For those of you applying the Quick and Dirty Organising Process to your email as explained here, you’ll enjoy this related guest post from our friend Richard Carrey at Technology Support. If you need any help with this, please do get in touch with Technology Support.

Is your inbox full of email you might need but haven’t had time to think about or file away? Is it all jumbled up with mail you definitely don’t need, but you don’t have the time or energy to sift the wheat from the chaff?

Just sweep it all in to an archive file labeled “2009” and forget about it.  If you need to go back and look for something later then Outlook’s search function can do a good enough job to find it for you.

Right now is the perfect time to do this : a few weeks in to a new year.  Anything from last year can’t really be “pending”, so you can just lump it all together.  Your inbox will be slim and trim, searching will run quicker on the most recent items and your backups will run much quicker.

The key word is “archive”.  Don’t just create a folder in the inbox, as that won’t really free up any space.  On the  Outlook File menu, select “Archive”.  Choose the “before” date as Dec 31 2009.  Browse to the location you want to keep the archive file and create a new one called “2009”, or something meaningful to you.  The process may take a while to run, so find a time when you won’t be needing the computer to do this!

Repeat for the sent items!

Do remember to keep a backup copy of the “pst” file you created, perhaps on a USB disk or burnt to a DVD.  There shouldn’t be any need to change any email from 2009 now, so a single copy safely stored elsewhere should be good enough.

Richard Carrey, Technology Support Ltd

Technology Support Ltd provides computer support for small businesses.  They can advise on the best ways to adminster your email and backup systems.  Check out www.tecsupp.com

Filed under: Email, Productive Routines | No Comments »

You may already know that I use and recommend an electronic system for a master to-do list. It’s important to have a structured place to capture anything and everything you think you should or could do.

On any given day, however, the master to-do list is too much. It’s easy to get overwhelmed and/or distracted. That’s why I use a distinctly low-tech approach to stay focused on my top priorities each day. That’s it in the photo. Yep – it’s a yellow sticky note on my computer (horrors!). The thing is, this is not like all those random sticky notes I see in so many offices. This one has a bit of architecture to help me be productive all day long.

At the top it says ‘Today.’ Right under that I’ve listed, numbered in priority order, my 3 targets for the day. I’ve chosen these because of their deadlines and the amount of time I have today to work on them. I will do everything within my power to work on these from top to bottom, one at a time. Even for me, this is not easy – but without this plan, I would be all over the place and finish up the day feeling like I had spun my wheels but gotten nowhere.

Under the Target 3 is a list of a couple of other things I’d like to get done as/when I get through the priorities.

Will I do more than 3 things today? Of course. Is it possible that I won’t get everything on my little sticky note done? Sure. But I know it will feel great to cross off even one or two of those high priority tasks, and this is motivating.

To help myself along, I treat myself along the way to a quick coffee break, a 5-minute Facebook indulgence, a stretch, or a phone call that needs to be made – only when I have finished one high priority task. Writing this post right now is actually a little reward for finishing the first (and yuckiest) thing on my list. That task actually wasn’t as bad as I thought it would be – which is often the case once you just make up your mind to get started!

Would something like this work for you? Give it a try today!

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Filed under: Productive Routines, Productivity Polls, Tasks, Time Management | No Comments »

So what does it really take to be organised day-to-day? It’s not as much work as you may fear. Once you get your systems set up, it comes down to 3 simple maintenance routines.

You say you don’t have time for maintenance? Think of it like taking care of your teeth. Just a few minutes of brushing and flossing a couple of times a day will keep you on the right track. Occasionally you need to get to the dentist for a deeper cleaning and check-up.

If you don’t look after your teeth regularly, you’ll wind up with pain, decay, and even surgery. If you don’t look after your personal organisation, the results are stress, health problems, missed opportunities, and a breakdown in work/life balance.

To avoid all that, establish these 3 essential organising routines:

PROCESSING

What is it?

A sorting process similar to triage. Your goal is to process and prioritise everything, getting all collection points to empty.

Why do it?

To make sure your time and effort go to the true priorities – not whatever has come in most recently or is shouting the loudest.

What does it look like?

• You look at each email and make a decision about your next action, which you capture on your lists. Then you move the email out of the Inbox.
• You look through that notebook (or piece of paper, maybe?) where you have been scribbling notes all day. You capture ideas and follow-up actions on your lists.
• You look through your in-tray and capture ideas and actions on your lists. Then you discard or file the papers.
• You empty your brain of all the bits and bobs it has been trying to remember for you all day. You write this stuff down somewhere safe.

How often should I do it?

1-3 times a day

How long does it take?

15-30 minutes each time, assuming you have learned how to do it right.

DAILY PLANNING

What is it?

A housekeeping and prioritisation process. Your goal is to reorganise any outstanding tasks from today and build a clear plan for tomorrow.

Why do it?

To ensure your day will be spent in a focused and proactive way, instead of working randomly and reactively.

What does it look like?

• You look at your to-do list from today and decide what to do with any outstanding tasks. Usually you’ll re-schedule them for tomorrow or a later date if tomorrow looks too full.
• You have a look at your scheduled appointments for tomorrow and the amount of time you’ll have to yourself.
• You plan your to-do list for tomorrow – keeping it realistic!

How often should I do it?

Once a day – before the day begins. That means you do it the night before or very early in the morning before checking email for the first time.

How long does it take?

5-10 minutes, assuming you have good lists in place to support this process.

WEEKLY PLANNING

What is it?

A time management process. Your goal is to balance your week between appointments and work blocks to move your projects forward.

Why do it?

To get your priorities scheduled into your week before other people’s requests for your time take over.

What does it look like?

• You look at your to-do list from today and decide what to do with any outstanding tasks. Usually you’ll re-schedule them for a day next week or de-prioritise them if the week looks too full.
• You review your long-range project and idea lists and decide when you’ll take the next action for each.
• You confirm appointments for next week and schedule the necessary work blocks for yourself.
• You plan your to-do list for Monday – keeping it realistic!

How often should I do it?

Once a week – before the week begins. Monday morning is really too late. Most people prefer to do this at some point in the weekend when they’re more relaxed and removed from work pressures (hard to believe, I know – but try it before dismissing the idea). Some folks find Friday afternoon to be a good time for this process.

How long does it take?

20-30 minutes, assuming you have good systems for managing time and projects.

SETTING UP THE SYSTEMS

If you want to learn how to set up your systems for managing lists, email and paper, check out this course or this one.

Filed under: Flow, Productive Routines, Tasks, Time Management | 1 Comment »

I spoke at a breakfast for Human Resources leaders last month, and we asked what was on their minds these days. Here’s what they said:

• Managing people’s expectations
• Dealing with increased levels of fear and anxiety
• Managing morale in the face of the media hype, especially for financial institutions
• Improving internal communication skills
• Keeping people motivated when they don’t know whether they’ll be around next week
• A new internal focus – ‘Back to Basics’
• Relying on internal expertise rather than external consultants
• Getting managers to lead and be decisive
• Noticing that employees are very self-focused
• Working to build confidence in leadership

My topic was Helping Your Team Accomplish More With Less.

I’ve prepared a 1-page summary which is ideal for team leaders looking for practical ways to help their people today.

Please download your copy here.

Filed under: Business Organising, Focus, HR Buzz, Productive Routines, Time Management | No Comments »

This article reminds me of that essay we had to write when we were kids: “How I Spent my Spring Vacation” by Kristin Lowe.

There are 4 extra bodies in the house this week, and they all want to be wherever I am, drawing me into whatever they’re doing. I am genuinely interested, but I keep wondering, “Does anybody else see the computer in front of me, or the phone I’m holding up to my ear?”

Our clients are all working this week – kicking off 2nd Quarter with much more optimism than Q1 – so nothing is slowing down on the work front. I could go into the office, but I sort of like staying in my jammies all day with everyone else.

Here’s how I’m staying focused in the midst of piano practice, Play-doh, PBJ sandwiches and paint being applied to the walls of the study where I (try to) work:

1. Hard stuff first - Whatever requires the most intense concentration is the first task of the day, before kids and clients start looking for me.
2. Clear priorities - I start my day with a gorgeously organised RTM task list – and I don’t go to bed until it’s ready for tomorrow.
3. One thing at a time - I write on a piece of paper next to me the ONE thing I am working on right now. I cross it off when I’m done. Under these circumstances it seems to take a superhuman effort to stay focused on one thing at a time, but by day’s end, the list of completed items is nice and long.
4. Batching tasks – Processing email, making calls, writing proposals, replying to email…these are all distinctly separate chunks of the day, interspersed with family stuff like cleaning the guinea pig cage, getting dinner together and watching a movie. There’s a rhythm to it; my brain likes the variety.
5. Change of scenery - I move my laptop around the house whenever I switch activities. Depending on what I’m working on and how deeply I need to concentrate, I might sit at my desk, on the sofa, or on the balcony.
6. White noise – If I sit at the kitchen island, the rain on the window drowns out the noise of the playdates and renovations. When the rain stops, sometimes I put in headphones and listen to recorded ambient noise: the sounds of a waterfall, ocean waves, or a thunderstorm. (By the way, this is a great trick for when you have to work in a coffee shop or airport lounge).
7. Support - My husband is on holiday too, and he’s great about throwing the kids in the car and making errands feel like a special outing. This is when I can call people without letting on I’m at home. I guess now my secret’s out.

Is it a picture of perfect familial and entrepreneurial bliss? Nah – I’ve shouted at everyone plenty of times…but this is what I wanted, right? Freedom, fulfillment and family. It works – as long as I stay focused!

How do you stay focused in the midst of distractions when you’re working from home?  How about in an open-plan office?

Filed under: Flow, Focus, Productive Routines, Tasks, Work/Life Balance | 2 Comments »

There are a few things many of us do all day, every day. They include:

• Reading and Writing
• Meeting/Talking with Others
• Managing Email
• Shuffling/Searching for Information
• Planning and Executing Projects

If you were to get faster at doing any of these things, what would you be able to focus on with the extra time? What’s that worth to you?

Filed under: Flow, Focus, Productive Routines | No Comments »

We’re often asked for a solution for organising passwords, logins, bank PINs, membership numbers, identification numbers, etc. etc.

We’ve all got loads of these to manage, and we’re way past being able to keep track of it all in our heads. Some people keep a written list or store the information in a computer file, but this is risky as others could easily access your private information.

You need a system that is secure and accessible anytime, anywhere.

The folks around here have used two applications quite happily:

Splash ID
1Password

Which to pick? Depends on your operating system and which handheld device you want to sync with, so have a read through the sites and go for the one that suits you better.

Both operate the same way: You just have to remember a master password, which unlocks the password vault on your desktop as well as on your handheld.

Like all important passwords, we recommend you don’t use anything easy for others to guess, and that you do change it frequently.

Both also integrate with your web browser to securely auto-fill login data to save you time.

Is it safe? They say it is, and I believe them. It’s your call. I’ve got a couple of critical passwords that are still stored only in my head – and my husband’s,  just in case.

System Set-up

These password managers are super easy to use, so we’d suggest you set aside just 1-2 hours to:

1. Make your selection
2. Download and install the software
3. Enter all your passwords, web logins, etc.
4. Sync with your handheld
5. Back up your data and test the backup
6. Get rid of all the other places where you were storing passwords (exception: keep your head)
7. Create a shortcut to the password manager on your Start Menu or Quick Launch Toolbar (PC) or in your Dock (Mac)
8. Pat yourself on the back for organising something really important

Maintenance

Establish a regular backup routine for the password manager so your updates remain safe, and set this recurring date in your reminder system. Monthly is probably a good cycle.

From now on, pop new passwords straight into your password manager the moment you set them up. No more ‘forgotten password’ requests!

Filed under: Info-Overload, Productive Routines, Protecting Your Stuff | 1 Comment »

Do you treat your email inbox as rolling, never-ending To-Do list?

We call this behaviour Inbox Surfing: skimming emails at the top of the Inbox repeatedly to decide what to work on next.

Inbox Surfers typically dip into the inbox to pull something off the top that seems fun, fast or has is suddenly become important. While they’re working on the latest arrival, more emails land in the inbox and important messages sink to the bottom of the bunch.

This keeps happening every day, and we tell ourselves that one weekend we’ll come into the office to sort through it ALL once and for all… but for most people, Later Never Comes. In the meantime, important tasks slip through the cracks, and we develop a scattered, inefficient approach to our daily work.

Intuitively many of us know that we could handle this better, but we wonder, “Does it really matter?” Well, only if you value your time and your sanity! Let’s look at what this way of working is costing you, some better approaches you can implement today, and the payoff you’ll enjoy when you make the change.

The Cost of Inbox Surfing

Inbox surfing costs you precious time and risks you dropping balls – for others and for yourself.

In a 2007 study, a group of Microsoft workers took, on average, 15 minutes to return to serious mental tasks, such as writing reports or computer code, after responding to incoming email. They strayed off to reply to other messages or browse web sites.

Don’t underestimate the power of creating email-free zones in your day. Consider this:

A 2004 study conducted by the University of London reported that both interruptions and the consequent task-switching caused by email take a heavy toll on workers, who tend to spend an average of only three minutes working on any one activity before switching to the others. The cost of this multi-tasking, trying to juggle new messages with existing work is, over a day, equivalent to the loss of a night’s sleep.

So our productivity and our mental capacity are impaired by this behaviour. I don’t know about you, but I want to have as much brain power as I can!

Simple Changes You Can Make Today

1. Each time you open your email, set a goal to remove as many messages from the inbox as possible. This doesn’t mean you’re going to do all the work first; it means you’ll shift your mindset from ‘doing email’ to ‘sorting email.’

2. Set up 5 folders in your email system:

• Do Today
• Do This Week
• Review on Friday
• Watching and Waiting
• Done

3. When you need to take action on an email, ask yourself 2 questions:

• What is the next action I need to take on this?
• When will I take that action?

4. If you want to do the task Today or This Week, move the email to the right folder. If the task can wait until next week or later, move it to the Review on Friday folder.

5. If you need to hold something because the next action is someone else’s, move the email to the Watching and Waiting folder.

6. If you don’t need to take action but want to keep the email, file it as you normally would or move it to the Done folder.

7. After you’ve sorted your email in this way, shift your attention to the To Do Today folder and starting working your way through it according to your priorities.

8. Finish each day with a review of what’s left in Do Today and Do This Week, and rearrange in preparation for the next day.

9. Find some time each Friday to look at the Review on Friday folder and plan time to work on those tasks the next week. Schedule time in your calendar for these actions. Also look at the Watching and Waiting folder to see if you need to nudge anyone to move things forward.

10. Repeat the steps above as frequently as you can, and watch the emails in your inbox disappear!

You can get a lot fancier than this if you want to power up your method of managing Tasks, but in the absence of anything else, why not give the approach above a try?

The Payoff for Working Differently

How will this help you? Let me count the ways…

1. You’ll have a clear picture of what you need to do on any given day.
2. You’ll have peace of mind that you have not let any important work get buried in the inbox.
3. You’ll visit the inbox less frequently, and with a greater sense of purpose.
4. You’ll think about each message really well the first time you receive it – instead of re-re-re-rereading messages every time you skim subject lines.
5. You’ll become more decisive and action-focused.
6. You’ll be carving out time for tasks that require deep, longer stretches of concentration.
7. You’ll achieve more of your goals and cross more things off your list!
8. You’ll stop interrupting your workflow to check email all day every day.
9. You’ll increase your ability to focus.
10. You’ll gain a sense of control in today’s chaotic workplace.

Ah…sounds good, doesn’t it? It’s yours for the taking.

Filed under: Email, Productive Routines, Time Management | 1 Comment »

We all know we’re expected to manage loads more information and communication that our parents and grandparents had to in their careers, but what we don’t seem to be grasping fully is the fact that we simply cannot do it all – even if we’re great with technology.

We keep trying to do ‘Everything ASAP’…and it’s just not working. The consequences of treating all incoming information and communication as equally important and urgent are dire; we’re more stressed and working longer hours than any generation before us.

The root causes are threefold:

1. We are so busy trying to keep up/keep moving that we lose sight of our big-picture goals.
2. We don’t establish parameters around what is truly deserving of our limited time and attention.
3. Many of us naturally tend toward a random and reactive workstyle, so we are woefully inefficient – even if we are indeed very busy!

Is this true for you? Let’s look at a few behavioural indicators of people who suffer from the ‘Everything ASAP’ problem.

Working at the Pace of Panic

Do you spend a good deal of time rushing to complete a meeting agenda, project or product just before the deadline? Do you feel a sense of pressure to follow-up immediately on most phone calls and emails?

Ask yourself:

• Do I allow for enough hours each week to work on longer-range projects slowly and steadily? …or is most of my time spent on day-to-day tasks?
• Have I managed the expectations of my clients, colleagues and bosses, or have I created a rod for my own back by being hyper-responsive?

“Worked all day, got nothing done…”

Do you feel that your days can become a black hole of endless activity, but very little productivity?

Ask yourself:

• Do I work systematically, allocating some time for attending to incoming communication and other time for high-value tasks and projects?
• Do I start each day with a few clearly-defined, reasonable goals?

“Hey – Have you got a sec?”

Are you an open-door type person who can’t get any of your own work done until everyone else has gone home for the day?

Ask yourself:

• Could I make myself fully available at certain times during the day and request private time to focus at others? When would those times be, ideally?
• How could I communicate about this sensitively and effectively with my team?
• What signal could I use to let others know that I am needing time to concentrate without interruption?
• Could we try my idea for a week or two and see what works and what will need to be tweaked a bit?

Overwhelmed and Paralysed

Do you ever look at your email Inbox or paper In-tray and just freeze up?

Ask yourself:

• Could I spend a few minutes on sorting rather than working, to get some peace of mind and a clear picture of what’s in there?
• Could I close my email program and/or work someplace else today in order to complete my important work without becoming distracted or depressed by the sight of all that email or those piles?

Perpetual Projects

Are you frustrated by projects that are never finished?

Ask yourself:

• Can I work on one project at a time rather than try to chip away at several simultaneously?
• Do I have a clear (and simple) project plan written down someplace?
• Is my plan broken down into small steps?
• Have I established a (realistic) target timeframe for completing each step?
• Can I dedicate a weekly block of time to this project?

Did you spot any trends in the problems and solutions here? That’s right – to solve the ‘Everything ASAP’ Problem you’ve got to change your workstyle to one that is more proactive and focused. You’ll also need to give people around you a heads-up that things will be changing for the better, even if they don’t understand it at first.

Pick your poison and try some of the suggestions above. Stick with it – bearing in mind that your reward is less stress and more free time!

Filed under: Focus, Info-Overload, Productive Routines, Time Management, Work/Life Balance | 1 Comment »