Simple Project Planning with Post-its

Post-it Planning
Post-it Planning

Do you have a project to do, but don’t know where to start?  Most of us don’t have access to complex project management software, nor do we want to make the time investment to learn to use it.  I’ve developed a simple project planning process that yields many of the same results without the learning curve.

1.  Get a stack of Post-its

2.  Write down each task associated with the project. Don’t worry about writing them in any order, just write as fast as the ideas come to you.  Be sure to use a new post it for each individual task.

3.  Put the post-its in order. Consider – what has to come before another step, what would be the most logical way to do the work, if there is any significant wait time, and what would be best for you?  During this process you may think of extra steps.  Create a post-it for those steps and insert them into the process.

4.  Assign a length of time it will take to complete that step to each post-it – it could be 15 minutes, an hour or a week.

5.  If you have a deadline, start with the last post-it and write the deadline on that post-it, then using the time projection, working from the last post-it forward, date each post-it with the day it is due. If you can’t make the deadline as projected, better to see that now and make adjustments from the beginning.  If there is no forced deadline, start on the first post-it and assign due dates accordingly.

6.  If there is more than one person working on the project identify whose responsibility each specific task is (note on post-it)

7.  Transfer the post-it information (in order) to a project planning grid:

Project: Blog Schedule
Task Time needed to complete Who is responsible Date Due
1. Identify frequency of blog posts, # of blog posts needed 1 hour EF 12/5/14
2. Brainstorm possible blog topics 1 week EF 12/12/14
3. Select the best 26 topics 2 hours EF 12/14/14
4. Group topics in logical flow 2 hours EF 12/16/14

Planning the project is critical to completion.  Try this for your next project and let us know how it goes.

 

How to Make an Effective List

TON
Ton of Shoulds

What I’m about to say is sacrilege.  It goes against every bit of advice today’s productivity experts lend.  I’ve been thinking about it a lot and am just going to put it out there…  Don’t write down every possible to-do or task you have to do.  I know, “if you don’t write it down then it is taking space in your head.”

The way I see it is that if you write everything down your endless lists become useless.  You have so much to do and so many possibilities.  To improve your quality of life I suggest you write down the to-dos that are important and just let the other stuff go.  Each time you think of something that could be done I want you to run it through the “Is this important” filter.

Deciding what’s important isn’t as easy as it sounds, but it’s not that hard either.  It just takes a bit of thought.

Getting clarity around your goals, dreams, values and needs makes it easier.  Read my blog post on 10 minute goal setting http://bit.ly/1vLUlOb or consider hiring a coach or doing some reading to help you determine what is “most important” for you.  Once you have some structure to “what is important” it will help you to cast off those time-sucking obligations and “shoulds” that weigh you down.

Only when you can focus your time, energy and financial resources on the things that help you live in the way you want to live will you truly be productive.  So this week, instead of putting everything on your list, ask yourself “what can I leaving off?”  A list of 5 important items is much more effective than an endless list of stuff.  Go ahead – defy the experts and leave I off.  I can’t wait to hear what will happen.

CLEAR YOUR SPACE…BE MORE PRODUCTIVE

mystery box
mystery box

A friend shared a blog posted with some quick easy organizing tips this morning and that got me thinking about productivity and organizing.  I try to keep a productivity voice to my blog – it’s what I do and who I am.  But, sometimes good old fashion SPACE CLEARING is the one thing you need to do to be most productive.  Everything I talk about is a cross between getting organized and being more productive – they are not separate, getting organized is what you do to make yourself more productive.  So in honor of Jodi’s post, here are a few tips to help you clear some space.

A PLACE FOR EVERYTHING: The greatest benefit of having a place for everything is NOT that you know where to find something when you need it (though that is lovely), it’s so you have a place to put things so they are not sitting around cluttering up your physical or emotional space.  I always think more clearly when my space is clear and it only takes a moment to put things in their place.  Having THE place is the secret.  Here’s an example:

  • Unattached or Unidentified Cords and Wires – everyone has them.  My solution is to create a MYSTERY CORDS and WIRES BOX.  When I’m looking for a cord or wire I know exactly where to go look.  But the best part is that cords don’t clutter my surfaces, if I have one I toss it in the box.

LESS IS MORE: Seriously it is.  When you have too much stuff you can’t see what’s important.  If you leave everything out so you can find it you won’t really be able to find anything.  The #1 tip for keeping stuff under control is to have less.  It’s less to take care of, less to manage, less to clean.  And the reality is you don’t NEED everything you think you need.  We keep stuff to make ourselves feel better and it actually makes us feel worse.

  • I challenge you to an experiment. Pick one thing today (pens, Tupperware, magazines, business cards) and do a purge.  Divide them into 3 piles – love, don’t need and not sure.  Donate the “don’t needs”, put back the “loves,” and tuck the “not-sures” out of the way for access later just in case.  Let me know if it’s not easier.

START WITH A CLEAN SLATE: When you start fresh it’s so much easier to make good choices.  Start planning your week with a fresh to-do list, start working for the day with a clear desk surface, start cooking dinner with a clean kitchen, start figuring out what you need for your fall wardrobe by organizing your closet.  Leaving old stuff just clutters everything up.  Clear your space and you WILL be more productive.

Reduce Stress With Routine

routine
Routine

With the summer coming to a close it’s good to remember that vacations are exciting – but getting back to routine reduces stress. Part of being organized and productive is having routines. They enable us to enjoy the doing more – to be more creative and effective – with less effort. When routines becomes “routine” life is just easier.

Are there things you do regularly in life that would be easier if you made them part of your routine?  I know there are in my life.  When I have a routine I don’t spend time worrying when I’m going to do something, or if I’ve missed opportunities or deadlines.  The task is on autopilot.  It takes care of itself until it’s time to do it again.

What can you autopilot?  Here are some ideas:

  • Bill Paying – set up a system to check bills on a regular basis.  Even if you do most of your bill paying on line, it still takes a degree of supervision.  I pay my bills on the 10th and 25th of each month.  I don’t worry about it in between.  Other people like to pick one day of the week (each Sunday night or Monday morning), or do it three times a month – the 1st, 10th and 20th.  What works for you?  Put it on your calendar with follow up reminders until it becomes routine.
  • Blogging – My blog posts are written on Tuesday morning between 7:30 and 9:30 am.  If I have a meeting or client or am out of town, I move it to Wednesday morning.  I know I won’t do it Monday night – so I build in a more realistic option.
  • Processing Email – I check each morning for anything that is urgent and address it.  I handle those and leave the rest for non-prime time.  I build time into my schedule to review and process the remainder.
  • Processing Regular Mail – Each day I look at my mail.  If someone sends something I didn’t ask for or need and takes my time and space to review I recycle right off the bat.  I put my bills where they belong, I put my coupons where they belong, and I put other things that need action where they belong.  It is in the system and then I don’t have stacks of unaddressed things that become overwhelming.

What do you do regularly that would benefit from routine?  Contacting clients, grocery shopping, making phone calls, doing laundry?

Now here is a secret!  A routine is nothing more than a system or a process.  Creating a system for doing what you do all the time is the secret to having less stress in your life.  Put the things you have control over on autopilot and free up your better self for the more challenging important things.

MY TOP 5 REASONS EVERNOTE IS MY NOTE TAKING TOOL OF CHOICE

Evernote Implementation Plan
Evernote Implementation Plan

The last six weeks have been crazy for me.  I’ve attended conferences, workshops, board meetings, college orientations, coaching sessions, mastermind groups, held client intakes and more.  The result of which, of course, are tons of notes.  But the good news?  I have no piles of papers. NONE! How did I do it?  I used Evernote for EVERYTHING.

I’ve written about Evernote before but I’ve been observing you users out there and know that many of you still haven’t taken the step to make Evernote your note taking tool of choice.  Here is why it works for me:

EVERNOTE Is Always with Me – regardless if I have my phone, my iPad or my laptop I have my (cloud based) EVERNOTE.

EVERNOTE is Easy – regardless if you have a Mac or PC, Android or iPhone (or other), Tablet or iPad, you can download Evernote for free. If I run out of storage space I can buy more, but I understand that takes a really long time.  I’ve been using Evernote for years, have over 350 notes (and some are very long notes) and have 80% of the free storage still available.

EVERNOTE is searchable – any word, any phrase, any letter combination.  Imagine having 500 notes and to find something all you have to do is type a word or phrase and it pops up instantly.  That is what Evernote does.

EVERNOTE is organizable – when I make my notes I make them work for me.  I can highlight, bold, and make different words different sizes, fonts and colors.  However my most favorite is the action box  that I can drop into my document whenever I want.

evernote box uncheckedI use it at the top of each note for actions I must take.  That way when I get home I know what I need to do. And what is coolest?  When I’ve completed the action I can check it off like this:

Start using evernote today

EVERNOTE is quickly retrievable – I can keep ongoing lists and add to them is a split second.

And my top favorite reason:  I HAVE NO PAPER PILES!

If you haven’t tried EVERNOTE yet, you should.  If you want help, call or email me to schedule an Evernote session (either live or via phone/Skype) and I can get you up to speed quickly.

The Need for Order Continuum

Ever wonder why some people notice clutter and others don’t?  Have you been curious about why some people are comfortable going down a list while others prefer to hop around?  The answer is related to who they are, not to what they chose.

In the Coaching world, we look at needs and values to help our clients create environments in which they can be most successful.  Needs can include things such as Adventure, Fame, Fellowship, Freedom, Happiness, Health, Love, Power and ORDER.  Just like some people NEED adventure, others NEED order.

Another powerful Coaching tool is self-observation.  Have you ever observed yourself in terms of NEED FOR ORDER?  Awareness around its importance can be a wonderful clue to creating the environment in which you are most at ease.  With the degree of stress that most people feel, whatever can be done to create a less stressful/more productive environment should be prioritized.  Where do you fall on the Need for Order Continuum?

Need for Order
THE NEED FOR ORDER CONTINUUM

The first step is awareness.  The second step is thinking about what you can do to change your environment.

I’m curious to hear your thoughts.  Please leave a reply on my blog at http://www.ellenfaye.com/blog/.

 

Dealing with Perfectionism

A+

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.

Get a Handle on Mail and Beat Mail Obligation

Magazines That Matter
Magazines That Matter

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.

 

Organized Enough? Time – Energy – Peace of Mind

Organized Enough?
Organized Enough?

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?

Get on Top of Your Paper Piles

Paper Piles
Paper Piles

If you follow my blog or get my weekly tip you’ll know we’ve talked about the importance of scheduling time to go through your papers on a weekly basis.  Today I’ll share with you the most important tip to process your papers most effectively.

The Secret:  Each time you pick up a piece of paper during your paper processing session ask yourself:

How can I make this piece of paper go away?

Could you:

  • Put the contact information into your smartphone – you’ll be able to find it when you need it and you won’t have to keep the card or scrap of paper
  • Put the events on your calendar including details – you will know you have it scheduled and you won’t have to keep the flyer
  • Make an Evernote – if you have a note with something you need to remember – put it where you can find it.  As we talked about last week, EVERNOTE is a fabulous application that crosses platforms and can be accessed from your smartphone, tablet, or computer.
  • Put a corresponding to-do on your task list and place the paper in your “working on now” pile
  • And then there is always file, shred, and recycle.

When you reduce the paper in your office your productivity soars.  The more paper you eliminate the easier each future weekly processing session becomes.  Remember to ALWAYS ask yourself “How can I make this piece of paper go away?”

How do you make your paper go away?  Please share @ http://www.ellenfaye.com/blog/.

 

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