Ellen Faye | tasks
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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tasks Tag

Getting Things Done

Most people rely on their internal compass to get their important tasks done. But what happens when that internal compass doesn’t motivate you ENOUGH for you to get started?

Sometimes deadlines or bosses exert enough external pressure to complete the task, but other times even that isn’t enough. Add to this, that the more time passes, the worse the incomplete tasks make you feel, and the task becomes even more daunting.

How can you get those daunting tasks done? (more…)

It’s surprising to see how many of my clients are traveling at this time of year. So much is going on that sometimes people tell me they wonder if it is even worth the effort to get out of town.  Add to that the stress of re-entry and it’s no wonder our vacations don’t do such a good job of sustaining us.  Of course I have a solution – and it is in that old fashioned form of a list.

I’m all about lists supporting you in getting the right things done, and we do that by creating zones in the list.  For travel the list I suggest looks like this:

Get Out of Town with Peace

Get Out of Town with Peace

 

To make it work for you do as follows:

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Search bar

search bar

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.

 

Done with Evernote

Done with Evernote

Delegation is sharing some of your responsibilities with the people that work with you.  The leader who is not delegating is trying to do it all, and we know how well that works out… There is only one of you and your job isn’t to do everything, it’s to drive the important work.

Just as setting priorities for ourselves is critical to goal achievement, helping our team learn to set priorities is critical too (this works at work, at home and in volunteer settings.)

Delegating priority tasks is great, but without follow up and accountability it almost seems that delegating is more trouble than it’s worth.  However, when done well it’s a game changer. All of a sudden you are free to drive forward.

A good delegation system has the following components:

  1. Delegate clearly – specifically identify the what, the how and the when
  2. Confirm understanding – ask the assignee to repeat back the assignment to ensure that you’ve been as clear as you need to be
  3. Be available – your job is now to mentor and support.  If there are questions, the assignee needs to feel safe coming to you for direction
  4. Follow up – if you don’t hold the assignee and YOURSELF accountable the assignment will not make it to the top of anyone’s priority list.

My accountability partner of choice for delegating is Evernote.  Evernote has some great features that makes it an ideal follow-up tool:

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email

email

We seem to live in a world of 2 email camps:

  • NEVER look at your email first thing in the morning
  • ALWAYS look at your email first thing in the morning

The “NEVERS” believe that if you get caught up in email minutia you will not get your most important work.

The “ALWAYS” believe that if you don’t know what’s lurking and clear up the “must-dos” than you may miss something important.

I suspect that some of this has to do with the type of work you do and the kind of responsibilities you have.  For those that work globally, email may in fact be your primary means of communication.  For those of us in the service business we communicate with our clients via email and I personally, could NEVER not be an “ALWAYS.”

HOWEVER, it isn’t this cut and dry.  It isn’t about ALWAYS or NEVER.  Like everything, the answer lies in the grey zone.  The question is: What systems can be put in place to ensure that email doesn’t take over your life?  I’ve tried a lot of different things, and I’ve worked with my clients to try different things.  As with ALL organizing, there is no such thing as one size fits all, and no one system ALWAYS works for the same person ALL the time.  Different circumstances require different systems.  Here are a few you may want to consider:

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Weekly Focus Session

Weekly Focus Session

 

If there was one thing you could do to get your most important work done will you do it?  It will take an hour or two every week and it will drive your productivity levels through the roof.  It’s what I call my Weekly Focus Session.  By looking at the work you have to do, comparing it to your goals and prioritizing what’s most important, you are setting yourself up for a most effective week.  In a nut shell here is the process:

1. Block out time each week.  Start with 2 hours.  As time goes on and you get into the rhythm it will probably take only an hour – sometimes less.  Put the two hours on your calendar.  If something comes up in that time slot simply move the Focus session to another open two hour slot.  I like scheduling my Focus session late Friday afternoon.  It helps me relax over the weekend, though some clients like to do it on Saturday morning, Monday morning, or mid-week.

2. Take EVERYTHING that is laying around and put it into ONE BIG PILE.

3. Review your goals – both long term and short term.  I like to keep them posted nearby so that it’s easy to reference.

4. Process the pile – picking up one item at a time  and decide:

  • Do I need to do it?  Does it help me reach my goals?  If no, let it go (recycle, shred or file for future reference).
  • If Yes, ask yourself: how important is it that it gets done?  Put the task associated with the paper on your to do list sectioned by level of priority (Critical, Hot, Sooner or Later.)   Put the paper in an appropriate file or pile so you can find it when you need it.
  • Pick up the next item and repeat.

5. When you are at the end of the ONE BIG PILE you are done.  And you will have a very clear picture of what you need to focus on for the upcoming week.