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Feb 11
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Task Batching: Choosing Your Planner

By Blog, Business Organizing, Quick Organizing Tips, Time Management No Comments

Task batching is easily one of the most overlooked productivity tools.

 

This is because when you batch tasks together and schedule blocks of time to do them, it actually takes you less time to complete them.

 

For example, checking your email throughout the day will waste your time far more than checking your Inbox during preset blocks. So will making phone calls throughout the day or week as opposed to scheduling regular times for follow-up calls.

 

Being intentional with your most productive hours is key to showing up as your best self at work, home, and in life.

 

This makes task batching the perfect first step to becoming the most organized person you know!

 

Let’s talk about Planner Options

 

Lots of highly organized people still use paper planners for task batching. Some use solely digital, and a rapidly growing number are opting for a hybrid combo of paper and digital planning systems.

 

While all three essentially do the same thing, there are some main differences.

 

PAPER PLANNERS are physical and tangible, which limits their use to being physically present. But at the same time they are also very hands-on, and this act of writing can be very helpful for one’s memory.

 

DIGITAL PLANNERS, being virtual and often set up with a personalized account, are easily accessed through almost any device and always available at your fingertips.

 

One very important point to think about is what types of visual and creative aspects you would like to have while task batching. Since this is a very personal preference, you will need to decide on this one for yourself!

 

But some other key things to consider when deciding which style of planner fits your needs are; accessibility, automations, data input, storage and backup, and customization.

 

Not sure which is a fit for your task batching needs?

 

See below for the detailed pros and cons:

 

vs.

Accessibility

Pros:

  • no batteries, power source, or internet connection
  • access anywhere at anytime, easier to refer to or add to in a pinch if not good with tech

Cons:

  • must carry around the physical book
  • limited to the physical location of the book

Pros:

  • only need a device with an internet connection
  • can share group projects or collaborative calendars
  • environmentally friendly

Cons:

  • requires a power source and internet connection
  • limited offline use
  • contributes to screen fatigue

Automation

Pros:

  • has page index
  • premade sections and title pages
  • page numbers for easy recall

Cons:

  • requires manual input and checking
  • cannot set alarms or reminders

Pros:

  • ability to set alarms and reminders
  • set reminders for others on a shared calendar

Cons:

  • may not be able to create the reminders you need or want

Data Input

Pros:

  • 42% more likely to reach a goal when you write it down
  • manual writing, for those who enjoy the pen-to-paper feel
  • writing by hand helps to process and remember information better
  • doesn’t require technical know-how

Cons:

  • limited space for writing, can quickly become cluttered
  • harder to recall information
  • not as easy to edit or correct
  • no tech skills required 

Pros:

  • easily input, edit, and update information
  • categorize and filter information
  • search bar for easier retrieval
  • let others set up appointments with you

Cons:

  • difficult to learn how to use
  • all planning systems are different, may have to try a few to find one you like
  • must like using apps and tech
  • must be okay with looking at small screens for different devices

Storage and Backup

Pros:

  • information is all in one location
  • can keep old planners for archives (only if needed, not to clutter)
  • have control of information, can restrict access and keep private

Cons:

  • not as easy to share with others
  • if lost or damaged, cannot be recovered

Pros:

  • calendars and data can be stored and backed up to cloud storage
  • easily shared and accessed by multiple people
  • control syncing, manual or automated

Cons:

  • risk of data loss
  • might not sync to some devices
  • hacking can compromise your privacy
  • technical errors

Customization

Pros:

  • can make drawings and take notes anywhere on page
  • purchase all kinds of customized planners
  • design your own planner online – cover design, layouts (hourly, daily, weekly, monthly), subject matter (academic, everyday, wellness, faith, etc.)

Cons:

  • designs and layouts can be limited
  • once printed, cannot change

Pros:

  • most systems offer a wide range of customization options
  • change templates, color schemes, fonts, and layouts

Cons:

  • learning curve for customizing in planner program
  • may not be able to customize in the ways you want

The #1 Tool I Recommend: Asana

 

There is one tool I highly recommend using for task batching (for 100% digital or a hybrid of paper and digital).

 

I use this amazing, all-in-one digital system both in my business and personal life. It has the capability to manage all of my client projects, work tasks, and keep my team up to date with everything in-between.

 

While it may look overwhelming at first, once you begin to catch on and understand the flow of the program it is very user-friendly. The best part is, 90% of the time I use it just on my phone!

Intended to be used alongside time blocking, task batching is when you group similar tasks together to complete in predetermined time slots.

 

Similar tasks can be similar in nature or just tasks from one project.

 

After you have figured out which tasks to batch together, you can begin scheduling them into your day using time blocks. A time block can be any length of time.

 

Once you’ve created an overview of everything you need to complete for the day, section your most productive hours into appropriately-sized time blocks for your batched task.

 

Then get to scheduling!

 

 

Are you new to and just learning about task batching, or a seasoned batch-making pro? Comment below!

 

 

 

 

 

 

 

 

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10 Ways To Stay Productive At Work Over the Holidays

Feb 10
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Why You Have Unfinished Projects + The Cost of No Clutter Control – Part 2

By Blog, Home Office Organization, Time Management No Comments

The Meaning of Clutter Control

 

When a space is filled with too much stuff and has no form of clutter control in place, it can make you distracted and unfocused.

 

Drilling down to the real reason the piles are there is crucial to uncovering why you do what you do. Because once you get familiar with the real reason of WHY you keep feeding these habits, you’ll find there is room for growth, change, and implementing new methods of clutter control.

 

Then this is where the magic happens!

 

Organizing and “clutter control” can sound like pretty big commitments, but once you break down what it really means to control your clutter, you will see they really aren’t that scary after all!

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+ How To Solve Making Them – FOREVER!

 

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Steps in the right direction can be as simple as spending a little extra time creating a folder for a new project, jotting down a date and setting a reminder for it in your digital calendar, or just using a velcro dot on a pen so it sticks in a place where you need it every time. It’s really that simple!

 

Use these few key questions to get to the root of where your piles are coming from. Read below and take some time to answer honestly!

 

Clutter Control Q’s:

  • What do distractions cost you on a daily basis:
    – In time?
    – In lost revenue?
    – In relationships?
    – For your health?
  • What is the physicality of keeping extra stuff costing you financially?
  • What don’t you have time for that you wish you could again?
  • Do you wish you could control and minimize your clutter easily?
  • What is in the way of you living out your true passion?

 

Take a few moments right now to add up the costs of your extra stuff. Remember to factor in all insurance costs, storage costs, cleaning costs, space allocation costs, and costs of containing your stuff.

 

Then there’s the time you spend maintaining your stuff.

 

Take a moment to access all of what your extra stuff and lack of clutter control is costing you and write that down on a piece of paper or in your computer.

 

“My stuff is costing me [$ this much] in wasted time, storage costs, maintenance…”

 

 

 

Lack of Clutter Control + Health of Your Immune System

 

Having too much stuff can also affect the health of your immune system, and anyone else who lives in your household or spends time in your cluttered workspace.

 

This is because when your piles of clutter or paper sit stagnant for too long, they become magnets for collecting dust, grime, and air pollutants.

 

And if they aren’t put away or cleaned regularly the whole room can quickly become a breeding ground for dust and bacteria… say hello to chronic sickness!

 

And what’s worse? These harmful types of inside environments can heavily aggravate existing allergy symptoms.

 

Don’t have any allergies? 👇🏼

 

Well, by spending a large portion of your time in a cluttered environment you are increasing your risk of developing asthma by a whopping 40%.

 

Is that a risk you’re willing to take?

So with all this in mind, what’s the next action step you’ll take towards making your office or room more inspiring?

 

Are you going to paint the walls? Recycle all your piles of paper and magazines that you rarely refer to? Buy a shredder? Hang up some inspiring artwork?

 

Whatever it may be, you already know you’ll need to make some changes in order to get rid of the dust piles and have an inspiring workspace again.

 

Go ahead and write down the first action step you’ll take.

 

Clear the Clutter from Your Calendar

 

If you didn’t know already, clutter control isn’t just about your physical stuff!

 

Think about all the commitments you’ve made by saying yes when you really wanted to say no. Do you have a tendency to try and please everyone by saying yes a lot?

You’ll need to learn how to set boundaries around your time if this sounds like you. The first thing you’ll need to do is get very clear on your own personal values and what’s of the most importance to you.

 

Make sure you schedule that important stuff first; relationships, time for yourself, exercising, getting enough sleep, and so on.

 

Then fill in the rest of your life!

 

 

What Should I Declutter Next?

 

These questions haven’t been easy so far, but they are important to consider nonetheless!

 

Now we’re at the perfect time to reflect where you are in this moment and assess what’s working, what’s not working, and what you’d like to be different moving forward.

 

The next action step that you take now could be the step that leads you to a whole new level of productivity and peace of mind. How exciting!

 

Having great clutter control and finally being organized in your office, home, and life is a beautiful thing!

 

If your stuff has side-tracked you, all there is to do is get back on track.

 

So, take your time in answering these important questions and then schedule your action steps and make it happen!

 

When we leave this place (and we all eventually will), you won’t be taking your stuff with you. All your precious things will remain exactly where you left them.

 

So do yourself and those you love a favor and get rid of all the unimportant stuff!

 

And remember to always enjoy the process – there is hope, life, and light at the end of the organizing tunnel!

 

 

What has been the most significant part of your clutter control journey? Comment below!

 

 

 

 

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What is the Average Amount of Time We REALLY Spend at Home?

Oct 01
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Raising Your Personal Productivity Bar

By Blog, Resources, Time Management No Comments

For some, fall is a time to review personal and professional goals.

 

The kids are back in school, summer holidays are over, your company begins its third quarter; whatever it is, this is a time to renew or revisit your goals. And getting back to work not only means getting back into a comfortable work routine, it also means accessing what’s worked in the past and what didn’t work.

 

Did you know a workspace cluttered with paper is the sign of an environment full of deferred decisions?

 

It can also signal a disorganized mind that lacks focus or an individual who isn’t as productive as they could be.

 

Piles of paper and a bulging Inbox can weigh heavy on a person. It can also result in missed deadlines, lost information, late payment fees, and other financial costs you or your company may not even be aware of until its too late.

 

But hold on!

 

Before you look around your office and feel overwhelmed by the amount of organizing that needs to be done, remember we’re going to take it one step at a time.

 

Listen to the pros:

Psychology professor Dr. Gail Matthews has advice for those who put “stop procrastinating” on their list of resolutions. You’ll find that September is the perfect time to heed this advice and re-evaluate where you want to be.

 

Dr. Matthew’s suggestion for increasing personal productivity is simple: Share your goals with a friend.

Research recently conducted by Dr. Matthews shows that “people who wrote down their goals, shared this information with a friend, and sent weekly updates to that friend were on average 33% more successful in accomplishing their stated goals than those who merely formulated goals.”

If you find you are not satisfied with the way your business success and productivity is headed, here are some suggestions to create more desired results.

The Results Journal – Sunrise Edition

Take our Self-Directed Productivity Quiz:

On a scale of 1-10 how satisfied are you in these areas of productivity and effectiveness (1 being not satisfied and 10 very satisfied):

Ok – What Next?

The next step is to only work on one to three areas at a time. Write down the three biggest obstacles you are currently facing based on your answer above.

 

Do you desire to have an empty Inbox?

Do you long to stay on top of your follow-up list?

Do you wish you had more time to exercise?

Could you be better at juggling your roles and responsibilities?

Would you like to spend less time looking for files and information?

 

During this process, your goal is to raise the bar up by just one or two levels.

What possibilities do you now see? These may be new opportunities or a clearer vision of existing ones. Once you get rid of the mental clutter through organization, more possibilities will be revealed.

 

Your Plan of Action:

Now that you have identified what obstacles are in the way of your productivity, get ready to eliminate each and every one with a plan of action.

Write down your plan of action for dealing with each item.

Full Focus Planner

Next, ask yourself “What is one action I am committed to doing consistently in the next week to raise my level of satisfaction to an eight or higher?” Write down your answer and schedule time on your calendar to do that action.

Just like you would schedule a haircut or doctor appointment, schedule time to work on your action.

For example, if you ranked yourself a 6 in managing your email files, then what would be one action you could take to raise your level of satisfaction to an 8? You might research the internet for articles or tips on managing your email, register for a webinar on organizing your email, read a book, or talk to a team member in your office who you’ve noticed is very effective with managing their emails.

 

Remember, the key to your personal productivity, is taking action and sticking with it on a consistent basis.

This is where sharing your answers and committing to a time frame with a friend is invaluable. Have your friend help you stay accountable by either having them ask you for a weekly status report, or have them text or nudge you to keep at it.

 

Thirty to sixty days from now, re-assess your level of productivity by taking the quiz again and you should see a noticeable difference in your level of satisfaction. Another interesting side benefit of implementing one to three actions in certain areas is you’ll notice your level of satisfaction went up in other areas that you weren’t even focusing on.

Now that’s being productive!