Here is an important tip for the boss who feels disorganized: Get to the point! Your team members will perceive you as more organized if your communication is straightforward and succinct. However, if your thoughts and communication are disorganized it will impact your team members and employees in various ways: Ability to follow directions Understanding expectations Capacity to help the organization’s goals Identify your strengths – are you stronger verbally or in writing? If your strength is in verbally articulating your goals, expectations, and standards ask someone to record what you say in writing. Have them say it back to you to check for accuracy before it is distributed to other team members. If your ability to convey information in writing is stronger, highlight the key points verbally from your notes, then distribute the written version. Now for the critical measure of functioning as an organized boss… Identify the key 2-3 points you need to communicate. Tell your team what you are going to talk to them about and then tell them. Summarize what you told them. Then, ask them if there is anything that they need clarified. By modeling this type of communication, one that builds from your strengths, you can expect others to do the same. Try it, role play it, get feedback. I promise that your organization ranking will increase! As a Time Management Coach and Professional Organizer my mantra is schedule time to plan this. Don’t try to wing it!
Are you a disorganized boss? If so, it will often become apparent in your daily and weekly schedule. Does this sound familiar? Unprepared for meetings Working on things at the last minute No time scheduled for planning If that sounds like you then there are 2 ways to address these issues. First, if you have an organized administrative assistant, have him or her create a weekly template with blocks of time dedicated to specific activities. If you do not have someone to delegate this task to it is helpful to work with a Time Management Coach/Professional Organizer who can help you set up this type of system. Keep it simple and use one type of calendar, if possible. Whether it is a paper planner or online calendar it is important to be able to view the entire week. Secondly, make sure that your weekly schedule includes time to plan ahead each day as well as at the end of each week. You will feel, think and behave in more organized and productive ways when you create these 2 time management habits!
Are your employees frustrated because they think that you are a disorganized boss? As your San Diego Organizer and Time Management Coach I’ve been reading a lot about tips to help employees work with their disorganized bosses. It is ultimately the responsibility of the boss, or person in the leadership role, to ensure productivity, adequate workflow, and communication with employees. How would you know if you were a disorganized boss? Do you observe any of the following signs: Difficulty meeting deadlines Unable to find important items when they are needed Need to re-explain directions to others repeatedly It’s not always easy to be an objective observer and it’s even more difficult for an employee to broach this topic with their boss. So I would offer TIP #1 for the boss: Identify and be able to articulate your strengths to your employees. Use that information to begin the conversation about which strengths you need from them. Collaborate and build those processes into your systems and procedures. I promise great results!
Here is the last of my favorite 6 Ways to Feel More Organized with Time Management tips: Use Deadlines. Some projects and tasks come with due dates or deadlines. That is a built-in time management tool that creates a sense of urgency. When there is a deadline or due date I would encourage you to: Analyze each of the steps that need to be taken to complete the project and Determine how much time you need to complete each step. Knowing those 2 pieces of information allows you to plan backwards and schedule each step well before the deadline. There are some projects that have no deadline though and here is the time management tool to implement in those cases: create your own deadline for the project. Remember that if something is important enough to you and you want to accomplish it, assigning it a deadline will help you to plan, schedule, and complete it. Take a minute to post your questions and comments on my Outside In Organizer and Makeovers Facebook page or follow me @DeniseOrganizer on Twitter and tweet your comment. Still shy about social media but have a question or idea? You can always email me: firstname.lastname@example.org
These are my 6 best ways to help you can feel more organized about your life with time management: 1. Overestimate 2. Take breaks 3. Trash your to-do list 4. Establish and maintain a sleep routine 5. Plan regularly 6. Use deadlines If you only change one way you manage your time in order to feel more organized, the most important way is to get enough sleep! That’s right, getting an adequate amount of uninterrupted sleep on a regular basis is the most foundational time management habit you can create and maintain. Why? Just think about how you feel and function when you don’t! Inadequate and irregular sleep negatively affects your concentration, mood, physical energy and decision making. It’s a well known fact that Americans are sleep-deprived. Make it your goal to establish a consistent sleep routine and observe how it changes your organization and productivity at work and at home. Set your intention to do these 3 things for at least 2-3 weeks: Get 7 to 8 hours of sleep every night. Go to sleep and wake up at the same time every day, even weekends. Allow yourself 20-30 minutes before you go to sleep for calming. No more television, email, etc. Just read something soothing, listen to calming music, or stretch and practice breathing mindfully. Notice any difference in the quality of your sleep and how you feel when you wake up. Observe any difference in your energy level and concentration throughout the day. See if you feel more organized and efficient, less harried and more in control. Post your comments on my Outside In Organizer and Makeovers Facebook page.
Do you feel more organized when you have enough time to get the things that you want and need to do? Here are my 6 surefire ways to feel more organized using time management as an organizing tool: 1. Overestimate 2. Take breaks 3. Trash your to-do list 4. Establish and maintain a sleep routine 5. Plan regularly 6. Use deadlines It may sound strange but stop working and take a break! Scheduling regular breaks can improve your overall productivity, help you to refocus, and feel more energized. There are lots of ways to take breaks, for instance: Move – get up from your desk, stretch, take a walk. Nourish – hydrate, eat healthy snacks. Reward yourself – after 60-90 minutes of sustained work do something fun for 10 minutes such as call a friend, play your favorite online game, work on a crossword puzzle. Here is an article with more ideas about why taking breaks is part of your time management and productivity plan: http://www.huffingtonpost.com/2013/12/19/youve-been-taking-breaks-_n_4453448.html Post your comments on my Outside In Organizer and Makeovers Facebook page Follow @DeniseOrganizer on Twitter and tweet your comment, or Email me: email@example.com
Here are my 6 ways for you to feel more organized with time management strategies that really work! 1. Overestimate 2. Take breaks 3. Trash your to-do list 4. Establish and maintain a sleep routine 5. Plan regularly 6. Use deadlines Trash your to-do list: Schedule all of your to-do list items for a specific day and time. If you are a list maker like many of us this probably sounds like a ridiculous idea. I’ve heard some of the initial objections, “But I like seeing my list.” “But I like checking things off of my to-do list.” “But it feels so good when I finish something and I can draw a line through it.” “But if I don’t have a to-do list I’ll forget to do it.” That’s a lot of buts! So let’s pretend that I’m working with you. Imagine that I am asking you these gentle, guiding questions: • How does seeing your list of things to do make you feel? • Would you feel better if you knew that you had the time set aside for each of your to-do’s? • Is it possible to check off the to-do’s on your planner? Can you cross them off, too? Would that feel similar to doing it with your list (or better)? • Would reviewing your planner on a regular basis allow you to see your scheduled to-do’s at a glance? • Is your to-do list currently working for you and meeting your needs? That is, is the ongoing, never-ending list helping you actually get things done? I would like to challenge you to try scheduling 2-3 of the to-do items from your list into your planner. Cross them off the list and assign them a “home”, that is, a specific day and realistic amount of time to… read more →
There are 6 ways to feel more organized with these time management strategies: Overestimate Take breaks Trash your to-do list Establish and maintain a healthy sleep routine Plan Use deadlines Today, let’s talk about the first way: Overestimate. Schedule more time than you think that it will take for projects and tasks. For instance, double the amount of time you think that it will take for you to get ready to go to work in the morning. When you break any activity down into a step by step process it is informative about two important and helpful things: how long it takes, and how much goes into achieving the activity. Using the overestimate time management strategy will be helpful for you to to be able to be more realistic about your time demands as well as for planning and managing your time effectively. I promise that it will help you to start to feel more organized about your available time. You are also going to gain helpful insights about: • How to streamline the tasks to get them done more efficiently and leave time more time for you and what you enjoy or need. • Which tasks are unnecessary and can be omitted without compromising the outcome. • How often you are operating on automatic (non-observant) and the value of being more present and aware You might think that if you overestimate how much time you need you will be wasting precious time. Do you find it stressful and keep thinking about everything else that you could or “should” be doing? What if you get there early and have to wait? If your goal is to feel more organized, live a more organized life, and to manage your time rather than fill every minute of it here are some ways… read more →
Recently, I was talking to a group of busy entrepreneurs who are balancing family, work, household, and having a personal life. Sound familiar? They identified the following as their top most time management challenges: Balancing all of their commitments Organizing their time to get everything done Scheduling, and sticking to a schedule Identifying their priorities Follow through with goals and projects Streamlining activities Consistency with routines Delegating Making decisions about how you choose to use your time, and what your priorities are throughout the week depends upon your goals. Many of these brilliant women were quick to state that their goal was to spend more time on revenue generating projects than those that do not yield financial sustenance. When you clarify your goals it will lead you to creating realistic “buckets” of time during the week…specifically when and how much time to spend on specific projects and activities that lead you to achieving those goals. Conversely, when you identify that certain activities do not align with your goals you are able to delete them. How liberating! I always remind people that your time and space are similar. When you put too much in your schedule (or space) it becomes overwhelming and you sacrifice efficiency. Having difficulty deciding what belongs in your schedule? Sort and list your activities and projects into these 4 categories: H2/W2: I have to do this and I want to do this. H2/DW2: I have to do this but I don’t want to do it. DH2/W2: I don’t have to do it, but I want to do it. DH2/DW2: I don’t have to do it, and I don’t want to do it. Try this decision making process to create a more realistic plan and schedule. After 2-3 weeks of following the schedule you can revise… read more →
If you are like other “solo-preneurs” then you probably struggle with how to improve your time management on any given day. How do you balance your work life and personal life? Your weekly planner doesn’t know the difference between the two! I love this quote and truism from David Hassell: “The key is to intentionally focus on what you want, instead of constantly focusing on how much time you don’t have.” How many times a day do you think or hear yourself say, “I don’t have enough time.”? We all have the same amount of time, so what if you could use a system for improving the way that you are managing your time? How would you feel if you used a system that helped you to: • Have enough time for what is really important? • Be productive and prosperous with your time and energy? • Feel more focused (less stressed)? Identifying your available time This step begins with accounting for how much time you actually have available; from the time you awaken, until the time you go to sleep. Organizing your time means sorting your activities, meetings, appointments, responsibilities, and your to-do items into categories or containers of time. This next important step is the key to improving how to manage your time – consistently use the tools that support your decisions about what goes into your planner. Identifying your priorities It begins with being able to honestly identify your priorities, the things that require your time, focus, and energy. Find the right professional who can help you sort this out and clarify your priorities. Put your priorities in writing. That means, write them by hand in a notebook or journal that you can keep handy and refer to on a regular basis. Identifying your optimal time management… read more →