Productive & Organized

The Big Secret to Time Management and a More Fulfilling Life

The first time I walked into Ralph's office I saw papers everywhere.  When I asked him about the tiny papers, he said they all represented an item that he needed to take care of.  One of his frustrations was figuring out how to balance all of the important tasks that he had on his plate.

It seems as if our to-do lists are constantly growing. As businesses try to do more with less, you get much more! Add to it competing priorities and it can get confusing and overwhelming. How do we get it all done? Why is it that some people seem to get more done than others? Are they smarter? Not really. They just know the secret.

If You Want to be Productive, Don't Focus on the Rock! (thanks @thinkglobally)

Productivity is sometimes about effective systems and sometimes about the mindset that you have about your situation.  Often it is both.

Earlier today I tweeted one of my favorite quotes

"Focus on where you want to go, not on what you fear." ~Anthony Robbins

Robbins helps us to remember that a positive focus aimed in your desired direction is way more productive than focusing on the things that make us afraid or nervous.  Shortly after I posted the quote, my buddy Scott aka @thinkglobally replied to me:

thinkglobally @StephCalahan Just like riding a bike. Focus on the rock in the path, you'll hit the rock. Focus where you want to go! about 1 hour ago via HootSuite in reply to StephCalahan

My first thought:  I love it!  My second thought: I have to share this.

It's Your Turn to Comment

What does Scott's comment mean to you?  Share your thoughts in the comments.  How can you apply this to what you do or want to do?  I'd appreciate your thoughts.

To your success!

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So, How Are Your Resolutions Going?

New Year's Resolutions often start out with a running start and begin to fizzle by the end of February.  How are yours doing?

Goals, on the other hand, if written correctly, are revisited and attained!  Keep reading for ideas on how to make sure your important vision gets attained!

7 Tips for Organizing Your Home-Based Business

Home based businesses are more than a passing fade.  In fact, they continue to grow in numbers. According to the Small Business Administration:

• Small businesses make up more than 99.7 percent of all employees.
• The latest figures show that small businesses create 75% of the net new jobs in our economy.
• Home-based businesses account for 53% of all small businesses.
• 24 million Americans are self-employed from home on a full-time basis
• 1 in 5 businesses located in an office or industrial area started in the home, including Ford and Apple.

This is an exciting time for the entrepreneur!   There are many advantages to owning your own home-based business.  You can fold laundry while you are on a conference call or do a little gardening when you are stuck on a problem.  Many people dream of owning their own business some day, but are afraid to try it. Indeed, being in business for you involves risk. 

Getting organized is a challenge for most business owners.  It is often more difficult for individuals that operate their business out of their home.  Many distractions can keep you from focusing on your business - a sunny day, your children, etc.  Many home based business owners frequently do not have someone to hold them accountable other than themselves.  The following items are provided as tips for your success.

Mon. Motivation - What Direction are You Moving?

I find the great thing in this world is not so much where we stand, as in what direction we are moving.  To reach the port of heaven, we must sail sometimes with the wind and sometimes against it, --- but we must sail, and not drift, nor lie at anchor.
~Oliver Wendell Holmes~

So often we get lost in the details and analysis of what we should do that we forget to take action.  There are many quotes from brilliant people on this subject. 

Top 9 Mistaken Organizing Statements

There are a number of statements that I have heard people say over the years with regard to their organizing projects.  They are the top mistakes that you can make when thinking about getting your space and time under control. 

This is the Year & NOW is the Time - Take the Self-Assessment to See If You Qualify for a F'ree Strategy Session

"I'm not making excuses anymore.  I'm tired of looking for important papers.  I'm tired of wasted time.  I'm tired of not focusing on my business like I should. This is the year and now is the time!"  That is what I heard from a new client as I was talking to him this week, and I could not agree more!  2009 was rough on a lot of us.  2010 is the start of something new, something better.  Success IS in your grasp!  Do you feel it?  I hope you do.

I want to support that success, so I've decided to open my calendar and offer a limited number of f'ree strategy sessions via telephone or skype.

Interested?  Then start by taking this self-assessment:  http://www.calahansolutions.info/self-assessment.html

You will get your results online and via email immediately and if you qualify for a strategy session, we'll contact you to set up a time to talk. 

What are you waiting for?  Make a change to make 2010 your best year yet.

To your success!

Celebrate Life Now! It Could Be Gone Faster Thank You Think - Ours Almost Was

Three years ago our life was turned upside down when my husband had a heart attack.  Today is our 3-year anniversary with healthy lifestyles!  Back at that time, I wrote a newsletter artile that I think holds value today.  Keep reading to learn the story.

The Great Organizing Giveaway is Here!

The new year is a great time to think of ways that you can improve your life -- Getting Organized always lands in the top 10 lists of New Year Resolutions.  There are many outstanding resources available help you, but I often hear that it is hard to find them.  Our solution was to get the resources available in one spot!

The Great Organizing Giveaway is Here!

Learn 5 Secrets to Put Procrastination Off Until Tomorrow!

"I can’t help it!  I was born to procrastinate." That was the statement I heard when talking with a new client about a week ago.

So I asked her, "Are you happy with your procrastination?  Does it serve you well?"

“No!” she exclaimed.  “That is why I called you.  I’m missing important deadlines and my co-workers and family are fed up with me."

Do these statements resonate with you?  If so, then keep reading. You can overcome procrastination if you learn a few simple secrets.   Sometimes procrastination (putting an activity off until a later date) is necessary — like when a higher priority item comes up that you have to work on.  However, if procrastination becomes a habit, trouble often follows.  Start by understanding that there is nothing genetically or inherently wrong with you. So far, scientists have not found a procrastination gene!  That is good news because it means it is a habit you can kick.

For Goodness Sakes! Let GO of Your Story

We all have them --- stories.  Some serve us well, while others hold us back.  What are yours doing for you?

You see, I used to be a product of my own story.  Good right?  Not always.  As a business owner, I have a LOT of passion around what I do, but there were things in my life that were keeping me from my full potential.  Yes, I have won several awards and have a successful practice, but deep down, I KNEW I could do more.  Have you ever felt that way?  So what was it?  Did I need more education?  Did I need better marketing?  Did I need a new brain?  What?!?  Well, early in 2009, I figured it out.  I needed a new story and maybe you do too.

Organize Your Ideas and Watch Them Unfold

(Guest Post: Sheila Zayas)

How many times have you had a product idea only to see someone else on a 30-minute infomercial promoting YOUR idea?

Whether you want to create an innovative product or provide an unusual service, organizing your ideas is key to seeing your vision come to pass.

Want a Paper Planner for 2010? Check out these Great Reviews by @JanetBarclay

Janet Barclay of Your Organizing Business wrote a great post a few days ago that recapped how she is choosing her planner for 2010.  In her post Paper Planners: The Showdown, Janet talks about how she solicited recommendations from her readers (most all Professional Organizers) and boy did she get some great suggestions.

"The recommendations I received fit into three main categories: traditional, downloadable/printable, and innovative, so I’m grouping my comments accordingly."  Janet Barclay

This is a must read post if you are looking for that perfect paper planner.  You may come to the same conclusion as Janet, or you may find that your needs are totally different, but you will get a fabulous overview of some of the most popular planning systems today.

Have a planning system you love?  Tell me about it. 

To your success!

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I've Had Enough and I'm Doing Something About It!

I've had a lot of clients over the yearsthat have waged war on their paper, but a while ago I received a letter in the mail that made me smile and say, "You GO Girl!" 

Mary and I had completed a strategy session that included ideas for how she could manage the ever mounting piles of paper in her home office.  She had good ideas about what she needed to keep and what to let go of, but over time, the piles had just accumulated and had grown to an overwhelming amount.  We came up with an idea that was fun and managed the situation really well.  I'll tell you about it today.  See if any of her statements resonate with you too.

Taking Time Off Improves Productivity

Would you like to see these things happen in your business?

• Better communication between team members
• Closer relationships and more shared personal information between team members
• Better planning
• More streamlined planning  
• Improved client service

Then you should consider encouraging (even better forcing) your staff to take time off in predictable patterns.  You will gain productivity benefits.  This according to the October issue of the Harvard Business Review who published a 4 year study on this very topic. 

Accelerate Your Earning Through Beefing Up Your Learning

Ever since I started thinking about starting my own business, I have been studying very successful business owners.  There are many things they have in common, but one major factor is that they are all constantly learning and growing. The majority do not achieve their high levels of success on their own.  

Don't Get Your Time Stolen -- 6 Mistakes to Avoid

You can't call the police and file a report on today's topic, but it is one of the worst thefts that can happen in life.  Time theft is stealth--it sneaks up on you.  Don't let this happen to you!  Today we need to be vigilant with our businesses.  Every expense must be reviewed, even investments of your time and energy.  Here are 6 areas for you to get under control this week and know you won't get your time stolen again.  First, the mistake --> then what you really should do.

Sometimes You Just Need a Template - Excel Templates for Business & Home

TGIF!  Today's post is short but sweet (hey I have to give out something sweet around Halloween!) with a great no cost resource I found a few days ago.  If you have a need for tools that help you with your budgets, loans, calendars, financial statements, business forms, contacts, diet and fitness, lists, sports pools, home organization, or childcare then you should check out this site. 

They offer no cost downloadable spreadsheets for a number of business and personal needs.  Each template that they have created work in Excel and some even work in Open Office and Google Docs.All templates on this site work in Excel. Most also work in Open Office and Google Docs.

Added bonus: If you are looking for tips on effective use of Excel, you can find them on the site too. 

Go there now! http://www.practicalspreadsheets.com/index.html  Check it out and let me know what you think.

Please Share!

I'd love your help spreading the word.  Click one of the buttons below and share with your network.

To your success!

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One Key to Success - Make SMART Goals and Write Them Down

Brian Tracy, motivational speaker, says,

“What does it take to succeed on a big scale? A tremendous God-given talent? Inherited wealth? A decade of postgraduate education? Connections? Fortunately for most of us, what it takes is something very simple and accessible: clear, written goals.”

According to Brian Tracy, a study of Harvard graduates found that after two years, the 3 percent who had written goals achieved more financially than the other 97 percent combined!

How much time does Web 2.0 take and Preview of New LinkedIN Prod. Tool

Today's post is really short, but I wanted to share a great post that talks about how to look at your social networking.  The author gives some fantastic resources and perspective on how long various social networking activities take.  Check it out!  http://virl.com/dbdb3/

Also, LinkedIN just came out with a new way to manage your contacts on LinkedIN.  Check out this short video to learn more.

To your success!

Can you manage your time? Read - learn the secret - then weigh in on the conversation

I have prospects contact me all of the time asking me to help them with their time management.  Of course, we want to help them too!  Today there are so many different things that we have on our lists to do.  How do we get it all done?  Why is it that some people seem to get more done than others?  Are they smarter?  Not really.  They just know the secret.

Self-Discipline and Productivity - How to build self-discipline

I have to admit, this is not a topic I write about very often, but it is very much worth mentioning.  Getting organized is step one, but STAYING organized requires great systems and self-discipline.

Why don't I write about self-discipline?  Well, it is scary for people (me included sometimes!)  Many people instantly start feeling guilty when they think of their own self-discipline.  Is that you?  Today, I share some interesting (and simple) ways that you can work on yours.

Sure Fire Ways to Find Work-Life Balance When Working From Home with Kids - Part 2

Work/Life Balance -- What is That?  Well, it is something that we all strive for in one way or another regardless of if we work in a traditional office setting or if we work out of our homes.  The more "busy" we get, the more we can lose sight of how to make that scale not tip too far right or too far left. 

Yesterday we started the conversation by talking about how to look at balance and boundaries. Today, along with some colleagues, I will share some sure-fire tactics and tips that will help you manage the youngsters in your home while you are working.

Sure Fire Ways to Find Work-Life Balance When Working From Home with Kids - Part 1

Work/Life Balance -- What is That?  Well, it is something that we all strive for in one way or another regardless of if we work in a traditional office setting or if we work out of our homes.  The more "busy" we get, the more we can lose sight of how to make that scale not tip too far right or too far left. 

As I work with my home-based clients, I see the challenge can get even more muddled.  To make it even more challenging, we are upon that time of year where our children are either out of school or soon wil be, for summer break.  Today and tomorrow, along with some colleagues, I will share some sure-fire tips that will help you balance when you work from home with kids.

Eliminate Fear of Failure! @natashabdnfield sings "Unwritten" & Teaches us New Ways to Look at the World

"I break tradition, Sometimes my tries, Are outside the lines, We've been conditioned, To not make mistakes, But I Can't live that way"

The first time I heard Natasha Bedingfield perform "Unwritten" I knew that it was going to become one of my theme songs.  There are a number of great thoughts throughout the lyrics of this song.  Keep reading to get more.

Time and Power - the 80/20 Rule & Your Not To Do List

 
In today's economy more than ever in recent times, making the most of the time we have is extremely important.  Time is money!

Do you have a NOT-to-do list?  Many people don't, but did you know that the 80/20 rule applies to our time and to-dos just as much as the clutter on our desks?  Today I'll share some thoughts on how to start building your own NOT-to-do list. Put these tips into practice and you'll be guaranteed to save you hours in your day!

"Doing IT ALL" Gets Nothing Done - Is that REALLY True?

 
One of the things that I had promised myself while on this trip in Pittsburgh was that I was going to do a lot of catch up reading.  The first book that I started and finished all on Monday was Dave Crenshaw's The Myth of Multitasking: How "Doing It All" Gets Nothing Done.  As a recovering Multitask-er (or Switchtasker as he puts it) I was excited to get to this book.  Keep reading for my perspective on this book, key points discussed and how you can get your own copy.

Unusual Coach, Maybe - Lessons You Can Use in Your Business - Yes!

Danny, our golden Havanese puppy is one of the most unusual coaches I have ever had! In the past few years I have learned a number of things that were good reminders for my business and your business too.

Managing Goals & To Dos the Michael Masterson Way - Monday Motivation

January is Get Organzed Month and one of the best ways to start on your organizing journey is to have a great set of goals and a way to manage how you get things done.  In the past, I have shared strategies from various successful people.  Today, I found a great video where author, multi-millionaire and entrepreneur, Michael Masterson shows us how he manages getting things done in his office.  He shares his goal tracking process all the way to how he manages to dos and various pieces of paper that he prints from his laptop.  Keep reading to see his video and more!

Organizing Topics in the News

There are great articles and blogs all over the net, but sometimes it is hard to determine which articles are worth the time to read and which ones are better left alone.  So, I'm going to start a new posting on this blog.  As I find great content, I'll share it with you weekly.  Keep reading for this week's great items.

Make 2009 Your Best Year Ever - Put a Little Levity in Your Life

Happy New Year!  I'm not working today, so I asked my good buddy Michael Masterson to share some of his thoughts.  Keep reading to see a great article on why you want to put levity in your life!  May this year be your best year yet!
To your success
Stephanie

5 Strategies for Living a Simpler, Fuller Life

I have been reading the work of Michael Masterson for a number of years now.  I started reading his writings with a newsletter he publishes called "Early to Rise."  Since then, I have gone on to articles, books and more. 

Anyway, the reason that I like Masterson is because he talks about productivity in much the same way I look at the need for productivity -- to be able to spend more time actually living life! 

Today I was doing my morning reading and found an article that I thought you would enjoy.

Defeat Procrastination and Make More Cash!

In order for any business to grow, they have to TAKE ACTION! This can be really difficult for some.

Procrastination is the #1 reason small businesses stall and do not grow as quickly as they would like.

Let's put an end of that today! Here are some great techniques to defeat your procrastination.

Even When It Is Quiet. . . We Should Listen

It is about midnight here and I am inspired! How well do you listen? I mean, REALLY listen? To yourself, your surroundings, others...  Maybe you should try the test my son and I did tonight.  It has given me some new insights I'll share now.

Schedule Your Day to Reflect Goals and Priorities - Part 2 - Align Those Goals

Now that you have your priorities firmly set in your mind, it is time to do a double check on your goals. 

"What??!!  Stephanie, I wanted you to tell me how to manage my time with the goals I already had and now you are telling me to do more work?"

In a word, yes.  Please stick with me here though.  There really is a method to my madness.

Often, we will create goals in a vacuum.  Maybe we read the latest post from our favorite guru and decide that we need to hop on the latest project they are talking about.  Or, maybe you have a goal on your list that someone else put there. . .

Schedule Your Day to Reflect Goals and Priorities - Part 1 - What Are Your Priorities?

Note: Thanks to Karen H. Phillips for submitting a  suggestion on my Skribit page and blog widget. It received another vote too, so if you were the anonymous voter, thanks! After thinking through how I would write on this particular request, I determined that it is really more than one post, so get ready for my next series of posts, all on this topic.  Now on to today's posting.

If you are struggling to have your day reflect your goals and priorities there are a number of things that you can do to make it happen.

Take the STING out of Procrastination!

Rita Emmett is a self proclaimed recovering procrastinator.  She has written a few different successful books on the topic!  She explains that you should take the STING out of procrastination.

What is on your desk? Does it help or hinder?

There are different articles in the news every day that cover the topics of organization and productivity.  Some are good and some are not so good...  However, today I read an article that shared a tip I had never heard of before!

Organizing WGCY Radio Recording

Last March I had the pleasure of spending some time with Jim Killian, News Director for WGCY radio.  He was fabulous.  It was really easy to talk with him and he made me feel at ease. (Thanks Jim!)  To make things even better, Jim provided the recording of our conversation for me to share. 

Procrastination Attack! Beat the Clock

I have to admit, one of my big vices is coffee.  I drink different kinds, but as I sit and write or do any other work at my desk in the evening and into the night, you will usually see a cup of Java close to me.

To make this posting make any sense, I must also admit that I really don't like to do laundry, to take out garbage or to deal with dirty or clean dishes.  (a domestic goddess I am not...)

In the last 2 weeks, I have decided to use this Joe-drinking habit to my advantage.  It now helps me fight procrastination.

Your Limitations - Are they a Black Swan?

Humor me for a moment today.  Please close your eyes and envision a swan.  Now, take a few moments and describe that swan.  What words did you use?  White, graceful, bird, clean, dirty, ugly duckling, etc. 

Long ago, in Europe, everyone believed that all swans were white.  Why was that?  Well, it was because all anyone had ever seen were swans that were white.  Everyone thought that until in 1967.  That was when Australia was found as well as the black swan. 

So what does this have to do with organizing or productivity?  Keep reading to find out!

Do You Know Where to Focus? Use Our Scorecards

We talk to a number of people on a daily basis through our consulting and speaking events.  We frequently hear people tell us that they know they need to get organized, but they are not really sure where they should focus, or where they need help.  If you feel the same way, we have tools for you!

Our Productive Environment Scorecards™ are easy to use, take less than 5 minutes to complete and help you identify the areas you should consider working on next.

• Individuals
• Businesses or Departments
• Families

 

Would you like a free telephone consultation?  Fill out one or more of the scorecards and e-mail or fax your results to us and we'll review and contact you.
To your success!

Learning from a Kindergartner

One moment's insight is sometimes worth a life's experience.
— Oliver Wendell Holmes

My son is in 1st grade and a few years ago the school changed their mascot from an Indian to a Wolf.  The school has done an excellent job of translating how baby wolfs grow into responsible adults of the pack (in the wild) and applying it to various grades in the school.  In addition to the Pledge of Allegiance, the kids have learned a school creed.  Here is what they recite:

Trick to Fight Procrastination

Live your life with a plan!  Make sure that what you do is not by default.  Be on Purpose!  Many people loose track of their focus and goals because of procrastination.  Does that sound like you?  If so, try this technique I read about in the Early to Rise newsletter.  The next time that you find yourself putting things off:

Getting Things Done! The Stress Free Way!

Is it possible to really live a life that is stress free and focused on what matters?  It is!  But you have to be willing to make some choices along the way.  How do you even know if you are focusing where you should?  How do you know that you are defining things the "right" way.

What are Your Real Priorities?

So many people, when they think of clutter, think of piles of stuff laying all over the place, but we can clutter up our schedules and life choices too.  As you are determining your goals, start with identifying your priorities.  If your goals are not aligned with the things that are truly important to you, then, what is the point?  I realize that sounds simplistic, but for many it is an exercise that really helps.

Make Time for Success!

If you're like most people, you never seem to have enough time to get done what you want to accomplish.  Twenty-four hours in a day just does not seem like enough to get everything done.  Your to-do list continues to grow.  You feel like you are working harder and harder, yet, your time with family and friends is not what you would like.  You don't exercise the way you want and downtime seems to escape you at every turn.

I found an awesome site that helps you with a number of time and productivity issues.  It is called Mind Tools.

Resolutions - To Make or Not to Make on Dec 31/Jan 01?

One of my favorite business related "reads" is Joan Stewart aka the Publicity Hound's newsletters and blogs.  I would not write about her here much because her topic is public relations and media PR.  While I learn loads from her (love her, love her!), she does not normally write on topics of productivity.  Today, however, I found an entry that really got me thinking. 

Set Goals Rather than Resolutions!

New Year's Eve has always been a time for looking back to the past, and more importantly, forward to the coming year. It's a time to reflect on the changes we want (or need) to make and resolve to follow through on those changes.  Since one of the most popular New Year's resolutions is getting organized, the National Association of Professional Organizers (NAPO) has declared January as National Get Organized Month (otherwise known as GO Month.) 

This year, do something a little different.  Set new year goals rather than resolutions.  Oftentimes when we make new year's resolutions on December 31, they are forgotten by January 2!  Goals, on the other hand, if written correctly, are revisited and attained!