Posted by Jan Wencel on Mon, Aug 09, 2010
These are the kinds of folks I've seen drawn to paper of late:
- An insurance field agent relationship manager
- The director of worldwide engineering for a food and beverages company
- A mobile manager working in the health care industry
- An account director at a large advertising agency
- The owner of a high-end bath and kitchen cabinetry representative firm
- A senior manager at one of the largest CPA firms
Why are these folks devoted to paper again? Because it keeps them organized when all the electronic gizmos couldn't.
Also because...
- It's more real to them
- They can touch it
- It's been good to them
- They can crumple it up when they're finished with it
- They can tear it into pieces when they're frustrated
- They can access it without power or internet access
- It cuts down on their screen time
- The paper products have gotten better looking and funcitoning
- They have a long, loving relationship with paper
- It's cool again
How about you? Paper or plastic?
Posted by Jan Wencel on Mon, Jun 07, 2010
As a productivity trainer part of my job is to demo different time management systems to gain intimate familiarity so I can lead clients to choose the one that's best for them.
I've gone from paper to electronic to Franklin Planner to a tickler to Outlook to index cards to a combination of those. And now, I'm trying on GTD (that's Getting Things Done for those of you not a part of the cult) for size.
Although each system has its merits and downfalls, the universal truth I've come to embrace: transitioning from one time management system to another is tough work.
Following are a few tips to make it easier:
Tell people you're under construction. Especially the people you connect to most frequently.They may be a bit more understanding if you seem uncharactertically discombobulated.
Dedicate several self appointments to make the change. Changing time management systems is time-consuming work. The rewards keep coming after the switch is made and the new habits are formed, but the upfront time commitment is critical.
Go easy on yourself. You're going to make mistakes. The folks involved may or may not understand your situation and be tolerant. But you have the power to forgive yourself...use your power for good.
Do you have a transition story to tell?
Posted by Jan Wencel on Tue, Jun 01, 2010
When I recently attended the American Society for Training and Development 2010 International Conference and Exposition (ASTD ICE), I was privileged to attend a session and then to meet David Allen, productivity training thought leader and Getting Things Done (GTD) author.
I was eager to speak to David after the event. First to thank him for his contributions to my practice; second to inquire about becoming one of his Chicago productivity trainers.
He welcomed my accolades and warmly signed my book. How exciting! His reaction to my inquiry, however, stung a little. Without being rude, he dismissed my question practically before I finished asking it. I was a touch hurt at first.
As I reflect on the experience, I find a powerful, yet subtle message. David was not rejecting me, the individual. He was deleting a commitment he didn't really want to make before it was even added to his to-do list. As if he were wearing a protective shield.
From his book:
"...once you really understand what it means, you'll probably make fewer agreements. I know I did. I used to make a lot of them, just to win people's approval. When I realized the price I was paying on the back end for not keeping those agreements, I became a lot more conscious about the ones I made."
So thanks, David, for not agreeing to win my approval when we were face to face...only to disappoint me and you when we were not.
What defenses do or can you use to prevent to-do list overwhelm and regret?
Posted by Jan Wencel on Fri, Jan 22, 2010
I'm working with an engineer in Chicago to help with an overflowing email inbox. Following are a few of the brave decisions he made to streamline and declutter:
- Subscribe to a one-folder archive system instead of organizing into email folders (I'll post more on this conceptin the coming weeks)
- Install X1 to find anything in the "dump" within seconds (I'll post more on X1 in the coming weeks)
- Check email fewer times per day--moving from 15-20 to roughly 5--so he can increase his email processing time and decrease interruptions
- Reduce the number of emails in his inbox--from a couple thousand to roughly 50 (or to only those from the last rolling seven days)
- He went through steps on his own similar to the ones posted here and got his number under a thousand with great determination, but relatively little time
- We'll work together to get him closer to his goal by establishing a task tracking system he can use to defer work & delegated tasks; he's considering paper planners as a possible solution
- Reduce the number of years of information sitting in Outlook by archiving a .pst file.
- Customize Outlook to perform routine tasks to his liking
What kinds of things are you doing to streamline email?
Posted by Jan Wencel on Wed, Jan 06, 2010
We all struggle with prioritization from time to time. But if we're honest with ourselves, we already know what's more important and what needs to get finished today. We know what we need to do in order to meet our deadlines. And when we're engaged in reaching our goals, we know what needs to be done next to push them along. We're just not slowing down enough to listen.
If you want to consistently spend time in a committed and purposeful manner, consider adopting this new daily habit:
At the end of each day, review your tasks to make a plan for the next working day. Pick three-a frog, a dream and a wild card.
Start by identifying the biggest, most important task you need to complete-the frog. (There's an old adage, if you have to eat a frog, don't spend a lot of time looking at it first. And if you have to eat two of them, start with the ugliest.) Maybe it's strategic work that requires focused think time, or perhaps it's something you have a burning desire to procrastinate for untold emotional reasons. No matter, eating your largest, ugliest frog first will give you the boost to help the rest of the day seem lighter.
Next, pick a dream. The daily grind is rich with externally-driven tasks and rarely prompts you to insert assignments related to your personal, inwardly-driven goals. To move yourself toward your ambitions, consciously include taking one step toward your dreams. You'll see, over time they will develop into reality.
Lastly, select one critical task of your choice-the wild card.
Put the three items you picked on top of your to do list. Will you accomplish more than three things the following day? Maybe, but no matter what else happens, you'll focus on the three most important things first. (And you'll sleep easier knowing what's ahead of you the next day.)
It's going to be tough, but stick to the plan you outlined. Eat the frog. Reach for the dream. But do not initiate other tasks before completing the three you selected. One easy way to make this practice a reality: don't check your email until you've eaten the frog, legs and all.
Posted by Jan Wencel on Tue, Jan 05, 2010
The sleek design from this Iceland-headquartered company is one of the reasons the aesthetically-minded might prefer the Action Day Planner sold at Staples. The functionality of the system is likely why they will use it to get them and keep them organized.
It features:
- Diary section
- Super cool 2-page year calendar
- Two-page spread for each week with room for tasks to execute, goals and projects, and projects delegated
- 35 pages for meeting notes
Posted by Jan Wencel on Tue, Dec 08, 2009
A desktop action file positions current files (and control over paper) at your fingertips.
What Belongs in an Action File?
All the papers triggering you to do something today, in the next few weeks, or regularly should live in an Action File. (e.g., make a phone call, enter information into your address book, visit a website, read, research, write an email, review a statement for accuracy, file in long-term filing, enter transactions into the computer.)
What Doesn't Belong in an Action File?
All the papers you're keeping for reference or legal reasons, but do not require action on a near-term or regular basis should be archived or stored in a long-term filing system. (e.g., completed project files, tax-related papers, manuals, insurance policies, best practice articles, performance reviews, maintenance records, birth certificate.)
Steps to Create a Categorical Action File
1. Schedule a few hours to create an Action File.
2. Gather all your loose papers, a scratch pad, and a pen.
3. Take the first piece of paper and ask yourself "What is the next action I need to take to get this piece of paper out of my life?". Write down the answer on the scrap paper and begin a pile of papers labeled with this category heading. Move onto the next paper and repeat. (Most people end up with categories such as recycle, shred, read, write, call, data enter, pay, pending, file, and then special categories to fit their unique situation.)
4. Assess your categories, and condense where possible. Tally the number of categories and evaluate if you can create a file system with your current office supplies, or if you'll need to purchase new ones.
5. Shop for new materials if necessary. (Some of our favorites are this desktop file box and these hanging and file folders.)
6. Install your office products and place the piles of papers into their properly labeled new homes.
7. Add reminders to your calendar. Either specifically call out special tasks with deadlines, or add reminders to go through certain file folders on specified dates to ensure deadlines are not missed.
8. Maintain the system by keeping up with your filing and reminder system, and by removing files you haven't used in a month or more.
9. Bask in the clear space and control you just created.