Tag Archive: calendar



Desktop mix on a wooden office tableLet me start by saying that I know you may not have a daily routine when it comes to getting things done. You probably have things that you do in the morning as you start your day, like making breakfast. If you have children you’re getting them ready and maybe off to school. Maybe you include mediation or a workout. It’s a given that you have something you do every day, even if it’s general, like eating and getting showered and dressed.

Your morning sets the tone for your day, so you want to purposely structure it and you also want to purposely structure your work day. Now some see structure as a bad thing, I know that my creative people out there may not even be able to hear anything about structure, but trust me you can do this.

Once you get to your office, whether it’s inside or outside of your home what do you do? Do you sit down and dive right in? If so, what are you diving into and how? If you’re jumping into your inbox first thing, stop it. Let today be the last day that you did that. If your start isn’t intentional you’ve have to revamp the way you start your work day. If you’re on top of things, you will have all of your to-dos and calendar items in place, so you don’t have to think about it, you just have to review it.

The first part of your routine for the day should include getting present to what you want your experience to be that day and how you want to serve or have your clients experience you. You should also make time to review your agenda and see if you’re led to change something. Maybe something doesn’t fit or something has to shift. Make the changes and then step into your first task.

Continue with your day based upon your to-do items and your calendar making any adjustments you have to make along the way. Determine when in your day you’re going to check email and stop leaving it open all day and set a time for making and returning. Neither of these should be happening during your prime time. Use your prime time to focus on your priority tasks. Get in at least two quick breaks into your day and time to refuel your productivity. Finally, determine how you’re going to end your day, making sure to include looking at your list and calendar for the coming day so that you know what’s up.

The idea here is to create a routine with regular habits that work for you, make your day work and help you get it done. What do you need to make standard in your day? Look at the trouble you have every day and that will give you an idea of where the gaps are and what you need to make customary. This keeps you focused, on point and on purpose instead of floundering endlessly day after day.

 


CleaningIncluded in the non-supportive habits that I encounter with clients, is the habit of dumping things onto to-do lists and calendars. What happens is things come to mind that have to be done or added to your calendar and you cram them in without even thinking about where they should go or if they even fit.  A lot of times it’s because if you don’t, you won’t have a way to remember them.

We’re about a month into Spring and with the season comes the traditional “Spring cleaning” and truthfully, this a good time to clean, purge and organize your office too.  If you didn’t purge and archive files at the end of the year, spring is a good time to do so.  It’s also a good time to look at the systems and routines that you have in place to support you in your day to day activities.  Your office isn’t the only thing that can get cluttered and disorganized.  The same can happen to your calendar and your to-do list.

If you look at your calendar and don’t see time where you’re working on things that are relevant to your business goals and projects or meetings that are related to what you’re up to or where you’re going, then it’s time to clean up your act.  Do you see blocks of me time or are you not even on your own calendar?

Spring clean your calendar by getting rid of the things that aren’t relevant.  If something isn’t relevant it’s not worthy of your time.  If you’re overbooked, reassess what’s there. Everything that you have scheduled time for should have a related priority.  Allow those priorities to determine whether or not the items remain on your calendar.

To continue, look at your to-do list.  Chances are it’s pretty full. Weed out the things that aren’t important and if there are things that you can delegate do it! The things on your to-do list should also have a level of priority assigned to them before things make it to your list. Not having a priority can cost you precious time.

These quick steps will declutter your calendar and your to-do list.  To keep them that way planning is key. As you plan, keep your goals top of mind and don’t allow anything that’s not related to find its way in, and don’t over commit yourself.  Know what you are capable of handling and be realistic.  Before you commit to something, make sure that it’s relevant and that you have the time to dedicate to it.  These things will greatly assist you in managing your work load and keeping extra hours and clutter off of your agenda.

 

 

Me First!


Time Saving Tips


ClocksandHourglassLet’s face it, work days are busy and it can be hard to organize your days in a way that help you get it all done. Here are three tips that will save time and keep your productive.

  • Segment Your Days or Your Week-One thing that works is to break your days or weeks into segments. Structure your days or your week in a way that has you set specific time periods in the day or week for various tasks. For example, I have two days in my week where I don’t see clients. Those days are designated for working on internal things like my programs, and things related to my business systems. Setting aside that time keeps those things happening every week as they need to.  I also have one day and then segments of others that are for clients only. Look at the different types of tasks that you have on a regular basis and group them by day throughout the week or create segments in your day for particular tasks.
  • Prioritize-It’s easy to get sidetracked and have your entire day or week be off course. Determine your priorities ahead of time, based upon the bigger items or projects that you have on your plate. Once you’ve determined the priority for each, it becomes easy to know what things to focus on and what things don’t get your time and energy. You start to schedule your priorities instead of prioritizing your schedule.
  • Use One Calendar-PLEASE stop using multiple calendars! It’s enough to drive you crazy, not to mention having things fall through the cracks because you have two or more places to schedule events and tasks. Determine what type of calendar is a fit for you, based upon your personality then use that one calendar to house your business, personal and family calendar items. Doing so keeps things from falling through the cracks and will keep you from double booking.

 


So, just yesterday you were creating your goals and mapping your way through the new territory of this year and now we’re headed toward the end of the first quarter. Time is moving faster than it ever did, which might make it seem a bit more challenging to keep up with it all.

Looking back at what you created for this year, what do you see so far?  Which goals had you anticipated completing by this point in time?  For others that aren’t due to be completed yet, which milestones should be reached at this point in the year?  Which goals are you due to start working on this month and in the months to follow?

As you continue to look at your goals, ask what’s incomplete and why? Look to see if you’re on track for not only the current things that you’re working on, but the new and upcoming goals that you’re going to begin working on soon.  Are you going to be able to start on time?  If you were graded or received a report card right now, what would your grades look like?  Where is improvement needed?

Create a status update that gives you the following:

Completed goals-Out of those that are due for completion at this point, how many have you accomplished?  Measure where you are with each goal that you set based upon the means that you determined when you set each goal.

Incomplete tasks-How many tasks directly related to your goals are incomplete? The next thing to figure out is why they’re incomplete.  Maybe you’re not allowing enough time for the tasks that need to be completed, or maybe they aren’t making it to your calendar or to-do list. You might need to develop a few new habits or incorporate new tools to shore you up in your day-to-day activities.

Resources-Did you anticipate everything that you needed to support you in accomplishing what you projected?  Were any resources not as helpful as you imagined they would be, and, what resources do you need to get you through the rest of the year?

Grade yourself fairly and then take the necessary steps to get back on track.  If there’s something that you haven’t started working on yet or something that you’re seriously off track with, there’s still time to pull it together.  It doesn’t matter what your status update looks like, what matters is that it’s accurate.  Don’t look at this point as a sign that you aren’t on track, are falling behind or haven’t gotten anything done at all.  Allow it to be a point of recovery, reestablishment and recommitment for you and let that fuel you forward.

 

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