By Roger Elliott, a happy www.mftrou.com client.
Roger Elliott is Managing Director of Uncommon Knowledge Ltd, a small and vigorous team of dedicated people who are really, really pleased he finally got organized.
Recently, my team and I have completed an organizational process that has revolutionized the way we work, and multiplied productivity, focus and effectiveness. Here are my 7 tips for those of you who, like me, thought yourselves terminally disorganized.
1. Write your goals down
Yes I know you’ve heard it before. Now stop nodding knowingly and write them down, all of them, in no particular order. You can prioritize them later. Do this for yourself and get each member of your team to do it too.
2. Write a one page goal plan
Write a 1-year plan containing the title of every goal with who owns it. Make it one page only – if it’s any bigger shrink the font size. You want it on one page so everyone can call it your ‘one page business plan’. That way, it will never feel overwhelming. If there are two many goals for one page, put them into a ‘backburner’ document.
3. Plan and do monthly one-to-ones
Organize monthly one-to-one’s with each member of your team. Put them in the diary now. You will use these to review progress on goals and make sure your team members have everything they need to move forward with their objectives.
4. Plan and do quarterly reviews
Organize quarterly review meetings with your whole team. Each member presents his or her results for the past quarter, and tells everyone what they are going to do next quarter. Store the documents for next time so people know they have to make realistic predictions and live up to them.
5. Reward success
Reward people who do what they say they are going to. Nothing extravagant, just enough to let them know you noticed (a music voucher, a night out), and to let the rest of the team know you’re watching.
6. Set external deadlines
Set external deadlines for yourself, and encourage your team to do so. Points 1 to 5 will accomplish this to a great extent, as everyone knows they are responsible to the rest of the team. Most people would rather avoid the embarrassment of saying to others they've missed goals, and prefer to bask in the glorious sunshine of completing goals.
7. Keep at it
Keep doing it. You will slip. Do not let that discourage you. I promise you, I was the most terminally disorganized team leader before Lyndsay Swinton showed me the light. I will never go back.
Article written for Lyndsay Swinton, 'Management for the rest of us' (>mftrou) Become an experienced manager, overnight!
Sunday, May 25, 2008
Sunday, May 18, 2008
Save a Minute, Gain Hours!
by Maria Gracia
Here are a few ideas that can each help you save a minute a day. Add them up, and that's a lot of time saved each day!
USE ADDRESS LABELS. Stop writing out your return address. Get a set of pre-addressed labels, and use them when sending out cards, bills, letters, etc. In addition, keep some with you at all times. There are going to be occasions when you're in a store and are asked to fill out your name and address on something. Just pull out a sticker and you're done in seconds.
STOP SHARING INEXPENSIVE TOOLS. If you're sharing your scissors, or three-hole punch, with someone in your office, then you're wasting precious minutes walking back and forth borrowing it, and returning it. Save time, and buy one of your own.
TYPE OUT DIRECTIONS--ONCE! If you find yourself wasting time constantly writing out directions to your home or office, type out the directions once, coming from north, south, east and west. Print it out and make copies. Keep them filed in your filing cabinet. Next time someone asks, your directions are ready to mail or fax. They can also be e-mailed if you saved the computer file.
MAKE CHECKLISTS. Make quick checklists for things you, or others, have to remember, and keep these checklists visible. For example, keep voice mail instructions right on the telephone. Affix 'How to Record a Program' instructions, on the VCR. Use a magnet and affix a checklist for the babysitter to the refrigerator. You won't have to waste time explaining what needs to be done.
by Maria Gracia - Get Organized Now!™
Want to get organized? Get your FREE Get Organized Now!™ Idea-Pak, filled with tips and ideas to help you organize your home, your office and your life, at the Get Organized Now!™ Web site
http://www.getorganizednow.com
Here are a few ideas that can each help you save a minute a day. Add them up, and that's a lot of time saved each day!
USE ADDRESS LABELS. Stop writing out your return address. Get a set of pre-addressed labels, and use them when sending out cards, bills, letters, etc. In addition, keep some with you at all times. There are going to be occasions when you're in a store and are asked to fill out your name and address on something. Just pull out a sticker and you're done in seconds.
STOP SHARING INEXPENSIVE TOOLS. If you're sharing your scissors, or three-hole punch, with someone in your office, then you're wasting precious minutes walking back and forth borrowing it, and returning it. Save time, and buy one of your own.
TYPE OUT DIRECTIONS--ONCE! If you find yourself wasting time constantly writing out directions to your home or office, type out the directions once, coming from north, south, east and west. Print it out and make copies. Keep them filed in your filing cabinet. Next time someone asks, your directions are ready to mail or fax. They can also be e-mailed if you saved the computer file.
MAKE CHECKLISTS. Make quick checklists for things you, or others, have to remember, and keep these checklists visible. For example, keep voice mail instructions right on the telephone. Affix 'How to Record a Program' instructions, on the VCR. Use a magnet and affix a checklist for the babysitter to the refrigerator. You won't have to waste time explaining what needs to be done.
by Maria Gracia - Get Organized Now!™
Want to get organized? Get your FREE Get Organized Now!™ Idea-Pak, filled with tips and ideas to help you organize your home, your office and your life, at the Get Organized Now!™ Web site
http://www.getorganizednow.com
Sunday, May 11, 2008
Time management 101 – The first lesson: three major principles:
There are millions of websites that you could scour to understand what time management is all about. However, everyone needs a set of basic time management principles that are consistent and complementary on all of these sites. The three major principles of time management are:
1st Principle:
First and foremost, time management is individual to each person. Not two people can handle time in the same way. Therefore, time management needs to be molded according to your personality and attitude. Time is a science, and managing it is an art that needs to be defined by you, and only you.
2nd Principle:
Secondly, time management is an on-going project. Just building your routines and budgeting certain blocks of time for certain tasks and projects does not automatically allow you to be able to manage time. It takes effort and consistency to be able to manage time.
3rd Principle:
Thirdly, and most importantly, it is imperative to change. You will have to change yourself, your habits, your attitude and your mindset regarding time management. The lifelong principles inculcated in you would have to be left behind and new principles will have to be adopted. Therefore, open your mind and let the change, change you.
1st Principle:
First and foremost, time management is individual to each person. Not two people can handle time in the same way. Therefore, time management needs to be molded according to your personality and attitude. Time is a science, and managing it is an art that needs to be defined by you, and only you.
2nd Principle:
Secondly, time management is an on-going project. Just building your routines and budgeting certain blocks of time for certain tasks and projects does not automatically allow you to be able to manage time. It takes effort and consistency to be able to manage time.
3rd Principle:
Thirdly, and most importantly, it is imperative to change. You will have to change yourself, your habits, your attitude and your mindset regarding time management. The lifelong principles inculcated in you would have to be left behind and new principles will have to be adopted. Therefore, open your mind and let the change, change you.
Thursday, May 1, 2008
May 2008 Checklist
____ May 1 Today is National Day of Prayer, Holocaust Remembrance Day and Ascension Day. Use this day as one of contemplation and reflection.
____ May 2 Pick your ROTM (Room of the Month) to work on. Which room deserves your special attention for the month of May? Just a little bit each day will make an enormous difference.
____ May 3 Plan your meals for the next week. Be sure to leave one night for leftovers.
____ May 4 Been a while since you changed your toothbrush? Pick up a new one for each member of your family.
____ May 5 Go buy yourself new undergarments. Toss anything older than a year and freshen up your wardrobe.
____ May 6 Bathroom looking a bit dark? Consider replacing your shower curtain and bathmat with a nice bright, cheery, summer color.
____ May 7 Check if your car is ready for an oil change. If it is, schedule an appointment.
____ May 8 If you're thinking of having a Memorial Day get-together, make an invite list and a game plan.
____ May 9 Pick up some small herb pots at the local garden center. With a little sunshine and a sprinkle of water every other day, you'll have wonderful flavors for all of your recipes.
____ May 10 Toss all of last year’s sunscreen and buy a new batch. Sunscreen doesn't last more than a year and you don't want to take a chance with skin cancer.
Want tons of great ideas for getting organized at home and in the office? Check out my new books, Finally Organized, Finally Free for the Home and Finally Organized, Finally Free for the Office. Now available in both print and digital PDF format.
____ May 11 Today is Mother's Day. Do something special today in celebration of mothers around the globe.
____ May 12 Check all of your clocks in the house to be sure that they are all running on the same time.
____ May 13 Pull out all of your shoes. Look for any that need to be cleaned or polished. Toss any that are no longer looking their best.
____ May 14 Check your BILLS TO BE PAID file. Make sure to pay anything that’s due or overdue. Schedule payments for anything coming due. If you're in a financial bind, call the creditor and try to work out a payment plan. The worst thing you can do is pretend it will go away.
____ May 15 Overdue for a haircut? Treat yourself to a smart, new look for summer.
____ May 16 Have an email backlog? Delete at least 10 percent today. Dump anything not important--such as the piles of jokes and other forwards you've received.
____ May 17 If you have photos sitting on a camera memory card that you haven't downloaded, get them into the computer, erase the card and put it back into the computer fresh, empty and ready for your next batch of photos.
____ May 18 If you have children who will be home over summer vacation, start a binder full of ideas. You can include information on places to visit as well as a listing of fun crafts and games.
____ May 19 Get your summer wardrobe out of storage and pack most of your cold weather stuff away. Give it a chance to air out before wearing.
____ May 20 Clean out your car. Empty out both the interior and trunk of anything you don't absolutely need.
Keeping on top of everything going on in your life is easy, when you have the Get Organized Now!™ Easy Organizer. Now available in both print and digital PDF format.
____ May 21 Check the outside exhaust vent for your clothes dryer to be sure it’s not blocked with lint. It can cause a dangerous situation if not unobstructed.
____ May 22 Check through your pantry to see if any of your staples such as flour, sugar or rice need to be refilled or purchased.
____ May 23 Today marks the beginning of the Memorial Day Weekend--a time of remembrance for those who have died in our nation's service. Take a few moments today to remember our military service people, both those who have passed on, and those currently serving their countries.
____ May 24 Empty out part of your TIVO or DVR. While you're ironing or catching up on other chores, treat yourself to some entertainment and declutter your recorded backlog at the same time.
____ May 25 Pick one surface such as the dining room table, coffee table, desk or kitchen counter that needs to be cleared off and take care of it.
____ May 26 Make 3 phone calls that you've been procrastinating on and check them off your list.
____ May 27 Challenge yourself to do 3 loads of laundry from start to finish. Wash, dry, fold and put away.
____ May 28 Check the batteries in all of your flashlights.
____ May 29 Jot down 6 things you'd like to accomplish this year--one for each month. See if you can make a plan to fulfill them.
____ May 30 Take a quick peek through your fridge and toss any thing that’s not fresh.
____ May 31 Bring your car to the car wash or have it detailed.
by Maria Gracia - Get Organized Now!™
Want to get organized? Get your FREE Get Organized Now!™ Idea-Pak, filled with tips and ideas to help you organize your home, your office and your life, at the Get Organized Now!™ Web site
http://www.getorganizednow.com
____ May 2 Pick your ROTM (Room of the Month) to work on. Which room deserves your special attention for the month of May? Just a little bit each day will make an enormous difference.
____ May 3 Plan your meals for the next week. Be sure to leave one night for leftovers.
____ May 4 Been a while since you changed your toothbrush? Pick up a new one for each member of your family.
____ May 5 Go buy yourself new undergarments. Toss anything older than a year and freshen up your wardrobe.
____ May 6 Bathroom looking a bit dark? Consider replacing your shower curtain and bathmat with a nice bright, cheery, summer color.
____ May 7 Check if your car is ready for an oil change. If it is, schedule an appointment.
____ May 8 If you're thinking of having a Memorial Day get-together, make an invite list and a game plan.
____ May 9 Pick up some small herb pots at the local garden center. With a little sunshine and a sprinkle of water every other day, you'll have wonderful flavors for all of your recipes.
____ May 10 Toss all of last year’s sunscreen and buy a new batch. Sunscreen doesn't last more than a year and you don't want to take a chance with skin cancer.
Want tons of great ideas for getting organized at home and in the office? Check out my new books, Finally Organized, Finally Free for the Home and Finally Organized, Finally Free for the Office. Now available in both print and digital PDF format.
____ May 11 Today is Mother's Day. Do something special today in celebration of mothers around the globe.
____ May 12 Check all of your clocks in the house to be sure that they are all running on the same time.
____ May 13 Pull out all of your shoes. Look for any that need to be cleaned or polished. Toss any that are no longer looking their best.
____ May 14 Check your BILLS TO BE PAID file. Make sure to pay anything that’s due or overdue. Schedule payments for anything coming due. If you're in a financial bind, call the creditor and try to work out a payment plan. The worst thing you can do is pretend it will go away.
____ May 15 Overdue for a haircut? Treat yourself to a smart, new look for summer.
____ May 16 Have an email backlog? Delete at least 10 percent today. Dump anything not important--such as the piles of jokes and other forwards you've received.
____ May 17 If you have photos sitting on a camera memory card that you haven't downloaded, get them into the computer, erase the card and put it back into the computer fresh, empty and ready for your next batch of photos.
____ May 18 If you have children who will be home over summer vacation, start a binder full of ideas. You can include information on places to visit as well as a listing of fun crafts and games.
____ May 19 Get your summer wardrobe out of storage and pack most of your cold weather stuff away. Give it a chance to air out before wearing.
____ May 20 Clean out your car. Empty out both the interior and trunk of anything you don't absolutely need.
Keeping on top of everything going on in your life is easy, when you have the Get Organized Now!™ Easy Organizer. Now available in both print and digital PDF format.
____ May 21 Check the outside exhaust vent for your clothes dryer to be sure it’s not blocked with lint. It can cause a dangerous situation if not unobstructed.
____ May 22 Check through your pantry to see if any of your staples such as flour, sugar or rice need to be refilled or purchased.
____ May 23 Today marks the beginning of the Memorial Day Weekend--a time of remembrance for those who have died in our nation's service. Take a few moments today to remember our military service people, both those who have passed on, and those currently serving their countries.
____ May 24 Empty out part of your TIVO or DVR. While you're ironing or catching up on other chores, treat yourself to some entertainment and declutter your recorded backlog at the same time.
____ May 25 Pick one surface such as the dining room table, coffee table, desk or kitchen counter that needs to be cleared off and take care of it.
____ May 26 Make 3 phone calls that you've been procrastinating on and check them off your list.
____ May 27 Challenge yourself to do 3 loads of laundry from start to finish. Wash, dry, fold and put away.
____ May 28 Check the batteries in all of your flashlights.
____ May 29 Jot down 6 things you'd like to accomplish this year--one for each month. See if you can make a plan to fulfill them.
____ May 30 Take a quick peek through your fridge and toss any thing that’s not fresh.
____ May 31 Bring your car to the car wash or have it detailed.
by Maria Gracia - Get Organized Now!™
Want to get organized? Get your FREE Get Organized Now!™ Idea-Pak, filled with tips and ideas to help you organize your home, your office and your life, at the Get Organized Now!™ Web site
http://www.getorganizednow.com
Too Busy Getting Organized?
Too Busy Getting Organized
© 2002 Patricia Katz, Optimus Consulting
This wildly busy world places a high value on organization. If you appear to be organized you're held in high regard. Desk free and clear? Calendar clearly marked? Latest in organizing gadgetry on hand? You must know what's happening and how to get things done.
It's true … organizing does add value. It saves time (less searching and scrambling for information). It conserves money (less cash wasted on supplies buried too deeply to find). It minimizes effort (less backtracking when running errands or delegating tasks).
Still, it is possible to spend so much time getting ready that you never quite deliver the goods. When it comes to the world of organization, there is a point of diminishing return.
Making a list is useful. Making a list look pretty is overkill.
Separating high from low priorities is helpful. Setting perfectly ordered priorities through the use of complex mathematical formulae calculated to three decimal points is absurd.
Sorting paperwork and supplies for easy access is a real timesaver. Maintaining perfectly manicured files and lining up pencils so the erasers all point in the same direction chews up time that could be spent getting the job done.
Keep the potential return on investment in mind as you go about your daily work.
If you're setting up a new system to handle paperwork or tasks, don't feel that you have to integrate the current backlog. Create the system now. Use it to handle tasks that come in from here forward. The leftover items from the past will eventually work their way through and you'll have experienced the advantage of a new system sooner rather than later.
Be smart about the papers you choose to file. When the most current version of the information is regularly posted to a website, toss the paper, bookmark the URL and put the internet to work as your filing system.
If someone else in your organization is the official manager of back issues or archives, resist the urge to create your own. Don't save, organize and file information that is already maintained by someone else. Not sure who's saving what? Adopt the ‘you make it, you save it' rule. Everybody else can toss with abandon.
Not sure if there is anything of value in that stack of paper growing in the corner of your office? If you've not dipped into it for weeks, the chances of any of it being needed are slim. You could live dangerously, take a chance, and dump it now. Or you could make a time saving compromise. Box it up. Note the contents on the end (i.e.Unsorted Papers - July - Dec, 2000). Give it a future kill date (i.e.- Toss after June 30, 2001). Store it in an out of the way location where you will be able to do a search if it becomes necessary. Toss on the kill date, freed from investing the time to sort.
Don't assume that you must have every single detail of a project organized before you begin. Many times the work teaches you as it unfolds. Begin, adapt and reorganize as you go along.
Remember…prolonged prep is not performance.
Patricia Katz, MCE CHRP, works with the overloaded and overwhelmed to accomplish what matters most and find more peace of mind in the process. Based in Western Canada, this speaker and author of three books specializes in productivity and perspective. To bring Patricia’s expertise to your organization, call toll free (877-728-5289).
--------------------------------------------------------------------------------
Note: You are welcome to reprint or repost this article with the understanding that: 1) Optimus Consulting retains full copyright. 2) Contact information is included as it appears at the end of the article. 3) Patricia Katz of Optimus Consulting is contacted and sent a copy of the publication or notice of the link in which the article appears
Taken From: http://www.patkatz.com/articles/a-toobusy.shtml
© 2002 Patricia Katz, Optimus Consulting
This wildly busy world places a high value on organization. If you appear to be organized you're held in high regard. Desk free and clear? Calendar clearly marked? Latest in organizing gadgetry on hand? You must know what's happening and how to get things done.
It's true … organizing does add value. It saves time (less searching and scrambling for information). It conserves money (less cash wasted on supplies buried too deeply to find). It minimizes effort (less backtracking when running errands or delegating tasks).
Still, it is possible to spend so much time getting ready that you never quite deliver the goods. When it comes to the world of organization, there is a point of diminishing return.
Making a list is useful. Making a list look pretty is overkill.
Separating high from low priorities is helpful. Setting perfectly ordered priorities through the use of complex mathematical formulae calculated to three decimal points is absurd.
Sorting paperwork and supplies for easy access is a real timesaver. Maintaining perfectly manicured files and lining up pencils so the erasers all point in the same direction chews up time that could be spent getting the job done.
Keep the potential return on investment in mind as you go about your daily work.
If you're setting up a new system to handle paperwork or tasks, don't feel that you have to integrate the current backlog. Create the system now. Use it to handle tasks that come in from here forward. The leftover items from the past will eventually work their way through and you'll have experienced the advantage of a new system sooner rather than later.
Be smart about the papers you choose to file. When the most current version of the information is regularly posted to a website, toss the paper, bookmark the URL and put the internet to work as your filing system.
If someone else in your organization is the official manager of back issues or archives, resist the urge to create your own. Don't save, organize and file information that is already maintained by someone else. Not sure who's saving what? Adopt the ‘you make it, you save it' rule. Everybody else can toss with abandon.
Not sure if there is anything of value in that stack of paper growing in the corner of your office? If you've not dipped into it for weeks, the chances of any of it being needed are slim. You could live dangerously, take a chance, and dump it now. Or you could make a time saving compromise. Box it up. Note the contents on the end (i.e.Unsorted Papers - July - Dec, 2000). Give it a future kill date (i.e.- Toss after June 30, 2001). Store it in an out of the way location where you will be able to do a search if it becomes necessary. Toss on the kill date, freed from investing the time to sort.
Don't assume that you must have every single detail of a project organized before you begin. Many times the work teaches you as it unfolds. Begin, adapt and reorganize as you go along.
Remember…prolonged prep is not performance.
Patricia Katz, MCE CHRP, works with the overloaded and overwhelmed to accomplish what matters most and find more peace of mind in the process. Based in Western Canada, this speaker and author of three books specializes in productivity and perspective. To bring Patricia’s expertise to your organization, call toll free (877-728-5289).
--------------------------------------------------------------------------------
Note: You are welcome to reprint or repost this article with the understanding that: 1) Optimus Consulting retains full copyright. 2) Contact information is included as it appears at the end of the article. 3) Patricia Katz of Optimus Consulting is contacted and sent a copy of the publication or notice of the link in which the article appears
Taken From: http://www.patkatz.com/articles/a-toobusy.shtml
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