The goal of getting organized and improving productivity is not to be perfect. It is to make life easier and more enjoyable and fulfilling. Complex systems are rarely the answer. The best solutions are often the simplest. Over complicated systems most often cannot be maintained. More often than not, well done is good enough.
There are times that being “perfect” is important; in a client proposal, or on a resume, or in a white paper for your boss. But equally, there are times that you don’t have to be so perfect – I’m not talking about spelling errors, or typos – I’m talking about thoroughness and precision.
When you strive for perfection your time investment is maxed out. Where can you step back and save a bit of time and energy? Here are my favorites:
Email – ask yourself, do I have to include that piece of information. The briefer and more to the point your email is the faster it takes to write it and the easier it will be for the person receiving it to send you a prompt response
Planning your day – write out the top 5 things (or 3, or 7) you wish to accomplish. Prioritize them by writing numbers next to each task – 1 for the most important, etc. Just do it – but don’t spend a lot of time on this task – it will change anyway because you’ll never be able to anticipate the nuances of each day. It’s the act of planning that keeps you focused, not the exact plan itself
Drop the Penny – round up, it always balances out and it saves such silliness. Imagine how many payroll dollars would be saved if employees didn’t have to count pennies. Their impact is insignificant (unless of course you have a million of them – but that’s not the point!)
If you’re a perfectionist, try an experiment. Pick one thing today and try to be a little less perfect.
As I was sorting through 5 days of mail yesterday (I was out of town) I exclaimed “I’m never subscribing to another magazine again.” For years when I’ve spoken to groups we’ve discussed why we feel so obligated to read things we didn’t ask for. And last night I realized I’ve been doing the same thing. My Harvard Business Review and Cooking Light barely get open, yet I read the local magazines that are sent, and I read the grocery store flyers, and I look at the catalogs that come. YES – My casual reading time is being spent on the things that don’t matter, and the things that do matter aren’t getting any attention.
I need a new system! Here it is:
Instead of putting my favorite reading aside (nightstand, reading nook) where I never really read, I’ll move it to the places that I’m likely to pick up a magazine (kitchen table, family room, etc.)
Instead of keeping the reading that doesn’t matter I’ll toss that in recycling right away
Instead of spending 15 minutes reading the mail I didn’t ask for, I’ll spend that same 15 minutes reading what I’ve chosen is important
The truth is I do most of my reading on my computer. My Facebook and LinkedIn feed seems to bring me relevant and interesting articles daily. That seems manageable and digestible. I really don’t want to give up all my magazines, but if I want to be sure the ones I value can be looked at, then I best be ruthless with the ones I don’t.
Time management is such a funny phrase. We all banter it about like we understand it, but really what does it mean? My definition of Time Management is getting done what you have to do so there is time to do what you want to do. There is such a wealth of information and tools to help manage your time – but as with everything I espouse IF IT’S NOT EASY, IT’S TOO HARD.
What works? Here are some simple strategies you can implement starting now:
Set meetings with start and end times: When setting appointments, meetings and networking don’t just set a start time SET AN END TIME. If I’ve budgeted an hour for a coffee meeting and the person I’m meeting budgets two than one of us is going to be disappointed. When setting meetings make it clear: “I’ve got us down from 1pm to 2pm”
Stay in control of interruptions: You don’t have to answer the phone when it rings – but if it is someone you want to talk to there are techniques that you can use that will keep you from getting off course. State up front how much time you have (or want to invest): “I’ve got 20 minutes”
Give your work a time budget. Just like you know how much money you’ll spend for an item ($18 entrée ok…$38 entrée too much) think about how much time is reasonable to spend on a specific task (1 hour ok…3 hours too much). If I have deemed a project to be worth one hours’ worth of time not only will I set a timer for an hour to cue me to stop, but I’ll set another for 45 minutes, so I know when I have 15 minutes left. Always ask yourself “how much time is this task worth?”
When determining your time commitment keep in mind Pareto’s Principal (the 80/20 guy I talk about all the time.) You will accomplish 80% of your work in 20% of the time. That means if you meet someone for coffee/lunch/networking you’ll have held the most important parts of the conversation in the first hour, anything additional contributes minimally.
The only reason to get organized is to get something you want but don’t have. I’m sure you’re familiar with Maslow’s hierarchy of needs, but have you ever thought about this from an organizational perspective. Getting organized and being more productive is a direct way to satisfy a basic human need.
But how do you motivate yourself to GET ORGANIZED?
Focus on what you want, not what you don’t want:
Don’t say: I can never find anything
Do say: I want to be able to find what I need it when I need it
Understand the benefits of getting organized:
Your most important work gets done
You waste less time looking for things you know you have but can’t find
You spend less money buying things you know you already have
You have peace of mind and are able to enjoy life more
Define “organized” on your own terms:
Organized doesn’t mean pristine or perfect
Organized means you can find what you need when you need it
Let go of perfection and go for “organized enough”
My motivation to be organized is Peace of Mind What’s yours?