Didn’t Want to Be Late (Procrastination Blog 11)

Gloria-Jean Procrastination, Time Management

Certainly not wanting to be late discussing procrastination, I started this writing 22 days before it will post.

 

Why do you procrastinate?  Have you really thought about it? Look closely at what you procrastinate about doing?

Is it because of  —  fear; traumatic childhood event; lack of skill? It is NOT about time!! surprised!!!

Taxes – you have to pull together ‘stuff’ you have forgotten.  Where are those receipts? You meant to make a note of that – did you?  Where is it?  You started tracking expenses last year January and February?  What happened?

Annual work budget.  Need feedback from other departments. Still have to notify them you need their input. Where are my reports to pull my numbers?

Annual conference coming up – You have to write your speech.  What is this year’s theme?

Do you wash clothes ONLY when nothing else is left clean to wear?  Rather than:   Friday is laundry day.  Making use of an assigned space and time!

Do you live in a sea of ‘not getting things done’?  Do you think it is only YOU?

 

We do make TIME for people, events, and things/stuff we WANT to do – so, what is the problem?

You put off what is unpleasant to you; you put off things that are difficult; you put off making ‘tough’ decision.  Address the ‘elephant’ in YOUR room.  ‘We” tend to do 15 other smaller, less important tasks — hoping the ‘elephant’ leaves, it does NOT!!

 

In order to be fiscally responsible you need to pay your bills and obligations.  In order to do that you need to make sure there is money in the bank to cover the checks you are going to write  … (before you go on your vacation; before you buy the golf clubs; before the dress-shoe-purse ensemble; and now days…before you go to the movies!).  So, when do you allot time to sit down and do the bank reconciliation to KNOW exactly how much money you have?  Do you have a list of payments coming up – renewals, car registration, membership fees, children’s school trip events – the list IS LONG!  How much disposable cash do you have?  Procrastination will have you flying by the seat of your pants. Versus, you know what you have; you paid what you needed; this is what you can spend on fun and relaxation. And, you know what is coming to be paid.

 

Admit you are stuck. Get assistance – whether from people, technology, or both. Stop doing things that do NOT matter; start building your life around what does. Set up your plan to do it ‘your’ way.   Procrastination can only be solved by positive action. Positive action … not perfectionism.  Take positive steps to remedy YOUR situation; make adjustments as needed to fit you, your business and your family’s lifestyle.

 

Whose Got Your Back?? (Delegation Blog 10)

Gloria-Jean Delegation, Time Management

Consider how you will manage your project BEFORE you begin.  Will you need help? When/where will you need help?  People help or technology?

When the time comes, get the correct help – people who are skilled in what you need — not just a warm body!!  You ARE ultimately responsible for the project’s outcome. Decide on the controls you need and valid progress checkpoints (no micro-managing), before the Delegate is selected.

Write the steps that you need to have accomplished.  Review with your ‘Delegate(s)’. Answer any questions they may have (always leaving the door open for future clarification where/when needed). Have them sign it – as a show of acknowledgement of what you want done and have discussed with them.  This protects both parties.

Important aspects – Responsibility:  the job assignment;  Authority:  right to act and make necessary decisions;  Accountability:  answering for actions (reward and punishment, it necessary).

Let me point out the levels of authority.  There are 8.   1) Delegate fact finds, you decide; 2) Delegate suggest alternative, you decide; 3) Delegate recommends an alternative, you decide; 4) Delegate make a decision, waits for your approval; 5) Delegate decides and acts unless you say ‘no’; 6) Delegate acts, reports results to you; 7) Delegate acts, reports if unsuccessful; 8) Delegate acts, reporting not needed (highest authority).

Please be patient with others ~ in that they will most likely have their way of doing things ~ your interest IS the end result.  Don’t stress – learn to live with the differences.

 

 

Keep It Short! (Communicating Blog 9)

Gloria-Jean Communication, Time Management

Communicating:  written/paper or digital/online – don’t complicate it! Be clear and concise — or, don’t write it.  And the other part/side is what are you doing with YOUR paper; YOUR emails on the digital side?

This is certainly my biggest challenge. The time it takes to seemingly do something so simple as ‘check my email’ for client or business that needs immediate assistance. An hour later I/we are still trapped in the river. We know we really can NOT look because of the build up when we don’t; or, we are stuck on a work or family project; vacation — we really can’t let it go for a week!! [You do take a week’s vacation, so you can unwind, don’t you?]–Smiles

1. Type and save for cut/paste – any industry standard responses that you use.
2. If there is a certain response that you use for whatever reason – type, save for cut/paste.
3. Simplify procedures.
4. Is it junk – do not entertain it –THROW away.
5. You have 3 choices: READ/take action; READ/file; read/throw away or delete.

Be aware of how your time is spent – whether online or received paper mail (office or home). You may want to set up a reading file for a specific time 3-4 times a week. I would suggest first thing in the morning when brain is clear and decisions come faster!! Try not to do this on your rejuvenating, weekend family time!!

Another thought – don’t be so quick to give an answer to a request. SLEEP on it – see how you feel in the morning.

2 Down; 10 To Go: Finish 1st Quarter STRONG. Where R U?

Gloria-Jean Analyze, Time Management

As we begin this 3rd month of 2017, where are you?  Off target – on target – ahead of target … with your goals and plans. Job environment is on track for your next promotion? Your Department is humming along with progress and helpfulness?  Your clients are beating down your door?   You have more business than you can handle. OR, … you are stuck wondering “What do I do next”? “Why isn’t this working”? “Will I be fired today”?

You are at the beginning of this last first quarter of 2017 – get yourself back in the game. Or, set up for your touchdown!  It is a long way to 31 December … so, get moving.

Call a friend or mentor and talk honestly with them. You are in a good place and you want to grow; or, you are about to fall off the cliff and need a solid plan to reverse and move forward.  Either way, you need to talk with some one. Read the self-help book that is staring you in the face, with its ‘dust’ cover!!

Are you “in your lane” of talent, expertise and vocation?  You can NOT succeed trying to be someone else or trying to do what someone else is gifted to do. Govern yourself accordingly – get YOU moving in your lane.  Your gift makes room for YOU! No one else. You are but 1 puzzle piece in this universe; NOT only do you NOT succeed; but, others are hampered as well.  Because you are out of position.

Do you know your behavior style?  If so, are you working within it to develop your best YOU?  Life should not be a strain to live.  Yes, there will be challenges.  “Stuff” will happen; but, only for a moment.  You will regain your focus and keep moving forward.

Contact me at [email protected] to request order processing for your behavior style assessment.  If you desire coaching time with me, we can discuss that additionally.

Let’s tune up and head up the mountain of success…for you!

Year-End Special – Please Practice

Gloria-Jean Priority, Time Management

I ran across this article online – “Surprising Things Ultra Productive People Do Every Day” – by  Dr. Travis Bradberry  WOW  –  The secret!!!

Are you ‘ultra productive’? Or, just struggling not to lose your to-do list; let alone check items off?

If you follow me via my daily Facebook and/or LinkedIn tips or even visit my coaching website — you will not be surprised by Dr. Bradberry’s points.   I, too, have been saying the same thing.  His article has thus far received 7,016 likes —YES ~ 7, 016.  BUT, who is doing what either of us says??

Newsflash – if you do, you can be!

Set that goal for 2017 – be ‘ultra productive’.

  • Fight doing what seems to be ‘urgent’. That ‘fight’ makes you let go of the important – life/job/client sustaining goals.  Delegate!!
  • Only give your attention once [ 1x ].  Act, an keep moving.
  • “Eat the Frog”!  By doing the hardest (for whatever reason) task, first; you now free yourself to do the things that interest you. And your elephant has left the room.
  • Do not multitask – you miss stuff and worse — you do not know it!  And, then it is too late.
  • Prepare for tomorrow – today, before you leave your job or business.  Know why you want to return.  Return with answers to a challenge.  This give you PURPOSE.
  • Agenda – have and use one. [your day; meetings; phone calls]
  • Say “No”.
  • Check your email at designated times – stop constantly interrupting yourself.
    • Set alerts for important vendors, clients, customer
    • Prioritize messages by sender
    • Save rest of email for a later stopping point
  • Use technology.

Practice these steps, starting now through the end of the year.  Head into the new year with your defined ‘purpose of efficiency’!

20 Minute Meeting … Can YOU do it?? (Meetings 8 Blog)

Gloria-Jean Meetings, Time Management

Headed for your meeting?  Anxious? Have a report to write – can’t do that in the meeting!  I have calls to return – can’t do that in the meeting!  Who will take the meeting ‘south’ this time – will my guess be right?  Last meting — wow, what a surprise; didn’t see that coming, at all.  Are those thoughts and experiences in your head as you walk down the hall or pull into your parking spot.

Your meetings could be hijacked because:  wrong people are attending, no specific purpose, unrefined objectives (too broad), no decisions are made, no one is tracking the follow-up!!

Everyone has a part in the meeting; so, who isn’t doing their part?  Do they know what their part is?

You can achieve much with a piece of paper and a timer.

  1.  Invite the correct people for the type of meeting topic to be held.
  2. Three days before the meeting – send an email, to those invitees specifically, asking if they have any agenda items to present.
  3. Develop an agenda, with a timeline (allotted time to speak for each agenda item).
  4. Designate a person to write down assignments:  (the assignment, who is assigned, and any additional people to assist that person and expected completion date).
  5. In a large company – make use of scheduling software< both to schedule and cancel a meeting quickly and efficiently. Also, can send reminders of upcoming meeting.
  6. Use email to send a meeting summary and attach the Assignment list; also, note the proposed next meeting date and time.

Now you have time to write that report and make those calls. WIN-WIN
(more…)

Stop The Drip [of your time!] (Interruptions 7 Blog)

Gloria-Jean Interruptions, Time Management

Short and sweet – interruptions are stealers of YOUR time.

10 Interruption Pointers:

1/  Especially for Managers – have a designated ‘open door’ policy time.

2/  Attempt to complete your most important projects before everyone is needing YOU.

3/  You may need to rearrange your furniture so you are not so venerable to walk-ins.

4/  Don’t let the interruptions frustrate you; the people factor is the most important aspect.

5/  Create a time and space for handling questions.

 

6/  Plan for ‘the interruptions’!

7/  Communications:  give all pertinent details in the beginning; establish a FAQ; provide a sheet of/for new changes (cut down on reasons to be interrupted).

8/  When asked – “Got a minute”  – respond ‘No. But, I will at 11:30 – can I come to your office?’ or, ‘Can I meet you for lunch?’

9/  Set an appointment to talk with person at a non-busy time.  “I am in the middle of something, can I get back with you at 3?”

10/  Determine the reason for the interruption?  People need info?  They need to vent?  It is your Boss or VIP Client?  Ask the question – “How can I specifically assist you”? – that should help move your day along.

6 Steps To The Perfect Plan (Planning Blog 5)

Gloria-Jean Planning, Time Management

 

6 Steps, 6 Questions to Answer (Planning Blog 5)

 

Work Plan:

  1. What results do you want?
  2. What do you need to do to get your results?
  3. What are your priorities?

 

Time Plan:

  1. How much time will your activity need?
  2. When will you perform your activities?
  3. How much flexibility are you to build in to balance the unexpected?

 

Pointers:

  • Be flexible – allow more time then you think; plus time for (interruptions, illness, Personnel shortage, inventory disruptions, other crises).
  • Set up a work plan.
  • Do daily steps.

 

Planning is to control what time you can – in order to spend as much time as you can on your important issues!

Prepare for a productive start in the morning!  Set things out in your office/work-space before you leave.  Be ready when you arrive to carry out your plan.

1 Way To Find Out (Analyze Blog 4)

Gloria-Jean Analyze, Time Management

I will do my best to keep this concise and sweet!!  You need to do a time log – how long is it really taking you to do things:  Get out of house in the morning; pull the budget numbers; clean out your closet; fix dinner; run a few errands … do you really know?

A time log is like a budget (where is your money suppose to go) – where is your ‘time’ flying off to, and seemingly – without you!!

I touched on Important versus Urgent in a previous Priority Blog-3.  Is it that you start something and get interrupted; ‘It’ take a turn of its own; You get distracted and start something else — seemingly small, and it becomes an open pit?   We have all been there. But really, how did we get there?

No prioritized to-do list. Appropriate assistance not available.  Have no idea how to do it, but, know it has to get done – so, you dive in.

Remember – once time is spent – it is gone!!

Do a time log for a week and include your weekend personal time, also.

 

On a piece of paper, with 15 minute increments from 6 AM to Midnight, – write what and when you complete tasks.  Getting ready for work; process of leaving; DRIVE TIME; how long to get settled once at job or business.  Who calls you; who comes and interrupts you. Meeting you have.  How long do you check email and other social media sites (FB, Twitter, LkdIN, Instagram, etc)? Lunch. Afternoon business activities.  DRIVE TIME; evening activities (Church, Sports, Children, Children’s homework, School, Work Reading, …) Bedtime routine.  Prep for the next workday. Times is marching on…where are you?

How do you let technology assist you? Or, how can it?

After you have completed your time log analysis, please come to my Pinterest boards and get assistance in finding YOUR best solution.

 

Our next step will be PLANNING.

 

Gloria-Jean Brown – https://coachingbygj.com

 

 

3 Smart Strategies to Successful Prioritizing – (Priority Blog 3)

Gloria-Jean Priority, Time Management

Prioritizing – tired of missing the mark?  The key lies in dismissing an element and working with the 3 remaining.

The 4 elements are:  Crisis; Work to do; Trivial Work; and Time Wasting Work.

Crisis – urgent occurrences that must be attended to {flat tire, you get sick, unannounced visit from Company President, child sick at school – you must go pickup, an accident}. An event you can not ignore or put off.

Work to do – an important portion of your life and day {contact clients, do the department budget, draft company newsletter, tasks that are significant to your objectives – no matter what you occupation}.  The planning and building blocks of and for your day.

Trivial Work – Though necessary – you spend way more time than you should {mail, phone calls, e-mails, general interruptions into your day (person(s) dropping-in}.  These activities are neither urgent nor important – they should be small fillers into our “work to do” — but, often they become ‘your day’!!

Time Wasting Work – put a stop to this 4th item – {busy work, phone games, sports following [especially at a particular play off time], TV}.  This is the land of distraction and waste.

When you spend your majority of hours doing the “Work to do” items, you will be very successful in establishing and completing your priorities.

And, the castor oil is “Urgent versus Important“.  You have heard this before but, I hope that you have a more workable context that you can apply to your life and … now, succeed.

 

SIGN UP here to receive your Urgent versus Important sheet.

Visit my Pinterest boards for additional aids to assist you.  Next, we will explore Analyzing.

 

Gloria-Jean Brown – https://coachingbygj.com