Productivity: Coffee is the new lunch

Great article from The Glass Hammer: The Glass Hammer - http://www.theglasshammer.com/

Decide to make 2009 Your Most Productive Year ever

Each year we start the year thinking about our goals, our job, our health, all the ‘new’ routines and commitments we make to ourself to make this our best year yet… but two weeks into January all our planning and resolution goes out the window! You can make this your best year ever by applying some of these simple ideas (and print this article, keep it handy and re-read to keep you on track).

Make a date. Make time in your schedule to find a quiet, comfortable location to set your goals. I spend a morning at my favourite local cafe in January every year to review my goals and set new ones for the year ahead. Find a local restaurant or café and spend time doing the same – support your local businesses.

Take five. Create five categories for which to set goals: physical, educational, spiritual, financial, and relational. By setting goals for each of these areas of your life, you will be taking a balanced approach and not neglecting any important aspects of your life.

Use it or lose it! I recently read – people who spend a thousand dollars or more each year on their personal development will increase their business by 20 percent. Read more books, attend Chamber of Commerce or industry workshops, attend a business card exchanges, listen to CDs in your car, do online courses or enrol at college or university. Keep your brain active.

Make time. Eliminate time-robbers from your day – make a list of all the things you do that rob you of your time, such as watching too much TV, running errands inefficiently, checking and responding to your email too often, making long phone calls, waiting in traffic and even other people. Focus on controlling your time – organising your day efficiently and getting rid of the things in your life that are not a high priority.

Out of sight, out of mind. Remove your in-tray from your desk or get rid of it all together if you can! Keep it out of sight so the contents don’t distract you and so that people don’t drop new items into it without you noticing.

Unplug. Schedule one TV-free night each week. Switch off the TV and instead listen to your favorite music, play a board or card game, read a book, enjoy a quiet meal by candle light (alone or with someone whose company you love), go on a date in one of your local restaurants or soak in a bath. Start being aware of your television viewing habits and make a point of only watching programs that you truly enjoy and stop wasting precious time in front of the TV.

Manage your reading. Create a reading file and put it in your briefcase. If you don’t already have one, start a reading file and carry it with you on your way home. You can get through a surprising amount of reading while on public transport to and from work and while waiting in a line.

Find a mentor. When you identify the person you believe would be a suitable mentor, spend some time watching them in action. Ask around to find out what other people’s opinion of your chosen mentor are and find out all you can about their achievements, beliefs, values and way of operating. This will give you insight into them before you approach them about mentoring you.

Schedule email time. Email messages popping into your inbox all day long can be an enormous distraction, particularly if your email is set to alert you every time new mail arrives. To check in on your emails and respond to them as they arrive not only distracts you from whatever tasks or projects you are working on but can rob you of an entire day, responding to other people’s needs while your own are neglected. Schedule a couple or a few times each day to check and respond to emails rather than constantly looking-in on your inbox or being bounced there by your email program with every new message.

Your signature. Use your email program to create an email signature block that will automatically attach to all of your outgoing messages; it’s a little like an email letterhead. It saves you the effort of including your contact information every time and brings a professional touch to your communications. You might simply include your name, business name, contact details and website or you might also include a sentence or two about your business, a special promotion you are running with a link to your website, or even a favourite funny or inspirational quote.

Spring clean. Schedule time to clean out your email regularly, once a month should be enough to keep you on top of it. Empty your deleted items and any unnecessary sent items, and go through any completed project or task folders and ensure that anything you are keeping is essential to your records. Cleaning out your email will ensure you are managing your email files and disk space effectively.

Set up systems. When using filing cabinets, decide how you will allocate your space to make it easiest to locate your files: for example, rather than mixing all your files together you might decide to keep current customer files in one drawer and potential customer files and marketing information in a separate drawer, or you might choose to store current projects in one drawer and research and reference information in another, or you might decide to file everything in alphabetical order – you get the idea – look at the type of files you have and decide how to logically divide them into categories. Then, label the front of each drawer with the type of files it contains.

Choose to be amazing! It’s as simple as making a commitment to yourself every morning that you will have an amazing day. Remember, life is not a dress rehearsal – we only get one performance, so let’s give it our best!

Neen James, MBA is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate educator, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice (Aussie accent), sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Find out more and subscribe to Neen’s free monthly ezine at http://www.neenjames.com

Productivity Challenge: Move that baggage

G'Day everyone,

We all have baggage or things that weigh us down. For some of us it is our past, our weight, our project load or even family committments. Something I have found very freeing lately is to admit the baggage to someone else and apply a plan to achieve a solution. If you want to increase your mental productivity, try getting rid of the baggage.

I found Delia Dorn's lastest newsletter really effective in doing this. She outlined a great process to help achieve a goal but outlining the objective, listing the rewards, detailing the consequences and obstacles then creating a solutions and actions plan. I sat down and did it - I feel great.

You can check out Delia's newsletter and subscribe at: http://formhealthyhabits.com/default.aspx

How to make your email more productive

As I travel around the country I am constantly fascinated by my client’s addiction to their email. Email was a tool originally designed to help boost our productivity in the workplace but unfortunately it has become a productivity killer. Whether you check it on your laptop or your blackberry, email now takes a huge portion of your daily correspondence time. To help boost your productivity and get control of your email try these simple strategies.

Avoid answering email first thing in the morning – the first thirty minutes of each day should be spent reviewing your strategy for the day and planning how you will achieve your goals. While you can scan your email first thing, please don’t respond immediately. Spend more time on strategy than email and you will achieve your bigger goals.

Use Color coding – most email programs allow you to designate colours to individuals. This ensures when you first review your email you can see who the emails are from easily and allows you to direct your attention to the most important people first.

Drag and drop – did you know you can drag an email from your inbox and drop it into your Contacts to create a new contact or drag it into your Tasks to create a new Task. This simple but effective strategy will also help you reduce your inbox clutter.

Unsubscribe – if you are receiving emails to online information you no longer review or read, take the time to unsubscribe. Yes this takes more time initially but will help you to reduce your inbox volume allowing you to read and review only those emails you want to receive.

Use Out of Office – if you are going to be out of the office for more than 6 hours, use this facility to educate those who email you. They will automatically receive an email advising them you are away. ­

Invest in Spam Filters – tighten your email security by investing in spam filters that will reduce the junk mail you receive.

Keep them short – keep your reply and responses short. If your reply is going to take substantial time, book a phone conversation or meeting with someone to answer appropriately.
Write in action language – use proactive, action language in your emails causing your readers to take action.

Use an email signature – set up a rule in your email system to always send your contact information at the footer of your email. This signature could contain your postal address, phone contact numbers and something about you and your business. This assists those you send your emails to and is free promotion for you each email you forward.

Be polite – email still requires a greeting and sign off. Take a few extra moments to greet your reader and sign off too.

Turn on spell checker – don’t allow poor grammar or spelling to be a misrepresentation of you and your skills. Set up your email to automatically spell check before any email is sent.

Turn off noises – remove any bells, whistles or chimes attached to your email. Don’t be distracted each time your email is received. Reduce distraction and eliminate chimes or sounds.

Use names in email – in the body text of an email advise each person why you sent them the email and the action they need to take. Teach people around you to read your emails looking specifically for their names and the actions you need them to take.

Delete – don’t be scared to delete emails. Once you have actioned it, file it or delete it. Keep your inbox clear.

Avoid BCC – try to avoid the use of blind carbon copy. If you have something to say to someone on email ensure that those who are copied need to be copied.

Avoid FYI – make a personal promise not to send any “FYI” or For Your Information emails. Only forward emails with specific instructions to people on what is required of them and why you are sending it through. Sending FYI emails is lazy.

Avoid jokes – don’t send joke emails, chain letters or cute PowerPoint presentations around the office. Don’t waste other’s time with these types of emails, our inboxes are so full already. Be considerate and avoid sending joke emails.

Stop pressing Send/Receive – get your finger off the button! Stop constantly pressing this button to check if you have any incoming emails. Avoid the temptation and spend time actioning the email you already have.

Watch your tone – be aware that the receiver doesn’t have the benefit of hearing your voice when they receive your email. Make sure it can’t be misunderstood.

Size does matter – be aware of the size of the attachments you are forwarding with your email. Be considerate to others and minimize file size when sending.

Spend 15 minutes – spend 15 minutes per day sorting your email. Take this time to file actioned emails, forward emails to others or delete emails. Daily discipline of your email inbox will allow you to remain focussed and less overwhelmed by email.

Maintain personal and work accounts – keep two email addresses. Only allow yourself to check work email during work time and set up a separate account to check your personal emails in your personal time.

Email is a powerful communication tool when used effectively it will help you boost your productivity. Promise yourself you will start looking at your emails differently today, apply these strategies and get back some of the time you are spending on email each day.

Neen James, MBA, is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice, sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Subscribe to Neen’s free monthly ezine at http://www.neenjames.com/

A Productive Conference attendance .. and some fun too

G'day,

Today I am in San Francisco, what a beautiful city!

While planning to attend this professional industry conference in San Francisco I decided to make the most of my time in this fabulous city and fly in one day earlier than the conference. I have always flown in and out of this beautiful place but not had the chance to explore it. To make my time here more productive I did the following things:

1. Reached out to a colleague who previously lived in the city and asked for her recommendations of 'tourist' things to do.

2.Invested one day exploring the city based on her list of recommendations and had a great time, rode the cable car, drank Irish coffees at Buena Vista, drove across the Golden Gate bridge and wandered around Sausalito!

3.Contacted other conference attendees I had never met before the meeting to make arrangements to connect at the event.

4. Reached out to people I knew were attending the conference and planned to share meals with them over the series of days here. It is always great to reconnect with friends and collegues and catch up face to face at events like this.

5. Identified which sessions I would attend (and which sessions I would skip) by reviewing the program online first.

6. Wrote to the speakers of the sessions before the event introducing myself, advising them I would like to connect at the conference ... and have already enjoyed making new connections.

7. Brought stamped stationery with me to the conference so I have already started my follow up from the people I have met.

So often we fly in and out of conferences without exploring the city, connecting with new people and reconnecting with friends. You can make every conference attendance productive by investing one hour planning before each trip and taking your follow up tools with you. So today I am off to enjoy more of San Francisco!

Be Productive: Get Your Home Ready for the Holidays

The excitement of the holidays is now upon us and it is during this time we often feel like we have more on our ‘to do’ list than there are hours in the day! A common area of stress for many people is getting our homes ready for the holidays. Working in partnership with a fantastic service, like Harmony Clean can help save you time, help you relax and also give you peace of mind.

Harmony Clean www.harmonyclean.com is about healthy home cleaning, naturally. They provide a complete, customized maid service (as regularly as needed) with caring, trained staff that are bonded and insured. Recently I interviewed Vicki Brown, one of the founders of this unique company and asked her how we could get our homes ready for the holidays. Here are several strategies we decided would help get your home ready this holiday season.

Make a holiday ‘to do’ list – include on your list the activities you want to complete at home, the activities you want to outsource and your shopping ‘to do’ list.

Book a special one time clean – if you know you have company coming, a party or a gathering of people; consider hiring the experts to clean your home from top to bottom. This will also make it easier for you to maintain during the holiday period.

Pay attention to bathrooms – these areas of your home will get significant traffic during this busy time, keep these areas clean by placing cleaning products in each room so that you can quickly wipe the counter tops, clean the shower doors and wipe down other areas. I like Shaklee products (recently endorsed on the Oprah show) that are environmentally and people friendly - http://www.shaklee.net/formhealthyhabits/

Change bed linens – it is great at night to snuggle up into flannel sheet sets. Allocate time to change over all the linens in each room. Do it all on the same day as it makes it easier to remember when they all need to be changed again.

Attend to your guest room – allocate 60 minutes to clean, tidy, dust and clean out closet space in your guest room. This is a great time of year for unexpected visitors so make sure your guest room is ready for anyone that might drop in for a visit or stay over after a meal.

Dust your baseboards – this is a great time of year to pay attention to all the areas in your home you don’t normally clean. Vacuum these areas or wipe them free of all dust, this will also help your heating system function better.

Clean lights and chandeliers – some our lights might be covered in dust and cobwebs so ask the cleaning service to spend time on these fixtures. It is worth allocating someone else to do this time consuming task.

Wipe down kitchen cabinetry – ask your cleaning service to attend to this area. If you are cleaning your own home, spend time wiping down each cabinet and pay attention to the base boards.

Allocate time to decorate – make an appointment with yourself (and recruit your family to help if you can) to sort and hang your holiday decorations. This can be a fun way to spend time with those you care about. If you don’t have any family living close by, recruit a few friends to help you, put on a few drinks and turn it into a holiday catch up.

Make an appointment with yourself to shop online – instead of spending time in stores, determine how many gifts and items you can buy online (from the comfort of your own home). You might also end up spending less money as you won’t be distracted by the other items in store.

Outsource your linens – take your table cloths, matching serviettes and any other linens you might need for your holidays, to your local dry cleaner and ask them to press them, this will save you time. You may even consider giving them to a local ironing service instead.

Polish your silver – if you have special dishes, utensils or items that you don’t use year round but want to use during the holidays, make time to sit down and polish or clean these items. You could also make this a fun activity and ask your family or friends to help you while you talk about fun memories of years past.

Research your recipe books – pull out all the relevant recipe books that you want to use and mark the recipes you will be making. Sit down in one place, in one sitting and make a list of every ingredient you are going to need for your special meal. This will prevent multiple trips to the store (or multiple orders online).

Purchase fresh flowers – these add a special touch to your home during this busy time; they create beauty and will be appreciated by those around you. You can have special holiday arrangements delivered by many companies, I like www.1800flowers.com

Find your serving platters – search your pantry, your cupboards and your basement for all those large platters you like to use during the holidays. It may take time to find them, clean them and then decide which food will be displayed on which platter. I always place them all on the counter top the day of the event so I know which platters are going to be used.

Use party hire – a senior executive I spoke to recently says she simply phones the party hire store and tells them how many people she has coming for a meal and they deliver the cutlery, crockery, linens, candles and extra seats and tables she requires. She rinses off the crockery and they come and pick it all up – no cleaning, no fuss. Can you reach out to your local party hire store and see if they provide this service?

Get your groceries delivered – order your groceries online from your favourite supermarket and have them delivered to your home. For a small tip to the delivery person, you will save so much time and it also means you won’t have to carry them indoors during the cold weather.

Order your main ingredients – if you like to have a ham or turkey on the holiday table, now is the time to place your order for those items and any special order pies you might want. Search out your local farmers market or local produce store.

Use caterers – if you don’t enjoy cooking or you don’t have time, consider hiring someone to help you with the food preparation. Many stores have great pre-cooked meals now and many of them will do special catering, just ask your favourite food store.

Get help – during this busy season there are many services that can help you feel less stressed and give you more time. Consider online shopping services, personal chefs, and dry cleaners, cleaning services, flower delivery and local school children. You might be able to recruit local neighbourhood school children to help you with the many chores you need to get done. I offer to pay my neighbours to help me achieve my ‘to do’ list.

The holiday season is for enjoying with friends and family, it is not meant to be a stressful, busy time. This year decide you are going to stop trying to do it all and get help where ever you can.

Neen James is an International Productivity Expert: by looking at how they spend their time and energy – and where they focus their attention – Neen helps people to rocket-charge their productivity and performance. A dynamic speaker, author and corporate trainer, Neen demonstrates how boosting your productivity can help you achieve amazing things. With her unique voice (Aussie accent), sense of fun and uncommon common-sense, Neen delivers a powerful lesson in productivity. Find out more and subscribe to Neen’s free monthly ezine at http://neenjames.com

Vicki Brown is one of the founders of Harmony Clean. Harmony Clean is committed to healthy home cleaning, naturally. Their full customised, complete maid service is available weekly, biweekly or monthly. They use top quality HEPA and multi-filtration vacuums and they are fully bonded and insured. Harmony Clean’s team are caring and well trained and they guarantee satisfaction 100% of the time. Find out more and book your next special clean at www.harmonyclean.com