streams the message that there is no room for us to attend to our human needs. But the reality is we must. The irony of adopting a mindset of over-committing in the interest of never letting anyone down is that by doing so, your risk of letting yourself and everyone else down rises sharply.

Taking time to plan your schedule is essential. Only after creating a schedule for yourself and deciding when you would like to make yourself available (and are logistically able to do so) can you realistically ensure you are able to fulfill the time commitments you decide to undertake. Moreover, you must say no whenever a request for your time is made and you are unwilling or unable to either a) provide sufficient time to comfortably meet the request or b) re-prioritize your current commitments to make the new request fit. If you are unwilling or unable to do a or b, saying no is within your best interest; doing so also better for the person who is making the request. The sooner that person is made aware that his or her request will not work with your schedule, the earlier he or she can request an alternative time or make other arrangements altogether. Sometimes we waste time and needlessly cram our schedules with things that don’t serve us or other people. In many cases, we can avoid these situations by being more realistic with our time management and planning ahead.

Inaccurate Time Perception

To some of us, a minute isn’t a minute, and an hour isn’t an hour. Those of us who are challenged in the way we perceive time know that this can easily lead to always arriving a little late or even showing up awkwardly early. But there are ways to overcome this type of time management hurdle. Addressing inaccurate time perception requires an initial assessment. I recommend spending a day or, if your schedule changes often, an entire week timing and recording how long it takes to do your normal, recurring tasks. Make a list of how long your commutes take, how much time you usually spend in the shower, how long it takes you to read through your emails at the office, the average length of your phone calls, all the major events that comprise  a  typical day. Next, you HAVE to begin maintaining a written schedule if you do not do so already. Keep your list of timed activities next to your planner or wherever you choose to record your schedule. When planning your schedule, ALWAYS reference the list you’ve created, and budget your time accordingly. That means if you know your friend wants to meet you across town after work and you know it takes you 45 minutes to commute to that area, go ahead and tell that person you will meet them a full hour after your workday ends. Not only are you accounting for the 45-minute drive, but you are allowing yourself an extra 15 minutes to have a quick chat with your supervisor before leaving, go to the restroom, and attend to any other small time “vacuums”  that tend to pop up whenever we really have somewhere to go. While it is important to actually allow yourself the extra time, the game-changing potential lies in continuing to behave as if you only have 45 minutes to get there. This means recreating that same sense of urgency despite knowing you have a time cushion. That part may or may not take a little practice, so be firm, yet patient and consistent with yourself.

Set Firm Time Barriers

Whether you have to set a very loud alarm, have someone call you at a particular cut-off time, or use an app on your phone, creating unavoidable reminders that you need to stop what you’re doing and move on to the next activity will greatly enhance your ability to avoid being late. Be very intentional about how you structure your activities and transition points (i.e. leaving one place to commute to another, stopping one task and beginning the next). Try to make it nearly impossible for you to ignore the reminders and time boundaries you create for yourself. By giving yourself the right tools and holding yourself accountable, you will immediately begin to see real change in the way you manage time and adhere to deadlines. Inviting other people you trust to also keep you accountable will only add fuel to your self-improvement fire.

 

 

 

 

10 Strategies for More Effective Time Management – Free Cheat Sheet

 

Click HERE for Time Management assessment quiz!

We’ve entered the second half of 2018 and the beginning of Q3. Now is the perfect opportunity to assess how well we have been managing our time and to determine whether we are on track to have the 2018 we hoped for back in January.

Check out my 10-question Time Management Assessment quiz to see how you are measuring up, and receive a free cheat sheet that outlines 10 areas you can address today to reclaim and better manage your valuable time.

Organizing Your Life 202: Setting Yourself Up for Success by Creating a Morning Routine (and Sticking to It)

Virtually all of the leading business and lifestyle magazines regularly report on the critical role the early morning hours can play in determining the outcome of the rest of your day.  For this reason, having a set morning routine can literally change a person’s life. While it is true that some things are simply out of our control, we can largely control our mindset and how we respond to whatever our workday or off-duty time with family, friends, and neighbors throws at us. What we do within the first few hours of waking up sets the tone for the rest of the day. Therefore, creating a morning routine and sticking to it is one of the most impactful ways we can set ourselves up for success in every area of our lives.

 

Beyond Waking Up and Getting Dressed

Some of you may be tempted to say, “But I have a morning routine. I wake up every day. I take a shower, then I rush off to work.” While that series of tasks does, in fact, constitute a routine in the most basic sense of the word, there are ways we can super-charge our morning activities to give us a boost that will last for hours and help us become more patient, more alert, more focused, and ultimately more productive. The morning is also a very opportune time to implement activities that can help us achieve a greater sense of calm and a peaceful disposition prior to interacting with the overbearing manager, annoying coworker, or the digital mountain of repetitive emails that ALL require answers. Think of your morning routine as the moment you look up an address  (or find a destination on a map), then enter the address into your GPS and determine how you will get there.

Activities that Create a Sense of Calm

If you suffer from anxiety, the morning may especially be a critical time for you. Getting out of bed is a tremendous feat when you lack a general sense of physical or mental wellness, much less have the desire to leave the comfort and perceived security of your pillows and blankets. People who have difficulty getting out of bed for any reason may wish to begin each day with a combination of activities that both comfort and invigorate the mind and body. Immediately getting out of bed and taking an aromatherapy shower (there are several simple ways essential oils can be used in the shower to produce a fragrant steam) is a very gentle, but effective way to awaken the senses and lift the mood. Setting an alarm that plays uplifting music, then continuing to listen for 15 minutes can also help ease anxiousness and make getting out of bed a little easier. The rule is once you are out of bed, move on to an activity that will keep you out of bed and help you build the momentum you need to prepare for work (or whatever comprises your to-do list). At this point, moving away from the bed to meditate, have quiet reflection, or simply listen to or play music (if you enjoy playing an instrument) can further put the mind at ease.

Exercise

Some people prefer to exercise in the evening or at lunchtime, but for the first time ever, I (a non-morning person) challenged myself during the month of March to try working out in the morning. As a result of that personal “challenge,” I will likely never go back to p.m. workouts. Working out in the morning boosts endorphins, creates a sense that you have already accomplished something before the day even begins, and is beneficial to overall health. I do 30 minutes of cardio, but each person’s exercise needs and preferences will depend on the individual. Going for a 15-minute walk to get a healthy breakfast can also serve as a lower-impact alternative.

Plan the Day Ahead

I, personally, am a p.m. planner. I feel at ease when I write out my schedule for the next day on the night before (also a very effective way to boost productivity…and also a new habit I developed as a result of a person “challenge” to try a new goal-setting strategy).  Nevertheless, some people prefer envisioning the day ahead and writing out a schedule early in the morning. Planning can be incorporated into journaling and doing mindset work to shift from negative thinking to a positive mindset.

 

Drawing/Painting

People who are very creative may find it helpful to set aside 15-30 minutes to “create” something for the sole purpose of leisure and enjoyment before beginning the day. Anything from drawing and painting to composing music and writing can serve as a vehicle for eliminating anxiety, processing emotions, and building optimism about the day ahead.

Make Your Morning Routine Non-Negotiable

I know what many of you may be thinking: who has time for any of this? Answer: you. You just have to prioritize it.  Actively schedule time for your morning routine, even if it means going to bed earlier or managing your time better the day before. Try the morning routine out for a week, and evaluate its impact on how you feel as well as your overall changes in productivity. Most people find the sacrifices (waking up earlier, not staying up as late, watching less TV the night before) that must be made in the interest of sticking to their new morning routine to be well worth the trade-off.

If you need help getting started with designing a morning routine for yourself, join my Facebook group, or send me an email. I’d love to help you get started on the right track!

New Facebook Group

If you have not liked my Facebook page, please do so! In addition to the page, I recently started a Facebook group for like-minded professionals who simply want to be more productive at home and at work. I regularly offer tips and lead discussions on time management strategies, focus-building strategies, goal-setting, and general organizing.

This week, I am walking the group through setting monthly goals and creating a weekly action plan and daily schedule to break down the process of achieving those goals. Join us if you love talking about organizing and productivity or if you need a little help in those areas!

Why You Need a Rest Day

All over social media, I see entrepreneurs and professionals who boast about their 7-day work weeks and 12 hour days as if these things are the bragging rights of working for yourself. Hard work should be rewarded, celebrated, and praised. But are people who work non-stop ultimately cheating themselves? Their families? Even…their careers and businesses? I would venture to say yes. Here’s why.

Human Beings Are Not Machines

The title of this section is probably obvious to most of us. Nevertheless, it bears repeating: human beings are not machines; therefore, they need rest. We need rest. Furthermore, even most machines go on standby or require time to cool down or to be powered off. You and I are no different. When we work non-stop, there is a point at which we become less “sharp.” We become tired, and our mood deteriorates. We have to stop for food because we get hungry (and you reallllly should take time to pay attention to what you eat, chew your food properly, etc for health and nutrition reasons…but I digress).  Over time, you will not be at your best; this inherently means that while you are giving 100% of your time to your business (or career), you are very likely giving much less than 100% of your competence. Don’t cheat yourself, your teams, your customers, and don’t cheat your business or career out of being it the very best it can be. Rest.

Multitasking Kind of Sucks

Pardon my language. But the ability to multitask is another capability about which many of us love to brag. The truth is if you’re multitasking, you’re probably not focusing, which also means you’re likely cheating someone out of receiving your full attention to detail and level of competence. If you are giving time to your family, set that time aside and focus on them. If need to write important emails, schedule time to do that outside of listening to webinars, participating in conference calls, etc. Otherwise, you will retain only a fraction of the information that is conveyed during the webinar or call, and you also run a high risk of sending an email that lacks coherence or is missing important details and will ultimately frustrate the person on the receiving end. Let’s eliminate these errors by giving our full attention to whatever we’re doing. In fact, doing so will help you complete your tasks faster and more efficiently so you can move on to the next task much sooner.

But, Rolanda. How Am I Supposed to Do All This?

 

One word: planning. If you haven’t taken a look at some of my posts on scheduling and time management, check them out. As a first step, I recommend everyone spend a few days to an entire week keeping a time journal. Keep track of everything you do in a day, and note the how long it takes you to complete each task. Most people readily discover there are small pockets of time they waste throughout the day; these small pockets often add up to hours. Moreover, simply taking inventory of how you utilize your time and having the data on paper can be eye-opening on its own. Having a written account of how you spend your days allows you to interact with the concept of time more tangibly and to visualize different ways you can spend it. Once you’ve discovered exactly how you are spending your time, set boundaries. Set a bedtime. Schedule time for meals, family, and even idle time…because you need time for yourself. By setting a schedule and sticking to it, you will feel more balanced and recharged when it’s time to work, and the added efficiency will help you eliminate the need for those seven-day work weeks and 12-hour days.

 

If you need assistance with time management and scheduling, message me to inquire about my productivity coaching services available to individuals in all locations.

Please also join my new Facebook group to connect with individuals who are also determined to manage time more effectively and to achieve their goals in 2018!

 

Productivity Apps to Help You Get Stuff Done in 2K18

It’s a new year. We all, more or less, want to be healthier, wealthier, wiser, and more aerodynamic. I’ve highlighted a selection of productivity apps that will help you keep that fresh new set of resolutions you’ve recently made. All apps are available on Android and iOS.

Apps to Help You Save Time

Blinkist

Addicted to self-help books? Or perhaps you may simply feel like your self could use a loooot of help. No judgment. The Blinkist app may be for you! Blinkist works with non-fiction books and delivers a 15-minute audio or written summary. The app contains more than 2,000 titles by leading self-help authors in categories that include Personal Growth and Self-Improvement, Management and Leadership, Psychology, Communication and Social Skills, and Motivation and Inspiration.

Buffer

This one is for my entrepreneurs who use social media. Buffer is a social media management service that can be helpful if you manage multiple accounts. In addition to allowing the user to schedule posts, Buffer also supplies detailed analytics on Instagram, Google+, LinkedIn, and other networks. Users may manage up to three accounts free of charge and schedule up to 10 posts per account. There is a premium option which allows for more posts and accounts.
IFTTT

Derived from the phrase, “If this, then that,” IFTTT allows users to automate repetitive tasks. The app can message a friend or family member when you approach their location (useful when picking someone up after work or school or notifying a roommate or spouse that you are on the way home). IFTTT can also work with smart home features to program lighting to turn on upon your arrival and off when you depart for work each day. The “if this, then that” phrase refers to the app’s ability to program tasks that are dependent upon certain conditions (i.e. if I’m not home by 4, then text my sister to say I’m running late).

Newton

A super-charged email app, Newton has built-in tracking capabilities, a “Send Later” option, and can even remind you to follow up with clients. The app can also keep your inbox tidy by weeding out newsletters and other extraneous mail.

 

Productivity Apps

FocusList

This app may work well for people who are interested in using the Pomodoro method to increase their focus. The app allows you to write your plans for the day and allocate time for each task. When it is time to complete a task, the app directs you to work in 25-minute timed intervals of complete focus followed by 5-minute breaks until the task is done.

Google Keep

Similar to post-it notes, Google Keep allows you to post digital notes on your phone, which will remain visible until you have completed the task and no longer need the reminder.

Momentum

An app that is geared toward habit modification, Momentum utilizes Jerry Seinfeld’s “Don’t Break the Chain” strategy to help users build new, productive habits. Each time the user completes a specified healthy behavior he or she would like to turn into a habit, the app adds a new square to form a chain on the display. The chain remains on display via the “Today view” screen and is visually satisfying as it increases with each successful completion of a positive habit-forming activity.

Before downloading a new app, be sure to think about your ultimate goal and evaluate how well the app will support you in accomplishing it. The new year just got started, and there are tons of apps under the sun. Stay tuned for more reviews to help you live your best life by staying organized and productive!

Let’s Get Personal

It’s safe to say the overwhelming majority of people who meet me, especially in a work capacity, view me as a “solutions-oriented” personality. The minute a problem arises, I quickly begin the process of finding and evaluating the best possible solutions. It’s pretty automatic. Sometimes process starts well before a potential problem can arise. Nevertheless, I recognize I don’t have all the answers […at least not immediately?]. In fact, I’ve found that my willingness to be “human” and to share the fruits of my own [admittedly sometimes wacky] trial-and-error episodes brings an added level of comfort and relatability when working with clients. I was at a workshop for startup founders and entrepreneurs tonight when the obvious occurred to me: I should be bringing that level of humanness to my blog. And with that, I’d like to introduce the #ItsPersonal tag!

My journey as an entrepreneur is fertile ground for the very same lessons and principles I impart to my clients day in and day out, week after week. I’m a believer in teaching and encouraging by example. Tonight, in a lightning bolt-esque moment, it occurred to me that others may also be able to learn and grow by getting an inside look at my own exercise in diligently applying the life-changing concepts I’m always sharing with others.

Through my #ItsPersonal posts, I will aim to share more of my personal insights as a young business owner (along with other more personal stories that impact me as an entrepreneur and as a pro organizer). I hope my stories will leave readers feeling motivated, inspired, (and maaaybe a little entertainment…).

In closing, I will highlight a particular principle that especially rang true for me today and inspired this post (…and the #ItsPersonal posts that will follow): sometimes you just have to pick a starting point and GO!

I’ve probably coached hundreds of people in taking the initiative to “launch,” whether it was the beginning of an organizing project, researching a next move, pursuing a dream, going abroad, applying for schools… But very recently, I’ve been quietly struggling with having several business-related ideas and choosing which to pursue…and in what order. After narrowing the  list down to the most immediately feasible, I still found myself procrastinating and unnecessarily dragging out the regular tasks on my daily to-do lists–anything to avoid taking decisive action.  Today, I was reminded that there comes a point at which there is one thing left to do, and it’s to take the first step forward. After taking that step, however large or small, you can always step backward, continue along the same trajectory, or even go left or right. But once you’ve planned, deliberated, and identified a goal, there is one guarantee: the act of standing in place won’t bring you any closer to it… #ItsPersonal