Weekly strategy for managing multiple projects

Do you know where you stand on all your current projects? Are you clear on your next action and what you need to do to accomplish your next step?  If you don’t yet feel this way, but would like to, this simple weekly exercise can help. We’ve all experienced times when we’re drowning in unfinished projects. In this state, it’s difficult to make the best decisions moment by moment. To kick this confusion to the curb:

1. Get a handle on categories first. Group, group, group all those details. How? Write down the major categories of all the projects you’ve got going on in your life, including your personal life.
2. List individual projects. Under each category, list the major projects.  Feel free to skip back and forth from area to area while you’re creating your list. As you do so, your mind will slowly empty and you’ll find that jumble in your head transforms into a branching list that’s much easier to remember. Write this list of projects on the same piece of paper, or in the same computer document.
3. Identify next actions. Once you clear your head, you can look at an individual project and know quickly and easily what the next action you need to take is to move that project forward. Write this action item down on this document or add it to your calendar. You may amaze yourself at how much you know.   Some typical actions may be sending an email or calling to set up a meeting.
4. Take the most important action when you have the most energy. When you start your high productivity time of day (might be morning, might not) with the highest priority item, you’ll feel empowered by your own get-up-and-go. Then the next item is that much easier to do, and then another, and then another.

Tech Tip: Excellent mobile apps are now available for writing and organizing lists. A few of my favorites are eTodo, Taska and OMNIFocus (Mac). For those who like to draw their lists, check out Mindjet.

Have you used lists to improve your productivity? Tell me about how you felt when you turned your mental mush into doable action items.

Combine alphabetical and categorical files.

If you thought creating a great file system takes a lot of work, it might be you just needed some guidance on what system would work for you. This post will help you decide how you want to sort your files into categories and how to use those categories once you’re done.

Most filing systems sort alphabetically or by category.

Who says you have to choose one or the other? I like to organize files into large categories first and then place files alphabetically within those categories.  Why? You will save time and energy by narrowing your search and going straight to that section of your file system.  All your financial files will be together in one category. All your home files will be together in one category. And all your children’s files will be together in one category. When I look in a filing cabinet and see someone’s credit card statements under “V” for Visa and their Mastercard statement under “M,” I know a lot of time and energy is spent looking for and using those files. Having all your financial documents together in one place will also give you peace of mind.

When you combine categorical and alphabetical filing, you:

• Simplify your searches
• Put like with like
• Reduce the time and energy you spend filing

Are you having trouble finding a solution for your hundreds of business cards? Or have you found a solution but still can’t find the cards when you need to contact someone?

Business cards are so unruly. They’re often spread around your home in multiple drawers, bags and binders. Even if you find them you may not remember who they are associated with.  Many of the traditional organizing systems, found at office supply stores, are designed for alphabetical filing but imagine two years later, when you actually need the service; it will be almost impossible to remember the contact’s name.

Or perhaps you attend networking functions and just aren’t sure how to file the cards for later networking use. Organizing business cards by category, rather than alphabetically, can help you find contacts quickly. Sections such as Finance, Medical & Health, Membership, Auto, Friends & Family, Home Maintenance, Miscellaneous, and any other networking functions or committees you attend will get you started. Having a binder with business card page inserts are an excellent way to start organizing all your cards.

Finally, if you’re an iPhone user, you can download the CamCard app which allows you to take a photo of the business card and then automatically file the information into the correct sections in your address book. And of course, purging the card after entry is an organizer’s dream!

Last year I vowed to spend time each week meditating. I failed. Well, just like my workout goals I’m getting back on the wagon and am going to take some of my own advice.

Even the most organized organizers find their space gets out of control without consistent maintenance (wouldn’t be nice if our homes maintained themselves.)

Our clients often discover that working with us inspires them to maintain their space however what happens when we don’t see them for months and the self motivation has dimmed its focus?  That’s why creating an organizing routine is so important.  I mean, we never forget to put on clothes in the morning or brush our teeth at night.  So why not incorporate 5 minutes of organizing into a routine that is already part of your daily structure?  For example, once you bring the mail in from the front door take a minute to open it and recycle/shred what’s not needed before placing the remaining paper with your other to do items. Could you have your children prepare their backpacks for the next day just before brushing their teeth? These routines will help everything run more smoothly, reduce anxiety and set life-long strategies for a clutter free life. The most important part of this structure is to be honest with what could work and then make it happen.

So, how can I make meditation apart of my routine? Well, I need to figure out when I’m feeling calm (Sunday mornings), set a reminder so that I don’t forget before it becomes a habit (completed – I added it to my calendar) and become accountable (I created a chart for my fridge to check off each week which will be a constant reminder of my new routine).

You can do it! I believe in us.

My last blog gently addressed the importance of identifying your priorities to set you up for success, whether it’s leaving the house on time or being productive at work.  It’s a rare occasion when we take the time to ask ourselves, “what are my priorities?” (renewing my auto insurance, getting the lunches made, cleaning the bathroom, walking the dog, returning the movies, working on my website). No, what I’m referring to are your life priorities. Many of us have the same priorities in the same order.  Let me guess yours ~ family, health, friends, work… Why, if this order of life priorities looks so familiar, are we filling our time and thoughts with a million and one things on our to do lists?  If you measure out your true life priorities do they match how you’re spending your time and effort?  Ya ya you have to get ______, ______, and ______ completed or else… Is this true or have we all fallen into a trap of setting ourselves up for failure.  Are the things on your to do list really a priority?  Did you prioritize spending time with your family and friends, going to the gym and preparing healthy meals? Hmmm… It seems like we’re all rushing around to get that, pick up this, do that, finish this, while life passes by.  Instead of asking ourselves each day, “what are my personal life priorities today”, and being in the moment we are just so desperate to get our to do list done that we don’t actually get to enjoy our life. So, wouldn’t it be wise to reflect on your priority list and ask, “if this doesn’t get done today will it affect anyone but me?”; “have I created an unnecessary priority with any items?” You will never miss finishing things on your to do list but you will miss moments with your child and friend. And how can you really be in the moment with so many things weighing on your mind constantly? So ask yourself, “what are my priorities in life and is my schedule really reflecting these values”? If not, it’s time to reallocate that to do list and assess the level of priority assigned for each item so it reflects your life’s goals.  You can do this ~ start with setting realistic priorities/goals for each day.  All the other stuff we put on ourselves – let it go.