Life Contained's Personal Productivity Blog

Save at OfficeMax Friends & Family Event, May 17 - 19

  

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Part of being organized is having the right supplies on hand. If you are ready to refresh office supplies and/or add items to organize your office space, we recommend taking advantage of this fantastic opportunity. 

OfficeMax is offering special savings at their Friends & Family Event in stores starting Thursday, May 17 through Saturday, May 19. The sale includes 20% off of supplies and organizers you may need such as: ink, binders, case paper and reams, writing, filing and more. We would like you and your friends to share in this savings! Click on the sale flyer image above to view the full ad and print this deal.

Task Management System Limbo Makes My Head Hurt

  

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I am currently feeling the pressure my clients must typically feel after they make the bold decision to transition from one to do system to another.

Here's the back story...

Because experiencing different task tracking systems from a fully-entrenched perspective helps when guiding clients through selection and implementation, I like to change my systems periodically. Over the years I've worked from a Franklin Planner, a paper tickler file, Action Method Online, Workflowy, Outlook Tasks, and most recently via Nozbe, a cloud-based and desktop solution designed for GTDers. (More on Nozbe in subsequent posts.)

Though feature-rich Nozbe is a fabulous system, I came to the conclusion with my organizing coach it's not the right system for me. Ugh!

Switching from one task management system to another typically takes me a full day to implement. Knowing the time frame gives me personal power. Having devoted a full day only a couple months ago; however, the time frame also fills me with dread.

Not having eight hours in a row to devote to the switch, I'm living between the two systems at the moment. Thusly, I'm experiencing a low level of nervousness at all times. (I'm not joking around here.)

For those of you who I've put in task management limbo, I'm so very sorry. I'm also grateful you trusted me and plowed through the challenges of those moments.

For those of you without a task management system, let's talk. Because nobody should have to walk around feeling unkept all the time. It's just not fun...and probably not good for your health.

Please share your transition story. I'm eager for your compassionate wisdom.

3 Methods to Improve Focus...and Multitask Less

  

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We've written about the costs of mulitasking before. How it slows you down, increases your error rate, and heightens your stress level.

With help from Overloaded Circuits by Harvard Business Review, following are three methods to improve focus--the antithesis of multitasking:

• Move. A quick burst of aerobic exercise relieves stress and improves concentration by bathing the brain with oxygen and activating brain chemicals such as dopamine.

• Socialize. To promote positive feelings, especially during highly stressful times, interact directly with someone you like at least every four to six hours.

• Sleep. A good night’s sleep is like pushing the reset button in your brain. You should strive to get the amount of sleep required for you to wake up without an alarm.

Interested in sharing and adding more habits of focus to your workday? Join us for Multitasking 2.0: Insert More Focus into Your Day. Sponsored by Woman's Network in Electronic Transactions (W-Net) and held at Chase Towers in Chicago on May 3 from 6-8 pm. Visit the W-Net website for more information and a registration link. This will be a fun event for both networking and learning new productivity tips.

Time-Saving Outlook Shortcuts

  

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If you spend a lot of time in Microsoft Office Outlook, then a sure way to save time is to learn keyboard shortcuts for repetitive maneuvers. We suggest you learn a couple at a time, and soon you will be zipping around your keyboard faster than using your mouse or track pad.

Following are our top 15 favorite Microsoft Office Outlook (2007) Keyboard Shortcuts:

Excited about how these handy shortcuts can save you time? There are more opportunities to work faster and happier in email. Check out these prior blog posts and try being less organized (less sorting) and separating action emails from reference ones.

On a roll and want more… please join us for a quick, hands-on class to reclaim control and find peace in your email. Email Exhale will meet on Tuesday, May 1 from 6:30 - 8:00 pm in Chicago at Catalyst Ranch. Please register online through Dabble. We would love to see you there!

Using 1:1s to Trigger Recognition

  

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The following message is encapsulated in the 3.5-minute video above.

If you’re not willing to champion your own work, then others may never know about it. If they don’t know about, they cannot recognize it in a formal or in a public way. Though you may not be seeking public accolades, here’s a way to selflessly gain recognition with your boss.  

If you don’t already have regular 1:1s scheduled with your boss, then establishing them is job number one. If you’re already conducting these meetings, then perhaps a light shift in how the meetings are structured will give you the microphone you need.  

These are the cornerstones of the structure: 

1. Frequency. Weekly is the most common rhythm for this type of meeting, though daily or monthly meetings might be a better fit for your work volume and/or seniority. 

2. Duration. :30 is the most common set for a weekly meeting. :15 is a better match for daily meetings…and :45-:60 for monthly ones. 

3. Leadership. I recommend you drive the meeting and, importantly, where the meeting is conducted. When you’re talking more, it gives you greater ownership, it allows you to demonstrate your knowledge, and it ensures you know where you’re headed. And when you’re conducting the meeting for a place of your choosing, you can extract your manager from her office so she won’t be distracted by email, phone calls, and visitors. (BTW, if you’re conducting these meeting with your direct reports, you should request that they drive the meeting.) 

4. Content. I suggest constructing the agenda like so:

• Accomplishments. This is where we get into the recognition piece. The first thing to cover is the prior week’s accomplishments. (Though you may be drawn to avoid this, remember there’s something in it for your manager. She can experience closure for all the things you completed. Once you get comfortable with recognizing your achievements, you’ll blush less when you hear others recognizing your work.)

• Schedules. This is where you’ll cover pending deadlines, meetings, vacations, and the like. Coming week top priorities. Listing these will ensure the two of you are aligned. 

• Issues/opportunities. This allows for reactive & proactive planning. 

• New business/firm news. Allocate a little time for asking about the bigger picture or new items.

Make certain it is socially unacceptable to blow off your meeting. Reschedule…yes. Repeatedly cancel…no. 

What will you do the next time you feel your accomplishments are ignored? When was the last time you drove a meeting where you acknowledged your achievements? How are you regularly touting them so you & your boss are fittingly impressed?

Be On Time with Wake-Up Call and Reminder Services

  

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A handful of folks for whom I've served as time management coach described themselves as chronically late in their initial productivity assessment. Another handful mentioned they were frequently late for things that started in the morning hours--as they were, shall we say, allergic to early.

If you can relate, shed the worry of waking up on time. Try one of these wake-up call services we identified in our research so you can ease out of slumber and into productivity.

For those who enjoy variety...

Wakeupland is a 10 year-old online interfacing application with many options: 

• Packages include wake-up and reminder calls that can be scheduled months in advance with the ability to see a list of schedules calls 

• Selection of prerecorded messages in a male or female voice (with various accents!) and one free snooze (up to 11 snoozes/wake-up call available for additional fee...but, as you might have guessed, I don't recommend snoozing)

• Spice up your wake-up calls by choosing a daily weather report, joke, Psalm, quote, or other fun snippet

• Reminder calls offer customized text-converted-to-computerized-voice feature or choose from a selection of pre-recorded messages in a male or female voice

• First week is free, then choose from monthly and annual plans, i.e., $4.99 to $6.49/month

For the heavy sleeper...

Snoozester is also a comprehensive online interfacing tool offering: 

• Wake-up and reminder calls that can be scheduled months in advance with the ability to see a list of scheduled calls

• Selection of pre-recorded messages with a variety of male or female voices (with various personas!)
  

• SecureAwake feature which attempt to call you every few minutes until you answer the phone and acknowledge you are awake

• Schedule recurring wake-up calls and reminder calls

• Reminder calls offer customized text-converted-to-computerized-voice feature or choose from a selection of pre-recorded messages in a male or female voice; can also send a text message with the reminder

• First 10 calls are free; then, choose from prepaid or monthly plans; i.e., $3.99 for 35 calls/month or $6.99 for for 130 calls/month 

For those who want a more gentle awakening...

Voice Alarm Clock is an iPhone and iPod Touch app offering:

• Avoiding phone rings and alarms entirely

• Wake up to a recording of someone's voice/a special message (think Walt Disney World and waking up to Mickey Mouse ensuring you it's going to be a magical day)

• Wake up to your favorite song or playlist
  

• Turn snooze functionality on and off

• Seven traditional alarm sounds (but who wants that?!)

• Download for $.99 with promises of new features on the way
  

Avoid oversleeping, running late or skipping morning essentials by using one of these or other wake-up services. Set reminders to ensure you do not forget medication, paying a bill, or an appointment. And, wake up to a friendly voice instead of the repeated, siren bursts of an alarm clock.

Please share your experiences with these or other methods for ensuring you're on time.

Chicago Productivity Training Class

  

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Would you like to learn simple changes that could lead to a more peaceful start to each workday, comfortable that the right tasks will be worked first and the tools to do so are at hand? Then join Life Contained next week for productivity training in Chicago!

In this class, "Productivity 101" we'll teach you how to implement a modified version of the "Getting Things Done" process by David Allen. You will be able to customize Allen's teachings to your unique situation and habits. And, you will have an accountability partner as you pave your new path and follow though on implementing what you have learned.

Following are the details:

• Class meets one time

• $20
  

• Tuesday, March 27 | 7 - 9 pm
  

• Catalyst Ranch | 656 W Randolph St., Chicago, IL

• Register @ Dabble

We'd be thrilled to see you there.

P.S. Dabble offers quick, affordable, group setting classes for people that are interested in "dabbling" in something new or refining a skill without making a huge time or financial investment.

Using 3M Privacy Filters to Boost Productivity

  

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Whether in a cubicle, airplane, or cafe, have you ever been reluctant to work on a task because others around you may view your screen? Similarly, have you felt distracted in your work, not sure of who may be passing by? Is it an option to work on nonpublic data in places where proximity presents challenges?

Chicago Professional Organizers at a recent NAPO meeting were able to learn first hand from 3M about a product that provides great assistance in these situations: privacy filters. These sleek, film-like covers adhere directly to your screen to introduce a layer of screen data privacy and thus increase your productivity in challenging places. Users view their screen with great clarity head on and within a 60° window. Outside of this window, a viewer will see only an empty screen.  

The 3M privacy filters are clear, removable and multifaceted in providing your technology choice (laptop, monitor, ipad, smartphone) with:

• screen darkening privacy

• anti-glare/anti-reflection

• screen (scratch/fingerprint) protection

They are made specifically for each technology device, allowing laptops to easily close and iPad, tablet, and smart phone touch technology to be unaffected. The adhesive, in typical 3M style, was designed to allow users to not only safely remove the filter, but also to easily flip between the reversible glossy and matte (anti-glare) finishes on opposite sides.  

Although the screen darkening functionality could be misconstrued by those around you as staring at a blank screen, it is a simpler option than delaying confidential tasks, or manufacturing your own private-polling booth to cover your screen.

Would a product like this increase your productivity at work or in public places?

Taming Your To Do List

  

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This is Life Contained newcomer, Holly McDermott's first post. As you take in her hierarchical process for staying organized, you'll understand why we hired her.  

I can envision the Hawaiian vacation I'd be off to if I had a nickel for every time someone said, "I just don't know how you get it all done!"  Although I certainly never have ALL my desired tasks done, I have found a peaceful rhythm for completing my important action items using these steps--an adaptation of Steven Covey's priorities teachings:

1. Select a home base and consolidate. Set aside at least an hour to complete this process. Whether you prefer a paper planner, a draft email, a word processing/spreadsheet document, or another variation, pick one. Within this single location, create a laundry list with all of your action items. (I currently keep a To Do list in the native Notes app on my phone.)

2. Sort by importance. Following your initial gut instinct, quickly label all tasks as follows:

A - Important and Urgent

B - Important, but Not Urgent

C - Less or Not Important

3. Conduct initial sort and add in the white space. Sort your list by the letter of importance (A, B, C). Leave several blank lines between the A and B and C tasks. This will allow for adding new items and to create the visual separation from the most crucial actions and all others.

4. Prioritize your A Tasks. Review the items on your A list and for any tasks that will take longer than can be completed in one sitting, pull out the first step and add this specific step to that task's line.

For example, if I have a task to "write a new platform business case," then I would change this to "write new platform business case - research option 1."

Then, scan through your A list items and rank them in order of importance starting with number 1 as the most important. Your tasks are now further labeled, A1, A2, A3, etc. For example, a task list may read…

Next Actions:  

A1 Respond to customer emails received in last 24 hours 

A2 Set and communicate venue for April training classes 

A3 Order supplies for next week's training class 

5. Work the list, top down! Your list is now organized by order of importance. Begin at the top and work your way down the list. After items are completed, delete (or strikethrough on paper). If new tasks are needed, add them in the section of the ABC letter that represents their importance. If inserting an A task, also add a rank (perhaps you now have tasks ranked A2i. and A2ii.).  For B and C tasks, simply drop onto the list in the corresponding section. If A task are completed, then begin the B tasks, and if B tasks are completed, move onto C.  

6. Maintain your list.  At the end of each week, review your calendar and add new tasks. Determine if any B tasks should be As, and review your rankings for all A tasks. Make adjustments as needed.  

As you gain experience working through your ABC list, customize into a fun process that best works for you. Here are some suggestions:  

• Add target dates after each A task. Underline hard dates.  
  

• Schedule time on your calendar: label a calendar meeting as A1 to ensure time is carved into your day for addressing your A1 task.

• If using a spreadsheet application, utilize the columns and sorting.  

• If using paper, try dividing the paper into 3 sections by drawing a 'Y' and work your way around the paper. (And don't give up...only incomplete A tasks will be recopied weekly going forward.)

• Create a single task for addressing your paper inbox and quick reminder tasks to avoid the time of listing each of these items. (The theory is that it is silly to take more time to record, label and delete a task than it does to complete the task. However, if you do not record these quick tasks somehow, then they can add up and steal valuable time for your day, thus the importance of scheduling time to take care of the "quick" important tasks in bulk.)

• What other ways have you customized your to do list?

Be Less Organized

  

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In a recent time management seminar in Chicago one of the attendees said my suggestion to be less organized blew her mind.

I had delivered the tip stating I personally dump all my reference emails into my delete bucket. Noting this not only affords me a filing shortcut (delete keys abound), but also saves me time...because I need to file more than I need to retrieve...and advances in search have made retrieval super fast.

Today I found affirming evidence from IBM Research my time-saving theory proves true.

"...people who manually organize information into folders...were no more successful at retrieval. Further, they were less efficient because folder-accesses took longer on average"

I've suggested you to stop organizing your email before. A Harvard Business Review blogger echoes my cry. So why are so many still compelled to do so? The research suggests this:

"...filing seems to be a reaction to receiving many messages...people file to clean their inboxes to facilitate task management"

If you're seeking task management but want to be lazier about it, consider these hints on the logistics:

• Practice using search to find things
  

• If you're using Gmail or a Mac OS, you're probably already a pro

• If you're using Lotus Notes, you should index your email to open up advanced searching power

• If you're using Outlook or Lotus Notes, you can add X1 Desktop Search to enhance and expand the search capabilities
  

• If you're using Outlook, Outlook Express, Eudora or Thunderbird, you can add Copernic Desktop Search to improve and extend the search functionality
  

• Once you've gained trust in your searching prowess, get rid of your folders, dumping everything into delete or a general reference bucket as you go
  

• Understand there might be instances where you'll want to maintain additional folders for ease of filing...but let that be the exception
  

• If you have a lot of reference emails stored in your inbox, dump all the reference emails in there, too

• Lastly, enjoy the extra breathing room you've created in your workday
  

What hints can you add to this list? What are the pitfalls to avoid?