Ellen Faye | space
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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Sometimes just the smallest thing makes a difference.  We spend a lot of time on computers and if we could do what we needed to do faster than there would be more time to do the things we want to do.  Here are my Top Ten Google Search Tricks that help me save time.

Tip Issue Type in Results
1. Spell Don’t know how to spell a word? Type in the word spell and your closest guess. As long as your guess is reasonably close, Google returns the correct spelling Spell infintesimal Infinitesimal
2. Google Images When looking for a product, type in product description and select “images” for your search tool (grey options across the top – 3rd one) Desk top file and select “search images” Pages of desk top files pictures that you can shop from
 3. Define Need a definition?  You don’t need to go to a dictionary website.  Type in “define” and the word. Define Complementary Full dictionary definition
4. Minus Sign If you want to find something but leave out certain results use the minus sign Caterpillar – tractor Insect options not machinery company options
5. Date Range To identify a range of years use two periods. I use it often to get the most current technology results iPhone updates 2013..2014 Only listings posted during that range of dates
 6. Timer Let your computer alert you after a certain amount of time?  Type in “timer” and the length of time. Timer 10 minutes A countdown timer that dings when you are out of time
7. Math Don’t have a calculator handy?  Google does equations. Type in the equation and you’ll get the answer 365 * 24 8760
8. Weather What’s the temperature outside weather and zip code 10 day forecast
9. Answers questions Google is just like your smart phone’s assistant (Siri) When is daylight savings 2014 Starts March 9, Ends Nov 2
10. Exact Words When searching for exact words use quotes to delineate the exact words you are looking for  “Michael C. Jones” Only searches that have the words Michael C. Jones, in that order.

 

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.

(more…)

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.

 

waiting for pick up

waiting for pick up

I spent some time in our storage room on Sunday getting rid of stuff.  My business wardrobe from the ’80’s is now sitting on the front stoop waiting for pick up from the Vietnam Vets (www.ScheduleAPickUp.com).

Sunday morning I wasn’t aware that those suits were even in my home.  Today I’m sad.  It is the end of an era (NO ELLEN – that era was over long ago – no respectable women feels like they have to dress like a man today).   But, I’m highly confident that tomorrow I will have forgotten that those suits have moved storage locations.   I have a picture of my favorite navy suit – I wore it for a photo shoot for a hotel I managed – it’s in the brochure.  That’s much better.

Goodbye skis I bought before Alex was born (soon to be 21), I’m sure you’re not safe anymore.  Pack ‘N Play that I kept in case someone needed one…I suspect your not safe anymore either – but I’ll leave that up to the experts to decide.  So long work bins I’ve evolved out of…it’s time for you all to go back to the universe and to someone who can really use you.

Ellen Delap (www.professional-organizer.com) posted a great Psychology Today article earlier this week about what happens to the brain when we let go of something.  Letting go activates the part of the brain that is tied to identity…like you are giving away a part of yourself.  Author Kelly McGonigal Ph.D. talks about how to strengthen your willpower and separate. (And for my NAPO colleagues – it’s very cool that both experts sited in this article were our keynote speakers at NAPO2013).

Interesting…I already feel better with my stuff out of the house – but it did sting for a second.