PERSONAL PRODUCTIVITY TIP OF THE WEEK:
CLEAR SOME SPACE AND SEE WHAT FILLS IT
Have you given thought about what you don't have in your life because of the things you are choosing to keep?
If you had less clutter what would that mean to you?
Would that mean you had room to enjoy the things you really love? Would
you feel so compelled to buy things to fill a void? If you knew you had
empty space, imagine the fun you could have seeing what might come into
your life.
If you had more time how would you use
it? If you had one hour to do exactly what you wanted, what would you
do? If you said no to something that didn't fulfill you, what could you
say yes to? If you open up some space in your life what would happen?
I've
just been elected to a 3 year term as Member Director of the National
Board of NAPO (National Association of Professional Organizers). Had I
not cleared some space in my life I would never have been able to say
yes to this amazing opportunity.
This week's challenge: Clear Some Space and See What Fills It!
NO MORE SCARY MONSTERS
No problem that you have 5 inch piles of papers on your desk... I know, you can get your hands on anything you need.
No problem that you don't have anywhere on your desk surface to write or create... I know, you do everything on the computer.
No problem that you don't really use a calendar...I know, you remember most everything.
It's working - so why are you worrying about what you're missing? The amount of stress people carry because of their disorder takes energy away from them being their most successful selves.
How much more energy would you have if you weren't worried about what's lurking at the bottom of your piles? Could there be a scary monster hiding - that one piece of paper that is a big deal that you've forgotten about? What if you could make all that stress go away? You can - break your project up into small manageable chunks. Go through one pile a day, each and every day, until your desk is clear. Once you no longer have the threat of scary monsters you will be free to get your important work done.
ONCE DONE
"When I was growing up my mom always said ONCE DOWN," exclaimed client Rachel (of course not her real name)! ONCE DOWN and ONCE again, a client teaches me an excellent new phrase. What great words to use to cue our minds to put things back when we are done with them. Think about ONCE DOWN in this context:
- If you put something down in the wrong place it will ALWAYS cost you time; either you won't be able to find it when you need it and you'll spend unplanned time looking for it, or eventually, you'll have to take the time to put it away anyway.
- If you just put trash/recycling in the trash/recycling immediately imagine how much less cluttered your desk tops, end tables and counter tops would be. And we all do know that things are easier to find when there is less to look through.
- If you do in fact have a place for everything that means you've worked very hard to create an organized space. If you don't put things "in their place" you will quickly undo your hard work.
Even though in the moment it's easier to leave things out, you'll be able to function so much better if you just put things ONCE DOWN.
EMAIL IS MORE THAN A FAD!
Last week my client Mandy (no not her real name!) and I reduced her email inbox
from over 4,000 emails to less than 30 in under 2 hours! And to think we
did it in a way that she wasn't nervous about and that she could find what she
needs when she needs it. In addition, she reports that she is now able to
process through her emails quickly and not miss anything important - WOW!
This is how we did it:
Step 1: We created folders for 2008, 2009, 2010 and 2011 and moved those
emails, chronologically, into those folders. Mandy can go through these at her
leisure if she desires, and can find things there if she needs them. Most
important to me is that the old email isn't diluting her productivity.
Step 2: We processed all the emails she received from this year. We used
the same process we use with paper - just with the right terminology for
emails:
F - FILE - we filed anything into folders that Mandy might need for
future reference. If she didn't have a folder for the new category, we
made one.
A - ACTION - we left any emails that needed to be acted on in her inbox
(less than 30 of the 4000!)
D - DELETE - everything else got deleted - store advertisements, junk
mail, information that wasn't important or needed. (We did sort the
emails be sender to do mass deletions - that helps move quickly)
When we were done, Mandy's inbox was useful - it told her exactly what she
needed to act on and where her energy should go. So instead of her email
draining her - it empowered her to be her best.
DON'T RUSH THE BEAT
In music, when you play too fast it just doesn't sound as good as when
you play at the right tempo. In life, when you move too fast it doesn't
work so well either. I often wonder how much extra work we make for
ourselves when we move too fast. Who hasn't hit send on an email and
then realized they made an error? Who hasn't sealed an envelope and had
to reopen it because they missed including something? Who hasn't been
late because they ran out of the house without their phone and had to go
back? Who hasn't invested in an item or project only later to think, "I
wish I wouldn't have rushed into that." If we can give ourselves a bit
of space to honor life's rhythm, we might just end up being more
productive and less stressed.
3 STEPS TO SUPER-CHARGE YOUR NEW YEAR'S RESOLUTIONS
- Make your resolution a long term goal - break it down into steps and take it one step at a time. Don't move on to the next step until the current step has been integrated into your life. Long term success can .... take a long time.
- Give up to Gain - It may be necessary to take something away in order to make room for the new thing you want to add. Clearing time or clearing space can ease the change. It is incredibly difficult to add new things to an already full life. What can you take away to make room for supporting your new goals? (And you don't have to take it away forever ... just long enough that you can create your new habits.)
- Be Patient With Yourself - your brain is chemically wired to default to the status quo. Not only do you have to change your thinking self, you have to overcome your physical need for equilibrium.
ALL THOSE GIFTS - NOW WHAT?
First - assess each gift individually: Do you like it? Then treat it with love and put it in a place that you can find it/enjoy it. Would you have bought it for yourself? Would you use it? Will it give you joy? If the answer is no then give it away or at least store it out of your prime space. Do you really not like it - cut your loses and donate it NOW! Gifts are meant to enrich life. No one gives a gift with the intent that it becomes a burden. If the gift won't enrich your life, it's OK to give it away before it takes up another bit of your time, space or energy.
FOCUS TO FINISH!
When you try to do too much, it takes too long to finish anything, and usually by the time it's done it's too late anyway. If you really want to be productive and get results, identify the top two or three most important things and focus your time and energy on their completion. Once one is completed, you can add something new in, but remember, if you spread yourself too thin you won't make an impact on anything.
BE RUTHLESS!
Everyone I've worked with in the last few days is frustrated that there is just too much to do. With the pressures of the holidays added in to an already busy calendar nothing seems to be getting done. Now is the time to be clear in your priorities. Decide what must be done and back-burner EVERYTHING else. Focus on the things you have decided are most important and BE RUTHLESS in letting everything else go. With a little moxie you're holidays can not only be manageable, they may actually be enjoyable.
LISTEN TO YOURSELF
Do you have something that you don't know where to put? I was working with a client last week on clearing her desk and she said "when I have a chance I want to go to this website." She couldn't figure out where she would put the note to check it out. I asked here "what's the purpose of going to that site?" Her response was that she just wanted to "surf a bit." We made a file called SITES TO SURF A BIT and my client proceeded to put a bunch of previously un-fileable items away. Now when she has few minutes and she wants to do something fun and useful - that time can be used to look at the sites that can help her - not just frittered away. Lots of things were accomplished - the little pieces of paper were no longer cluttering her desk, her down time will be more (fun)ctional, and if she finds another site to surf she'll know exactly what to do with the note. Best yet, when she goes to look for her SITES TO SURF A BIT, she'll find them because she used her own words to label the file.
FOCUS FOR THE HOLIDAYS
What do the holidays mean to you? Are they about family, gifts, or something spiritual? When you are clear about what makes the holidays special for you, making decisions about gift giving and how to spend your time is much easier. Perhaps experiential gifts - museum memberships, gift certificates for classes, or time together - will best complement your vision.
RUTABAGAS OR SWEET POTATOES?
Life is like a Thanksgiving plate. If you put things on your plate to please someone else or because you think you should, there might not be room for what you really want. Wishing you a fulfilling holiday week with your Thanksgiving dinner plate filled only with the things you love.
IF IT'S NOT RIGHT - DON'T BUY IT
When buying productivity tools and organizing supplies buy what's appealing, not what's cheap. If it's not well made and pleasing to the eye, you aren't going to use it and you will have spent your time and money on the wrong thing. Get ideas by searching Google images - you will have instant pictures as to what your options can be.
CHANGE KEEPS IT INTERESTING
People who live in the northern part of the country always talk about how much they enjoy the seasons changing. While we are sad to see the unstructured days of summer go, we look forward to football, changing leaves and simmering soups. Change brings energy and excitement to life. Think about how change can help your work. Rearrange your desk, start a new project, buy a new tech savvy/time saving device and learn how to use it. Embrace the gifts of change.
Read More Productivity and Organizing Tips from Ellen Faye
