22 February 2012 | 12 minute projects, Business Productivity, entrepreneurs, Second Brain, Technology, Tips for improved organization and workflow | sara

I think we can all agree that work is changing, right?  The way we work, how much we work, when we work and most importantly, WHERE we work has changed dramatically over the last 10 years.  Companies are shifting their ideas and expectations by offering employees the “here is the deadline, just get it done” approach.  I love this mentality and I think it is incredibly “forward thinking” for companies and businesses to allow their employees (when possible and applicable) to work from where they feel the most creative and motivated as long as they meed the deadline. 

Due to more and more peeps OUT of offices, what I see is more and more people in coffee shops, parks, restaurants and various other outside the box spaces working away.  This is also especially true if you work for yourself ~ here’s a post I wrote on this last week offering ideas and tools on staying productive while working for yourself…   I mean, in this day and age, it really doesn’t take much for this, right?  

Creating a mobile office is very easy and can be even more efficient if you take a few minutes and think through what you need for these times so you only have to pack once rather than reinvent the wheel every morning.  In essence, this planning takes away having to think about it.  You will be prepared and ready for uber productivity once you hit the coffee shop or mountain top! 

Take a minute and think through what would be beneficial to have with you when you’re working away from your home or office… Consider this a 12 minute project!  Many of you probably have a specific laptop bag or another type of tote that houses your tools. 

What is this for you?

Mine consists of my Lenovo lapop (in it’s case with cord & mobile mouse), my second brain [I would never leave home withouth this], my pen that goes with my second brain, dropbox [allows you to transfer/share files via the cloud - very useful], gotomypc.com [connects me to my home computer to have access to everything remotely], my iphone [for returning voicemails and the apps I might need, but most importantly for the timer to move from task to task].  I also always have a file pocket of any project papers specifically I will be working on and of course my favorite cool or warm drink.  That’s pretty much it… considering the dropbox & gotomypc.com are ON my computer, I really only have about 4 items with me at any given time for maximum productivity.

My mobile office looks something like this….

And the view I most often see when working from my favorite Starbucks is this….

Not bad, eh? 

Do you have a mobile office and if so, have you taken the time to make sure you have your items together and ready to go at all times?  If not, I encourage you to write down what you need to be successful away from the office so that you don’t miss one second of productivity when you’re working on the go!

If I haven’t mentioned something that is a must use tool for you in your mobile office, please share in the comments below so we can all learn from one another. 

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19 February 2012 | Productivity Quotes, Quote of the week | sara

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16 February 2012 | Uncategorized | sara

How did your last 12 minute project go?  Is your linen closet looking better & functioning better?  I hope so!

Today I wanted to share another quickie – got a junk drawer that needs attention?  Here is my philosophy on junk drawers… they aren’t a bad thing at all!  I think life brings in miscellaneous stuff and it makes perfect sense that those items would live together in a drawer.  The question is… how many do you have?

Here’s a few steps to get you cleared out if this has been bugging you:

1.  Choose the drawer you want to focus on, set a timer for 12 minutes and quickly pull everything out of the drawer.

2.  Take a cloth, wipe it out (get all of the corners and the gunk that builds up).

3.  Quickly go through the items you pulled out and sort through them…. 3 piles:  stuff going back in, stuff going in the trash, stuff you aren’t sure about. 

4.  Sort, purge, throw away and put the items you want to keep back in the drawer.  The best is always to group “like with like”… ie: office supplies together, tools together, clips and rubber bands together, etc, etc…

5.  If you don’t have and need some dividers for the drawers to keep items separate and help stuff not get piled up again, then just grab a few items from recycling (cottage cheese or flatter yogurt containers work fine) until you can get something fancier. 

Viola!  Does it look like this? 

Remember, it’s not about what it looks like, it is always & ONLY about how it functions for you and how it supports you.  If it feels better, then great job and your timer should be going off right about NOW! 

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14 February 2012 | Family productivity, Household Productivity, Tips for improved organization and workflow | sara

One of the biggest questions I get asked is “How can I get my (husband/wife/partner) to get rid of stuff?”  This is in and of itself a major issue for many couples and relationships and today on Valentines Day I thought it might be approriate to share some brief thoughts on this topic… This will also be expanded into a more detailed article for my column this week in the News Press on Saturday – pick up a copy if this topic intrigues you — on news stands bring & early Saturday morning! 

Onto my thoughts….

If you are trying to get another to change to make you more happy, then this is something to look at because on a deep, deep level everyone already knows that:

• a) you can’t change people.
• b) wanting another person to change is not fair to them.

That being said, this “issue” has some serious ripple effects on people when it comes to harmony in relationships… consider how your partner is always running a few minutes late and therefore makes YOU late.  Or how you feel when you look at your partners desk piled up yet again with all of their stuff (I mean – what IS that stuff anyway?)  Or my favorite… when one persons “idea” of organization is very different from their partners idea of organization.  I have seen some seriously mismatched and frustrated couples over the years in my work, but I also know that there is hope.  But first there must be acceptance.  Deep acceptance.

1.  Accept your partner and find the good in them.

2.  Work together and communicate to work out a plan.

3.  Hire someone to help you smooth out the wrinkles in your plan and get you both on the same page.  (I have worked with hundreds of couples over the years).

4.  Work together and then work separately.

5.  Give each other your own space and place to be messy or neat.

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12 February 2012 | Productivity Quotes, Quote of the week | sara

Put off for one day, and ten days will pass.
– Korean proverb

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09 February 2012 | Business Productivity, entrepreneurs, Family productivity, Habits, Household Productivity, Tips for improved organization and workflow | sara

Working for yourself is one thing.  Working from your home is quite another.  While both have advantages and disadvantages, one thing that’s sure is how easy it can be to get distracted when your office is right down the hallway from your bedroom or in the other room adjacent to your kitchen (or actually IN your kitchen).  I have done both of these things (worked for myself and worked from my home office) for 8 years now so I would consider myself a bit of an expert on the topic.  In fact, I contributed to this article on Psych Central last month titled 7 Ways to Productively work from home.  

Here’s a copy of the article… if you have any strategies that you use for staying focused while working from home, please share with us!

____________________________________________________________________________________________

Many people would love to work from home. You can wake up whenever you want. You can spend the day in your PJs. You can work from the couch. And your schedule can be as wide open as you like.

While it’s true that working from home has its advantages — flexibility being a big one — it’s not the paradise you might think it is.

Distractions abound, especially when family members are home — or others call or come over, thinking that you’re simply not that busy. (Unfortunately, many people don’t take working from home very seriously.) There’s always a household chore that needs to be done. And you don’t get paid for resting, so you’re often working longer hours.

Here are seven tips that take these concerns into account and truly work.

1. Understand that productivity isn’t one-size-fits-all. “People need to develop systems and strategies that fit with how they work,” said Leslie Truex, author of The Work-At-Home Success Bible and owner of WorkAtHomeSuccess.com.

For example, Truex is a visual person, so filing and storing items isn’t helpful for her. “I have to have tools and strategies that keep things where I can see them without clutter,” she said. She also prefers web-based tools, like an e-calendar, which she can access from her phone when she’s out and about.

2. Give yourself structure.  Working from home means that you’re mixing personal items with professional ones. “If there are no homes for things, then it’s likely items will end up landing where they don’t belong,” according to Sara Caputo, MA, productivity coach, consultant and author of the e-book The Productivity Puzzle.  That’s why it’s important to have a separate, organized area for your work. Creating a sense of structure includes everything from your filing system to your calendar.

3. Set a clear schedule every day. “Making sure you have a well-functioning road map for your day is what I consider a key to success in business and life,” Caputo said. This is especially helpful when you get distracted, because you know exactly where to pick up or the next thing you need to work on.

4. Rank your priorities. When there’s a long list of to-dos, it’s easy to get overwhelmed. What do you tackle first? Second? Or third?

Truex employs an interesting strategy: “I rank importance by what will make money the quickest, so activities that most directly result in income [such as] direct services or marketing are listed first and activities that don’t result in income or at least not in immediate future income go later on the list [such as] busy work [or] filing.”

Other entrepreneurs start with tasks they find most fascinating. Or they undertake the toughest tasks first.

5. Eliminate interruptions. Identify your specific interruptions during the day, and figure out how to eliminate them. For instance, you might hire a babysitter for your kids for several hours a day, let your phone go to voicemail, create a separate work area and even post a “Do Not Disturb” sign on the door so neighbors know you’re working, Truex suggested.

6. Get familiar with your energy cycles. Caputo suggested arranging your schedule so your energy levels match your tasks. For example, is your best time to interact with people in the morning or the afternoon? When are you most creative? When does your energy inevitably dip?

“It will take you much less time to get things done when it’s in alignment with your natural rhythms,” she said.

7. Schedule time for planning.  Take some time at the end of the day and week to clear out office clutter and plan ahead. “When working from home, it’s easy to skip this one because someone needs you or the laundry is done and the thought ‘I’ll clean up my space later and put those files away when I’m done with X, Y or Z’ probably creeps up more often than not,” Caputo said.

For instance, if you’d like to stop working at 5 p.m. each day, set your alarm to 4:40 so you have 20 minutes to clean your space, clear your inbox and create your to-do list for the next day, she said. “This will help eliminate the nagging feeling that you need to get back into your office after dinner or after the kids go down to do ‘just that one last thing.’”

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07 February 2012 | entrepreneurs, sara caputo, The Productivity Puzzle | sara

Last week was nothing short of amazing! 

I shared with you how I was travelling all week (click HERE to read more about that) and I am so happy to report (literally as the emails come in today) that it was a huge success!  I did a training at the beginning of the week for the entire team in this company and then we worked off of The Productivity Puzzle concepts and framework all week through individual management coaching sessions.  I so enjoyed every minute and upon returning on Friday night was great because of these 3 boys…. hard to put into words how much I missed them all for five days!

My week didn’t end there and I woke up bright & early Saturday morning and got to teach the very first Time Management class through adult ed to an OVER filled class.  There were so many entrepreneurs, solopreneurs, small business owners, retirees, current managers and every other kind of person there (including my very special guests – my parents joined us as they are out here in California right now!) … so those of you who are new to the blog this week – WELCOME & thank you for joining! 

A few upcoming class & speaking tidbits:

1. I’m speaking for WEV on February 16th & 17th to their entrepreneur class, which I LOVE and do every quarter!
2. I’m speaking for a Networking Breakfast at the Canary Hotel (check my Facebook page for more info on this) on Friday, 3/2 at 7:30 am.
3. Leadership Santa Barbara in the Spring (so excited)
4. Upcoming adult ed classes are:  (and I will put the links to register again as registration opens – for now, PEN it into your calendar).

• Organization for Home & Office on Saturday April 14th
• Time Management: How to use your best resource on Saturday May 19th

Thanks for all of your support & for reading…

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05 February 2012 | Productivity Quotes, Quote of the week | sara

Tension is who you think you should be.
Relaxation is who you are.
~ Chinese Proverb

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02 February 2012 | Family productivity, Household Productivity, The Productivity Corner - writing | sara

My most recent Newspress article for my Productivity Corner column was all about how to get back to the basics when you have been confronted with upheaval or through loss or dealt with a disaster in your life.  This is all too real and the article is here for you to enjoy & pass along to anyone that might be interested… enjoy!

“I used to be really organized until…” is usually the first thing I hear when people call me interested in hiring me or talking about how I can help them.  The “until…” most often falls into one of these categories:  Death of a loved one, birth, job change or loss, illness, marriage, divorce, moving or relocating.  It can also fall under the category of environmental disasters such as floods, fires, earthquakes or hurricanes to name a few.  It is a good reminder that when life happens, organization often falls by the wayside. 

As we talk, people are reminded that even though things aren’t organized at the moment… at some point they did have systems in place and they were successful at organizing their world.   However, it’s inevitable that when we face some type of upheaval, disaster or loss, our current systems are put off course.  Many times because we operated out of ideas, beliefs, and patterns for many years – and we forgot how we got there.  So we need to get back to the basics. 

I’m not much of a sports fan but when my husband and I were talking about this concept he said that it was like going to spring training.   In his words….it starts in mid February and lasts several weeks before the baseball season.  It’s where the players and coaches return to the basics.  It’s an opportunity to get back to the fundamentals as well as set out a vision for the year.  Sounds a lot like organizing. 

So what would spring training look like for you to get back to the basics of organizing in order to set yourself up again?  It’s inevitable that we’ll be pulled off of our course over time, but we don’t have to stay off.    Here are five basic tools and rules to follow to get you going in the right direction again if you have gotten off track. 

1.  Take time to think about what is important to you and what no longer matters:

Before the event that pulled you off course, you probably had a good handle on your organization and systems and could quickly identify your priorities.  Now?  Maybe not so much.  Take time to complete this step before moving on.  Get quiet for a bit, think through what’s important to you NOW and create your organizational plan around that.  For example:  I worked with a family after a flood a few years ago and they lost an entire garage and living room worth of their items.  When we sat down to re-create their systems, they realized not much of what was lost really needed to be replaced, which changed their life  systems and daily organization drastically.  Think through this piece and don’t skip it!

2.  When it comes to “stuff”, group like with like:

If you are doing a re-organization after moving or getting married or divorced, then it’s likely when you look around there is stuff everywhere.  As a starting place, just group like with like.  Start putting items together that make sense to go together either by room, by project, by season, by sport, by area of the house it belongs in or by logical groups.  Very soon after, some semblance of order will start to take hold and a system will start to emerge.

 3.  Set yourself up for success in concentric circles:

When it comes to setting actual spaces up, whether it’s a kitchen, desktop, office or garage, think in concentric circles.  Place yourself in the middle circle, then draw one outside of that and another outside of that.  If you are in the middle, you want the items for that room or workspace that you use the most closest to you and the items you use the least furthest from you.  This is a logical way to start to find your way back to a functional space and it is sure to stick because it’s based on your way of thinking and working.

 4.  Work in time blocks & use a timer:

One of the smartest and sustainable tools to employ during this time is to pace yourself by working in succinct time blocks and not overdoing it.  If you are of the “weekend warrior” type, then you know how to move a project along in a short time frame, however for most people this type of organizing, sorting, purging and prioritizing is very draining.  There are always emotions to consider during upheavals, so I always encourage people to set up timeframes that will work for their energy level.  I never work with clients more than 3 hours at a time and using a timer to keep you honest is also very efficient.

 5.  Ask for help! 

Too often we live with clutter, chaos and loss of productivity because of our inability to ask for help.  Whether it’s an ego thing, a shame or guilt thing or just a good old case of perfectionism (nobody can do it as good as you, right?), let it go and get some help.  There are many people that would be willing and happy to help you create more order, get rid of stuff and smooth out the wrinkles in your life after an upheaval or loss or disaster.  Don’t let your life be put on hold by not integrating and working with others to help you solve your organizational issues no matter the reason.

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31 January 2012 | Business Productivity, Goals, Habits, Lists, Paper Productivity | sara

Did you end up setting goals for 2012?  As a reminder to myself as well as to you, here is the blogpost I wrote around 2012 Goals.   Today is the last day of January and I wanted to share a brief spot of inspiration around goals with you…

A few weeks ago, I met with an attorney that I have been working with for over 6 months to reflect on where he was at with the goals we had created at the end of 2011… prior to working with me, he liked the idea of goals, but hadn’t ever committed to writing them down.  Like many people, he thought about them, let them roll around in his head, but never really committed to them.  There seemed to be resistance there whenever we would talk about the future of his practice and where he was heading…  I forced him to suggested he dictate to me and together we would create his 2012 goal master plan.  Within 20 minutes, we had it in front of him ready for execution. 

Upon meeting with him last week, he was happy to report that he had already accomplished three things on his list (and it was only January 18th) simply [his words, not mine] because he had written them down. 

There is TREMENDOUS power in writing things down.  From your to-do list, to your grocery list to your yearly, monthly, weekly goals.  If it’s in your head, find the right medium to get it out and keep it in front of your face if you are truly committed to increasing your performance and affecting the bottom line of your business and life in a powerful way.

Take a minute and look back on the goals you’ve set for 2012 — if they are still rolling around in your head, then I highly encourage you to unleash them and watch the magic happen. 

Need more evidence that this works?  Read this great article titled:  5 Reasons Why You Should Commit Your Goals to Writing by Michael Hyatt.  If you can’t find the energy to click through on the link, then I have posted his reasons here… enjoy & happy writing!

• Because it will force you to clarify what you want. Imagine setting out on a trip with no particular destination in mind. How do you pack? What roads do you take? How do you know when you have arrived? Instead, you start by picking a destination. The same is true with the milestones in your life. Writing down your goals forces you to select something specific and decide what you want.
• Because it will motivate you to take action. Writing your goals down is only the beginning. Articulating your intention is important, but it is not enough. (This is where I disagree with Rhonda Byrne, author of The Secret). You must execute on your goals. You have to take action. I have found that writing down my goals and reviewing them regularly provokes me to take the next most important action.
• Because it will provide a filter for other opportunities. The more successful you become, the more you will be deluged with opportunities. In fact, these new opportunities can quickly become distractions that pull you off course. The only antidote I know of is to maintain a list of written goals by which to evaluate these new opportunities.
• Because it will help you overcome resistance. Every meaningful intention, dream, or goal encounters resistance. From the moment you set a goal, you will begin to feel it. But if you focus on the resistance, it will only get stronger. The only way I have found for overcoming it, is to focus on the goal—the thing I want. Steven Pressfield’s new book, Do the Work, is must-reading on this topic.
• Because it will enable you to see—and celebrate—your progress. Life is hard. It is particularly difficult when you aren’t seeing progress. You feel like you are working yourself to death, going nowhere. But written goals are like mile-markers on a highway. They enable you to see how far you have come and how far you need to go. They also provide an opportunity for celebration when you attain them.

 You just know that anyone drinking coffee or tea out of this every morning is on top of their goals!

Happy February!

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