Talking about time & task management and making decisions about what needs to get done, this last month has been a challenge for me. I do understand the pressures many of my clients face from first hand experience.
That past Tidy Times article on 'Delegation' was partially inspired by my hopes to push off some tasks soon. I hope you enjoyed reading it.
Believe me, I am happy to have busy times, I appreciate the business, I enjoy the exercise some projects have provided me, and I am happy to have the ability to postpone some activities so I can help others.
So, as the title of today's introduction 'Is your 'backburner' on overdrive too?' may allude to, my 'Backburner' file is pretty full. How's yours?
Maybe you're so busy you have to put off a few things as well, yet you want to make sure you keep them under the 'radar', right? That is when the 'backburner file comes in so handy. It works very nicely along side the Tickler file system too.
If you don't already have a section in your 'action files' called something like 'Backburner', 'Do Later' or even 'Ideas & Goals' I do hope you will consider it. It's a great place to keep notes, articles and documents for projects you would like to get to when things slow down.
 If you’re a small business owner like me, you likely have been to one or two talks about what to do and what not to do when starting and growing your business. One popular piece of advice is that we should not try to do everything ourselves, thus wearing too many hats. In other words ‘Don’t Fly Solo’.
When I started out in business I had an abundance of time, plenty of knowledge, great computer skills, and very little budget. As a result, I did everything myself. Yet as my business grows and my clients need more of my time and energy, I look forward to delegating some of the tasks that I either don’t care for, or that could be done faster and more efficiently by someone else. Then I can focus on what I do best - assisting my valued clients with their organizational needs both at work and at home.
Delegation is the art of enlisting the help of others and it is one of the key decisions in an organization tool I call the 4 D’s: Do it, Defer it, Delete it, and Delegate it.
Let’s look at delegation a little closer. Here are 5 key aspects to effective delegation:
1. Know what needs to get done.
Gather up the facts and make a list of all the activities that you are responsible for. Until you have this written down and can ‘sum-up’ the tasks, you will not be able to effectively delegate to others. Choose to do your best work and decide what you can let go of. 2. Pick from your list, the items you feel you can do most effectively and enjoy.
Focus on what you do best, and what you have the skills for. Let others help with the rest. 3. Choose the right people for the job.
Look for people who possess the rights skills, relevant experience, a good attitude, and the availability to do the work. 4. Follow through and evaluate progress.
Holding yourself and others accountable is important. Be clear on what is expected and that progress will be monitored and evaluated. Most people enjoy challenge and showing just what they are capable of. 5. Reward yourself and others for efforts and results.Celebrate the completion of projects and acknowledge those involved. It’s not just about monetary compensation. It’s important for people to feel good about what they do. Now the list of tasks to delegate could be long and varied. Tasks that are easy to delegate could include proofreading, word processing, web development, social media networking, presentation development, and mail-merges to name a few. There are many capable personal/virtual assistants who can help with these and other administrative tasks. If your office space and budget doesn’t support or require a permanent full time employee, a qualified, experienced virtual assistant can be a god-send. I personally know of some great people to call for this and one that comes to the forefront of my mind is TBS Virtual Assistance. Truly ‘thorough, dependable and equipped’ are a few words to describe TBS and Lisa, the principal owner. With qualified professionals such as Lisa, your only thoughts should be to ‘know what needs to get done’ and ‘choose to do your best work’. When you have the ‘Right people’ that will ‘Follow through’ all that will be left is the ‘Rewards’. If you’re feeling overwhelmed, frustrated and bound by clutter and it’s preventing you from finding your way through the first step of ‘knowing what needs to get done’, professional organizers like me are here for you also. Delegating the work of organizing your office should definitely be on the list.
Delegation, a ‘life-skill’ for your success!
Warmest Regards,
Michelle Panzlaff
 Determining what ‘needs’ to get done, what ‘should’ get done and what ‘could’ get done, and in what ‘order’ is what we call ‘Prioritizing’.
We all know that our priorities are mainly going to be items that come directly from our goals. However, along the way there will always be priorities that come to us that we didn’t expect or plan for. We also find that during our journey towards out goals, that we find new possibilities spring up that catch our eye. To help us stay focused on what truly matters here are three ideas to consider: - Focus on ‘Value’ over ‘Deadline’
Instead of dealing with every item on your list based on its apparent deadlines, first separate your ‘to-do’ list into ‘Valuable’ and ‘Not so Valuable’. My Tiger Tables and Copy of the Time Matrix will help you do this with greater ease, so if you haven’t tried using them, give it a try and see for yourself. Another thing to watch for here is ‘crises’ that others push on you at the last minute. Don’t let poor planning or follow through from someone else become your issue unless it is important enough. - When taking on new responsibilities considering letting go of others.
Like your hallway closet has a limit to how many coats and shoes it can hold, so too does your calendar. If you are going to take on a new project, and you already have just enough time to get what you need done, decide what you are going to give up to make room. You can not continue to pile on projects and responsibilities without clearing a few items off your plate. If you can delegate or hire help to enable you to do more, than do so, yet before you commit ask yourself if you really have the time and if the project really has the value. Tip: be careful not to sweep things under the carpet ‘for now’ as this habit can lead to a mountain growing under you that you wont notice until it’s too late. - Decline doing what is not of value to you.
Saying ‘no’ can be hard, I know. It is after all something that I struggle to get better at myself. As helpful, loving and creative people we want to help, support and show just how much we are capable of when it comes to new assignments and opportunities. You may have read my article ‘Don’t let others ‘Should’ on you’ and sometimes the case is that we ‘Should’ on ourselves. Learning to say ‘no’ can be difficult, yet it is a valuable skill if we want to stay focused on what is truly important. When assignments come up ask yourself if it aligns with your overall goals, or if it is too important to let go. If you answer is ‘no’ then decline to get involved.
"3 things every busy professional should know...
But probably doesn't"
1. There are only 4 decisions
to make with tasks and mail
Applying the 'One-Touch' rule can easily cut down on clutter as it's a fact that clutter is merely 'Postponed Decisions'. Try this: Look at each task in front of you, one-by-one, and make a decision:
Delete It: If you don't need to do it, don't! As with all 'stuff', ask yourself if it has true value.
Delegate It: Be clear about deadlines and expectations. Use delegation tools and track actions.
Defer It: Create a 'Deferred List' and review often. If it has a deadline schedule it in.
Do It: If you can do it in less than 5 min's, do it now. Imagine the immediate satisfaction!
(Visit my 'BUSINESS' page for a free copy of the 4 D's)
2. 20% of our 'To Do' lists hold 80% of the value,
Prioritizing is key
I have seen some stressed out professionals scrambling on last minute deadlines, putting out fires and struggling with no clear priorities set. Spinning wheels on the 80% of tasks that contain little or no value can eat up one's energy pretty fast.
The simple act of prioritizing tasks on only two criteria, 'Value' and 'Deadline', can help end this vicious cycle. The concept of the 'Time Matrix' can help save the day and give you an 'at-a-glance' look at what the top priorities and deadlines are. Stay focused and get more 'valued' tasks done and be more effective just by using this tool.
(Get your free copy of my version of the Time Matrix & my
'Tiger Tables' by signing up for TIDY TIMES on my 'Home Page')
3. Over 200 hours a year are lost by the
average business owner
Disorganization in the workplace costs on average over $3600.00 per employee in lost wages per year as employees and business owners lose time looking for things. Average losses are estimated at 1 hour per day. Times that by 5 days a week, for 48 working weeks, at a starting salary of $15/hour and you'll see for yourself how much disorganization can cost a business.
It can get worse when you consider a few other factors, starting with sick time and illness due to stress, lost customers that lose faith in the company, poor productivity from overlapping tasks, purchasing things you already own, forgotten invoicing and last minute 'overtime' created by poor planning. The costs here can be enormous depending on the nature of the business.
Some signs that a change may be due are:
· Desk cluttered with files and equipment.
· Procrastination. It's either the fear of failure or simple indecision.
· Being reactive instead of proactive.
 Sharing ideas on why 'To-Do' lists are more effective than 'Visual Reminders'.
Visual reminders can be helpful, yet when they get used for too many things they become clutter.
This clutter makes us feel overwhelmed, breaks our focus and can make us lose sight of our top priorities.
We tend to think 'Out of Sight, Out of Mind', yet let's consider the role of the 'To-Do' list to help us to remember what our priorities are instead.
Writing down our tasks and then putting away the file or project to where it belongs means we will remember to do it.
And with projects out of the way we can then focus more clearly on tasks individually, thus being even more effective.
My gift of Tiger Tables and the Time Matrix tools that I share with my newsletter readers is great for keeping priorities clear. They should be used in conjunction with your day-planner.
If you don't have a copy, please sign up on my home page now and get your free gifts today.
And remember to make sure that if a task is truly important, if it has a deadline, and if it will take more than 20 minutes, that you put it in your calendar. 'Getting the Stones Down' as they say.
If you having trouble, are overwhelmed and need help to get started in the right direction, try my 'Get Your Life Back' package which includes 2 full hands on sessions and calls and emails to follow.
To help reduce stress if you have more than you can handle, try reducing your backlog of "stuff" that has built up over time.
I know that it can be easy in today's busy world to build up a backlog of stuff that you want to do, yet our realities are that sometimes we just can't get to everything.
To help you weed out some things that may be growing out of control and overtaking your desk here are 7 items you can start with and the tips on how to weed them out.
1. Messages and Business cards from recent meetings
*Try recording the name and phone number in your planner on the day you intend to call the contact back.
*If you need to update your contact database or Rolodex, create a file named "Contacts to Update" and schedule in some time each week or month to review this file.
*Or, delegate this task to someone else.
2. Notes from Meetings and Staff Memo's
*Right after the meeting grab your planner and schedule any follow up tasks assigned to you.
*Write a quick note as to what the task is in the planner, if there are points and notes that are needed for the task keep those in another place assigned for projects you have on the go or upcoming.
*Toss the extra or unneeded notes, use you planner as the reminder you'll need.
3. A pile of business cards from conference two years ago
*Keep only the cards for people you remember or plan to associate with now or by the next conference.
*File the cards into your association contacts file to have available when the time comes.
*If available use scanning software to make quick work of saving the cards electronically or delegate the task of entering the contacts to your database to someone else.
4. Conference Brochures you may or may not attend
*Record a tentative appointment into your planner. If using an electronic planner, schedule a reminder a week or two before so you can then re-evaluate your need to go or register if required.
*Put the brochure aside into your "Bring Forward" file or a file for "Association Events" or something similar, so that when the day comes you will be able to find it again.
5. Coupons and promotions
*If you really plan to use them keep them handy in your wallet or planner. It is more likely to be used there than if it is just sitting on your desk.
*If there is a deadline and you really want to take advantage of the deal then make an appointment to go and do so.
6. Magazine subscriptions renewal cards
*Ask yourself; are you really interested in renewing or signing up for the magazine? If yes, fill it out and send it in.
*If not; Toss it! Don't worry; the offer will come again.
7. Overstuffed files from projects recently done
*If its on your desk because you want to go through and weed it out before filing away to your archive, then go ahead and file it. Grab your planner and schedule time in to weed these files each month.
*Try releasing that desire to be a perfectionist on this one, it's not going to help you get to the task any quicker when the file is blocking you from getting other things done. Ultimately this just slows the process down even more.
Now, when it comes to tossing the things you don't need as you go along your way through these piles, here are the top 5questions to ask yourself if you are thinking about keeping something:
1. Am I obligated to keep it for tax reasons?
2. Do I need it to fulfill a core activity or role in my job?
3. Would my work suffer if I didn't have it?
4. Is the information up to date and could I get it elsewhere if I need it again?
5. Do I refer often to this information?
If you find yourself overwhelmed with the feeling that you just have to much and too much to do, try these tips for taking control of the paper piles and your tasks.
Happy Weeding!
Can you relate to one of these tendencies? What is getting in the way of becoming more organized? Read on for some quick tips for each category and start leading a more productive, less stressful life today.
Tips for the Procrastinator:
1. Take one task on at a time. Moving stuff around is a waste of time, try to be realistic with how long a task will take and schedule the work into your day.
2. Release guilt if there is something that you truly know you will not get to. If it's not a "must do" go ahead and cross it off your list. (Read past article "Don't let Others "Should" on You" to learn more about letting go)
3. If you "must" do it, schedule the work into your planner.
4. Enlist a friend or relative to cheer you on or nag you a bit when you need it. Try to find someone you see often so they can keep on you if you fall behind.
Tips for the Packrat:
1. Try to visualize how great you will feel if you can move around freely in your space knowing you won't step on things or run into obstacles.
2. Consider your collections and pull out the truly cherished belongings to keep and display, while weeding out what you don't need or want and putting the rest into storage.
3. Try rotating your collection each month or year to bring other pieces out and putting the current items away. That way you can still display more of your collection without having them all out at once.
4. When purging and sorting your collection, enlist the help of a professional or a friend. They can help you ask the right questions so you keep the things that are truly meaningful to you.
Tips for the Perfectionist:
1. There is no "One way" to do anything. It is better to start than to wait until you can do everything perfectly. Do what you can and you can work on improving it later.
2. Break down large tasks into small bit-sized pieces so you don't have to worry about trying to get everything completed the moment you start.
3. Don't try keeping everything in a constant state of perfection. Homes and offices you see in magazines are quite often staged. Notice how there is no pets, no kids and no activities going on in the picture. Give yourself a break and allow room to live in your space.
4. Note your priorities. If there is a specific issue that is causing you the most pain, start there.
 1. Set time to work and avoid distractions. If you work from home set office hours and talk to any family about respecting this time. Allowing oneself to get distracted by household chores or passing conversations can really take a bite at productivity.
2. Prioritize your tasks and make a 'To Do" list everyday. Break your tasks down based on their Value and Deadline so you can easier gage what your top priorities are. As well as having this To-Do list, take time to schedule your tasks into the calendar or planner. Getting real about time and when you will do it makes it more likely that you will get it done on time.
3. Plan your week on Sunday. When making your plan for the week, try to group 'like' tasks together. If you have errands and tasks that can be grouped together you can save a lot of time. Take up to a 1/2 hour on Sunday to review on paper what your obligations are for the week ahead, this is one of the best organizing strategies.
4. Create filing systems (Paper and Electronic) that suit your needs. Everyone is a little different in they way the process information. When it comes to file systems, although for the most part they can be similar, there are lots of variations in setting them up. There are even choices to be made when it comes to what you keep as 'paper' and what you keep 'electronically.' Regardless of the system you use, it must be easy to maintain and allow you to find what you need quickly.
5. Dedicate space for your business. If you have an actual office, a converted closet, a spare bedroom or an office nook in the kitchen, the space needs to be dedicated to business. A place where you can work on your tasks and have what you need close at hand, avoiding distractions.
6. Become a student of Organization. If you don't already have a file or a 'favorites' folder on organizing, maybe now is a good time to start one. Read articles and books on time management and organization. Attend seminars, telecasts and try to get your hands on as much good material on this subject as you can. To ingrain the material into your subconscious you should go over the materials 6-8 times.
Too busy or overwhelmed to get started? Call me and we can work together hands on getting you going in the right direction. 778-866-6942
This morning as I was putting my newsletter together I had time to enlist the help of my loving partner. On my request he carefully read over some of the material I wrote, helping me with a few corrections I needed to make.
In turn, I helped to tidy up some of his recent paperwork. This nice exchange of ‘Proofreading’ for ‘Bookkeeping’ helps us a lot, not only to get things done, it also allows us more time to chat and be together.
The thought I want to leave you with now is...
We all have things we are good at, and tasks that we enjoy. As well, there are things we don’t know how to do, or just plain don’t like doing.
Sometimes we have no choice but to do these things, as they are needed, yet other times we may be able to make a tradeoff with a friend, family member or co-worker.
Talk to those around you and see if you can engage in a mutually beneficial arrangement to make both of your lives easier.
From my 20 Step Office Organizing Checklist, the task for this week is:
- Create a 'Workflow Strategy' and post in your view.
A workflow strategy is a picture or 'graphic representation' of all of the major steps of a work process. This visual map can help you in several ways: Gain a more complete understanding of the process Identify problem areas and find solutions to close any gaps Locate the critical stages of a process Show the relationsips beween different steps For many it is hard to know where to start on creating such a strategy, figuring out just how complex it should be, or what software they can use to create a professioanl looking one. Try these resources or call me and I will be happy to help. Not only can we work work together to create this tool for you, I can help you streamline the physical systems to match. SmartDraw.com Edrawsoft.com LovelyCharts.com DiagramDesigner1.22
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