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Archive for productivity

How to organize your time to do more

At -A glace contacted with this infographic. It clearly outlines a few  things to do use your time wisely to help you reach your goals.

  Thanks to Jesus a Content Marketing Manager for At-A-Glance , a company that helps individuals and businesses with planning, organizing and learning for this information.

How to Do More with Less Time : AT-A-GLANCE

I also find productivity increases when the number distractions decrease.  No emails, no social media, no texting, no phone calls, simply no multitasking. Set aside a specific amount of time and work only on one project until it is done or the time is up. It is amazing how much you can get done when your focus is on one task at a time.

Share what you do to make yourself more productive. 

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

Top 10 Productivity Time Killers

Carolyn Shannon is my guest blogger today.  Her business Venting Creatively helps people find creative ways to shine a light on their lives from a different view.  She runs a monthly networking group BEE Niagara.com and publishes Women of Worth magazine.

Top 10 Productivity Time Killers

Everyday countless hours are wasted away due to non-productive activities. Time is money, so when distractions and procrastination sets in profitability will decline. A survey conducted by OfficeTime.net has revealed 10 of the biggest time killers. The main offenders that reduce of our productivity are:

1. Emails

How much time do you spend surfing the web?

2. Surfing the net

3. Watching TV

4. Procrastination

5. Meetings

6. Non-business conversations

7. Commuting & travel time

8. Social networking

9. Cell Phones & texting

10. Dealing with red tape

Types of Time Wasting

There are many factors that lead to procrastination. There are a few broad categories that most time wasting falls into.

Is making a decision a time consuming task for you?

1. Indecision. Perfectionists will often struggle with indecision. Some things may never become perfect, and putting too much focus on perfection will mean too much time spent on one job. Splitting the work into smaller tasks is one way to deal with it more effectively.

2. Avoidance. A fear of being judged can be the main cause of procrastination. It could be fear of failure or even success. Neither of these are something to be ashamed of. Success should be celebrated, and failure is the best way or learning. Think less about what others may think and more on trying your best at the task on hand.

3. Thrill Seeking. This is when procrastination is justified because the worker likes the thrill of an approaching deadline. If this is the case it is best to move deadlines closer and set personal targets. This still gets you the thrill of working against the clock, while reducing procrastination.

watch your minutes

Time flies

How to Put an End to Time Killers

The first step to battling time killers is to understand and appreciate the amount of time that is being wasted. What is the value of all that lost time? Time wasters will directly affect your career advancement opportunities and reduce the amount of income you could have received.Tracking where your time is spent will allow for efficient time management. Don’t just rely on your memory to remember what you did during the day. Use a system so that you have a written record that can be looked over and analyzed. This could be as simple as creating a timetable on a piece of paper, or utilizing a computer program or app to record your daily activities. Cutting down on time killers is a good start, but there are other strategies that should be used to effectively manage your time:

1. Define your purpose. You need to know exactly what you want when starting on a task. Without a definite purpose you will lose focus.

2. Smart goal setting. Choose realistic and specific goals and targets. It should be measurable so you know when it has been completed.

3. Plan on a regular basis. As factors change, you plan should be adjusted to reflect the reality of the situation.

To truly beat time killers you need to work on your mindset & stick to your plan for the long-term.

Which type of Time Waster Are You?

1. Thrill Seekers feel they can procrastinate, as they enjoy the feeling of working against a deadline

Tip: constantly set and adjust deadlines so that you still get the adrenaline rush but are using your time more effectively than procrastinating

2. Avoiders prefer to procrastinate as a means to avoid being judged. Whether it is a success or a failure

Tip: Success is a good thing and nothing to be ashamed of. Failure is a way to learn and improve. Focus on doing the best job you can and not on what others think.

3. Indecisive people are often perfectionists but procrastinate to shift responsibility from themselves

Tip: Not everything has to be perfect so try to take small risks and use your intuition. Mistakes may mean you learn something new. Try to split the task up into more manageable parts.

Need help managing your time effectively contact Mind over Clutter.  Julie can work with you in person or virtually to help streamline your processes and routines.

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

5 Spring cleaning and organizing tips for your home office

Spring cleaning your home office can lead you in many directions.  Perhaps:

  • your inbox is inundated,
  • your files are filled or
  • your time management is missing.

You need to start somewhere so let’s start with the S.P.A.C.E. that houses your office.

Look around your office and start:

1. Sorting the items that are visible into groups of papers, books, office supplies, client files, product, advertising materials etc.

Start with the visible clutter first.

2. Pair down each pile to the items that are current and recycle or shred the rest.

3. Assign a convenient place to store your resources.  If you use them often keep them near your desk, if they are used infrequently store them further way but still in your office.  If they are never referred to but needed for tax or legal purposes they can be stored in another room.

4. Take each of those piles and select the best Container for keeping the items organized, binders, magazine holder, bins, boxes etc.

 

Organize with binders

Organize with bins

Organizing for the person who likes to see everything, the visual person

 

 

5. Evaluate your new S.P.A.C.E.to make sure it will help you be more efficient, productive and profitable this year.

 

 

Share one of your office organizing tips in the comment box.

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

Organize Your Work Schedule with an Interruption-Free Hour

Many people realize that multitasking is not the best way to get work completed.  However they experience many small interruptions in their day, e-mail, texting and phone calls that take away from concentrating on a project.

These small tasks, added together, use up your work day.

“Drive by” conversations, when  colleagues  stop by your desk or stop you in the hall and give you information also take time away from important tasks to be completed. As well the information may be forgotten or lost.

Being interrupted by colleagues stoppingto chat can cost you a lot of valuable time.

Some offices have designated a specific time of the day for working on projects. It is an interruption free time to concentrate on work during which employees can’t send or answer emails, texts, phone calls, attend meetings, etc.  Each office is different so the designated time maybe office wide or scheduled into each person’s work day, week, or month individually.  It is important that this time and format is respected by your colleagues and supported by management.  You maybe surprised how much you can get done in one hour with no interruptions and your full concentration on one task at a time.

Contact Julie at Mind over Clutter to come and speak at your office.

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

Paper or Electronic To Do Lists, What Keeps You Organized?

Check Your List

People have tried to find electronic solutions for most things that used to be done by paper.  However would a paper To Do list work better for you than an electronic one?  Here is a thought provoking blog post on the topic.  Which ever system works best for you, you must check your list. People will make lists but not look at them.  Use a system that keeps your to do list on your mind.

Why the Old-School Paper To-Do List Is Superior as a Productivity Tool (& How to Make It Work for You in Under 5 Minutes)
 There are lots of styles of To Do Lists, let me help you find the one the works for you during an in person or virtual appointment.

 

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices, in person and virtually. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca

Need a New Style Binder for Organizing?

Samsill  2-in-1 and 3-in-1 Organizers

Samsill  has a 2-in-1 organizer and a 3-in 1-organizer.   They are binders with a section of 7 clear plastic accordion style dividers and a fold-over cover with an elastic closure to hold the organizer closed.  They come in a variety of colours.

1 Inch 3 Ring Binder + 7 Pocket Accordion Style Expanding File + Hanging File -

1 Inch 3 Ring Binder + 7 Pocket Accordion Style Expanding File + Hanging File –

There are very few differences between the 2 products.  The 3 in 1 organizer has 4 slide out clips that allows you to hang the binder in your filing cabinet.  The clips lock into position making it easy to use them. This function makes storing the files neat, tidy and easy to retrieve.  No more shelves of binders that slide and tip over every time you remove one.

The binder has clips to hang in a filing drawer.

The binder has clips to hang in a filing drawer.

 

The 2-in-1 organizer has tabs on the top of each file section making it easy for labelling. It also has 2 elastic closures so you can open just the file section or just the binder section.  This is helpful as it prevents any loose papers from falling out when you open the binder section.

In addition to the clips to hang it in a filing cabinet, the 3-in-1 organizer has tabs only on 3 file sections for easy labelling and one elastic closure.

The fold over lid is quite stiff and initially caused me some problem but if you fold it open and re-crease the fold the lid will stay back and make it easy to access the plastic file section.  The files hold paper that is exactly 8 ½  by 11 inches.  If you have manuals or slightly large paperwork you may need to trim it.

Fold over lid keeps document secure.

Fold over lid keeps document secure.

At first you may be fooled and think the elastic closure won`t stay closed because the elastic is loose. The elastic closure works well when the organizer contains paperwork making the elastic tighter.

The elastic closure hooks securely onto the front of the binder

The elastic closure hooks securely onto the front of the binder

The file sections are open at the bottom edge, it is not a pocket.  Some small items may slide under the edge and into the next section.  If this is a problem for you try using an envelope to hold small items in the file section. The dividers are flexible and bend slightly making it is hard to get paper to slide easily into the correct section.  As you get used to it and you have more paper in the sections it becomes quite easy to use.

This may be the perfect product if you have large client files.  You can record your ongoing notes, to do lists, reference information in the binder section and use the file section for billing, receipts, marketing material, information to give to the client, calculator, and ipad.etc.  It would also be a great networking tool.  You can have a place for notes, following up with clients after a meeting, recording upcoming events and to do lists and file all your marketing material. It would always be ready to go when a networking event arises.   Having the binder and file system in one organizer gives you the flexibly of storing paperwork in the way that suits your preferred style and the paper best. You can pick it up and go and look like you are ready to work.

Julie Stobbe is a Trained Professional Organizer who brings happiness to homes and organization to offices. She enjoys working with her clients to provide customized organizing solutions to suit their individual needs and situation. She reduces clutter, streamlines processes and manages time to help her clients be more effective in reaching their goals. Contact her at julie@mindoverclutter.ca  www.mindoverclutter.ca

The Fatique Factor affects Productivity

The fatigue factor affects productivity

By Harold Taylor

Working long hours makes you good at one thing – working long hours. It does not increase either your efficiency or effectiveness. Any anticipated increase in personal productivity is usually offset by a lower work pace, additional errors, more frequent self- generated distractions, decreased creativity, and a decline in energy and motivation.

Long hours can reduce productivity

Long hours can reduce productivity

If the increased working hours, reduces the total amount of sleep that one gets, it could also impact their physical and mental health – causing obesity, diabetes, memory impairment, high blood pressure, heart disease, and a weakened immune system.

Sleep deprivation can affect your health

Sleep deprivation can affect your health

Total output does not vary directly with the amount of time worked. If you cut one third off your working hours for instance, you would not cut one third off your output. In fact, for those people working 12 hour per day, a reduction to eight hours may not result in any perceivable drop in total output. Productivity, (output per hour) would actually increase.

Overwork, lack of sleep and energy drain can cause accidents as well. The National Highway Traffic Safety Administration in the US estimates that drowsy drivers cause 100,000 accidents, 71,000 injuries and 1550 fatalities each year.

In January of 2011 an Air Canada flight from Toronto to Zurich made a sudden descent, injuring 14 passengers and two crew members when a fatigued pilot mistakenly believed the plane was on a collision course with another aircraft.

In general, people need to shorten their working hours and lengthening their sleeping and resting hours – and this usually entails turning off their electronic devices sooner at night

Do you need organizing solutions for your home office?

MIND OVER CLUTTER is offering a free 30-minute Virtual Organizing Session.

Mind over Clutter logoHere’s how it works:

1. We book a virtual appointment with video chat: Skype, Face Time, Google Hangout, Facebook video or send me photos or a video and chat on the telephone
2. You show me your home office.
3. I recommend solutions for  your organizing dilemmas.

Contact me to take advantage of this free introductory offer via JULIE@MINDOVERCLUTTER.CA

5 Myths about Being Organized

Myth 1 Organization is a born talent

Organization is a skill. If you have the right resources or support it is really quite easy. Some tasks at home can be simplified so they are not so over whelming and time consuming.  Here is one small example about meal planning.

  1. Pick your menu for the week
  2. From the menu make your shopping list
  3. Now you don’t need to decide what to make each morning or evening and you can take out of the freezer the items you need for later in the day.
  4. After you have done this for a number of weeks or months you can start recycling your plan.  This makes it even easier as you just pull up an already completed menu plan.

    Plan a menu then build your grocery shopping list.

    Plan a menu then build your grocery shopping list.

Myth 2 – Organized space is neat, tidy, minimal and boring.

Organized spaces should reflect your personality and lifestyle. If you can’t enjoy the space then you won’t take care of it.

Myth 3 –Getting organized is an overwhelming, hopeless chore

No matter what you’re organizing, no matter how daunting the task or how huge the backlog, getting organized boils down to developing a predictable process which you can reproduce. You follow your process and organize the current things you are using and then each time you’re organizing, work for a little time on the backlog.

Develop processes that work for you, can you can stay organized.

Develop processes that work for you, so you can stay organized.

Myth 4 -It’s impossible to stay organized

Organizing is sustainable, if your system is built around the way you think and designed to grow and adapt with you.  Here are some tips:

  1. If it only takes 30 seconds , do it right away if not add it to your to do list
  2. Most unorganized people don’t notice things are in the “wrong place.” Look and do a mental check to see if everything has been returned to its assigned space.
  3. Use spare minutes wisely.  Have a list of small tasks that can be completed quickly when you are waiting for meeting, appointments, trains, planes, children, elderly parents.
  4. Use your lists to record: things to do , to call, to e-mail and errands .  Check the list don’t just write it down.

Myth 5 Organizing is a non-productive use of your time.

You can’t afford to not be organized. A national survey conducted by Professional Organizers in Canada in 2010, indicates 91% of disorganized Canadians feel that disorganization negatively impacts their lives – with a large focus on feelings of stress, frustration and even failure. According to a study by a Boston marketing firm, the average American loses 55 minutes a day, roughly 12 weeks a year, looking for things they know they own but can’t find.  Newsweek, June 7, 2004.”

Leave me a comment about what is stopping you from becoming organized.

Is it Possible- Family and Running A Business?

Time to schedule, words on blank board hold by a young girl in the outdoor.

Scheduling helps you to use your time in blocks and avoid scattering single tasks throughout the day leaving small segments of unproductive time.

My tip for moms running their businesses from home is about time management.

Running a business and organizing a household is a complex task.  Time management is the key to success and sanity.  Scheduling everything will help:

  • tasks to get completed,
  • commitments to be honoured
  • and make arriving ontime possible

However scheduling everything can be overwhelming initially.  Start by using only one calendar, paper or electronic, for all the activities in your schedule. Try a “clearing your mind” task.  This involves writing down everything you have to do.  Record one task per line on your paper or one  task per entry until you have everything recorded.  Include, exercise, work appointments, social commitments, bill payments, household tasks, children’s commitments, social media, doctor appointments, marketing, networking, trip to the park, birthday parties etc.  After you have them recorded, go back to the top of your list and write the date and time (schedule) when you will complete the task.  Put all of these dates on your calendar remember to include travel time when you schedule tasks.  As you look at your calendar you will be able to determine how much time you have each day, month and year available for the activities that are important to your life, family and business.  It will help to put time into perspective and help determine why you might be feeling:

  • overwhelmed
  • overworked
  • bored
  • tired
  • successful
  • energized
  • excited
  • frustrated

Once you start to schedule everything, it will become easier because many of the entries will be recurring each day, week, month or year.  They will be in your calendar and only new items will need to be add to your schedule.  This will provide a structure that you can rely on to help you with the complex task of running a business and organizing a household.

 

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