Ellen Faye | clear
Productivity Consulting and Leadership Coaching for business and nonprofits - get your most important work done. Collaborating with leaders and their teams to become more strategic, focused and productive. Leadership and Board Coaching, Strategic Planning Facilitation, Productivity Coaching and Consulting, Professional Speaker.
Productivity Coach, Productivity Consultant, Leadership Coach, Executive Coach, Business Consulting, personal productivity, time management, nonprofit, board coach, collaboration, strategic planning, facilitation, change management, leading productive teams, project planning, board development, volunteer engagement, association management, workplace productivity, executive director.
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Happy New Year loyal weekly tip readers:

I know I’ve been gone a while. I’ll be honest and tell you I didn’t write much last year because I didn’t feel I had much new to say.  I’m tired of all the content clutter out there…the same stuff over and over again.  I will not waste your time with that.  I will write this year when I have new thoughts that I think you would find valuable.  I hope that will be often.

Many of you signed up to receive my weekly tip years ago when I wrote exclusively about organizing. I have evolved and so has what I’ll share. I will be writing this year about organizing, productivity, and leadership as they relate to quality of life and making life easier.

This week I want to share with you my alternative to New Year’s resolutions and goals.  This year I want to ask you to consider writing down your intentions.  For many years people wrote about SMART Goals with the SMART meaning Specific, Measurable, Attainable, Realistic and Timely.  I’m asking you to throw that out the window and write your SMART Intentions.  Here’s a graphic I made to help you:

SMART Intentions

SMART Intentions for a NEW Year

Consider what you want for this coming year.  Set your intentions today and I am sure you will indeed have a happy NEW year.

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.

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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?

The Holding  Zone

The Holding Zone

On the quest to minimize paper I will share with you a tip that helps me a lot.  I have a designated holding zone.  This is where I put things that I don’t need now, but am not quite ready to do something with or get rid of.

Remembering the proven statistic that 80-85% of all papers put into files are never referenced again it helps to explain the purpose of the Holding Zone.  Think of it as a step on the path to the recycle bin, but with the opportunity to retrieve it if need be.  When I do my weekly office organizing session I work to make all the paper go away.  But there are always a few things that I am not quite ready to toss and don’t want to put into my reference files or my action system.  My solution is to pop them right into my holding zone.

It is important to go through the holding zone ever 2 or 3 months to see what can be moved out (filed, recycled or act on) so this area remains functional, otherwise you’ll just end up with an out-of-control mess.  (To get into the habit, I recommend you calendar “process holding zone” every other month.)

The holding zone can be a file, a bin, a basket or a level of a letter tray.  I use a letter tray because that’s easy for me.  What kinds of things do I have in my holding zone? Here’s a sampling:

  • The certificate for the two hours of tech support I won at the silent auction
  • Notes from a project that I completed but want to keep around for a bit just in case
  • A sample of a marketing campaign from a local theater that I liked and might want to do something with
  • An idea for a product that I might want to do something with

Once again, remember that if the system isn’t easy, it’s too hard.  Find an out of the way yet accessible place and set up your holding zone today.

 

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 @ https://www.ellenfaye.com/blog/.

 

???

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“NO” is the most powerful productivity tool ever!  As the new year is upon us, with all our new goals and aspirations, it is easy to get caught up in the vortex of hoarding opportunities.  With the myriad of information and prospective “things” we can do with our time, money, and energy staying focused is … hard.

To effectively evaluate if you should say “YES,” getting clear about what is important is critical.  (Check out my 10 Minute Goal Setting Blog Post if you need some direction with this.) Remember, that when you say “YES” to one thing you are saying “NO” to something else.  Your resources are not endless!  Filter questions include:

  • If I say YES to this opportunity, what will I be saying NO to?
  • Will saying YES help me achieve something valuable, useful, or important?
  • Will saying NO be a relief?

Once you are clear with what’s important saying “NO” becomes much easier.