Category Archives: Time Management

Set Yourself Up For Success When Working From Home (Part II)

For those of you who didn’t receive or read last month’s newsletter, this is a continuation, Part II, of my article “Set Yourself Up for Success When Working From Home”.

The following are some great tips to follow to be more productive and efficient when working from home.

1. Work Center: The first thing I would highly recommend is to create a centralized work center:
• This area should contain everything you need 90% of the time.
• These items/supplies/files need to be accessible.
• It would be best if you can set this up so that what you need is within arms’ reach.
o If that’s not possible always make sure to have what you do need before starting your work to avoid unnecessary distractions, interruptions or delays.

2. Connect: While working from home, we don’t have the same opportunities to build and maintain the personal connections that we would normally have when working with the same people in person. Therefore, it is extremely important to be vigilant about staying in touch with clients, colleagues and other associates.
• Do something every day to maintain relationships and form new ones.
o You can call, text, email. Send a note via facebook or Linked-In.
• When it’s appropriate and safe to do so, meet with people face to face.
o In the meantime, use whatever works for you, i.e., zoom, facetime

3. Contact Management System: Having a way to funnel all of your contacts and other pertinent information into one place allows information to be easily tagged and retrieved.
• On-line contact management systems and CRM’s have become increasingly more popular and there’s a good reason. It works! I use a CRM in my business daily and in so many different ways that I can’t imagine running my business without this tool. The possibilities are endless. Some of the ways that it can be utilized:
o Data Bases:
 I have data base lists for: my clients, one for vendors, one for each of my networking groups.
o Reports:
 Ability to run reports for just about anything: income by day, month, year and/or client; who referred business and when.

4. Paper Processing Center: Whether your office is the kitchen table, a converted closet, or a corner suite, you need a quick and easy way to handle paper.
• Until you’re completely paper-less, it’s a good idea to have one place for paperwork, i.e., an inbox. Incoming items like meeting notes, business cards, bills and items to read should be placed in your inbox, rather than dumping them in a pile on your desk.
• It would be great if you had a trash can and shredder located at this designated “place” to avoid the build-up of unwanted paper (flyers, solicitations)
• Create and implement a simple filing system.
o The most important thing to remember is that whatever system you create should be practical to YOU.
o The key to an efficient system is your ability to find and retrieve your files quickly.
 It is imperative that you name/label your files so that you can easily find what you need when you need it.
• Keep your current project(s) and active file(s) in a vertical¬ desktop file holder or file drawer within easy reach.
• Schedule File Time:
o No one likes to file paper but, it is a necessary evil. Set a weekly appointment on your calendar to go through your inbox and process the items inside.
 Keep in mind your inbox is a holding spot that’s meant to be emptied. It’s not a file cabinet!

5. Master Calendar: Too many of us use several calendars, or sticky notes, and invariably lose information, dates, appointments and contacts in the madness.
• Decide on what calendar system best serves you and use it consistently. Remember there is no right or wrong way.
o When you find something that you like, use it for at least three weeks to see if it works for you.
 Whatever you choose, you must be willing to use it consistently.

How To Set Yourself Up For Success When Working From Home (Part I)

Working from home is most definitely not for everyone. But, right now, many of us have no choice. 

As a small business owner, I personally love working from my home office. No commuting, my schedule is more flexible and I can work in my pj’s if I want. For many, the thought of working in pajamas, not spending hours in traffic and scheduling their own time is a dream come true. 

However, when the line between home and work gets blurred, things can get a little complicated. Working from home can be more difficult than it seems and it actually requires a lot of discipline to make sure you’re staying at the top of your game. 

If you want to be successful while working from home, your home office needs to be comfortable as well as functional. You will undoubtedly spend a lot of time in your home office and, therefore, you’ll want to create an environment that you’ll enjoy.  

Here’s a few tips to help you work from home efficiently:

Treat your home office like a “real” office: 

·     One of the best ways to maximize working from home is to act “as if” you’re in a “real” office. 

·     A desk in the family room or at the kitchen table just doesn’t give you the privacy and quiet you need to focus on work. If at all possible, set yourself up in a room where you can shut the door.

 

Have The Right Supplies:

·     Office supplies should be accessible in one centralized and convenient location.

·     A well-supplied office contains: pens, pencils, post-it notes, paper clips, binder clips, a stapler, tape dispenser, file folders, mailing supplies, label maker, rubber bands, etc. 

·     Keep an inventory of supplies so you know what you have and avoid needlessly buying something you already have.

  • ·     You can literally save hundreds of dollars by not having to repurchase already-existing supplies.                                  

 

Set It Up For Success: You’ll need:

Proper Lighting:

  • ·     Take advantage of natural lighting if possible.
  • ·     However, if you’re someone who prefers to work in the evening, you’ll need good lighting.

·     Comfortable Chair: Invest in a comfortable, ergonomic chair. You’ll feel better and your back will thank you.

·     Technology: Ensure you have good working hardware and software and that your internet connection is working properly.

·     A Desk: It is important that you have an efficient work space.

  • ·     If your work is primarily done on a computer and entails very little paper, a small desk will do.
  • ·     If you like to spread out with paper reports and reference material close by, you might need a larger desk.
  • ·     If it’s more comfortable for you to stand and work, consider an adjustable or standing desk.

 

Keep Clutter to a Minimum: Clutter not only slows you down physically, but mentally as well.

·     Declutter your space.

·     The best way to maintain an organized desk is to make cleaning it a habit. 

·     Allocate some time each day to making sure it stays organized.

  • ·     Just like the other important tasks you need to complete each day you’ve got to schedule time to straighten up.

·     Before leaving your office, spend a couple of minutes throwing away obvious trash (coffee cups, food containers, random post-it notes, etc.)

·     Put supplies like pens and paper clips back where they belong.

 

Create Structure: Set-up routines that work for you and your unique situation. It will minimize distraction and force you to work efficiently.

·     Get up at a normal hour, have breakfast, get dressed, make your coffee and go to your home office.

·     Determine your office hours and stick to them.

·     Allow for breaks in your day so you can refresh and recharge.

·     Check and respond to emails at scheduled times.

·     Stay off social media and other personal sites until you have your lunch or “leave” for the day.

·     End the day like you would a normal work day and go do what you normally would have done after work (ie, meet up with a friend, exercise, prepare dinner)

 

Boundaries: Set clear boundaries!

·     Keep your work life separate from your personal life.

  • ·     Whether that requires just closing your office door or more drastic measures, be sure you have some systems in place for barring personal distractions while you are at work.
  • ·     Getting distracted by your personal to-do list can be one of the biggest obstacles to effectively working from home and your productivity will quickly go down the tubes.

·     Likewise, keep your personal life separate from your work life. One of the biggest problems for home-based workers is over-working. It’s easy to go back to the office after hours when the office is in your home. Don’t do it!

·     Boundaries while working from home can be especially difficult for people with children. However, setting boundaries and instilling certain habits will help. The sooner you start and the more consistent you are, the better.

  • ·     Place a sign on your office door that lets them know whether it’s alright for them to come in or if they shouldn’t disturb you.
  • ·     For younger kids, use colors: green for “go” and red for “stop.”

 

If you need help with setting up your home office for success, please give us a call at #310-560-5060. We can help!

Top Tips For Setting Up A Home Office

Crazy times! Welcome to the new normal, whatever that means. I guess we all have our own definition of what that means. It seems that everyone is doing what feels comfortable to them. There are, however, some things that we will all be seeing and experiencing at least for the near future. We will be all be wearing masks and/or face shields especially while shopping. Things that we never thought about, but did on a daily basis without thinking about, are no longer acceptable, ie. shaking hands. Elbow bumps or some other greeting like the “Vulcan Salute” (See Star Trek) will now be the new normal.

Many people will no longer be returning to an outside office, even if you were lucky enough to keep your job. Or, you may have an office to go to but may not be required to go there as often as you used to. As such, during the pandemic, many of us have had to set up a home office or at least a space in our home to get work done. Many of us will continue working from home permanently and will now have to create a space where we can work.

Wherever you live, no matter the size, I’m thinking it would be a great idea to create a space in your home so that you can get your work done efficiently. That can mean anything from paying your bills to writing a newsletter or working on a client project. Work comes in all shapes and sizes. But, I think we can all agree that a dedicated work space will make all the difference in the world.

Here’s some tips to set up your home office for maximum efficiency, productivity and success:

1. Make sure:
• It’s comfortable
• It’s functional
• Supplies are accessible

2. Use Technology:
• Make sure your computer has a good internet connection
• Set yourself up for virtual meetings
• Make sure your computer has a camera
• Adjust your background
• Use a phone that has good reception

3. Create a Workspace:
• If possible, utilize the door or partition to close yourself off from others in the house
• Set up a desk and filing cabinet
• Use a desktop file organizer so that whatever you’re working on is vertical (instead of in piles)
• Whenever possible, try to keep anything not work/office related out of that space.
• Your kids toys do not need to be in your work space

4. Keep a Schedule:
• Get up in the morning when you normally do (or did)
• Get to your “office” the same time each day
• Get dressed (not just from the waist up)
• When you look good, you feel good and it changes your mindset and confidence
• Take meal breaks
• Get out of your “office” and don’t eat at your desk

5. Set boundaries:
• Let others know that you are working.
• If necessary, put a “Do Not Disturb” sign on the door
• Start work at a specified time and end work, whenever possible, at a specified time
• Don’t get distracted by social media
• Check social media 3 x per day and set a limit for 5-10 minutes

6. Create systems:
• Filing
• Virtual and physical
• The two should mirror one another
• Follow up
• This is sooo important!
• To Do’s
• To keep yourself accountable

7. Communicate:
• Stay connected with colleagues
• Join or attend virtual networking groups
• Take time for education
• There are so many webinars, seminars and on-line training available

Highly Organized People Do These 10 Things

top ten reasons to get rid of things

1. Keep a calendar and refer to it daily: This is key. If you don’t make time for something the probability is that it won’t happen. If you made an appointment with your doctor, you’d put it in your calendar and wouldn’t miss it (hopefully). Well…your time is important as well. Put all appointments in your calendar and, of course, look at it at the beginning of each day or the night before to make sure you don’t miss something important.
2. Learn how to schedule their time: You don’t have to schedule every moment but, sticking to a schedule is key for time management. Figure out what you have to do and approximate how long that will take. Then put a schedule into place that works for you. Leave yourself plenty of time so that you’re not always stressed out about being late.
3. Bundle errands: This is a huge time saver. When you’ve got so much to do and so little time, every minute counts. Don’t run all over town in one day. If you have to go to one particular area that is near your cleaners, grocery store and tailor, do all of that in one day. The next day to other errands that might be in another part of town. Consider the time of day as well as you don’t want to run errands in the middle of rush hour.
4. Have a home for their things: You know what “they” say, “A home for everything and everything in its place”. That’s the motto for Professional Organizers near and far. It works! If something doesn’t have a home, it is considered clutter. Clutter begets clutter which ultimately results in more stress. Don’t just shove something in a drawer or closet. Figure out where it should live, where it would make the best sense and put it there.
5. Put things away: Come on now. We’re all adults. This is housekeeping 101. We all have time to put our “stuff” away. If not, don’t take it out. If you don’t have time, perhaps your schedule is too full! We all have the same 24 hours in a day. Use them wisely.
6. Maintain their spaces: Taking time to maintain whatever systems you have in place is a huge time saver. It’s a lot easier than having to start from scratch every time things get disorganized. It happens quickly so you “should” really try to stay on top of it before things get out of control.
7. Purge periodically: This is the hard part. Deciding what to get rid of and how. But, there’s just so much space and if you don’t purge, eventually things will wind up either in the garage, attic or on the floor because there’s no more room in the drawers or closets. You may even wind up getting a storage unit to store things which costs a ton of money. So, schedule time in your calendar (see #1 and #2 above) to purge. You can sell things “that have value”, donate and get a tax write-off things that don’t have enough value to sell or simply trash anything if it’s broken, stained, soiled or missing a piece. Also, if you buy something new, a good rule of thumb is to get rid of something old.
8. Have a To Do list. This is my personal favorite. I don’t know how I’d remember anything without my To Do list. It’s easier to remember things when you’ve written them down. Plus, you can refer to the list and cross things off when they’ve been done which kinda feels good.
9. Prioritize. In this 24/7 world we live in, there’s just so much time in a day, week, etc. Deciding which things are urgent as opposed to things that just need to get done eventually is important. Get your priorities in order and the rest will get done when they become priorities. Make sure to make time for you. You are a priority!
10. Know how and when to say no. We’re all busy. We can’t do it all. We can’t be everywhere. Decide which activities are a “must” and which ones you can say goodbye to. Perhaps you can even delegate some things to another person.

If you or someone you know needs assistance with any of the above, give us a call. We’d love to help.

Top Ten Tips for Choosing and Using a Calendar


We’re all living in a 24/7 world. So, I’m assuming that everyone is using a calendar of some sort. That is, anyone that has a job, is a student, has a family, a job, a life.

They are really so important for so many reasons on so many different levels. We can use them for:
• Appointments
• Deadlines
• Renewals
• Tracking
• Reminders
• Goals
• Events
• Holidays
• Occasions
• Time Management and, of course, the best for last…
• ORGANIZATION!

Here are my top tips for putting a calendar to good use:

1. Decide if you want to use a paper planner or a digital planner. Go with whatever you think will work for you.
2. Use whatever option you decided upon for a few weeks as it does take time to get used to.
3. If you decide to use a paper planner and it doesn’t really work after a few weeks, CHANGE it. It’s okay to change it if it’s not working for you. In fact, that would be a good thing as chances are you won’t use it if it’s not working for you.
4. Make sure you use your calendar CONSISTENTLY. If you’re not consistent it’s not going to work well. In fact, not using it consistently can have an adverse effect. For example, when you look to see if you’re available when making an appointment and you forgot to add an appointment that you previously made, you could wind up double-booking or missing an appointment.
5. Check it each night before you shut things down so that you are prepared for the next day. It will remind you of what you need, where you’re going, etc.
6. Remember to update it when appointments change or cancel.
7. Don’t forget to cross off the things that you have accomplished. This step can be very rewarding.
8. If you use a paper planner, make sure that there’s enough space. What’s enough space? For me, it’s got to have enough room for appointments, To Do’s and whatever notes are important for each day (ie, someone’s birthday). I’m old school. I use a paper planner with two pages for each day. One side is for appointments, the other side is used for my To Do’s and the bottom has a section for notes. (See photo above)
9. If you use a digital planner make sure that you are synching it with your phone so that you have it on the go. Also make sure to back it up.
10. USE YOUR CALENDAR EVERY DAY!

PAPER:
http://www.lifephoto.com/catalog/daily-planners/day-planners/

http://www.personal-planner.com/US/

http://www.no-frillscalendar.com/

https://plannerpads.com/

https://www.daytimer.com/daytimer/home

https://franklinplanner.fcorgp.com/store/index.jsp?

DIGITAL:
Google Calendar
Cozi
Timeanddate.com
Outlook
Apple Calendar

I can assure you that using a calendar, each and every day, will help you in your day to day life by keeping you on track and, of course, ORGANIZED.

Let me know how it goes…I’m interested!

It’s Back to School Time

Back to School is a time for meeting new challenges and taking on new responsibilities.            School Room

The following 7 Tips will help you get organized & help you stay organized throughout the school year.

THE IMPORTANCE OF ROUTINES

  1. Create a morning schedule and practice it at least once before the start of school.
  2. Try setting up a schedule in the morning that will help you stay organized. A sample schedule might be: Wake up and shower at 6:45, get dressed at 7:00, eat breakfast at 7:15, pack your lunch at 7:25, do your hair and makeup at 7:35 and leave at 7:50.
    b. Make sure you allow extra time in case something goes wrong (ex: you wake up late)
    c. Follow the same routine every day.
  3. Mornings in most households are busy. To leave yourself enough time make these part of your routine:
  4. Set out your clothes to save time the night before
  5. Also set out any sports equipment for the next day’s extra-curricular activites
  6. Pack your backpack the night before.
  7. In addition to homework, also place lunch money, papers that need to be signed, gym clothes, etc. along with the bag.

TIME MANAGEMENT

If we had more hours in the day, we’d just fill them up with more things to do so USE YOUR TIME WISELY
This is a point in your life when time management skills really become important
We are soooo busy and have so much to do and remember that anything we can DUMP on paper gets it out of our heads and on to paper where you can see it and be reminded.
Writing things down will help you remember so when transferring over to do’s you’re less likely to forget.
Prioritize your list so the important things get done. Whatever doesn’t get done today can be done another time. Just make sure it’s written down so you don’t forget.
You can take on more personal responsibility by getting yourself out of bed at a certain time every day by setting your own alarm—without any help from parents. You might also explore using your cell phone as a time management tool. If you have difficulty waking up with an alarm clock, try putting it on the other end of your room so you have to get out of bed to shut it off.

CALENDAR/PLANNER:

  1. Choose a daily planner with large weekly format over two pages.
  2. Tape a copy of class schedule to the first page and place copy of schedule on inside of locker.
  3. Be sure your full name and grade level are listed in your agenda.
  4. Use it EVERY DAY and make sure it has enough room for assignments, to do’s and note!
  5. Make sure it is kept in the same location at all times so you know where to find it. I keep mine with my keys.
  6. Do not underestimate the value of keeping an accurate planner
  7. Don’t’ forget to calendar homework assignments, exams, quizzes and project deadlines in your agenda as soon as you get them.
  8. Write the assignment on the day that it is due!
  9. Look ahead in your agenda to see what assignments are coming up.
  10. If it is a big project, then break it down into parts and make your own due dates for each part.
  11. Give yourself PLENTY of time to complete assignments because middle school work is new and different.
  12. Write in reminders one and two weeks before something is due.
  13. Even when you do not have an assignment, write: “NO HOMEWORK.” Once writing in the planner becomes habitual, the student will have few, if any, excuses for not completing an assignment.
  14. Have a special place for your agenda and carry it to every class and bring it home every day.
  15. At the end of every day, read your agenda before you leave the locker area or during your last class to be sure what you need to take home to study or complete homework.
  16. Another way to keep track of assignments is through a monthly calendar hung up at home.
  17. There are some assignments, such as science projects, that will be assigned further ahead of time.
  18. Break down the project into smaller projects that can be done along with the nightly homework, rather than a day or two.
  19. Of course, you can always use the calendar on your phone, computer, tablet.
  20. Make sure there’s a place for your “to do’s.
  21. Make sure there’s a place for your appointments (sports, music lessons)
  22. Make sure there’s a place to schedule your projects, quiz’s, tests

ORGANIZATION:

  1. Everything will be MUCH EASIER if you are organized.
  2. Don’t rely on your parents or teachers to keep you organized.
  3. Organization should be important both at home and at school.
  4. Organization is a skill that will help you not only in school but also in every aspect of your life.
  5. If you establish an organized routine, you will lay the foundation for academic success.
  6. There are many different ways to organize anything.
  7. Everyone organizes in his or her own way.
  8. You have to decide which way of organizing is easiest and best for YOU!

*NOTE: Some people like files, some people like piles: some people like things out so they can see them; some people like things put away.
III. The following are some tips and ideas that may help you decide how to BETTER organize your items for school.

     9.  At home, you should have a special place for all of your belongings, not just schoolwork. (Maybe it’s your desk or, it can be a shelf in your closet)

    10.  Always keep things in the same place so you know where to look for them and where to store them. For example, put your backpack by the door where you will see it on your way out.

    11.  To keep your space clutter free, put away your things when you finish using them.

12.  You can place books and folders in your backpack and secure them in a corner or on a shelf.

13.  A special container for supplies such as pens, pencils, markers and scissors will also be helpful

 

LOCKERS

  1. Practice before you need to use it!
  2. Try it out several times to make sure the key works or that you remember the combination.
    b. Keep the combination written down somewhere where you can find it (ie, your wallet, purse, backpack) and not where anyone else would know what it is. The locker combination should be written down at home as well.
  3. Having a clean, organized locker is really important as well.
  4. Purchase extra shelves and locker organizers. The shelves will give you more space for books.
  5. Keep a magnetic pencil holder and a whiteboard on your locker door.
  6.  The magnetic pencil holder is for spare pens, pencils, highlighters, erasers, and supplies.
  7. The whiteboard is where you will write your assignments, classes, and memos on.
  8. How well you keep your locker arranged and decorated is up to you.
  9. The ultimate goal is to be organized so that you will know where your things are and where to put things away.
  10. Look over your list/agenda at your locker each day before leaving school to make sure that you bring home the correct books and notebooks.
  11. One big pitfall of being disorganized at school is forgetting a book at school.
  12. Getting in the habit of going over the assignment list at your locker will create a positive habit of always having the materials to do assignments.
  13. Don’t give out your locker combination.
  14. Keep your cell phone in your locker. HOWEVER, never leave it on because if it goes off, and a teacher happens to walk by, it can be confiscated or misconstrued by the authorities.
  15. Anything you don’t need at school, take home immediately

BINDERS

  1. It is a good idea to get your binders organized from the start of the school year.
  2. It’s always nice to start off on the right foot!
  3. Make sure everything has a place and stays in it! Math papers don’t belong in your English notebook.
  4. There are several different options and you should choose the one that you like best:
  5. You can have separate binders for each class and choose a different color or pattern for each subject.\
  6. Purchase dividers for each binder and label a section for class work, homework, notes and other sections as needed.
  7. The binder should include at least one two-pocket folder to keep handouts and other items that the student will have to remove from the binder.
  8. For important handouts such as a syllabus, use sheet protectors to preserve these items.
  9.  Or, you can: Color-code notebooks and/or book covers by subject area.
  10.  Keep the color-coding for the subjects the same every year.
  11. It is easier to remember which subject is which color, and it saves money and the environment because you might be able to reuse items.
  12. Get covers that are diverse in design or color so that you eliminate grabbing the wrong book or folder by mistake.
  13.  Have a special folder or place for homework and for notes to your parents. Carry this folder to all classes and home every day.
  14. You can also use an expanding folder with 6 or more dividers in it to keep your homework or anything important in each section according to your class.
  15. Have a separate project folder to keep all your project information and papers together in one place
  16. Keep binders and folders organized.
  17. Take your folders home periodically and clean them out.
  18. Keep papers in their corresponding notebook at all times. It will make things so much easier. You won’t have to be worried on the way home about which binder something is in
  19. Many schools or teachers will require you to have a binder for their class and even schedule “notebook checks” where they make sure that you have all your papers in the right places in your binder
  20. Keep your books and binders for the same class together so that they are easy to grab. .

HOMEWORK

Always do your homework
Set a designated time to do all of your homework

Limit distractions for concentration purposes until study time is over (Close the door, turn off the tv, cell phone)

Prioritize your assignments

One thing to keep in mind is to work on tomorrow first!

Some assignments are given a day or two before they are due. But, be sure if time allows, that they do everything on the first night assigned. For instance, if on Monday, one assignment is given in math that is due Tuesday and a short composition in English due Wednesday, have them do both. Because, on Tuesday, they could get several more assignments due Wednesday- Monday was a light day, and there would have been time. If you wait another day, you face the possibility of being inundated with more work!

Do your most difficult homework assignment first so you can get the hard stuff out of the way.

Designate a study space, preferably a clean and well lit area

If you have sports or other extra-curricular activities that might conflict with your homework schedule, plan accordingly

Keep completed homework assignments in the inside front pocket of the binder for that subject so you will always know where to find it.

When you’re done with your homework, place it in your backpack in an area by the door

You don’t want to lose homework and possibly suffer a lower grade because you can’t find work to submit to your teachers

Always be prepared.

Have extra sharpened pencils on hand as well as a water bottle.

Keep phone numbers of two people in each class so you can call them to get information about homework assignments.

Visit your teachers’ websites to check homework assignments.

Bottom line is if you’re organized, it will make your life much easier!